How to Work Efficiently

Create a to-do list. Write down everything you want to accomplish during the day or week, or maintain an ongoing list of tasks to achieve. A to-do list is a tool worth trying and can truly boost your productivity, provided you use it correctly.

• Keep your entries brief, concise, and as specific as possible. For example, don’t just write “clean the house.” Instead, try breaking it down into “tidy the living room,” “vacuum the carpets,” or “take out the trash” – smaller, clearly defined tasks are more effective than vague, broad ones.
• Avoid feeling overwhelmed or distracted by your to-do list. If you spend too much time debating what to include, it defeats the purpose of having one. Aim to create your list quickly, without overthinking it, unless absolutely necessary.

Plan ahead. Review your list and decide which tasks you can complete, then determine the most logical order to tackle them. If possible, create a daily schedule, including time slots for each task, meals, breaks, etc.

• Be mindful when allocating time for each task, as it’s hard to predict exactly how long something will take. Don’t stress too much about this, and don’t let it derail your entire plan. If something doesn’t go as scheduled, do your best to adjust your workflow and complete the task.

Prioritize tasks. Identify the most important tasks and complete them first. By prioritizing, you’ll ensure everything gets done on time. You might dream of balancing financial spreadsheets and bathing your dog, but one of these tasks will need to take precedence. Trying to do too much at once is a surefire way to feel overwhelmed and unproductive.

• If there’s a task you’ve been putting off for a long time, set a deadline or dedicate a full day to it—or consider whether skipping it will impact your other responsibilities.

Set goals. Whether it’s cleaning, studying, or working, set a realistic yet challenging goal, such as how much you’ll write, read, or accomplish in a day. Don’t stop until you’ve reached that goal. Maintain a positive attitude toward your objectives and don’t view them as obstacles. If you focus, you can achieve anything.

• Consider rewarding or penalizing yourself based on your goals. Promise yourself a treat or an activity you enjoy if you complete a task. Conversely, remind yourself of the consequences if you fail to meet your goals. This can be especially effective if you involve someone else to enforce the rewards or penalties.

Monitor your productivity. Avoid overthinking whether you’re being productive in the moment, but after sticking to a routine, reflect on how focused you were, whether you followed your plan, and if your time management was effective. Note any unexpected distractions or disruptions during your workflow and think about how you can improve.

• Consider keeping a journal or notebook to track what you’ve accomplished and what’s left undone at the end of the day.

Keep your belongings organized. Nothing wastes more time than searching for an important item or document you can’t find, or scrolling through emails to double-check an appointment time. Create a system for organizing information, storing items, and tracking deadlines or appointments.

Avoid distractions. We live in a world full of things that can easily pull us away from our work. From TV shows and blogs to messages, friends, family, and even pets, it’s easy to spend a minute here, a minute there, and before you know it, the day is gone without accomplishing anything. Don’t let that happen! Stay focused by eliminating or minimizing as many distractions as possible.

• Say no to emails and social media. Turn off notifications that interrupt your workflow. If necessary, set aside a few minutes each day to check your inbox and other important updates, as keeping them open while working will slow you down.
• Use browser extensions to block time-wasting websites. The internet is filled with images, GIFs, videos, and articles that can consume your entire day without you even realizing it (until it’s too late). Install extensions like StayFocusd, Leechblock, or Nanny to limit your time on distracting sites or allow access only during specific times of the day. Do whatever it takes to resist the temptation of checking news, visiting favorite blogs, or watching videos.
• Turn off your phone. Don’t answer calls or check messages. Keep it out of reach. If someone needs you urgently, they’ll leave a voicemail. If you’re worried about emergencies, check your phone once an hour.
• Let family and friends know you don’t want to be disturbed. If pets are a distraction, keep them out of the room.
• Use background noise to block out annoying sounds and distractions. White noise, pink noise, brown noise, or natural sounds like rain or flowing water can help you focus and boost productivity. Tools like Noisli can help with this.
• Turn off the TV or radio. Depending on your task, some background noise might be acceptable—especially instrumental music—but any form of media around you tends to reduce efficiency when you’re doing work that requires deep focus.

Tackle one task at a time. Do you think multitasking boosts productivity? This is a common misconception. The truth is, we can only handle one thing at a time. When we try to juggle multiple tasks, we end up switching back and forth, losing time and focus each time. To truly work efficiently, focus on one task until it’s done before moving on to the next.

Keep your home and workspace tidy. Cleaning and organizing take time and effort, but a cluttered environment can distract you and reduce your efficiency. Keep your home, office, or desk neat, clean, and organized with minimal items in sight.

Go to bed early and get enough sleep. Fatigue and lack of sleep make it harder to focus and reduce your efficiency.

Set an alarm and get up as soon as it rings. Don’t hit the snooze button repeatedly, as it can lead to oversleeping. Even a few extra minutes of sleep can throw off your schedule and leave you feeling off for the rest of the day.

Eat nutritious meals. You might not notice it at first, but if you don’t fuel your body properly, you’ll find yourself easily distracted, stressed, and unfocused. Mistakes will happen, and you’ll end up redoing tasks. Take the time to enjoy a balanced and healthy meal.

• Avoid overeating, as it can make you sluggish and sleepy. Digestion requires energy, so eating too much will divert your energy away from productivity.

Take breaks. Don’t exhaust yourself or force your eyes to stay glued to a computer screen until you feel like a zombie. Every 15 minutes, take 30 seconds to stretch your muscles and rest your eyes. Do simple exercises every 2-3 hours, snack lightly, and recharge your determination.

Use productivity tools and review your progress weekly.

Identify weaknesses and sources of distraction.

Set goals and evaluate your performance every week.

Proactively seek feedback from colleagues, friends, and supervisors to confirm if your progress is noticeable.

Maintain a positive, forward-thinking attitude and sustain your productivity.

• Prioritize tasks. If something is more important than others, tackle it first! This approach also helps you complete challenging tasks before easier ones.
• If you have a lot to do, pick a day with no plans and turn it into a highly productive day!
• Don’t let the workload overwhelm you. Take a moment to calm down and break large tasks into smaller parts if needed. Wake up early, enjoy a good breakfast, and relax.