Self-Optimization — prioritizing

At the end of your day, do you feel like you could have gotten more done? Maybe you could have completed more tasks if you cut out distractions or implemented efficiency tactics.

After a long day’s work, you should feel satisfied; a sense of accomplishment and completion. These feelings can become the norm through a few productivity tools and hacks.

Most of us are well-trained and skilled in our job duties and tasks, so we normally don’t bother to explore ways to improve our productivity, although some of the things we do could be done better.

You can use these productivity tools to enhance your ability to get more done throughout the day.

Focus on One Task at a Time

This is sometimes known as the Pomodoro System or Pomodoro Technique. It consists of breaking down your tasks into 25-minute intervals and taking short breaks in between tasks. In this way, you concentrate on one task. You abandon the idea of multitasking. You are focused on the singular task at hand and completely in the zone.

You also have a sense of urgency when you’re on the clock and you forget trying to fine-tune your work. Stress levels are also reduced because you focus on one task at a time instead of trying to get everything done at once.

Mobile Apps for Increasing Productivity

There are a variety of apps on the market that can increase your productivity, whether for handling your emails, notes, financials, reading, etc., and many are free to download. For example, there are apps for grocery shopping, writing, notes, banking, and other mundane tasks.

You can really take advantage of technology to increase productivity whether you’re in the office or somewhere else.

Here is a list of some free apps to explore, which can increase your productivity:

• ‘Todoist’ - a great to-do list manager
• ‘Keeper’ - a password manager
• ‘Shoeboxed’ - for expense tracking
• ‘Evernote’ – Evernote is essentially a second brain. You can record ALL of your notes on Evernote, whether it’s a thought you’ve been pondering, or notes on a book you’ve been reading, or perhaps for one you’re thinking about writing.

The “Two-Minute” Do-It-Now Rule

There are many tasks that pop-up during your day and they eventually begin to stack up.

Before you decide whether or not to complete a task, ask yourself, “Can it be completed in two minutes?” If it can be completed in two minutes or less, do it now! If the task will take longer than two minutes, add it to your to-do list but make sure to prioritize it appropriately.

Write Down Your Most Important Tasks

Eliminate ambiguity in your workday. Ambiguity can be a productivity killer and a time waster. It has become increasingly important, in an age of perpetual distraction, to prioritize the most important tasks. Take some time in the morning to decide which tasks are the most important ones to your overall vision and address those first.

This practice will help you overcome procrastination and take things off your mind while taking action on a more consistent basis.

Create a Schedule to Check Emails

It’s easy to get sidetracked checking your emails dozens of times a day, especially if you have multiple email addresses. Turn off your email notifications because if you log-in to your email, you’ll end up not only responding to one email but many emails and then you’ll begin organizing them. Instead, choose only a few, specific times each day.

I recommend checking your email once in the morning, again before lunch, and another toward the end of your workday.

Eliminate Website Distractions

There are many websites on the internet that are so, so interesting, but very distracting.

These sites can ruin your productivity. Block those sites on your work computer to increase your productivity level. You can find an effective website blocker if you simply “google it.”

Practice Saying “No”

For many people, it is difficult to say “no” to requests from certain people. Some people want to use or manipulate others. You must practice saying “no” sometimes. Otherwise, these people will kill your productivity.

You can simply let people know that “you’re too busy now and that you’ll let them know if you can get to it later,” as an example.

Listen to Music

You can increase your focus, concentration, and productivity level by listening to certain types of music. It takes some experimentation to figure out what music works best for you since people react differently to different types of music.

There are apps available that provide music that has been scientifically proven to increase productivity. One such example is Brain.fm.

Use a Password Manager

It’s easy to become overwhelmed trying to remember our passwords for the various sites we peruse.

Download a password manager program like LastPass which will remember but encrypt your passwords to keep them safe. This way you can simply log-in without entering your password each time.

Yoga or Meditate Each Morning

Meditation is about concentrating or focusing on one thing and blocking out all distractions.

Studies have shown that both meditation and yoga can decrease stress, enhance creativity, increase focus, and improve memory.

You can begin by meditating or doing yoga for a few minutes each morning. As your practice becomes more routine, you can lengthen the duration of each practice.

Natural Sunlight, Indoors and Outdoors

Open your blinds first thing in the morning to get started with some healthy natural light.

Natural light will improve your mood and your outlook throughout the day. You’ll find yourself being more productive while performing everyday tasks. Sunshine has been shown to facilitate better sleep and an overall better quality of life.

If you live in an area with limited sunlight, remember to take a vitamin-D supplement. Studies show that only about 10 minutes of direct sunlight are needed for your daily dose.

Read What Inspires You

A great way to begin your productive day is to read something, or write something about a subject that you are keenly interested in or passionate about.

You should choose something that you’re curious about and something which can possibly give you talking points with others throughout the day. Inspirational passages can give us the strength we need each and every morning to get through even the most difficult of times and encourage us to push forward when challenges arise.

But don’t spend the entire day reading or writing. Invest 15-20 minutes and move on to the next task.

Other Productivity Tools and Hacks

• Don’t forget to put your laptop away for a few hours a day, if possible.
• Take time to rest your body and mind.
• Track your time and tasks with an app.
• Intentionally plan your day in the morning.
• Wake up a little earlier to get the most out of your morning between 6-9am.
• Alter your environment a bit.

There are many ways to increase productivity. Mold your productivity-enhancing activities according to what works with your body, mind, and schedule. Utilize the above productivity tools and hacks on a regular basis and you’ll see your productivity skyrocket.

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