16 of the best ways to work smarter, not harder
The more I pay attention to these short bursts of productivity, the more I realize working smarter, not harder, is the secret to efficiently getting work done. Keeping my health in check, planning my work in a way that makes sense, and testing out new ways to approach my tasks makes me happier overall and more productive.
Put a Pomodoro timer to use
Set a timer for 25 minutes, and work until it’s done.
- Take a 5-minute break and then repeat the process
- Track the effectiveness of this method with a notebook and tick each time you are distracted.
Chunk similar tasks together
This can help you be more efficient because you’re not switching back and forth between different types of work.
- You can block off time for things that distract you (e.g. answering text messages or checking your social feed), or get them done between meetings.
Set your music to match your task
Research shows we perform better on tasks when we listen to music, and it can help minimize stress
- Choose the right music for different types of work
- Narrative lyrics can be distracting for cognitive work, while upbeat tempos work great for repetitive tasks
Get up early
Getting up early gives you a head start on your day
- Some writers even squeeze “two mornings” into their day-getting up super early to write, then going back to bed until 8 or 9 a.m.
- If you’re an early riser, consider moving your wake time back gradually
Schedule tasks based on your energy levels
Everyone’s energy spikes at different times-we each have our own built-in body clock called a circadian rhythm.
- Put your most challenging work during the time periods when you’ve got the most energy-and save easy tasks for when you’re dragging
Take an afternoon nap (with a cup of coffee)
Naps can do wonders for your memory and help you solidify things you’ve just learned.
- A short nap is the best way to improve your energy levels when they’re low, and drinking a strong coffee just before a nap will give you the biggest energy boost.
Stop multitasking
It’s impossible for us to truly focus on multiple tasks that require real brainpower, and when you try to do it, you risk sacrificing your mental health
- Switching between multiple tasks makes it harder to complete tasks, so single-task your way through the day
Set a start date for tasks
Most of us can find one or two methods in the list that will help us shape up our working habits.
- You don’t need to do them all. You just need to bookmark this list and come back to it.
Front-load your week
Put the bigger, harder, more pressing tasks at the start of the week, so you can knock them out first and relax more as the week progresses
- This is a version of Eat That Frog
- Do the most important/impactful thing first to make sure it gets done
Switch to pen and paper
It’s easy to get caught up in tools and apps for managing your workload. Go back to basics and make a simple list of what you need to work on.
Track your time and review your productivity
Review your progress often to identify what’s working and what’s not
- Set a reminder for each week or month to go over what you completed and what you struggled with
- Use a time-tracking app to do the heavy lifting
Turn off notifications
Only turn off all notifications during periods you need to be most focused
- Figure out which notifications you actually need and do something to separate them out
- Give each app its own notification tone so you know exactly what kind of alert it is without looking at your device
Cut down your to-do list
Start with your Most Important Tasks (MITs) and limit the list to three items.
- Focus on getting the three most important things done first thing in the morning, before you have a glass of water to wake you up.
Automate what you can
Use tools like Zapier to organize your apps and move information between them so you can focus on what matters most
Spend time in nature
Enjoy a walk or a hike in a green area to release stress and improve your focus
- View photos of nature scenes to increase positive emotions and improve reaction times and accuracy
- Try to get to a park or another calm, green area for a break during your workday
Take more breaks
Without real breaks, our brains get tired, and we get distracted
- Take a break between each task you focus on
- Try something like the Pomodoro Technique or Flowtime to make sure you’re taking breaks-and use any of these tips to make the most of them