5 ways to increase your productivity

Whether it’s Self Assessment, VAT deadlines, or corporate tax filings, getting organised can help you stay ahead and reduce stress when those key dates approach. While we can’t change the clock, small tweaks to your habits can make a big difference. By staying organised and planning ahead, you can find extra time in your day to focus on what matters most. Here are five ideas to help you get started:

1. Block time on your calendar for you. Meetings, emails, and interruptions often dominate our workdays, making it hard at times to focus on tasks.If you’re in an office, chances are you'll deal with these on a daily basis -  how are you supposed to get the time you need for all the items on your plate? 

Start by blocking time for YOU on your calendar.

For example, if you need two hours to work on a particular project,block two hours on your calendar to work on it. It’s that mental trick – if it’s “on your calendar,” you’ll make time for it. In this case, if it’s on your calendar, you’ll make time. Shared calendars can help protect this time from being booked over, giving you the breathing room to concentrate.

For good measure, turn your phone on silent, send calls to voicemail, and put a note on your door or desk that you’re unavailable. A little preparation can go a long way in boosting your productivity.

2. Be precise with meeting time. Sticking with the theme of time, you know how valuable your time is, so remember to be respectful of other people’s time.

We forget that our calendars default to one-hour blocks when an item gets added, making it easy to schedule an hour. 

Think before you request. Maybe, you truly only need 15 minutes of someone’s time. Then, only ask for 15 minutes, versus booking them for thirty minutes or an hour. This puts everyone in a more efficient mindset because we use the time we “have” on the calendar.  

This is also true in other instances, where you need more time from people. For example, when kicking off a project with your team, schedule the time you really need to “kick-off” – even if it’s a half day – and you’ll be saving time in the long run because everyone will have the time they need to be better prepared to execute, since they have the time to get clear on what needs to be done.

3. Revamp your schedule with the 4-day workweek framework. One of the biggest productivity shifts in the UK has been the rise of the four-day workweek. While you may not adopt a shortened week, you can incorporate its principles to optimise your routine. Applying these principles can help you ensure that every hour of your day counts.

The 4-day workweek framework revolves around three key ideas:

• Focus on completing tasks rather than clocking in set hours. Ask yourself: "What’s the most impactful thing I can achieve today?"

• Minimise context switching by grouping similar tasks together. Answer all emails at once, schedule calls back-to-back, or dedicate one afternoon to creative work.

• Protect your downtime like you would a work commitment. Step away, recharge, and come back stronger.

4. Don’t depend on email for everything. Email is easy, but it’s certainly not the right tool for every task, especially internal communications. Think about how much time you spend formulating a message to a colleague when you need to catch them up or share something, consider picking up the phone or having a quick face-to-face chat (or video call).

Most people are faster at talking. Picking up the phone, or walking over and asking  the person for an answer, can actually be more efficient.  Not only will this save time, but it also reduces the clutter in your inbox.

5. Take regular brain breaks. Most people wrongly assume that staying chained to their desk means they are more productive, when, in reality, your brain is running a marathon, and it’s fatigued, making you less efficient. To avoid this, give your brain a break.

A “brain break” means you put work aside, put your phone down and do something creative. That could be going outside for a short walk, listening to a relaxing song or doing some reading. It could even be taking a moment to close your eyes and meditate.

Even if you only have three to five minutes, a break is like alternating between sprinting and walking; it allows you to reset so you have better focus for the periods of time you spend on each task.

Ultimately, with more consistent energy, you’ll perform better throughout the day. Who knew a few more glasses of water could be so helpful?

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