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Productivity
0
min read

Productivity hacks to implement in the workplace

Written by
Trevor Treharne
Published on
11.8.2023

It is normal for our productivity levels to ebb and flow during our working week, but by intentionally adopting more productive habits, you can boost your efficiency and effectiveness. 

Improving productivity does not require a complete overhaul of how you work; small, manageable changes can be easily incorporated into your routine. By using these simple productivity strategies, you will discover that it's possible to finish your workday having ticked off many tasks rather than an overwhelming to-do list to tackle the following day. 

These hacks demonstrate how you can achieve more without putting in extra hours or working harder, allowing you to work smarter and more effectively.

Take regular breaks

Many of us follow a typical 9-to-5 work routine with an hour-long lunch break. However, research from the University of Illinois shows that focusing on a single task for extended periods leads to decreased concentration and productivity. Their study revealed that taking a 10-minute break every hour dramatically helps workers maintain focus and performance over longer periods. 

Shorter work intervals with mini-deadlines can sharpen focus, while techniques like the Pomodoro method, which involves 25-minute work sessions followed by short breaks, have proven effective. Studies show that getting outside for short breaks can have huge benefits.

Streamline communication

Focusing on communication helps increase productivity, and whilst meetings are often an essential part of work life, according to the Harvard Business Review, 92 per cent of employees find meetings to be costly and unproductive. Could that one-hour meeting have been condensed into 30 minutes? Or could the 30-minute meeting be replaced by a five-minute phone call? By imposing stricter time limits, you can reduce unnecessary long meetings and bring more clarity, freeing up valuable time to focus on other tasks. 

Amazon CEO Jeff Bezos follows a strict rule: he only attends meetings where the group is small enough to be fed with two pizzas, typically around six to eight people. Any larger, and it risks becoming a case of ‘too many cooks.’

Eat the frog

Mark Twain’s well-known saying about ‘eating a live frog’ in the morning has been adapted by leadership expert Brian Tracy in his book Eat That Frog!: 21 Great Ways to Stop Procrastinating and Get More Done in Less Time. The frog symbolises your most challenging or unpleasant task of the day, like returning difficult phone calls, organising files, or having tough conversations. Procrastinating on these tasks does not make them easier; it drains your energy. Tackling them first boosts your momentum and focus for the rest of the day, helping you stay productive and energised.

Tackle small jobs with the two-minute rule

David Allen’s book Getting Things Done: The Art of Stress-Free Productivity emphasises the importance of staying engaged with your surroundings and minimising mental clutter by taking small actions that take less than two minutes regularly. Simple habits like recycling mail as it arrives, filing emails immediately, hanging up your coat, or putting away office supplies help reduce the overwhelming weight of a long to-do list. 

Instead of postponing small tasks like sending a quick email or scheduling an appointment, handling them in the moment can save time and energy. These brief actions prevent stress, allowing you to focus more effectively at home and work.

Manage distractions

With the rise of smartphones and tablets, we are constantly bombarded by digital distractions. In 2005, research at London’s Institute of Psychiatry revealed that persistent work interruptions, like emails and phone calls, caused a significant 10-point drop in IQ, surpassing the impact of smoking marijuana.

Research from Florida State University found that mobile phone notifications substantially impaired performance on tasks requiring high attention, even if participants did not interact with their devices. Individuals who received a text notification saw a 23 per cent increase in error rates, while those who heard their phone ring experienced a 28 per cent rise in mistakes.

Constantly checking our devices triggers stress responses, impairing memory and attention. To counter this, carve out specific times during the day to check messages, emails, and notifications and remember to keep your devices on silent.

Focus on one thing at a time

Claiming to be an excellent multitasker is a common misconception. Research indicates that only 2.5 per cent of people can truly multitask. For most of us, our brains rapidly switch between tasks, a process known as ‘task switching’ or ‘context switching.’ These constant interruptions significantly reduce productivity. 

To improve focus, try using external self-talk by stating out loud the task you plan to complete, such as, ‘I’m going to finish this email.’ Studies show that this simple technique – called external self-talk - can effectively enhance your concentration and performance

Prioritise healthy habits

Your workday activities do not solely influence your productivity; your actions outside of work also play a significant role. Although maintaining healthy habits can be challenging, even minor adjustments can significantly enhance your energy, focus, and mood. 

Here are a few simple changes: drink a full glass of water every couple of hours, set an hourly timer to remind yourself to stretch and move away from your desk, and try going to bed just 30 minutes earlier to get a bit more rest. These small improvements can have a substantial positive impact on your overall productivity. Here at EarnIt, you will also be rewarded for your healthy habits. Win-win!

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