Top 5 productivity tactics explained (for dummies!)

[fa icon="calendar"] June 11/2018 / by Edgar Medina

“Productivity is being able to do things that you were never able to do before”

Franz Kafka

How to be able to do thing that you were never able to do before? How to manage your time in a better way so you can achieve the, one-time, impossible?

There are a number of tactics to help you to increase your productivity. We have chosen 5 of the best:

  • Start small. Have clear rules. Be Patience
  • Break down your project into chunks
  • Inbox Zero
  • Use keyboard shortcuts
  • Use a time tracker

    Read this content also in: Spanish

1. Start small. Have clear rules. Be Patience

If you want to be more productive, first you need to break your old habits and develop new ones. That’s not an easy task to tackle. So what’s the advice given by the experts? Start small. Don’t pretend to jump into the new habit right away. Make small and progressive commitments.

Define a clear rule that you have to follow if you want to adopt a new habit. It must be simple to accomplish. It must be clear if you haven’t.  Remember that embracing a new habit takes times. It will take you from 60 to 200 days to feel comfortable with something you were not used to do before.

We also recommend you: 8 things a project manager should do every day

2. Break down your project into chunks

Split your project into small pieces. Do a piece every day. The risk of getting overwhelmed gets reduced if you break down the project into chunks. Write down a list. Set a clear gaol and work towards it every day, put it on the calendar and never skip it. If you stick to your schedule, reward yourself with something that you like: listening to your favourite song, playing a videogame, eating the dish you enjoy the most.

3. Inbox Zero

The art of Inbox Zero is like cleaning all the dirt from your desktop. There are multiple techniques to accomplish the Inbox Zero goal (that means: having 0 emails in your inbox). One of them is called the Everyday Emailer. To begin with, you need to create folders:

Action required: For emails that require us to complete a task or follow up.

Awaiting response: For emails that we expect important responses to.

Delegated: For emails we've delegated to others.

Archived: For emails we want out of our inbox without deleting them entirely.

In order to move the emails to one of those folders, you got to answer one of the following questions:

Delete: Is this email relevant to me? If not, delete it

Delegate: Am I the best person to handle this? Delegate it

Respond: Can I respond in two minutes or less? Just do it

Defer: Will this take longer than two minutes? Postpone it

Do: Can we complete the task in two minutes? Just do it

4. Use keyboard shortcuts

Read the keyboard shortcuts of your operating system. Internalize them. The less you have to use your mouse, the faster you’ll become to complete processes. Here you have the list of the Windows 10 shortcuts and here you have the list for the Apple systems. Off course, every program has shortcuts of its own, so check them if you want to become fast as a lightning.

We also recommend you: 5 amazing techniques to be super productive

5. Use a time tracker

If you need to work faster, and smarter, track the time you and your time is taking to complete the tasks.  A time tracker like the one that Workep has, allows you to identify the time spent within the tasks and milestones of the project. By recording the time you and your team take to complete the tasks assigned, you can easily find out what are your strengths and weaknesses. Sooner, you’ll become more productive and will achieve your goals and the goals of your team.

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Conclusion:  Being more productive is in you, you can become better. Break your old habits, have discipline, have a method.

Topics: Productivity