The Secret Behind Productivity - 4 ways to be Productive

By Nada Alnuzha

Ever wondered why sometimes you find yourself to be effortlessly productive, accomplishing tasks effectively and strategically managing your time while not feeling like you’re working yourself to the bone, while other times you find yourself trapped in an inextricable loop of procrastination where tasks are being pushed to the side, as you aimlessly waste time on everything except the work you have to do? You suffer a lack of motivation and wonder if you’ll ever get around to doing the work. The good news is that your productivity does not depend on the whimsical nature of the level of motivation you have, whether you are naturally motivated and driven or you have procrastination running through your veins. The secret to productivity lies not in being on one end of the spectrum, but in one’s approach to accomplishing work. There are a number of approaches recognised to aid in increasing productivity levels, and help to overcome the progress-hindering effect of procrastination.

The Eisenhower matrix

One very valuable technique for increasing your productivity and cultivating effective time management skills lies in how you approach your tasks. When you begin to work, commencing with the most important task (MIT) allows you to mentally prioritise your tasks by importance and thus begin with a task that has the highest value. If you struggle with procrastination, you may find yourself beginning with the smaller, less important and sometimes mundane tasks as a means to avoid or delay the more important, possibly daunting tasks. Building the habit of beginning with the MIT leads you to spend less time procrastinating, and an even lesser time convincing yourself to begin doing the work. A useful tool that helps you to organise your tasks based on importance and urgency is the Eisenhower matrix. By focusing on tasks with the highest value, you may notice a change in your productivity levels as well as in your ability to manage your tasks orderly and effectively. The matrix divides tasks into four groups, with the first group consisting of the most important and urgent tasks. The second group are tasks that could be scheduled, as they are as important yet less urgent than the tasks in the first group. The third group includes tasks that could be delegated as they are of less importance, yet are still urgent. The fourth group includes tasks with the least importance and urgency. Dividing your work into manageable groups helps you to become productive as you prioritise your tasks based on importance.

Habit Building

Building a habit through constant practice is one of the most effective approaches to becoming highly productive. Build a routine of cultivating a session of ‘deep work’ during your day. Deep work involves devoting a time of the day where you immerse yourself in the work you are undertaking, and purposefully removing any source of distraction. At first it may take a lot more discipline to bring yourself to sit down and work. A good technique is to structure your work sessions into bursts of deep work, followed by a few minutes of rest. This will allow you to follow an organised agenda and hence, manage your time more efficiently. If you struggle with getting yourself to begin the work, a good tip is to constantly keep in mind that you’re only doing it for a couple of minutes. Approaching any work with this mindset makes it more bearable knowing that you only need to focus your attention for a given amount of time before you can take a break. Creating the habit of carrying out deep work sessions contributes to long-term productivity and is a form of self-investment that brings you closer to your goals without fully relying on the fluctuating nature of motivation. A useful technique to implement is the Pomodoro technique, an energy saving method where the time you spend on a task is divided into 25 minutes of work time followed by a five-minute rest. This technique is repeated four times until a longer break of 15 minutes is taken. This technique allows you to maximise your output within short bursts of time.

Setting a Deadline

Many people find an increase in levels of productivity if they are put under pressure. A disciplinary step you can implement is setting yourself a deadline for the task you wish to complete. The deadline functions as an impetus for you to finish the work on time and avoid procrastination. This is where Parkinson’s Law plays a crucial role. The law states “work expands so as to fill the time available for its completion”. Setting a deadline for your work will allow you to sense the weight of the obligation and will contribute to helping you accomplish your work promptly and efficiently. Be mindful that motivation and drive are often the outcome of hard work and dedication. Therefore if you find yourself ensnared in a loop of procrastination and lethargy, choose to be proactive by starting the work whether you feel motivated or not. This is where habit building comes into play. A habit makes doing the work effortless as you find yourself needing less convincing to begin the work. Now it’s only a matter of carrying out the job instead of mustering all your energy into persuading yourself to do it.  According to a Harvard Business Review, the counterintuitive trick to getting things done is to make them more automatic, meaning that building a habit of instantly getting the job done becomes second nature and instantly boosts your productivity.

Eliminating Distraction

Although your approach to working could either make or break your level of productivity, it is common that one of the main causes of procrastination is distraction. One way to avoid distraction is through blocking out its sources. Having a level of awareness to the potential sources behind your tendency to procrastinate helps you towards becoming proactive in the pursuit of productivity. If you are easily distracted, say if you find yourself checking your phone every few minutes, avoid having your phone near you while you work, or if you find yourself steering away from your work and surfing the web, turn off your Internet connection if it is not required for the specific task you are completing. By realising the sources of distraction that hinder your attention and minimise your productivity, you are able to modify your surroundings to best fit your approach to work and hence, maximise your efficiency. However, other times you may find that your distractions are a result of constant thoughts you have during working. If you struggle with this internal distraction, a good technique is to create a ‘distraction list’ where you keep a notebook and a pen next to you while you work. When you notice yourself being distracted by a thought, write it down on the piece of paper and refocus your attention on your task. Keeping a distraction list removes the concern of forgetting the thought, and is used as a tool for reassuring yourself that the idea will not be overlooked.

Being aware that productivity is an adjustable quality is reassuring in contrast to the negative effects of procrastination. With the right techniques and a right mindset, productivity can be an instinctive approach to how you manage your work and time.