I’m a content material author by night time and a Head of Partnerships by day, and in my world, being productive is every part.
No scheduling or a scarcity of venture administration results in overdue articles, failed partnership alternatives, excessive stress, and stress. We’ve all been there, recovering from zero productiveness.
Productiveness programs assist develop a sustainable work-life stability and put together for working sprints when wanted.
On this submit, I’m sharing the seven greatest productiveness programs which have change into a part of my routine, turning the each day grind into an environment friendly workday. You’ll discover their execs and cons and completely different use instances.
What are productiveness programs?
Productiveness programs are strategies and instruments that help you in getting issues accomplished effectively. They don’t do the give you the results you want, however they enable you arrange and prioritize duties and your well-being, leading to extra productiveness at a given time.
For example, productiveness programs enable you with:
- Breaking down initiatives into smaller, manageable steps.
- Focusing and avoiding distractions.
- Purpose setting.
- Group and workflow.
Let’s discover the seven productiveness programs I exploit and the way they assist me.
7 Productiveness Methods to Simplify Your Workflow
1. The Pomodoro Method
I’m merely in love with this methodology for supercharging my productiveness after I battle to drag myself collectively and get issues accomplished. It immediately prompts my focus mode, and I change into so within the zone that nothing can distract me.
How does it work?
The Pomodoro Method breaks your work into brief, targeted intervals (usually 25 minutes) adopted by breaks. It helps you keep sharp and motivated as a result of 25-minute chunks are simply digestible by your mind.
Additionally, seeing a timer counting down in your toolbar reinforces your willingness to finish a job throughout this time. It’s like your internal voice says, “Com’on, man, you possibly can work for 25 minutes with out scrolling your Instagram.”
I exploit the Marinara: Pomodoro Assistant Chrome extension to make the Pomodoro approach simply accessible. 30-minute timers with a 5-minute relaxation — that’s my rule.
However usually, I don’t take breaks and easily proceed engaged on my job till it’s accomplished. And when the timer rings, I set one other one to remain targeted.
I additionally use Pomodoro for time-tracking after I work on a selected job to know my workload and time spent on job X.
It aids immensely in correct time estimation and venture administration.
Execs:
- Helps you focus when it’s onerous to start out working.
- Reduces procrastination.
- Much less again ache and fatigue.
- Higher planning for weeks and quarters.
- Extra accountability for duties.
- Fewer distractions — higher time administration.
- Constant motivation all through duties.
Cons:
- None. I’ve been utilizing this methodology for ages, and it’s at all times useful.
Greatest for: Anybody who desires to handle time higher and get extra accomplished in much less time.
My Verdict
At first, it was onerous for me to just accept the breaks. I used to be feeling like I used to be losing time throughout these durations. However then I noticed their energy — these breaks actually recharge me.
2. Bullet Journaling
A bullet journal, or so-called BuJo, is like a complicated diary that features writing and drawing. It’s organized with sections for each day duties, calendars, notes, well being monitoring, and aim setting.
I’ve just lately stumbled upon nice analysis exploring how bullet journaling impacts creativity and productiveness. The conclusion is that it doesn’t simply assist with staying organized but additionally with reflecting on what’s actually essential.
I additionally love the piece by a trainer who shared how bullet journaling helped her overcome perfectionism. So, in case you’re chasing that elusive perfection, take a learn. 🙂
Every so often, I exploit bullet journaling for planning my days, understanding how packed I’m, and carving out time for issues I like to do aside from my job. It is also helped me perceive what number of initiatives I can tackle.
For instance, I draft my schedule in a brilliant old style manner in my paper pocket book. So, my bullet journaling often goes like this:
7:30 — get up
8:00 — yoga
10:00 — provide an overview for consumer X
11:00 — interview consultants for HubSpot’s article
13:00 — lunch break
14:00 — work for a charitable fund
17:30 — assembly
When you’re not into old-school productiveness strategies, you possibly can take a look at digital alternate options like Notion, Trello, Evernote, or Miro.
For my part, Miro is the good choice as a result of it reminds you of a daily pocket book. It permits you to simply transfer gadgets and fosters creativity.
Execs:
- Helps with customizable group.
- Assists in boosting creativity and aids prioritization.
- Gives centralized job administration.
- Facilitates self-reflection.
Cons:
- Time-intensive maintenance.
- Threat of inconsistency.
Greatest for: Creatives, visible thinkers, and people in search of customized group.
My Verdict
Bullet journaling is a apply many people have instinctively accomplished in some unspecified time in the future in our lives. Let’s say for planning journeys, purchasing, exercise routines, or related actions.
The trick is studying to do it extra systematically. Typically, I rely utterly on it. Different instances, I exploit bullet journaling simply as a scratchpad when transferring data from paper to my venture administration apps.
3. Calendar Blocking
The foremost challenge individuals usually face with their schedule is continually switching between duties. Calendar blocking is a time administration methodology the place you allocate particular time slots in your calendar for various duties.
For example, my workday earlier than calendar blocking may seem like this: I begin writing an article. Then, after half an hour, I bounce into a gathering. Subsequent, I transfer to my emails. Lastly, I get again to the article. Not efficient in any respect.
Todoist’s graphic completely explains my level:
For time blocking, I exploit Google Calendar and block time for particular duties. Every job will get its personal targeted time slot. Physician appointments, yoga, and studying additionally go to my calendar.
The outcome? I get extra accomplished sooner.
Listed here are some ideas for profitable calendar blocking:
- Divide your day into chunks for particular duties.
- Be practical about how lengthy duties will take; overestimate if not sure.
- Schedule breaks to keep away from burnout; don’t overbook free time.
- Regulate plans if wanted as a result of sudden occasions.
- Evaluate and observe your deliberate duties often.
- Think about using apps like Todoist and Google Calendar for higher group.
Execs:
- Improved time administration.
- Enhanced focus.
- Lowered job switching.
- Clearer prioritization.
- Higher work-life stability.
Cons:
- Problem in adapting to modifications.
- Potential for under-/overestimating job period.
Greatest for: Anybody with a number of duties and commitments to prepare.
My Verdict
Calendar blocking organizes your working and free time and permits you to not get misplaced in a number of duties on the identical time. The largest problem could possibly be sitting down on Sunday night time or each Monday morning and making ready every part up entrance.
However it’s positively value it.
4. Eat the Frog
“If it’s important to eat a stay frog, do it very first thing within the morning, and nothing worse will occur to you for the remainder of the day.” – Mark Twain
This quote explains what the Eat the Frog approach is all about. Do the toughest factor first, and every part else later will appear simpler.
Final 12 months’s examine discovered that utilizing this methodology improves mushy expertise and helps fight procrastination, resulting in long-term advantages for profession and life.
I completely agree with that and implement the Eat the Frog methodology nearly day by day.
Right here’s how I do it:
- I decide my frog first — a very powerful however not pressing job. I’m going with the one which wants lots of brainpower.
- I often choose a job I can end in 1 to 4 hours max.
- I break up massive duties into smaller steps.
- I at all times deal with right this moment’s duties, not far-off ones.
- And at last, I start my day by tackling my frog job first.
Execs:
- Get powerful duties accomplished first.
- Really feel much less confused.
- Handle time higher.
- Construct good habits.
Cons:
- Beginning with the toughest job might result in fatigue.
- It may result in overlooking time-sensitive issues.
Greatest for: Anybody who prefers to take care of challenges upfront slightly than procrastinate or for anybody combating procrastination relating to troublesome duties.
My Verdict
Once I’ve acquired these powerful duties to chew (those that want tons of focus, numbers, and analysis), I make them my high precedence within the morning. As soon as I’ve tackled that, I can chill out with a cup of espresso, make amends for emails, and transfer on to at least one extra job.
I attempted doing it the opposite manner round, however I simply couldn’t deal with anything whereas understanding I had that massive job ready. So, for me, the “Eat the Frog” approach is the one strategy to go.
5. Venture Administration Practices
Once I began freelancing, managing one or two initiatives with out monitoring wasn’t too onerous. However as my workload grew, it grew to become inconceivable.
Right now, I can’t think about my work routine with out venture administration instruments — Monday and Asana are my productiveness lifelines.
They assist me break duties down, set deadlines, monitor progress, coordinate with my group, and ship outcomes.
I exploit Monday to plan and prioritize my weekly duties for a charitable fund’s work in a simplified Kanban visualization with “Backlog,” “In progress,” and “Finished” tabs.
What I like: Monday takes care of the venture administration necessities like subtasks, versatile statuses, homeowners and assignees, API integrations, and many others.
As for Asana, I principally use it for consumer writing and web optimization initiatives. It’s so easy to get and assign duties, monitor venture progress, and talk with others by means of the platform.
Execs:
- Centralize venture data for straightforward entry.
- Facilitate group communication and thought sharing.
- Assist you to break initiatives into manageable duties.
- Maintain your group targeted and productive.
- Present real-time knowledge on venture progress.
- Automate duties for streamlined workflows.
Cons:
- I see nothing however advantages to utilizing venture administration software program. Studying how you can use it’d take time, however when you do, it turns into tremendous simple.
Greatest for: People, groups, and initiatives of all sizes. You should utilize it for small duties or large-scale initiatives.
My Verdict
Though I like utilizing my pocket book for bullet journaling, PM instruments assist preserve my work underneath management with notifications, reminders, repeated duties, and many others.
6. The Eisenhower Choice Matrix
“I’ve two sorts of issues — the pressing and essential. The pressing aren’t essential, and the essential are by no means pressing.” – Dwight D. Eisenhower
The Eisenhower Choice Matrix categorizes duties by significance and urgency. I exploit it to determine what to deal with, delegate, or discard.
You must think about using the Eisenhower Matrix in case you’re usually busy however really feel your work lacks affect, battle with time for long-term objectives, or discover it onerous to delegate or say “no” (been there, accomplished that).
I just lately watched a YouTube video by Naomi from Todoist, the place she shared insightful tips about the Eisenhower Matrix:
[Video: Beginner’s Guide to the Eisenhower Matrix]
Right here’s how she explains every of those 4 classes:
- Quadrant 1 — essential duties needing pressing consideration.
- Quadrant 2 — essential duties for long-term objectives.
- Quadrant 3 — pressing duties that aren’t essential, usually simply busy work.
- Quadrant 4 — duties neither pressing nor essential, offering on the spot however no lasting satisfaction.
And right here’s how I apply this strategy in my day-to-day work:
- Quadrant 1. I prioritize assembly tight deadlines for articles.
- Quadrant 2. I dedicate time to enhancing my writing and analysis expertise for long-term progress.
- Quadrant 3. Typically, if I’m too busy, I let a dependable particular person deal with knowledgeable interviews for me.
- Quadrant 4. I attempt to keep away from spending an excessive amount of time on social media to remain targeted.
Execs:
- Clear prioritization.
- Efficient time administration.
- Lengthy-term aim alignment.
- Higher delegation.
- Lowered stress.
- Improved decision-making.
Cons:
- At first, it may be powerful to determine which duties are extra essential with a much bigger affect however much less urgency. After a number of practices, one will get used to the system and harvests tangible advantages.
Greatest for: Organizing obligations; significantly useful for anybody who struggles with job prioritization, time administration, or decision-making.
My Verdict
The sense of urgency posed the best problem throughout my digital advertising and marketing profession. It felt like each job demanded rapid consideration. My default mode was “ASAP” for every part till I discovered to categorize priorities and discern non-priority duties.
That’s what I discovered because of The Eisenhower Choice Matrix, and, for my part, it’s one of many greatest productiveness programs on the market.
7. Kanban and Scrum Strategies
To be tremendous productive throughout a workweek, I mix simplified Scrum and Kanban methodologies.
Scrum: You’re employed in brief bursts referred to as sprints (often one to 4 weeks lengthy). In every dash, you set objectives and determine what duties to deal with. Then, you will have fast conferences referred to as stand-ups to verify progress and modify your work plan as wanted.
Kanban: There aren’t any sprints in Kanban. As an alternative, think about your duties on a board with columns labeled “Backlog,” “Doing,” “Evaluate,” and “Finished.”
As you’re employed, you shift duties between columns. It helps you visualize your workflow, restrict work in progress, and deal with finishing duties one after the other.
Right here’s how I do it:
Each Monday, I evaluate my Backlog with concepts and duties which have appeared randomly all through the earlier week, assign priorities and due dates, create subtasks, and many others.
Each Friday, I take a look at my board within the PM software Monday, a job supervisor, and analyze why I’m off schedule for some duties and how you can handle the trigger.
This helps me to be agile, full as many duties as match inside a piece week (realistically), and spot bottlenecks or roadblocks.
Execs:
- Helps visualize workflows simply.
- Limits multitasking and improves focus.
- Encourages ongoing course of enchancment.
- Organizes initiatives successfully with clear objectives.
- Fosters common group communication and collaboration.
- Facilitates adaptation to altering venture wants.
Cons:
- A scarcity of outlined deadlines might result in delays.
- Rigidity in dash timelines (Scrum) might trigger stress.
Greatest for: Environments that worth flexibility and flexibility over strict timelines.
📍Word: Implementing the 2 programs at a time known as Scrumban.
My Verdict
Combining these two strategies helps me visualize what I’ve to do within the Kanban board, whereas the Scrum sprints assist me to make a number of progress on specific initiatives. I just like the stability the 2 programs convey to my work, which is essentially unbiased and distant.
What’s the perfect productiveness system?
Though each productiveness system has its deserves, my private favorites are:
- The Pomodoro Method for holding me targeted with 30-minute working sprints and 5-minute breaks.
- The Eisenhower Choice Matrix for easy group of pressing and essential duties.
- Scrumban for normal progress check-ups.
Regardless of which system you select, the one factor that issues is that it really helps enhance your productiveness. I mix three of them each day, and I feel that’s the perfect strategy for finishing the roles to be accomplished, ideating new initiatives, and monitoring my group’s progress.
Attempt a number of, see what matches and what doesn’t, and finally, you’ll discover your greatest resolution to keep away from psychological blocks, demotivation, and burnout.
