One thing I know about myself is that I’m strong in execution, but it’s required a few mastered habits and some reflection. To maximize your efficiency and, quite simply, get things done, consider optimizing a few areas based on what’s worked best for you at your most optimal self and start integrating those habits more:
Planning and Organization
Organize based on what makes you feel most accomplished. Do you find it helpful to write down and cross off your tasks, or do you prefer digital tools like to-do lists or apps?
Structure your calendar, religiously. Block off specific times in your calendar for focused work sessions (deep work), free from distractions and any meetings that would interrupt your flow.
Task Batching and Efficiency
Plan your day and what you’ll accomplish. Do you prefer grouping related tasks together to improve efficiency and keep your mind focused on that area? Do you prefer to tackle one large, complex task at a time (deep work), or do you find it more efficient to group smaller tasks together?
Prioritize your work. Do you focus on the most important ones first, or do you go by deadline? Are there emails you can kick off now and as you await responses, work on the other tasks?
Use AI to save time. Gemini or chatGPT can be a super helpful co-pilot in brainstorming, research, etc. I wouldn’t rely on it entirely since it does hallucinate, but I love it for brainstorming and taking what I need, making my own edits.
Environment and Focus
Think about the work environment that helps you concentrate best. Do you prefer quiet isolation or a background of low-level activity? Are you a wild child like me and prefer a couch or are you a desk person through and through? Do you focus better with headphones? If so, what kind of sound keeps you in the zone (music, podcasts, beats or instrumentals, etc)? You may also have different work environments for different types of tasks (deep work vs smaller tasks).
Minimize distractions. Some people put their phones on “do not disturb” so they don’t get notifications. On my browser, I love to isolate the tabs I’m working on and put them into a separate window so it keeps me calm (from the mess of the thousands of tabs I got up) and focused (so I don’t see any emails/chats).
Energy and Timing
Recognize what time of day that you find yourself most productive for deep work or complex tasks. When is best for thinking through ideas or brainstorming? Can you time your meetings based on what’s needed from you?
Manage your energy levels throughout the day. Some people do coffee. I do matcha lattes or a hot, non-caffeinated tea. A break for exercise can also help—whether it’s a simple walk or a full-on workout. Consider timing these as a treat post-accomplishing a task.
Stay on top of your health. The foods you eat and the sleep you get also contribute to your energy levels. As I always say, check your blood levels and see if you’re deficient in anything. When it comes to food, take notice of what makes you feel focused and energized. Personally I love a light breakfast (oatmeal) in the morning so it keeps me awake and ready to start my day.
Essentially, all this to say, identify your productivity habits when you’re at your absolute best—it really starts off with the recognition. Then lean into those habits to maximize your execution and see how your life changes.
