10 Productivity Hacks to Help You Get More Done in Less Time

Productivity – Sometimes it can be difficult to stay on top of your workload and achieve your goals. It seems like there are never enough hours in the day, and distractions and procrastination can quickly derail even the most well-intentioned plans.  This list of 10 productivity hacks will help you get more done in less time, so you can focus on what really matters and achieve your desired results.

1: Prioritize your tasks

Before starting your work, make a list of all the tasks you need to complete, then prioritize them in order of importance. This will help you focus on the most crucial tasks first and avoid wasting time on less important tasks.

You can do this on a piece of paper or using a digital tool like a to-do list app.

The moment you have your list, the next step is to assign each task a level of importance, using a system like a high, medium, or low priority. You can also use a numerical method, such as assigning each task a number based on its importance or urgency.

Another way of prioritizing tasks is by using the Eisenhower matrix, which divides tasks into four categories based on their importance and urgency. 

The categories are:

  • Urgent and important: These tasks should be tackled first, as they have the potential to cause the most problems if left undone.
  • Important but not urgent: These tasks should be next on your list, as they will help you make progress toward your long-term goals.
Eisenhower matrix
Eisenhower Matrix
  • Urgent but not important: These tasks can be delegated to someone else or postponed until later, as they are not critical to your success.
  • Not urgent or important: These tasks can be eliminated or postponed indefinitely, as they are not necessary for your success.

The key to prioritizing your tasks is, to be honest with yourself about what is truly important and what can wait. This can be challenging, as it requires you to make tough decisions and say no to some tasks. 

2: Break tasks into smaller pieces

Breaking tasks into smaller pieces is an effective productivity hack that can help you manage your workload more efficiently. When you have a large task to complete, it is always overwhelming and discouraging, this will even lead to procrastination or avoidance.

When breaking tasks into smaller pieces, you should start by identifying the major components or steps required to complete that particular task. 

Then, break each component down further into smaller sub-tasks or actions that need to be completed. Keep breaking down the task until you have a list of small, achievable actions that you can work on one at a time.

For example, if your task is to write a research paper, you might break it down into the following smaller pieces:

  • Choose a topic
  • Research the topic
  • Create an outline
  • Write the introduction
  • Write the body paragraphs
  • Write the conclusion
  • Edit and revise the paper

You can go further and break down each of these steps into specific actions, such as choosing a topic by brainstorming ideas, researching the topic by gathering sources, and creating an outline by organizing the main points.

Breaking tasks into smaller pieces will help you to:

  • Stay focused on one small task at a time, rather than feeling overwhelmed by the larger task.
  • Track your progress more easily, as you complete each small task.
  • Stay motivated, as you see progress and accomplishment with each completed task.
  • Identify any potential roadblocks or issues early, before they become bigger problems.

It is a simple yet effective productivity hack that can help you manage your workload more efficiently.

3: Use the Pomodoro technique

The Pomodoro Technique is a time-management strategy that can help improve productivity by breaking work into focused, uninterrupted intervals of time. 

The basic idea behind the Pomodoro Technique is to work in focused 25-minute intervals, called “pomodoros,” with a 5-minute break in between each pomodoro. 

After four pomodoros, take a longer 20-30 minute break. During each pomodoro, you work on a single task, avoiding all distractions until the time is up.

To get started with the Pomodoro Technique, follow these steps:

  • Choose a task to work on.
  • Set a timer for 25 minutes. 
  • Work on the task until the timer rings.
  • Take a 5-minute break.
  • Repeat steps 2-4 for a total of four pomodoros.
  • After four pomodoros, take a longer break of 20-30 minutes.

The Pomodoro Technique has several benefits:

  • Firstly, it helps you to stay focused and avoid distractions during each pomodoro, which can increase your productivity and efficiency. 
  • Taking regular breaks can help prevent burnout and fatigue, enabling you to work longer without becoming exhausted. 
  • The Pomodoro Technique helps you to prioritize your tasks by breaking them down into manageable intervals, making it easier to accomplish your goals.

To make the most of the Pomodoro Technique, it’s important to find a quiet, distraction-free space to work in, and to make sure that you have everything you need before you start each Pomodoro. It’s also vital to take your breaks, as this will help you to recharge and stay focused during each Pomodoro.

4: Minimize distractions

Minimizing distractions is another important aspect of improving productivity. It is always tempting to check your email, browse social media, or respond to text messages while working, but doing so can significantly decrease your productivity and increase the time it takes to complete tasks.

When you want to minimize distractions, start by identifying the things that distract you the most as an individual. 

For example, if you find that social media is a major distraction, consider disabling notifications on your phone or using a website blocker to prevent yourself from accessing social media during work hours.

Another way to minimize distractions is by creating a dedicated workspace that is free from distractions. This can be a separate room or simply a desk or table in a quiet corner of your home. 

Make sure that this space is clean, organized, and free from any distractions that might pull your attention away from your work.

You can also use noise-canceling headphones or play soft background music to block out any distracting noises. This will help create a calm and focused environment, making it easier to concentrate on your work.

Minimizing distractions is not just about creating a distraction-free environment, but also about building healthy habits. This means you need to take regular breaks, stay hydrated, and avoid multitasking. 

When you take breaks, step away from your workspace and engage in activities that help you to recharge and refocus. This might include taking a short walk, doing some stretches, or simply closing your eyes and taking a few deep breaths.

5: Use the two-minute rule

The Two-Minute Rule is a productivity hack that can potentially help you to tackle small tasks quickly and efficiently. The idea behind this rule is simple: if a task can be completed in less than two minutes, do it immediately.

The two-minute rule is effective because it will help you to prioritize small tasks that might otherwise pile up and become overwhelming. When you take care of small tasks right away, you free up mental space and reduce the risk of procrastination.

To implement the Two-Minute Rule, start by making a list of all the small tasks that you need to complete. This can be responding to an email, making a phone call, or organizing your desk. As you go through your list, identify the tasks that can be completed in less than two minutes and do them immediately.

If you find that a task takes longer than two minutes, consider breaking it down into smaller, more manageable parts. 

For example, if you need to write a report, start by writing an outline or drafting an introduction. This will help you to make progress on the task and break it down into smaller, more manageable pieces.

The Two-Minute Rule is not meant to be a substitute for prioritizing tasks or managing your time effectively. Instead, it is a tool that can help you to make progress on small tasks quickly and efficiently, freeing up mental space and reducing the risk of procrastination.

To make the most of this rule, make a list of small tasks that need to be done, identify those that can be completed in less than two minutes, and do them immediately.

6: Take breaks

Taking regular breaks is a vital part of maintaining productivity and focus. Sometimes It can be tempting to work for long periods without taking breaks, yet doing so can actually decrease your productivity and lead to burnout. 

When you take a break, you are giving your mind and body a chance to recharge and refocus. For example, if you’ve been working on a project for several hours, taking a 10-15 minute break can help you to clear your mind and come back to the task with renewed energy and focus.

Taking breaks can benefit you in:

  • Physical activity: If you work in a sedentary job, taking regular breaks to move your body helps you reduce the risk of developing health problems such as back pain, obesity, and cardiovascular disease. You could take a short walk, do some stretches, or even take a fitness class during your lunch break.
  • Mental well-being: Taking breaks helps you to have a positive impact on your mental well-being. For example, when you take a break to meditate or practice mindfulness, you are reducing stress and anxiety, increasing focus and productivity, and improving overall mental health.
  • Creativity: When you often take breaks, you spark creativity and generate new ideas. If you’re working on a creative project, taking a break to do something unrelated, such as reading a book or listening to music, can help to stimulate your brain and come up with fresh ideas.

Even a short break of five to ten minutes can be enough to recharge your batteries and come back to your work with renewed energy and focus. So, next time you’re feeling overwhelmed or struggling to focus, take a break and see how it can benefit you.

7: Use a timer 

Using a timer is a simple but effective productivity hack that will help you to manage your time more efficiently. You can work on a task without getting distracted and without spending more time on it than necessary. 

First, choose a task that you want to work on. It’s best to choose a task that can be completed in a relatively short amount of time, such as 20-30 minutes. Next, set a timer for the desired amount of time, and start working on the task.

When the timer goes off, take a short break before starting the next task. This break can be as short as a few minutes, but it’s important to take it to give your brain a rest and avoid burnout.

Here is how you can effectively use a timer:

  • Set realistic time limits: Be realistic about how much time you’ll need to complete a task. If you set the timer for too long, you might find yourself getting distracted or losing focus. If you set the timer for too short a time, you might not make as much progress as you’d like.
  • Use a visual timer: A visual timer, such as an hourglass or a countdown timer, can help you to visualize the amount of time remaining and stay on track.
  • Break down large tasks: If you have a large task that will take several hours to complete, consider breaking it down into smaller, more manageable tasks. You can then use the timer to work on each task in turn.
  • Experiment with different time intervals: Everyone works differently, so it’s important to find the time intervals that work best for you. Some people work well in 20-30 minute intervals, while others prefer longer or shorter intervals.

You can use a timer to help you stay focused and on track. So, next time you have a task to complete, try using a timer and see how it can help you work more efficiently.

8: Use productivity tools

Productivity tools are software applications or services that help people to get more done in less time. They can automate repetitive tasks, manage to-do lists, track progress, and more. Using productivity tools can help you to streamline your workflow and focus on the tasks that matter most. 

  • Task Management Tools: Task management tools help you to keep track of your to-do list and prioritize tasks. Examples include Todoist, Asana, Trello, and Microsoft To Do.
  • Note-Taking Tools: Note-taking tools help you to organize your thoughts and ideas. Examples include Evernote, Microsoft OneNote, and Google Keep.
  • Time-Tracking Tools: Time-tracking tools help you to monitor how much time you spend on each task. Examples include Toggl, RescueTime, and Harvest.
  • Calendar Tools: Calendar tools help you to schedule appointments, meetings, and deadlines. Examples include Google Calendar, Microsoft Outlook, and Apple Calendar.
  • Focus Tools: Focus tools help you to minimize distractions and stay focused on your work. Examples include Freedom, Cold Turkey, and StayFocusd.
  • Password Management Tools: Password management tools help you to securely store and manage your passwords. Examples include LastPass, 1Password, and Dashlane.
  • File Management Tools: File management tools help you to organize and share files. Examples include Dropbox, Google Drive, and Microsoft OneDrive.
  • Email Management Tools: Email management tools help you to manage your inbox more efficiently. Examples include Boomerang, Inbox by Gmail, and Unroll.me.
  • Automation Tools: Automation tools help you to automate repetitive tasks. Examples include IFTTT, Zapier, and Microsoft Power Automate.
  • Communication Tools: Communication tools help you to communicate with team members and collaborate on projects. Examples include Slack, Microsoft Teams, and Zoom.

When you choose the tools that best fit your needs and integrate them into your workflow, you can streamline your work and focus on what matters most.

9: Learn to say no

Learn to say no is a crucial productivity hack that can help you to prioritize your time and focus on the tasks that matter most. Sometimes it is difficult to say no, especially if you’re a people pleaser or if you’re worried about missing out on opportunities. 

However, saying yes to too many requests or commitments can lead to overwhelm, burnout, and a lack of productivity.

Here are some tips:

  • Prioritize your goals: When you have a clear idea of your goals and priorities, it’s easier to say no to requests that don’t align with them. Take some time to reflect on what matters most to you and what you want to achieve in your personal and professional life.
  • Set boundaries: This is important for protecting your time and energy. Let people know when you’re available and when you’re not, and be clear about what you can and can’t do.
  • Be polite but firm: Saying no doesn’t have to be rude or confrontational. Be polite but firm in your response, and explain your reasons for declining the request. For example, you could say, “Thank you for thinking of me, but I’m unable to take on any new projects at the moment.”
  • Offer an alternative: If you’re unable to say yes to a request, consider offering an alternative solution. For example, you could suggest someone else who might be able to help, or offer to help at a later date when you have more time.
  • Practice self-care: Taking care of yourself is important for your productivity and well-being. Make sure you’re getting enough rest, exercise, and downtime, and don’t feel guilty for prioritizing your self-care.

Saying no can be challenging, but it’s an important skill for boosting your productivity and achieving your goals. 

10: Keep a positive attitude

Keeping a positive attitude is key to maintaining productivity and achieving success. When you have a positive attitude, you’re more likely to approach challenges with a growth mindset and see opportunities where others might see obstacles. 

Some tips for keeping a positive attitude are:

  • Practice gratitude: Take time each day to reflect on the things you’re grateful for. This can help you to focus on the positive aspects of your life and work and can boost your mood and motivation.
  • Surround yourself with positivity: Surround yourself with people who uplift and inspire you, and seek out positive content, such as uplifting books, podcasts, or videos.
  • Reframe negative thoughts: When negative thoughts arise, try to reframe them in a more positive light. For example, if you’re feeling overwhelmed, remind yourself that you’re capable of overcoming challenges and that you have the skills and resources to succeed.
  • Celebrate small wins: Celebrate your successes, no matter how small. This can help to boost your confidence and motivation and can keep you focused on the progress you’re making.
  • Take care of yourself: Self-care is crucial for maintaining a positive attitude. Make sure you’re getting enough sleep, exercise, and healthy food, and take time for relaxation and fun.
  • Embrace challenges: Instead of seeing challenges as obstacles, try to see them as opportunities for growth and learning. Embracing challenges with a growth mindset can help you to stay motivated and focused on your goals.
  • Practice mindfulness: Mindfulness can help you to stay present and focused, and can reduce stress and anxiety. Try practicing mindfulness through meditation, breathing exercises, or other techniques.

Remember, a positive attitude is a choice, and with practice, it can become a habit that helps you to achieve your goals and live your best life

These 10 productivity hacks can help you get more done in less time, so you can focus on achieving your goals and living your best life. 

Fanny Nyayic

Fanny Nyayic is a Software Engineer specializing in Frontend Development and CMS Development – WordPress and Drupal. On this blog, she writes about things that she learns and feels interesting to share.

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