Most people have too much to handle and not enough time to get it all done or to be able to fulfil their commitments. People add to their stress levels by taking on more than they can handle. Various options and opportunities bring with them the pressures of decision making. These pressures make people frustrated about how to improve their situation. By learning productivity you can organise and prioritise better and you can get your time back so you can focus on making progress and helps you improve your situation.
Planning and scheduling your tasks helps you gain more focus. In the process, you can create a positive work atmosphere and lifestyle practices that foster clarity, control, creativity and relaxation.
Better organisational techniques like planning and preparing can enhance your productivity levels. Thinking in more effective ways to handle different work situations can make things happen sooner, better and more successfully.
There is no single technique or tool to perfect organisation and productivity. However, there are certain simple processes that we can all learn to use that will improve our ability to deal more proactively and constructively. These tools can help you focus your energies strategically to create better thinking habits and working environment which otherwise keeps most people from burning out due to stress.
It is possible for you to have an overwhelming number of things to do and still function productively and be fully present in the moment.
Here are some simple practices which can motivate you to become more productive.
Figuring out ‘why’
Why do you want to be more productive? Why are you putting up with a situation in your workplace? Do you want to be better at your job or do you want to get more things done and do more with your time?
Until you have the answer to your ‘why’, there is no possible way to come up with appropriate actions.
By having an answer to your why has following benefits:
• You can define success.
• You can make hard choices and take decisions.
• You can gather possible resources.
• You can be motivated and can have better focus.
Many people forget why they are doing something and what exactly they are trying to achieve – and a simple question like, “ Why am I doing that?” Can get you back on track. Finding the answer to your ‘why’ opens up wider possibilities and expands your thinking.
Figure out your purpose
All of us want to be better at what we are doing. So the main goal should be to find your purpose. To know and to be clear about the purpose can enhance your focus. Because it is easy to get caught up and let your real and primary intentions slip. Your purpose becomes a reference point for your time and energy spent.
Once you have the purpose defined, you can align your resources and can make your decision-making easier. Often the only way to make hard choices is to come back to the purpose of what you are doing. Just taking two minutes and writing your primary reason for doing something makes things clearer and clarifies your focus.
Find your time leaks
Doing things that bring you progress, getting better at your work, investing in compound time to develop your skills, and picking up healthy habits make you productive. Find out where your time is leaking in the process. Think of your top priorities and determine those activities that help you achieve or take you closer to your goals. That is your meaningful work. The rest are meaningless activities that steal your time.
Focus on what matters to optimise your efforts and where to allocate your time more efficiently. Being aware of all the activities that bring you closer to your goal and being aware of the ones that stall your progress help you get your time back.
Create and stick to your to-do list
Organise your daily tasks in order to get things done. Don’t get carried away by writing too long to-do lists. Being busy is not the same as being productive. Overloading your lists is not an effective to-do list format. If you always start with the easiest or most convenient ideas, you will end up pushing the best ones down the list.
Make sure that your to-do list has a purpose and other meaningful activities. Define your tasks related to your goals and order them by importance. If you do not manage to finish them all, move unfinished tasks to your list for the next day. Rinse and repeat. If you carry some tasks on for too many days in a row without working on them, get rid of those tasks completely.
Declutter & Prioritise
Decluttering your routine lets you devote your time to meaningful work. Write down your distractions and find multiple solutions to reduce them. For each distraction, figure out as many solutions until you find the one that works.
Prioritise your tasks according to your goals and choose those that most benefit your purpose.
It will be difficult to cut down your priorities when you have more on your plate to do than you can comfortably handle. Prioritise on the basis of your long term and short term goals, accountabilities, values, areas of focus and current projects. Combine the things you want to do with things you should do.
Get your routine done
It is very easy to start a task you want to do. But what about those tasks you have absolutely no motivation to do? The ones you procrastinate far too long over and never get around to doing? Putting off important tasks can rob your hours of achievement and can become a chronic cycle.
Slacking off and doing unimportant tasks, putting off other tasks makes you habituated to the same process. Then, the loop continues to repeat. You are avoiding the task either because you are not organised or because you are prioritising low value work. To avoid procrastination, identify what you are putting off and do those tasks right away. If getting started is the hardest part, set a designated time slot to do the task.
The majority of us fail at building life-changing habits because we start strong and give up easily. You need to put effort into accomplishing your goal. Even he tiniest of efforts, when consistently done, brings good results.
Figure out which skill to work upon in order to reach your goal and the task you need to do everyday. Once you have zeroed in on the skill and activity, mark the days you will be working on it and focus on growing your progress on the same. Do not break the chain of progress so that you become consistent with your talent/ skill.
Use your gap time productively
Gap times occur between meaningful activities. Optimise your gap time so you can further develop the skill you need to make you productive. Gap times are small breaks in your schedule or at work, or when you are on long breaks from your work.
Be as strategic about your breaks as you are about your day in general. To use your gap times productively, think about small projects you can accomplish like learning something new, planning your week/day, cleaning up or even working on your other ideas.
Finally, Stay focused.
Think about the last time you felt highly productive. You probably had a sense of being in control without too much stress. You were probably highly focused on what you were doing and you felt you were making progress.
Next time around if you get far out of that state—and start to feel out of control, stressed out , unfocused and bored—get yourself back into your “productive state.” Hopefully the above methods can inspire you to become more productive and work towards attaining your goals.