It’s a challenge for all of us, so thanks for asking this important question!
Here are 5 tips that I’ve incorporated into my workday to stay on top of things.
Tip #1. Make your mornings count with deep work.
What’s the point?
If you block off 1-2 hours every morning for deep work, you take advantage of your circadian rhythm, i.e. you tackle the toughest tasks that your analytical brain needs to complete first.
How do you do this?
- Don’t waste your entire morning checking emails, making phone calls, and reading the news. Instead, use the time until lunch to focus on the material that needs your attention the most: reading, taking notes, analyzing, problem-solving.
- If you have a long commute but don’t have to drive, brainstorm the work you’ll need to do once you get to school or work, so that you have a head start. Write your ideas down so they’re easier to find later.
- If your mornings are super busy and it’s difficult to focus, go to bed a little earlier so that you can wake up a bit earlier too, and have 30 minutes to yourself before things start getting busy.
Tip #2. Create your to-do checklist.
What’s the point?
Chances are that on any given day you will have different projects and deliverables that you’re responsible for. When you have a checklist in front of you, it’s much easier to manage your workload.
How do you do this?
- Keep a dedicated notebook for managing your day in a productive way. If you write your checklists on looseleaf paper, you’ll probably keep throwing the papers away. By keeping everything organized in a notebook, you can keep track of your daily, and also weekly and monthly projects.
- Each morning, write the date at the top of a new page where you’ll write your checklist. Make an assessment of what needs to be done on that day. You didn’t finish up a task from yesterday? Add it to the list. There’s a large project you need to divide in 3 or 4 parts? Consider how long each will take, and add at least one part to the list. Need information from a coworker or some research time to figure out next steps? Add those items too.
- Once you’re done writing the list, add a checkbox next to each one. Then mark them off as soon as you complete them. It will keep you on track with everything you’re managing on that day.
Tip #3. Resist the urge to multitask.
What’s the point?
Let’s be honest. You’re not really committed to any single activity while you’re multitasking. In fact, you’re probably just skimming instead of reading, and rushing through the work instead of carefully contemplating what you need to do.
How do you do this?
- Start the day with 1–2 hours of deep work, then check your emails around lunchtime.
- Don’t listen to the news while you’re reading emails or taking notes, and don’t browse your social media for updates when you have a deadline.
- Catch up with coworkers over lunch, and if possible schedule meetings in the afternoon when your circadian rhythm is at its peak for collaborative activities.
Tip #4. Switch off your distractions.
What’s the point?
Simple — it will take you much longer to complete any task if you’re getting interrupted while you’re working on it. When you take a call or turn away from your work, it takes your brain 20 minutes on average to get back into the zone—that’s costly!
How do you do this?
- Block off any noise in your environment with noise-cancelling headphones or silicone ear plugs.
- Go to a quiet location where you can work without interruptions, such as a quiet corner or table in your office area or elsewhere in the building.
- Switch your mobile phone off during periods of deep focus, or at least turn off the volume and turn it face down on your desk.
Tip #5. Give your brain some downtime to process everything.
What’s the point?
You need downtime in order to process all the incoming information you’re exposed to throughout the day. Why? By giving yourself plenty of time to pause and reflect, you allow your brain to classify the information, make connections, and store new inputs so they’re easier to memorize and recall later.
How do you do this?
- Take frequent breaks. Step outside for 10 minutes for some fresh air, or just do something completely unrelated to your work such as listening to music, making yourself a snack, drinking a tall glass of water or a cup of coffee or tea.
- Go out for some exercise. It can be a 10-20 minute walk after lunch or later in the afternoon. This time will give your brain a chance to unplug for a bit and process what you’ve covered during the day.
- Get plenty of sleep. Being super productive does not mean staying up all night. Long-term sleep deprivation is a guarantee that your brain cannot function at optimum levels. Opt for a solid 7–8 hours at night, and switch off your computer 30 minutes before going to bed so you can listen to music or read a book.
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