We’ve all felt helpless in the face of an overwhelming workload. What separates truly productive people from those who just muddle through is a system — a scalable strategy — for actually getting things done on time, every time.
Real entrepreneurs use these seven strategies (and more) to do just that. Which do you use right now?
- Clearly Define Projects
Clearly define everything you’re working on — even if you can’t quite articulate it right now.
“To unearth all of your projects, write down everything you’re currently working on and everything you want to be working on,” writes Signet Education co-founder Jay Bacrania. “Then, group that list around specific goals.”
Try this out and watch a coherent body of work emerge before your eyes. Then, get down to it.
- Keep a Master To-Do List
Collect all your tasks and to-dos on a single list, either written by hand or saved in a neat electronic file. Break down larger items into smaller, more manageable jobs that you can do in a single sitting.
“Any task, even the most difficult imaginable, can be broken down into small, manageable tasks or issues to be resolved,” says Manitoba entrepreneur David Janeson. “I’m a big proponent of working off a master to-do list with which you can measure your progress in real time.”
Remember, nothing says “progress” like crossing a long-lingering task off a written to-do list.
- Keep a Super-Detailed Calendar
The world runs on appointments. Make sure everyone knows yours — and set yourself up to keep them.
“Put everything on your calendar,” advises digital marketing guru Neil Patel. “Once something is on your calendar, then everyone who needs to meet with you knows that time isn’t available.”
Within your work team, use shared calendars to ensure that everyone is (literally) on the same page.
- Sequester Your Email Time
This productivity tip is so popular — and so obvious — that it’s impossible to ascribe to a specific person. But, if you need a personified inspiration, you can look to none other than Bill Gates, who’s famous for his relentlessly disciplined approach to email management.
Rather than answer emails as they come in, set aside time at the beginning and end of the day to work through your inbox and address messages that can’t wait any longer. Use a workplace chat tool like Slack to handle more urgent communications.
- Lock Up Your Smartphone During Peak Productivity Periods
Some entrepreneurs go so far as to get rid of their smartphones altogether. Whether such a drastic step is warranted in your case, you can surely see the utility in (literally) locking down your smartphone during crunch time. Leave it in your (locked) car or in the very back of your desk drawer until your deadline has passed and you have a minute to yourself.
- Take Enough Time Off
You’ve heard the saying, “you have to spend money to make money.”
The same counter-intuitive logic applies to taking time off. Eventually, a workaholic lifestyle will catch up with you, and you’ll be less productive than a better-rested version of yourself.
“You might not need time off every day or every week, but you do need to take time off,” writes Patel. “If all you do is work, you’ll burn out. Fast.”
Space out vacation periods throughout the year, with longer intervals during the summer and spring break season interspersed with more frequent long weekends. If you ever feel like you’re taking too much time off, remember how much less your counterparts work in places like France and Germany, which basically shut down in August.
- Constantly Re-Evaluate Your Routine
Optimization is inherently iterative. No matter how efficient you fancy yourself, there’s almost certainly room for improvement. Every month, re-evaluate your routine and determine what, if anything, you need to change to improve your output.
What’s Your Productivity Secret?
If your productivity secret isn’t on this list, don’t sweat it. Just as everyone works differently during “normal” periods, everyone has his or her own secret recipe for getting down to brass tacks. That said, you’ll be an office hero whenever you choose to share your own selected productivity wisdom.
