7 Finest Productiveness Methods to Simplify Your Workflow (+My Favourite Workflows)

I’m a content material author by evening and a Head of Partnerships by day, and in my world, being productive is every thing.

No scheduling or a scarcity of venture administration results in overdue articles, failed partnership alternatives, excessive stress, and stress. We’ve all been there, recovering from zero productiveness.

Productiveness programs assist develop a sustainable work-life stability and put together for working sprints when wanted.

On this submit, I’m sharing the seven greatest productiveness programs which have change into a part of my routine, turning the day by day grind into an environment friendly workday. You’ll discover their execs and cons and completely different use instances.

 

What are productiveness programs?

Productiveness programs are strategies and instruments that help you in getting issues completed effectively. They don’t do the be just right for you, however they provide help to manage and prioritize duties and your well-being, leading to extra productiveness at a given time.

As an illustration, productiveness programs provide help to with:

• Breaking down tasks into smaller, manageable steps.
• Focusing and avoiding distractions.
• Objective setting.
• Group and workflow.

Let’s discover the seven productiveness programs I take advantage of and the way they assist me.

7 Productiveness Methods to Simplify Your Workflow

1. The Pomodoro Approach

I’m merely in love with this methodology for supercharging my productiveness after I battle to drag myself collectively and get issues completed. It immediately prompts my focus mode, and I change into so within the zone that nothing can distract me.

How does it work?

The Pomodoro Approach breaks your work into brief, targeted intervals (sometimes 25 minutes) adopted by breaks. It helps you keep sharp and motivated as a result of 25-minute chunks are simply digestible by your mind.

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Additionally, seeing a timer counting down in your toolbar reinforces your willingness to finish a activity throughout this time. It’s like your interior voice says, “Com’on, man, you may work for 25 minutes with out scrolling your Instagram.”

I take advantage of the Marinara: Pomodoro Assistant Chrome extension to make the Pomodoro method simply accessible. 30-minute timers with a 5-minute relaxation — that’s my rule.

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However usually, I don’t take breaks and easily proceed engaged on my activity till it’s completed. And when the timer rings, I set one other one to remain targeted.

I additionally use Pomodoro for time-tracking after I work on a particular activity to know my workload and time spent on activity X.

It aids immensely in correct time estimation and venture administration.

Execs:

• Helps you focus when it’s arduous to begin working.
• Reduces procrastination.
• Much less again ache and fatigue.
• Higher planning for weeks and quarters.
• Extra accountability for duties.
• Fewer distractions — higher time administration.
• Constant motivation all through duties.

Cons:

• None. I’ve been utilizing this methodology for ages, and it’s at all times useful.

Finest for: Anybody who needs to handle time higher and get extra completed in much less time.

My Verdict

At first, it was arduous for me to just accept the breaks. I used to be feeling like I used to be losing time throughout these intervals. However then I spotted their energy — these breaks actually recharge me.

2. Bullet Journaling

A bullet journal, or so-called BuJo, is like a sophisticated diary that features writing and drawing. It’s organized with sections for day by day duties, calendars, notes, well being monitoring, and purpose setting.

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I’ve just lately stumbled upon nice analysis exploring how bullet journaling impacts creativity and productiveness. The conclusion is that it doesn’t simply assist with staying organized but additionally with reflecting on what’s actually essential.

I additionally love the piece by a instructor who shared how bullet journaling helped her overcome perfectionism. So, in case you’re chasing that elusive perfection, take a learn. 🙂

Sometimes, I take advantage of bullet journaling for planning my days, understanding how packed I’m, and carving out time for issues I like to do other than my job. It is also helped me perceive what number of tasks I can tackle.

For instance, I draft my schedule in a brilliant old style means in my paper pocket book. So, my bullet journaling often goes like this:

7:30 — get up
8:00 — yoga
10:00 — supply an overview for consumer X
11:00 — interview specialists for HubSpot’s article
13:00 — lunch break
14:00 — work for a charitable fund
17:30 — assembly

When you’re not into old-school productiveness strategies, you may take a look at digital options like Notion, Trello, Evernote, or Miro.

In my view, Miro is the best choice as a result of it reminds you of a daily pocket book. It permits you to simply transfer gadgets and fosters creativity.

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Execs:

• Helps with customizable group.
• Assists in boosting creativity and aids prioritization.
• Supplies centralized activity administration.
• Facilitates self-reflection.

Cons:

• Time-intensive maintenance.
• Danger of inconsistency.

Finest for: Creatives, visible thinkers, and people in search of customized group.

My Verdict

Bullet journaling is a observe many people have instinctively completed in some unspecified time in the future in our lives. Let’s say for planning journeys, procuring, exercise routines, or related actions.

The trick is studying to do it extra systematically. Typically, I rely utterly on it. Different instances, I take advantage of bullet journaling simply as a scratchpad when transferring info from paper to my venture administration apps.

3. Calendar Blocking

The main situation folks usually face with their schedule is consistently switching between duties. Calendar blocking is a time administration methodology the place you allocate particular time slots in your calendar for various duties.

As an illustration, my workday earlier than calendar blocking might appear to be this: I begin writing an article. Then, after half an hour, I bounce into a gathering. Subsequent, I transfer to my emails. Lastly, I get again to the article. Not efficient in any respect.

Todoist’s graphic completely explains my level:

For time blocking, I take advantage of Google Calendar and block time for particular duties. Every activity will get its personal targeted time slot. Physician appointments, yoga, and studying additionally go to my calendar.

The consequence? I get extra completed quicker.

Listed here are some suggestions for profitable calendar blocking:

• Divide your day into chunks for particular duties.
• Be life like about how lengthy duties will take; overestimate if not sure.
• Schedule breaks to keep away from burnout; don’t overbook free time.
• Alter plans if wanted on account of sudden occasions.
• Overview and observe your deliberate duties often.
• Think about using apps like Todoist and Google Calendar for higher group.

Execs:

• Improved time administration.
• Enhanced focus.
• Decreased activity switching.
• Clearer prioritization.
• Higher work-life stability.

Cons:

• Issue in adapting to modifications.
• Potential for under-/overestimating activity length.

Finest for: Anybody with a number of duties and commitments to prepare.

My Verdict

Calendar blocking organizes your working and free time and permits you to not get misplaced in a number of duties on the similar time. The most important problem might be sitting down on Sunday evening or each Monday morning and getting ready every thing up entrance.

But it surely’s undoubtedly price it.

4. Eat the Frog

“If you must eat a stay frog, do it very first thing within the morning, and nothing worse will occur to you for the remainder of the day.” – Mark Twain

This quote explains what the Eat the Frog method is all about. Do the toughest factor first, and every thing else later will appear simpler.

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Final yr’s examine discovered that utilizing this methodology improves delicate expertise and helps fight procrastination, resulting in long-term advantages for profession and life.

I completely agree with that and implement the Eat the Frog methodology nearly every single day.

Right here’s how I do it:

1. I choose my frog first — crucial however not pressing activity. I am going with the one which wants quite a lot of brainpower.
2. I often choose a activity I can end in 1 to 4 hours max.
3. I cut up huge duties into smaller steps.
4. I at all times give attention to immediately’s duties, not far-off ones.
5. And eventually, I start my day by tackling my frog activity first.

Execs:

• Get powerful duties completed first.
• Really feel much less burdened.
• Handle time higher.
• Construct good habits.

Cons:

• Beginning with the toughest activity could result in fatigue.
• It might result in overlooking time-sensitive issues.

Finest for: Anybody who prefers to cope with challenges upfront slightly than procrastinate or for anybody battling procrastination with regards to tough duties.

My Verdict

After I’ve obtained these powerful duties to chew (those that want tons of focus, numbers, and analysis), I make them my prime precedence within the morning. As soon as I’ve tackled that, I can chill out with a cup of espresso, compensate for emails, and transfer on to at least one extra activity.

I attempted doing it the opposite means round, however I simply couldn’t give attention to anything whereas understanding I had that huge activity ready. So, for me, the “Eat the Frog” method is the one strategy to go.

5. Venture Administration Practices

After I began freelancing, managing one or two tasks with out monitoring wasn’t too arduous. However as my workload grew, it turned inconceivable.

At present, I can’t think about my work routine with out venture administration instruments — Monday and Asana are my productiveness lifelines.

They assist me break duties down, set deadlines, observe progress, coordinate with my workforce, and ship outcomes.

I take advantage of Monday to plan and prioritize my weekly duties for a charitable fund’s work in a simplified Kanban visualization with “Backlog,” “In progress,” and “Accomplished” tabs.

What I like: Monday takes care of the venture administration necessities like subtasks, versatile statuses, house owners and assignees, API integrations, and so on.

As for Asana, I principally use it for consumer writing and search engine optimisation tasks. It’s so easy to get and assign duties, observe venture progress, and talk with others by means of the platform.

Execs:

• Centralize venture info for simple entry.
• Facilitate workforce communication and thought sharing.
• Aid you break tasks into manageable duties.
• Preserve your workforce targeted and productive.
• Present real-time information on venture progress.
• Automate duties for streamlined workflows.

Cons:

• I see nothing however advantages to utilizing venture administration software program. Studying the right way to use it would take time, however when you do, it turns into tremendous simple.

Finest for: People, groups, and tasks of all sizes. You should utilize it for small duties or large-scale initiatives.

My Verdict

Though I like utilizing my pocket book for bullet journaling, PM instruments assist preserve my work below management with notifications, reminders, repeated duties, and so on.

6. The Eisenhower Resolution Matrix

“I’ve two sorts of issues — the pressing and essential. The pressing should not essential, and the essential are by no means pressing.” – Dwight D. Eisenhower

The Eisenhower Resolution Matrix categorizes duties by significance and urgency. I take advantage of it to resolve what to give attention to, delegate, or discard.

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You must think about using the Eisenhower Matrix in case you’re usually busy however really feel your work lacks impression, battle with time for long-term targets, or discover it arduous to delegate or say “no” (been there, completed that).

I just lately watched a YouTube video by Naomi from Todoist, the place she shared insightful tips about the Eisenhower Matrix:

[Video: Beginner’s Guide to the Eisenhower Matrix]

Right here’s how she explains every of those 4 classes:

1. Quadrant 1 — essential duties needing pressing consideration.
2. Quadrant 2 — essential duties for long-term targets.
3. Quadrant 3 — pressing duties that aren’t essential, usually simply busy work.
4. Quadrant 4 — duties neither pressing nor essential, offering immediate however no lasting satisfaction.

And right here’s how I apply this strategy in my day-to-day work:

1. Quadrant 1. I prioritize assembly tight deadlines for articles.
2. Quadrant 2. I dedicate time to enhancing my writing and analysis expertise for long-term progress.
3. Quadrant 3. Typically, if I’m too busy, I let a dependable particular person deal with professional interviews for me.
4. Quadrant 4. I attempt to keep away from spending an excessive amount of time on social media to remain targeted.

Execs:

• Clear prioritization.
• Efficient time administration.
• Lengthy-term purpose alignment.
• Higher delegation.
• Decreased stress.
• Improved decision-making.

Cons:

• At first, it may be powerful to resolve which duties are extra essential with an even bigger impression however much less urgency. After a number of practices, one will get used to the system and harvests tangible advantages.

Finest for: Organizing obligations; notably useful for anybody who struggles with activity prioritization, time administration, or decision-making.

My Verdict

The sense of urgency posed the best problem throughout my digital advertising and marketing profession. It felt like each activity demanded quick consideration. My default mode was “ASAP” for every thing till I discovered to categorize priorities and discern non-priority duties.

That’s what I discovered because of The Eisenhower Resolution Matrix, and, in my view, it’s one of many greatest productiveness programs on the market.

7. Kanban and Scrum Strategies

To be tremendous productive throughout a workweek, I mix simplified Scrum and Kanban methodologies.

Scrum: You’re employed briefly bursts referred to as sprints (often one to 4 weeks lengthy). In every dash, you set targets and resolve what duties to sort out. Then, you’ve got fast conferences referred to as stand-ups to verify progress and alter your work plan as wanted.

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Kanban: There are not any sprints in Kanban. As an alternative, think about your duties on a board with columns labeled “Backlog,” “Doing,” “Overview,” and “Accomplished.”

As you’re employed, you shift duties between columns. It helps you visualize your workflow, restrict work in progress, and give attention to finishing duties one after the other.

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Right here’s how I do it:

Each Monday, I overview my Backlog with concepts and duties which have appeared randomly all through the earlier week, assign priorities and due dates, create subtasks, and so on.

Each Friday, I have a look at my board within the PM instrument Monday, a activity supervisor, and analyze why I’m off schedule for some duties and the right way to deal with the trigger.

This helps me to be agile, full as many duties as match inside a piece week (realistically), and spot bottlenecks or roadblocks.

Execs:

• Helps visualize workflows simply.
• Limits multitasking and improves focus.
• Encourages ongoing course of enchancment.
• Organizes tasks successfully with clear targets.
• Fosters common workforce communication and collaboration.
• Facilitates adaptation to altering venture wants.

Cons:

• A scarcity of outlined deadlines could result in delays.
• Rigidity in dash timelines (Scrum) could trigger stress.

Finest for: Environments that worth flexibility and adaptableness over strict timelines.

📍Notice: Implementing the 2 programs at a time known as Scrumban.

My Verdict

Combining these two strategies helps me visualize what I’ve to do within the Kanban board, whereas the Scrum sprints assist me to make a number of progress on specific tasks. I just like the stability the 2 programs deliver to my work, which is essentially unbiased and distant.

What’s the most effective productiveness system?

Though each productiveness system has its deserves, my private favorites are:

• The Pomodoro Approach for maintaining me targeted with 30-minute working sprints and 5-minute breaks.
• The Eisenhower Resolution Matrix for easy group of pressing and essential duties.
• Scrumban for normal progress check-ups.

Regardless of which system you select, the one factor that issues is that it actually helps enhance your productiveness. I mix three of them every day, and I feel that’s the most effective strategy for finishing the roles to be completed, ideating new tasks, and monitoring my workforce’s progress.

Strive a number of, see what suits and what doesn’t, and finally, you’ll discover your greatest resolution to keep away from psychological blocks, demotivation, and burnout.