We all wish we had more time in the day. Between meetings, emails, Slack messages, and everything else on our plates, the workday goes by in a flash. Before you know it, you're scrambling to wrap up your to-do list before the day is done.
But what if you could get more done in less time? With some simple tricks, you can maximize your productivity during the workday. Here are 10 tips to help you save time and get more accomplished.
1. Start Your Day with a Plan
There’s nothing like a good plan to set you up for success. Take 15 minutes at the start of each workday to map out what you aim to accomplish. Identify your top priorities and block off time in your calendar for focusing on those important tasks.
Decide when you’ll tackle busy work like responding to emails and attending meetings. Having a game plan like this prevents you from wasting precious minutes debating what to do next. You’ll knock out your to-do list efficiently.
2. Take Advantage of AI Tools to Automate Repetitive Tasks
Technology can be a huge time-saver if you know how to use it. Take advantage of AI tools and services that can automate repetitive, low-value tasks. For example, AI notetakers like Supernormal can transcribe your meetings for you. Rather than having to take notes yourself or scribble down key takeaways after a meeting, you'll get categorized notes delivered to your inbox. This frees up time for you to focus on work that makes better use of your skills.
Look for opportunities to incorporate other time-saving tech tools too. Before you know it, you'll get hours back in your week.
3. Schedule Your Most Important Work During Your Peak Hours
We all have certain times of day when we're feeling most energetic and productive. Make the most of your peak hours by scheduling your most challenging, high-impact work during those productive sprints.
For example, tackle complex projects first thing in the morning or right after lunch. Save lower brain power tasks like responding to emails for later when you’re drained. Prioritizing key work for when you're at your best helps you maximize your output.
4. Break Large Projects into Smaller Tasks
Big, complex projects easily get overwhelming. All that's required can make you freeze up on where to even begin. The trick is to break them down into smaller, more manageable chunks.
Maybe you look at everything that needs to get done this week. Then map out how to tackle each piece in a step-by-step manner day by day. Those giant assignments suddenly become less daunting. It also creates a series of little wins as you complete each smaller task. That sense of progress keeps you motivated to keep plugging along. Celebrate each little victory along the way.
5. Keep Meetings Short and Sweet
We’ve all been stuck in pointless meetings that drag on and on. Don’t let your time get hijacked unnecessarily. Before scheduling any meeting, think about whether it’s truly necessary or if the topic could be covered more efficiently via email or chat.
If a meeting is required, try keeping it short. Outline the purpose and agenda upfront so you stick to the most important topics. For recurring meetings, put a time limit in the invite to keep everyone focused.
End promptly and follow up with takeaway notes afterward. Keeping meetings tight and purposeful leaves more time for “real” work.
6. Take Breaks to Recharge
It might sound counterintuitive, but taking regular breaks can actually boost your productivity. Our brains aren’t designed to focus for hours on end. When you hit a mental wall, stepping away and recharging clears the cobwebs.
Even a short 5-10 minute break to walk around or stretch your legs does wonders. Or try a brief meditation using an app like Calm. Come back feeling refreshed and knock out tasks with renewed efficiency.
Consider the Pomodoro method of working in 25 minute intervals separated by 5 minute breaks. Those little breathers help you maintain momentum without getting burnt out.
7. Batch Similar Tasks Together
Context switching between different types of tasks eats up a lot of time. Instead, group similar activities together to stay in a flow state.
For example, check emails and messages just a few designated times during the day instead of letting them constantly interrupt you. Knock out all your phone calls back to back.
Tackle administrative tasks en masse. Getting into a rhythm on related tasks makes you more efficient. You’ll plow through your to-do’s in no time.
8. Keep Your Workstation Clutter-Free
Physical clutter competes for our attention and slows us down. Make sure your work area is neat and organized so you can find what you need quickly.
Minimize piles of paper and various knickknacks that create visual distractions. Only keep items on your desk that you use daily. File away documents or stash tools you rarely need.
A clean space clear of excess stuff makes you more productive. Decluttering your actual work lets you declutter your mind and focus.
9. Set Boundaries Around Distractions
Emails, chat apps, social media, the Internet - so many things compete for our attention during work. Limit distractions by creating some boundaries.
Close out of your email and web browser while deeply focused on a project. Put your phone on silent and only check it at designated times. Use apps like Freedom to temporarily block distracting websites.
Set expectations with colleagues that you’ll get back to non-urgent messages within a certain timeframe. Protecting your time allows you to get meaningful work done.
10. Maintain a Healthy Lifestyle
Your overall health impacts your work performance. Make sure to eat nutritious meals, exercise regularly, and get enough sleep. When you feel your best, you'll work more efficiently.
Meal prep healthy lunches on Sunday so you have grab-and-go options ready when hunger strikes. Prioritize moving your body daily, even if it's just a 30-minute walk. Establish a pre-bedtime routine to allow your mind to unwind. Taking care of your whole self gives you the boost you need to crush your goals and save time doing it.
Implementing even a few of these tips can free up hours previously lost to inefficiency. Invest that reclaimed time into things you're passionate about, both personally and professionally. Start putting these time-saving tools into practice for a more productive and fulfilling workday.