Do you ever feel completely unmotivated? You know there’s a list of things that need to be done, but you don’t know where to start. As a writer, I can think of plenty of times when I’ve sat in front of a blank page and watched my cursor blink back at me, begging for some creative inspiration. While it’s unreasonable to expect ourselves to be productive all the time, productivity helps us get projects done, stay on task, and move forward in our busy lives. Without it, we’d never get anything accomplished! And while productivity is important, it can also be a challenge, so let me offer some productivity tips to help you, help yourself and those around you!
We can’t expect ourselves to be immediately productive, which is why a great place to start is by making a list. A list allows you to visualize everything you need to do, prioritize what is most important, set aside the appropriate time needed to complete your list, and avoid procrastinating.
First, decide what kind of list you’re making. Is it just for today? All week? Is it your to-dos in the office or at home? Maybe you need a list for all of those things, so breaking them up into separate lists can be less overwhelming. Then, when you’re at the office, you can focus on what needs to be done there instead of thinking about all the things you have to do at home, and vice versa.
Whatever your end-goal, here’s an easy way to structure any list:
To-Do List: (Home, work, school etc.)
Whether your list is physical or digital, find a way to cross things off when you complete something! You did it! Now you’re on your way to finishing that list and accomplishing your goals!
Many of us remember the saying, “Don’t bite off more than you can chew,” and the same is true here. It’s important that when making our lists that we don’t try to do too much in one sitting. Know the time you have, and don’t force yourself to work on your lists for longer than you can or should. In the long run, this has the potential to leave you feeling more stressed and behind on other tasks and responsibilities.
What’s great about blocking time is that it actually allows us to save time. Instead of wasting time or waiting to get started, if we plan out what needs to be done and when, it’ll be that much easier to get things done. Here’s how it can work:
To-Do List:
Things I need to get done:
Take the list you’ve already made, and simply add times on one side. Set aside part or all of your day, and think reasonably – you probably know about how long it will take you to accomplish these things. If you don’t complete the task within the time frame, that’s okay! Do your best to finish it or take a break and come back to it. Try not to move onto the next thing however. If you do, you’ll just keep going through the list and before you know it, you’ll have done a lot, but finished nothing. Blocking time isn’t meant to constrain us, but to help guide us to our most productive self!
We’ve all faced distractions before, whether they’re physical, mental, or emotional. In these moments, we often wonder why we can’t focus, and it can be frustrating! We know there’s things to do, deadlines to meet, and people to see, but something just keeps getting in the way. Whatever it is that’s distracting you, it may be beneficial to ask yourself if you’re focusing on the right things, and then either remove the distraction when possible, or remove yourself from the distracting situation.
If the distraction is physical: While we may not think of the notepad or tiny trinkets on our desk as a distraction, when our space is cluttered, it’s more likely that we’ll find something to distract ourselves with. I recommend creating a distraction-free space on your desk, putting your phone away when it’s not essential to what you’re doing, and closing windows you’re not using on your computer.
If the distraction is mental: These distractions are perhaps the more difficult ones to overcome. Maybe it’s a challenge you’re facing with one of your projects at work or something from home that you can’t stop thinking about. Whatever it is, distractions like this aren’t as easy to “get rid of”.
If you find yourself facing these kinds of distractions, but you know there’s things that need to be done, try recentering or stepping away for a moment. At the beginning of the day, start by reading, journaling, or meditating – whatever it is that helps you relax and focus. Then, throughout the day and if you find yourself coming back to these distractions, take breaks from what you’re doing. You can repeat what you did in the morning or try something new to get your mind off of whatever’s distracting you. I have a space in my planner where I write the things I need to take care of outside of work. When my brain starts churning on non-work stuff during the work day, I jot it down in the appropriate spot on the planner so it’s not taking up my at-work brain space. And, if you’re finding all of this to be too much, don’t be afraid to ask for help, whether that's an extension on a project you can’t focus on, or just a friend to walk and talk with you!
If the distraction is the space around you: Sometimes, when we’ve been sitting in the same spot for a while, our physical space can become distracting. A change of scenery is a great way to refocus! If you need to, move somewhere quiet where you won’t be tempted to have a conversation, try an entirely new location for studying or working, or just take a walk and come back to your desk refreshed.
For some of us, time management can be a challenge, while others love the organization and scheduling of it all. However you feel about time management, the truth is that it’s an essential skill to master. Some of these techniques may be familiar and perhaps you already use them, but if not, here are some ideas of where to start!
Do the hard stuff first: We tend to be more motivated and energetic in the morning, which means it’s best to tackle those more challenging projects or tasks sooner rather than later. While getting the easy stuff out of the way might sound nice, by afternoon you’ll be dreading that big project, much less productive, and the chances are that you’ll keep pushing it off.
Use a calendar: Whether it’s a physical or electronic calendar or planner, staying organized is a powerful way to stay focused. Invest in something that allows you to both schedule and visualize your time and tasks for any given day or week. We’ve got a lot going on at all times, so writing it down helps to keep track of deadlines, appointments, and is way less stressful.
Watch the time: If you’re prone to getting off-task or distracted, along with blocking your time, consider setting alarms or timers to keep you focused and on track. Set deadlines and alarms so you know when projects or tasks need to be completed by, and set achievable goals that will help you manage your time effectively.
Practice saying “no”: Sometimes we think we can keep taking on tasks or keep saying yes to this event or that dinner, but eventually, it becomes too much. If you find yourself taking on too much in a day or a week, especially when you already have a lot going on, practice saying no or finding a different time.
Delegate: If you’ve got too much on your plate, perhaps it’s time to ask someone else for help. Delegating is powerful when we understand that we’re carrying too much and that others are more than happy to help when they can.
Everyone deals with balancing productivity and unproductivity, which is why there are so many techniques for time management and staying on task. Whether it’s making a list, blocking time, or removing distractions, when we work to stay productive, we’re not only thinking about how we can benefit ourselves and the work we do, but we look to the good of the organization. When everyone on a team intentionally strives to be their most productive self, we all work better and our organizations benefit greatly. Putting the good of the organization first is even one of the core tenets of our Change Makers Certification Program! If you’re interested in more information, check out our resource page!
How do you stay productive and get things done? Let us know!