Learn to say NO
Saying no can be difficult for a lot of us, but if you are trying to be your most productive you need to know your limits and learn to stop saying yes to new responsibilities. Its better to complete a few tasks well than to take on many tasks and not complete any of them because you’re stretched too thin. If you find yourself struggling to complete your daily tasks because you’re taking on other projects, its time to start saying no. Being productive isn’t about quantity, its about quality; and if your quality is being hurt by the quantity of work you have to do then you need to rethink taking on new responsibilities.
Use the Two-Minute Rule
If you work in an environment where small tasks could pop up throughout the day, then you would definitely benefit from utilizing the two minute rule. The next time something small comes up, rather than wasting time thinking about if you could fit into your day without delaying other tasks, just ask yourself “Can I complete this in 2 minutes?”. If the answer is yes, then you can work on it. If the answer is no, then focus on your primary tasks first. This will ensure that you stay on time in delivering on your most important daily tasks while also working in smaller ones as your schedule allows.
Group Similar Tasks
If you’re trying to increase your productivity, one of the most effective ways you can do so is to group similar tasks together when you’re working them. This approach to working is built on the science behind the psychological concept of chunking. Essentially, our brains do best at completing tasks back-to-back if those tasks are related to or similar to one another. When you’re setting up your schedule for the day, try to structure it by grouping related tasks together to ensure you work with maximum efficiency, which will in turn increase your productivity.
Don’t listen to music with lyrics
Ever try to work with people talking in the background? It can distracting right? Not so much that you can’t work, but it can definitely keep you from doing your best. Well, it seems that having music playing in the background while you work can have the same effect if the music includes lyrics. Studies show that lyrical music activates the language centers in your brain and can distract you even if you are passively listening to it in the background of your workplace. That’s not to say you can’t have any music in the office, just make sure that it is instrumental in order to minimize distractions.
Avoid multi-tasking
Despite what you may think, no matter how much you may brag about being able to do it, nobody – and I mean NOBODY – can truly multi-task. There have been countless studies proving that the human mind cannot focus on 2 or more things at the same time. Instead, your focus shifts rapidly between the tasks you are trying to complete. While this may be possible for a few small, simple tasks; once you start to do more complex things that require more focus it becomes difficult to keep the tasks separate. This quickly leads to mistakes being made. To be your most efficient, only focus on one task at a time to minimize your chances of making mistakes and causing more trouble for yourself in the future.