We all feel overwhelmed. Not only when it comes to work-related tasks. But anything on our list of to-dos. When we have a lot on our plate, we struggle with staying productive.
And this makes things even worse.
We are already stressed about everything we have to do. Now is not the time for going through our tasks with a laissez-faire attitude.
I’ve experienced this drop in productivity more often than I’d like. It happened recently. It was Sunday, and I had an article to write for Monday morning. I did not want to write it. I was enjoying a lazy Sunday. I wasn’t in the mood for writing anything. I wasn’t motivated.
I began writing anyway. And I proceeded with starting and restarting a single sentence about 20 times.
It wasn’t helpful. It wasn’t productive. That article took me twice as long to finish than normal.
Losing your productivity is a nail in the coffin. It doesn’t lead to success.
Certain behaviors for improving productivity, such as working overtime, turn productivity into toxicity. You experience burnout and fatigue instead of the productivity you sought.
Components of Productivity
Productivity doesn’t require much. It has four main components: focus, time management, energy, and consistency.
You must focus on the task at hand. Do not distract yourself with social media or other tasks on your to-do list.
You need the mental and physical energy for this focus, as well. Without it, you spend too long attempting completion of a task. And you complete it at a sub-par level. If you lack the necessary energy for a task, don’t do it. Save it for later. You’ll do it faster with the right energy.
You also need a consistent level of focus and energy so your productivity remains. This is key. If your focus and energy fluctuate as you work on your task, so does your productivity. Keep them consistent, and you’ll be consistently productive!
I didn’t discuss time management. The main point is prioritizing tasks properly. There’s an entire article about time management. Make sure you look into it.
Blocks to Productivity
Anyway, now you’re aware of what productivity needs before it can exist. So, what are some common blocks that we experience?
Some of these are obvious, like distractions. Distractions are a big waste of time. Thus making them a big waste of productivity.
There are also interruptions, a toxic environment, fatigue, stress, and boredom. These all prevent us from being productive. Some of these, such as fatigue, result from attempted “solutions” to productivity issues. These “solutions” are making your productivity levels worse.
Finally, limiting beliefs reduce your productivity. Thinking you must get everything done perfectly. Or completing everything at once without feeling anxious. These are examples of limiting beliefs. They don’t do anything beneficial. They harm your mental health. Plus, they make you more stressed and fatigued, both of which harm your productivity.
Strategies for Staying Productive
When people are productive, they make it look effortless. This leaves us thinking that we will never accomplish that level of productivity. Those others are born to it.
Wrong.
The people who are effortlessly productive were not born that way. They don’t have a magical factor of staying productive that the rest of us missed out on. What they have is commitment.
They learned and employed the habits that put them in a productive state of mind. These habits don’t implement themselves overnight, either. It takes work. But, if you have that commitment, you can also be effortlessly productive.
Clean Up Your Workspace
We’ll start with a simple task: clean your work area.
If you don’t have a designated work area (because some of us who work at home don’t), then make one. And make sure it’s free of clutter and useless items.
Clutter is a major distractor. We all enjoy personalizing our desks with trinkets. These trinkets distract our minds.
Having excessive items in and on our workspace clutters up our mind. With the physical clutter removed, we are better at making decisions. We are more organized and better prepared for our day.
Along this same note, don’t spend money on things you’ll never use. This is also clutter. And it wastes your money. An example: you’re a freelance writer who does online content. So, what are you doing spending money on the nicest color printer at the store? Even a cheap color printer. What do you need a color printer for?
It’s useless for you. You’ll be glad you have it once. Maybe. Aside from that, it sits in your work area and does nothing except take up space after wasting your money.
Make a Daily Plan
Every day needs a plan. Planning keeps you motivated and on-schedule as your day progresses. Without a clear plan, your day becomes disrupted by small events.
For instance, you are having a productive morning. You get a call from a friend and you take a break for that call. Then, after you hang up, you decide on taking an early lunch. You’ve destroyed your motivation for working the rest of the day.
Your day is half-way over already. And you only put in about three hours of productive writing time. The remainder of your day involves lack-luster writing attempts until you clock-off.
With a plan in place, that call won’t disrupt your day. You may decide on still taking the call (which I advise against), but you have a set schedule for the rest of your day. You have lunch planned, followed by tasks you must finish. You know when and what you are doing for the rest of the day.
This touches on another concept of making goals. Set monthly goals, especially if you work for yourself. Break those goals down into weeks and days. Having goals ensures you have something you’re always working toward. It aids in motivation. Because we all know that sometimes the motivation of getting a task done is not enough on its own.
Finally, make your plans the night before. This keeps you from wasting time in the morning attempting to figure out your day.
Consider what you must complete the following day. This involves learning strong prioritization techniques. Then, lay out everything you must do in a clear schedule for the day. When you wake up, you already know where your day begins. So, you start your day more productively.
Try Time Blocking
Time blocking is a technique for prioritizing different tasks. As the name implies, it involves setting up a block of time in your day for a certain task.
A common task people use time blocking for is checking email.
Emails are a distraction. We often check our email throughout the day. This isn’t productive. It breaks us out of our “groove” and throws a wrench in our plan. Make a block of time for checking email. Perhaps between 10:00AM and 10:30AM.
This is the only time you check your email. You don’t check it during the work day.
The same technique works for other chores. Laundry, for example, is good for putting into a time block. Or dishes. The point of a time block is that you are granting yourself a specific time for focusing on your task.
Within that time, focus on the task at hand. Do not distract yourself with other to-dos. Once the time block is over, whether you finish the task or not, move onto the next part of your schedule.
End Procrastination
We are all familiar with procrastination. Something about saving tasks until the last minute appeals to us. It wreaks havoc on your productivity, though.
Procrastinating destroys our time management. It decimates our self-control. Nothing good comes from procrastination. So, don’t let it creep into your days.
First, determine why you procrastinate. Some of us do it because starting a new task brings uncertainty. This triggers fear and paralyzes us into inactivity. Others procrastinate because the task isn’t important. This suggests poor prioritization.
Once you know why you procrastinate, devise a strategy for ending procrastination.
Try setting a timer for completing the task at hand. This timer gets you started on the task. It is not the same as time blocking.
Another option is dedicating only three minutes to working on the task. Similarly, this gets you started. You may decide that the motivation is not there after three minutes. But, you’ve at least started the task, so completing it later is easier.
Breaking tasks into small goals is also a strategy. These smaller goals require less effort. You feel more motivation after completing each smaller goal, so you keep going. Eventually, you finish the entire task.
Set Boundaries
Your time and energy is valuable. And you have a limited amount of each for the day. Do not take on responsibilities that drain your time and energy.
Certain individuals are parents working at home. Their kids are demanding their attention throughout the day. Taking these small breaks and entertaining such demands kills your productivity. It tires you out. Iit also leads to working late into the night.
Set boundaries with the kids. Don’t entertain every demand and request. Let them know that when you are working, they can’t interrupt you.
Clients are another issue without boundaries. They may request unnecessary meetings during your day. Or they have rush projects or request after-hours phone calls. Don’t give in to everything a client demands. Saying “no” is not an issue.
Sometimes, we worry that our boundaries push clients away. I get it. But, think of it this way. You have a client who doesn’t respect your boundaries. They are pushy. Working with them is difficult. You maintain your boundaries, and that client leaves. Did you really want them as a client? Yes, they provided income, but at what cost?
The clients who you are fine working with, are fine with any boundaries you place. Don’t be scared of maintaining your boundaries. You need them for staying productive.
Take Care of Yourself
Part of staying productive involves taking care of yourself. Eat healthy food. Get the proper amount of sleep every night. Make sure you set yourself up for a productive day.
Taking care of yourself also pertains to your day. Many of us get too focused on work. We work longer hours. We often skip lunch breaks. This leads to burnout and fatigue. And results in the loss of productivity.
During the day, do not ignore your own needs.
Take regular breaks. These small breaks do not negatively impact your productivity. Instead, they give you some mental rest. Having a break lets you recharge, so you remain productive as you work.
Less frequently, enjoy some well-earned me-time. Go for a bike ride. Or out to the park. Get a massage. Anything that sounds good to you. This maintains a good work-life balance. When you sit down for work again, you feel refreshed and happy.
Meditating, particularly in the morning, brings more benefits. It aids with your focus and reduces stress. Further, it puts you in the right mindset at the beginning of the day.
Share the Burden
Having a strong support network is essential for success. And for staying productive. None of us are capable of going through life entirely alone.
We must be aware of what we can’t handle. There are certain days where the to-dos we have take up too many hours. In those situations, delegate those tasks. Ask for help from others.
This frees your mind up for productively handling other tasks. Rather than being stressed about fitting everything into a single day, you can focus on what you are doing. Someone else is handling the other tasks. They are no longer of your concern.
All the while, you maintain your peace and sanity.
Why Staying Productive Matters
Having good productivity ensures you go through each day as efficiently as possible. It’s a staple “work smarter, not harder” example.
With good productivity, you do more with less. You don’t waste time. The quality of your work remains strong, so you get more referrals. Getting tasks done according to deadlines becomes much easier. And you enjoy less stress and more happiness.
A productive day also leaves you more time for growth and learning.
We all have experienced having too much on our plates. But by staying productive, we tackle these to-dos with ease. We no longer have busy days. We have regular days that are productive.