We’ve all been there: you wake up with a mission to tackle that hefty to-do list, only to succumb to the temptations of the day. Excessive coffee breaks, endless WhatsApp recesses, and finally, logging off with the promise of “I’ll do it first thing tomorrow.” It’s a struggle between facing those same daunting tasks every morning and the gnawing feeling of letting yourself down.
While it might be easier to hop from tab to tab, and more fun to swap memes on Instagram than to tackle mind-numbing admin tasks, the reality is these habits can damage your career — and your reputation.
If you’re looking to enjoy more time, less stress, and better focus, here are a few ways to get started:
Prioritize your tasks
First things first: not all tasks are created equal. Start by dividing your tasks into categories such as urgent, important, and non-essential. This way, you’ll focus on what needs immediate attention without getting bogged down by less critical items. Prioritizing this way ensures you tackle the most pressing tasks first while setting aside less critical ones for later.
Delegate and Automate
This may be hard to believe at times, but the reality is that you don’t have to do everything yourself. Identify tasks that can be delegated to others to free up your time for more critical tasks and avoid being overwhelmed by tasks by communicating your workload to your team. Leaning into technology can also help. Tools and apps like Trello, Asana, or Zapier can be a great ally, helping to streamline repetitive tasks, and leaving you more time to focus on what truly matters.
Take control of your time — literally
Feel like you can’t stay focused? Say hello to the Pomodoro Technique, a method that has you working in short, focused bursts (usually 25 minutes), followed by a short break. This way of working has been shown to significantly improve productivity and keep you from feeling overwhelmed. Think of it as sprinting instead of running a marathon, ensuring you don’t burn out while getting a ton done.
Time blocking is another fantastic strategy. You do this by allocating specific blocks of time in your schedule for different tasks, helping you dedicate time to all important tasks —and this is key— without procrastination.
Put your phone away
This one is tough because those dopamine hits are real. But the only way to truly focus on what needs to be done is to give it your full attention. Put your phone in your desk, bag, or better yet a locker or another room, and set aside time to look at it (during lunch, restroom breaks, or coffee runs, for example). A glance is all you need for important messages and you can get back to your bestie on your break. With a little discipline, you’ll not only get more done but you’ll also get promoted faster than the coworker glued to their screen.
Close the tabs
Multitasking has become legendary, but let’s be real: how often do you finish all the projects you’re juggling in the same timeframe? Here’s a secret the hustle culture committee keeps on the DL: Only 2% of people are good at it and the rest of us are up to 40% less productive when we switch tasks. Instead of playing an exhausting version of to-do hopscotch, write down your tasks for the day, group them, and focus on getting through one at a time. Then, enjoy the satisfaction of completing one or two projects instead of being a quarter of the way through four.
Make it an email (when you can)
Here’s something we can all agree on: long, aimless meetings are the worst. If an outcome can be achieved in a comprehensive email, a weekly one-to-one, or a quick call, take that route. If a meeting is required, take control by setting the tone. Set an agenda and consider the following guidelines:
10-20 Minutes for quick check-ins, status updates, and daily stand-up meetings. Keeps participants focused and efficient.
30-60 Minutes for more in-depth discussions, brainstorming sessions, and team meetings. Allows for thorough conversation without causing attention fatigue.
60-90 Minutes for training sessions, workshops, or strategy meetings where detailed discussion and collaboration are necessary. However, these meetings should include breaks to prevent loss of attention as 83% of UK office employees reported difficulty concentrating for more than 45 minutes.
90 Minutes is generally considered too long for most meetings. They can lead to diminished concentration and productivity. If a meeting must exceed 90 minutes, experts suggest scheduling breaks or splitting it into shorter sessions over multiple days is recommended.
Use your (actual) voice
Few things are more unproductive —and frustrating — than wading through a 20-message-deep email thread when on a tight deadline. I know this will have some Gen-Z professionals wanting to throw their computers out of the window, but the best way to get quick answers is to pick up the phone. You can then follow up with an email to confirm the discussion if needed, and then move on. Your inbox (and colleagues) will thank you.
Actively Look for Ways to Be More Efficient
Identify your biggest work concerns. Need more clarity? Is your desk a mess? Always running late? Notice when you feel tense or pressured and ask yourself, “What can I do to alleviate this?” Be proactive. If you’re always running late, examine your morning routine. If a colleague never gets you what you need on time, schedule check-ins with them to ensure they are kept on track. No, that’s not your job, but when it impacts your job, it’s worth making it a priority.
Finally, remember that no day will ever be ‘perfect’, but the more proactive we are, the more productive we become.