Working smarter is to maximize your productivity when you are working so that you can get more stuff done in shorter periods of time. Here are 11 tips to help you get through that to-do list as efficiently as possible.”Work smarter, not harder.” Chances are, you’ve heard this phrase before — and probably more than once.
Choose the to-do list app or tool that works for you
Best one for you depends entirely on your working style and personal preferences
- Here’s a list of 10 of the best tools and apps that fit each of these categories.
- It includes descriptions of how they work and which features they include so you can choose the one(s) that fit closest with your style.
Block time on your calendar to knock things off the list
It can be much easier to focus and get your work done quicker.
- Block off 1-2 hours in the morning or after lunch so no one bothers you during that time
- Label it “GSD” (Get S*** Done) so you can work for longer stretches without getting disturbed
Physically remove distractions
Distractions like notifications, phone calls, and noise in the office can make it much harder to get through your to-do list quickly
- Remove these temptations by physically removing things like notifications (for email, for Chrome, and so on), turning your phone on airplane mode, or even putting your phone in your bag except when you’re taking a break.
Reward yourself for completing tasks
Try using a rewards system
- Once you knock three items off your list, or once you finish a particularly grueling task, you can allow yourself to check Twitter, eat a snack, or go to the gym.
- Sometimes, plan a break with coworker where we agree to grab coffee together once we’re done with a task on each of our lists.
Keep a “to-do-don’t” list
Remove items from your to-do list that you’re not realistically going to do and put them on a ‘to-don’ list.’
- This will help you prioritize more urgent items and get through things faster.
Try the “dead battery countdown”
Bring your laptop to a remote location without a computer charger and aim to get your to-do list done by the time you leave
- Ginny Soskey, who manages HubSpot’s Marketing Blog, recommends this as a way to gamify your productivity
Stay accountable by sharing your to-do list
This will force you to spend some time prioritizing your tasks and thinking through which ones you’ll be able to realistically complete
- Use collaborative apps like Trello or Wunderlist to share tasks and have others digitally
Batch similar tasks in the same time frame
Shifting between tasks causes temporary mental barriers, depleting our productivity by as much as 40%
- Instead of completing tasks as they come up, consider doing batch tasking or batch processing
- Take similar tasks and “batch” them together to get them done faster
Write out your to-do list the day before
This will make it easier to dive right into your list in the morning, freeing you up to get more done during one of the most productive times of the day.
- Knowing what you have going on well in advance could help you relax and sleep better the night before, which is important for productivity.
Separate your work and personal to-do lists
You’ll be happier and more productive if you focus on work while at work and on life stuff when you’re at home
- The simplest way to do this is by keeping multiple lists separated on the same app
- Todoist is a good app for this
Work in sprints, follow by periods of rest
The Pomodoro Technique is a productivity-boosting technique developed by neuroscientists that can help you concentrate for longer periods, avoid distractions, maintain higher energy throughout the day, and lower your stress levels.
- You work in 90-minute intervals, followed by 30 minutes of rest between each interval.
