In this article we’re delving into the secrets of highly productive people. The ones who skyrocket up the career ladder without a wasted second, and never fall victim to productivity traps.
Research has shown that multitasking slows you down. You might think you’re getting more done, but jumping between jobs actually hinders your cognitive processing. The most productive people spend several hours on a single task which lets them to get into a deep state of mental concentration, producing the best possible results.
Email, Teams and Slack are wonderful tools but they can also be your biggest distraction. The most efficient workers delegate fixed times for checking and replying to messages. I find the best time for answering is between 9.30 and 10am, with another session at 4pm. Spend the rest of the day with your inbox and apps closed and out of sight – you’ll be amazed at how much more you get done.
3. They eliminate distractions
Highly productive people know the danger of unwanted distractions, and take decisive steps to shut them out. If you’re seated in a noisy environment don’t be afraid to wear headphones, or move away from that gossipy co-worker. Minimise distractions on your screen by closing browser tabs. And above all, put your phone out of sight!
4. They’re not deterred by failure
"Inaction breeds doubt and fear. Action breeds confidence and courage. If you want to conquer fear, do not sit home and think about it. Go out and get busy." Dale Carnegie
The most productive people aren’t afraid of making mistakes. They take action without over-analysing the consequences, and treat each failure as an opportunity for improvement. Taking risks is essential if you want to evolve into a productive, efficient and confident worker.
5. They take small steps
The beginning of a huge project always feels like the best time to clean out your desk, organise your photo library or make origami out of post-it notes. The bigger the project is, the more we procrastinate. That’s why the smartest workers break monster jobs down into small, achievable steps. Having a comprehensive list to power through does wonders for your motivation.
6. They start the day early
When you’re awake and energised before the rest of the world you have more alone time to prepare for the day. It’s a few extra hours before emails start coming in, before your phone starts buzzing, before you have to deal with clients. Make the most of this golden time.
7. They ‘eat the frog’
'Eat a live frog first thing in the morning and nothing worse will happen to you the rest of the day.' Mark Twain
Highly productive people ‘eat the frog’ first thing in the morning. This means doing your most difficult or frustrating task first, a theory made popular by motivational expert Brian Tracy in his book Eat That Frog!: 21 Great Ways to Stop Procrastinating and Get More Done in Less Time. By crossing off the worst thing on your list, the rest of the day will flow easily in comparison. And the hardest jobs never get pushed into tomorrow.
8. They reward themselves
Like any other muscle in your body, the brain can be trained. Rewarding yourself for completing work creates a positive mental cycle. You finish something, get the reward, and feel more inclined to do the next task. One of the most important habits of productive people is treating themselves as they reach milestones, and celebrating success with their team.
9. They eat smart
Regular, healthy eating is one of the crucial habits of productive people. Include food that helps boost brain function. Choose your nutrients wisely, and avoid sugary snacks that make you crash. Don’t skip meals, no matter how busy you are – it will make you fatigued, foggy minded and irritable.
10. They plan the night before
Do you ever lie awake at night feeling anxious about tomorrow’s workload? Life can feel overwhelming when you have a chaotic day ahead. The most efficient workers plan their morning schedule the night before, which helps to alleviate anxiety and uncertainty. Setting aside just 20 minutes to write a morning plan can save you a whole night of tossing and turning, and you can start being productive the second you wake up.
11. They use productivity apps
You wouldn’t turn up to a gym without gear, so why tackle your office workload without the best tools? There are hundreds of brilliant apps available to dramatically boost your productivity. Build yourself an arsenal of technology and get an instant advantage over your less cutting-edge competitors.
12. They exercise
Highly productive people hit the ground running – literally! Science has shown that regular exercise helps keep your brain in tip-top shape. It also lowers stress and improves your mood, making you happier at work and at home.
13. They delegate wisely
“If you want to work 160 hours a week, don’t delegate. But you are going to crash and burn.” John Baldoni, business consultant
The most productive people don’t carry the weight of their entire business on their shoulders. If there’s someone better suited to a job, they’ll delegate it. Smart task delegation not only helps you stay focused on the big picture, it builds the confidence and skills of those around you.
14. They learn to say ‘no’
Truly productive people don’t feel awkward about saying no. They understand the value of their own time and view it as a precious resource. This doesn’t mean you have to be rude or dismissive – simply explain your situation, offer an alternative avenue of help, or empower the person with the right advice so they can do it themselves.
15. They know the best shortcuts
The most efficient workers never feel guilty about taking shortcuts – and neither should you. If it doesn’t harm the outcome of your project, there’s absolutely no shame in taking the easy route. Your time is a valuable and non-refundable asset... treat it that way.
16. They use automation
Automation can save you countless hours – especially when it comes to managing your projects and team. WorkflowMax by BlueRock lets you look after jobs at the office or remotely. And you can do it all – quote, schedule, invoice, report on profit and productivity. It can save time for you and everyone in your company on a daily basis.
17. They weed out non-important tasks
Learning to recognise non-essential tasks is a crucial skill for an effective worker. If your day contains pointless bits of administration and bureaucracy, weed them out. Do you really need that 30 minute catch-up meeting? Cancel it, or reduce it to a 10 minute standing chat. It’s amazing how often we commit to time-wasting activities simply out of habit. Don’t be afraid to break the mould.
18. They set clearly defined goals
One of the most crucial habits of productive people is goal setting. If you don’t set goals you’ll fall into the trap of being ‘busy’ for the sake of it, without making meaningful progress. Set SMART goals (Specific, Measurable, Attainable, Relevant and Time-based) for your business, and display them somewhere visible. Keep your eye on the prize – every step you take should build towards these objectives.
19. They know their best environment
The right work environment is different for everyone. Highly productive people know where they work best – whether it’s the office, the park, a coffee shop or at home.
20. They use music strategically
Listening to music is one of the lesser known habits of productive people. The right playlists can dramatically improve mood, focus and concentration – especially when matched to your type of work. If music doesn’t help you focus, try ambient sound. There are loads of workplace and focus playlists on Spotify and Apple Music.
21. They rest their eyes
Productive people know the dangers of eye strain. Make sure you take 5-10 minute breaks for every 60 minutes of work. Resting your eyes is crucial for productivity – especially if you’re spending eight hours a day (or more) staring at a screen. Failing to take breaks can lead to dry eyes, mental fatigue, headaches and even migraines.
22. They have tidy desks
A cluttered desk creates a cluttered mind. It’s hard to work productively when you’re surrounded by mess. Efficient people work in minimalist environments. Avoid mountains of paperwork by doing crucial tasks like invoicing and timesheets online, and if you do end up with piles of junk, make sure you do a daily clear out.
23. They know when and where to take a break
Even the most super-human high performers know when to take a break. It’s actually a crucial part of their success. Just like your body needs a chance to recuperate after working out, so does your brain. Avoid the computer screen during your lunch break. Take time for some quick exercise or meditation and get outdoors if possible. This helps you return to work mentally refreshed, with a renewed sense of purpose.
24. They seek out advice
As an entrepreneur, business owner or manager, you’re pretty good at doing things on your own. But even you need help sometimes. Surround yourself with people who have different strengths and outlooks, and never be afraid to ask for help. It builds trust and helps you form healthy relationships. You’ll always have the chance to return the favour.
25. They love what they do
All the productivity tricks in the world are no good if you hate your job. The most productive people are those who are passionate about their work, and feel truly driven to achieve their goals. If you’re not excited about the business you’re in, it’s time to ask some big questions and re-evaluate your situation. Successful business owners always have a purpose – one that sets a fire in their belly. Find yours.