You probably recognize this: after working hard all day, half of your tasks for the day are still outstanding. At the end of the day, you still have so much to do that you wonder if you worked hard enough. So, you just push it back to the next day. This often leads to unnecessary frustration. Below are some tips to help you stick to your schedule by working smarter.
1) Close your email and disable popups.
It is often not necessary to answer your email immediately. The same applies to your Google Chat, AIM, or Twitter. Close these programs so that you can continue working undisturbed and focused for a few hours.
After working uninterrupted for 1.5 to 2 hours, it is good to take a short break. These are the moments when you can turn your email, Twitter, and chat back on while enjoying a cup of coffee or tea. Most people can work with true concentration for a maximum of 1,5 to 2 hours. A short break allows you to bring your concentration and energy back to the right level.
2) Archive and categorize your email
Once you have replied to and handled an email, delete it. In most cases, this is automatically archived. You can categorize emails that you cannot answer immediately or want to answer later to get a clear overview in your inbox. Aim to have an empty inbox at the end of the day.
3) Start keeping a TO-DO list
Write down all your tasks. If you don't do this, all the tasks will remain floating around in your memory, which generally results in more stress. Prioritize your tasks into, for example, 3 categories: “TO-DO”, “TO-Watch”, and a “Later-list”.
You can choose to do this the traditional way by using pen and paper. For the network generation, there are various web-based and mobile tools to organize and synchronize all your tasks.
The new and funny strikeapp.com
http://www.rememberthemilk.com/
http://itunes.apple.com/app/taskforce/id400384947?mt=8
http://www.todo.ly
4) Focus on one goal a day
Ask yourself what you want to have achieved by the end of the day and work towards it. Notice what is holding you back from reaching your goal and get rid of these tasks. As far as possible, focus on one activity at a time and complete it.
Don't set the demands of your goal too high; be realistic. If you fail to reach your goal every day, this will undoubtedly cause some form of stress.
5) Less than 5 minutes? Do it right away
If a task only takes a few minutes, try not to put it off if possible. Do it immediately so you get it over with and it doesn't keep lingering in your memory or on your TO-DO list.
6) Empty your mind
Write down everything you think of and what you might need again later. This can range from ideas and problems to things you want to investigate later. Stay focused on the goal you have set. You can also perfectly well pull out your TO-DO list again for this.
7) Enjoy
“If your work is your hobby, you never have to work again.” With this great quote from @SanderGeels / @IvoElshof (Who is it, guys?), it basically comes down to the fact that having fun at work is “the key.” Try to make it enjoyable and look at everything from the positive side. Turn your goals into a challenge.
8) Music
Over time, there have been various studies on the influence of music on your concentration and productivity. The results of these studies vary; whether music increases your concentration and productivity differs from person to person. Try it out with different types of music genres.
9) Keyboard shortcuts
The use of keyboard shortcuts has many advantages over the mouse. When using the mouse, you first have to locate the cursor, then move the cursor to the correct position, and often perform an unnecessary number of actions. Keyboard shortcuts therefore often work faster and more efficiently. Wikipedia has a nice list of the benefits;
- It works faster than with the computer mouse;
- Fewer steps are required, therefore more efficient;
- Less concentration (effort) required, by not having to “search” and “aim” with the mouse/cursor;
- Ergonomically better due to the absence of unilateral (mouse) strain;
- Works preventively against RSI and supports recovery processes.
- Computer users feel fitter at the end of their workday. This is shown by a scientific study. TNO
There are plenty of lists to be found on the internet with all the keyboard shortcuts for a specific application or operating system, a few examples;
Google Chrome keyboard shortcuts
Windows keyboard shortcuts
10) No-talk Thursday afternoon
Every first Thursday afternoon of the month, no Twitter, Facebook, email, phone, or talking. This idea comes from Jason Fried in the TED talk in the video below. Suggest the idea to your colleagues. You will notice that this actually works quite well; you can work undisturbed and focused. Definitely worth giving it a try.
What are your ultimate productivity tips?