How to Be More Productive

Productivity is closely related to organization and focus and can be applied both at work and at home

A very effective way to become and stay efficient is to list all projects and organize them by their due dates. Moyo Studio/Getty Images

Being more productive is a worthy goal, which makes it a common New Year’s resolution. The reason that it often falls by the wayside is that there‘s no clear-cut path to achieve this goal—or is there?

Create a Schedule

One of the first and most important steps is to know what needs to be done; a major step in becoming more productive is being aware of what projects lie ahead, as well as how much effort or assistance they may require. In general, creating and maintaining a To Do list of any kind can help to maximize focus and organization. Ideally, any list would be organized in date order, with those projects due soonest listed at the top. For maximum efficiency, each task should also be briefly described, along with the assets needed to complete it and a list of everyone on the project.

This calls for using a calendar to identify tasks to be completed, along with the desired due dates. By knowing when a task must be completed, a look at a calendar reveals how much time is available to make it happen.

Maintaining a calendar helps prevent missing critical project completion dates and allows you to allocate time to multiple projects. Andrey_Popov/Shutterstock

In addition to a calendar, some of the most productive people use a legal pad and a whiteboard to keep track of projects. The legal pad can be focused on immediate tasks and projects due in the short run, listing all necessary details related to each task due within the coming days or weeks. The whiteboard lists just the basics of all projects: a name and due date, such as “Annual Report; April 2.” New tasks can be added to the whiteboard as they come up to avoid forgetting about them until they’re about to come due.

Consider using the “triage method” employed by medical personnel: Organize projects in the order in which they’re due and by how much time and effort is required, as well as by their overall importance. This helps maximize time management, as the more critical projects—such as reports prepared for the boss and his or her bosses—get full attention before others that can be easily completed. Completing a tough project first can make all the others seem a lot easier and boost morale between large projects.

Carry a small notebook to keep track of daily and weekly tasks and to write down great ideas when you have them.korkeng/Shutterstock

Evaluate

Next, determine what’s needed to accomplish the task. Some goals may not be possible within the available time, and attempting to make them happen on too short a timeline is either a recipe for disaster or, at best, a project not accomplished in the way desired. It’s always better to reschedule than to submit substandard work.

Distractions are the enemy of efficiency; if you don’t have an office, consider noise-canceling headphones to create a zone of concentration. ApoGapo/Shutterstock

Eliminate Distractions

Once the project is underway, identify and remove distractions. These come in many forms, such as chatty co-workers, a phone that won’t stop ringing, an uncomfortable workplace with a lumpy chair, or an office that’s either too hot or too cold. Reviewing your surroundings can pay big productivity dividends. Reducing clutter reduces attention-stealers; potential culprits include random stacks of paper, a cell phone, or even a tempting view outside.

Taking a break every so often boosts efficiency by letting you think of something not related to the project, so you return to it recharged and refreshed. pics five/Shutterstock

Resist the urge to check emails and messages—they'll still be there after the goal is reached. Taking “just a minute” to review emails can result in distractions that evolve into delays. Possible distraction-busters include using noise-canceling headphones, setting all phones to “do not disturb” or “mute,” or simply closing the office door. In an office environment, eating while continuing to work or skipping lunch in the breakroom or with co-workers can be helpful in keeping the momentum going.

However, sometimes the best way to boost productivity is by taking a short break. Going nonstop can be exhausting, so scheduling a walk to get fresh coffee every few hours to literally and mentally step away from the project can often result in suddenly realizing how to resolve a nagging problem.

Working with others can be a great way to complete complex projects, as long as everyone knows their duties and ‘must-be-done-by’ dates. Hinterhaus Productions/Getty Images

Recruit Help When Necessary

Working as a team can be very productive, as long as everyone on the team is focused and motivated, making it important that managers pay close attention to ensure projects keep moving forward smoothly and on time. The best managers encourage creativity, finding new and better ways to accomplish goals. The only problem is allowing brainstorming meetings to go on overly long, after which they become an impediment to productivity.

All of these practices can also be applied to personal lives. Tasks and projects ranging from taking down holiday decorations, paying monthly bills, painting the house, and doing the dishes can be organized and scheduled. Distractions should be identified and controlled, teams can be organized, and knowing when a project should be completed can all be taken into account to make things run smoothly instead of being a rushed, halfhearted affair. Getting it done the right way the first time, in only as much time as is truly needed, is the essence of being productive at home or at work.