Productivity is a goal many of us continuously strive for, yet it can be a difficult skill to master. Distractions account for a large portion of our unproductive hours, while poor focus and chaotic work schedules force us to spend more time completing tasks than necessary. Technology offers apps and special tools when working on specific assignments, but increasing the overall productivity of your day-to-day activities requires some proactive measures.
We're breaking down four ways to take charge of your day while improving efficiency and quality output.
Start the day with some activity
A large percentage of jobs are sedentary, which means people are less likely to hit their recommended daily activity targets without a little extra effort. Block off a portion of your day, preferably before you sit down at your desk, to work on your physical fitness. Exercise is famously linked to many positive brain functions, including the ability to focus and prioritize. A 2020 study confirmed that when adults perform moderate to intense exercises early in the morning, they develop better memory skills and can execute their daily functions more efficiently.
Identify your most productive hours
Throughout an eight-hour workday, our brain's natural ability to be productive fluctuates. These waves of energy come from our body's circadian rhythm, impacting our alertness and focus. The first few hours of the morning offer peak performance for most people, while post-lunch slumps drag down their efficiency considerably. For others, evening hours are most productive. The key is understanding your rhythm, then using those hours to do your most important work for the day. Consider blocking that time off on your calendar and declining meeting requests. This approach can help you speed through your to-do list faster.
Apply the 80/20 rule and ABCDE method
The 80/20 rule, otherwise known as the Pareto Principle, says that 20 percent of our input is responsible for 80 percent of our output. The term was originally coined by Vilfredo Pareto, an Italian economist, and has been widely accepted as a revolutionary way to maximize productivity. The key is identifying the most important 20 percent of your work and dedicating the bulk of your energies there.
To prioritize your tasks, try the ABCDE method. This time management technique allows you to organize your to-do list each day, pinpointing the most critical tasks first:
A tasks must be completed today. If they aren't done, there are serious consequences.
B tasks should be done today, but if they aren't, there are only mild consequences.
C tasks are things on your to-do list that you would like to accomplish today, but there are no consequences if you don't.
D tasks are things that you can delegate and remove from your list.
E tasks are unnecessary and should therefore be eliminated.
When starting the day, always begin with A tasks, which are the most important. Never performing B tasks before completing everything labeled A, and so forth.
Get adequate rest
Getting enough sleep is vital to physical and mental health, but it can also increase productivity. According to a study by Hult International Business School, the average professional sleeps about six and a half hours each night, while the American Academy of Sleep Medicine recommends a minimum of seven hours. Sleep deprivation, even by 30 minutes, has its obvious drawbacks, but research indicates that working without proper rest dramatically decreases focus, the ability to finish tasks on time, and our brain's capacity for creativity.
Taking breaks periodically throughout the day is also a great way to maintain productivity. Procrastination is a common feeling with an overwhelming to-do list, but breaking large projects down into shorter sprints separated by small breaks can help you boost productivity. One method, called the Pomodoro technique, recommends 25 minutes of focused work, followed by a five-minute break. When combined, these 30 minutes are a Pomodoro. After four to five Pomodoros, take a longer break, around half an hour.
Perfecting the right balancing act to improve your productivity may take some time, but the effort is worth the reward. Tackling all of these recommendations at the same time can feel overwhelming, so choose one or two to start, then add along as you go. Our team at Sentinel Business Centres is dedicated to helping you make the most out of your day. Contact us to learn more about our business support services.