If you are to look back at how you spent your day yesterday, how would you rate your productivity on a scale of 0-100%? Did you spend every moment effectively? Did you utilize every pocket of time to its best?
No matter who you are, there is always opportunity for you to increase your productivity. There will be times when time was not properly utilized, when things didn’t go as planned, when procrastination creep in and when time seep past you.
Here, I’ll share with you 10 steps to have your most productive day:
1. Have a conducive workdesk
A productive work day starts with a conducive workdesk. How is your work desk like? Is it messy or organized? Is it easy to find items? If you have a messy workspace, you will feel disorganized and sluggish. You won’t even feel like doing anything since it’s so disorganized. Whereas if you have a nice, tidy and organized workspace, you’ll be inspired to get work done. You can find your things easily rather than waste precious minutes sieving through your pile of papers for something you saw just a while ago.
Read #2 Maintain a work environment conducive to productivity and #3 Have an organized workspace in 13 Strategies To Jumpstart Your Productivity for more on creating a conducive work environment.
2. Plan your to-do list the night before
Most people plan their to-do list on the day itself, which isn’t as effective as planning their list the day before. When you plan the list on the day itself, it’s reactive planning, since the day has already started. You’re already off on a late start. On the other hand, when you prepare it the day before, you can get off and running once you wake up.
3. Create a robust to-do list
Your to-do list determines your focus for the day. It’s important you carefully select what you want to do for the day.
- Create a draft list first. Write down the things you want to do, from what you have in your calendar, appointments, your projects list, your goals, etc.
- Identify your 80/20 tasks. Then, split the tasks into 2 columns. 1st column contains 20% of the tasks that, when you accomplish them, will make the biggest difference in your life. The 20% tasks are your Quadrant 2 tasks. 2nd column contains 80% of the tasks that are not going to make much of a difference whether you do them or not. These are your Quadrant 1/3/4 tasks. You’ll find that the tasks in the 1st column are usually the ones that get put off to the next day, while the tasks in the 2nd column takes up the bulk of your time.
- Increase your 20% tasks. The key behind a winning to-do list is to have more 20% tasks. The more 20% tasks you do, the more results you’ll get.
- Decrease your 80% tasks. Since 80% tasks are low value, cut them out where possible. The more you cut out, the more time you have on the 20% gems. See if you can (1) delegate them (2) put them off – this is the one time when procrastination works in your favor! (3) or even skip them entirely. Keep the ones which have to be done.
4. Focus on your 20% tasks
As you start your day, be clear of your 20% tasks. Write them down on a post-it note and pin it in front of you. These are your primary objectives for the day; everything else is secondary.
5. Go with your “flow”
- > don’t stick to a 9-6 mentality
- > follow your inspiration source
- > check FB/twitter if I want
6. Batch the 80% tasks
Since the 80% tasks are low-value, there’s no need to spend too much time on them. Batch them together, then set aside a small block of time to clear them away. These tend to be little, administrative tasks, so doing them together saves time and energy.
7. Remove distractions
It’s disruptive when you’re in the middle of a creative flow and something takes your attention away. When I work, I block off all distractions. For example, I hardly ever use chat nowadays. The only times when I log on is when I’m not intending to do any work, otherwise it gets very distracting. When I’m doing important work, I also switch off my phone. Calls during this time are recorded and I contact them afterward if it’s something important. This helps me concentrate better. I also remove all noise distractions (for example, I don’t have music players on and I put myself in a quiet room).
What are the common things that take your attention away? Instant messages? Phone ringing? Text messages on your mobile? Remove the things that keep distracting you (and are rarely important). Have a channel where people can reach you for important matters.
8. Put aside sudden requests
Naturally as with every work day, there will be sudden requests. People asking for your attention, “urgent” calls/messages, incoming emails, etc. Unless it’s important and urgent (defined by a serious implication if the matter is not attended to immediately), put them off. Jot them down in a separate to-do list and attend to them later. Learn to say no and consciously procrastinate on these tasks. Your priority is your 20% tasks.
9. Utilize pockets of time
There will be bits of time here and there in the day which will go unused. How can you use them more effectively?
For example, my frequent time pockets are (a) the waiting time for transport (b) commuting time. I eventually got a Smart Phone (with a Qwerty keypad where you can type on the go. It proved to be very useful – there have been times where I type a good half an article while on the go. Often times, I get much better ideas on the go than when I’m in front of the computer.
10. Don’t work when you are tired
- Go recharge
11. Track your progress throughout the day
- > Have a review, did you accomplish your list
- > if so, which are the ones that took you off track
- > which took you on track
12. Review at the end of the day
- >Review what you’ve done and not done. Identify what were the gaps
Check Out Related Posts on Productivity:
- 13 Strategies To Jumpstart Your Productivity
- 11 Practical Ways To Stop Procrastination
- 20 Quick Tips For Better Time Management
- 11 Reasons Why You Aren’t Getting Results
- 12 Useful Ways To Get Out Of Ruts
- Why Being A Perfectionist May Not Be So Perfect
How about you?
How will you apply the tips above to have your most productive day right away? Do you have any tips of your own? Feel free to share in the comments area. :)
I'm Celes and I write at The
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