Is It Time to Rethink Your Productivity?

by

 Kelsey Alpaio

April 18, 2023

!https://hbr.org/resources/images/article_assets/2023/04/A_Apr23_19_Productivity_pexels.jpg

HBR Staff; pexels

Summary. Are you struggling to get anything done? These videos share some advice on how you can
rethink your to-do list, focus when you need to, and step away when it’s time for a break. Rethink
your to-do list. There are many different ways to approach organizing your tasks...more

Every few months, I find myself falling down the rabbit hole of productivity and to-do list hacks. If
there’s a way to get more work done in less time, I want to know about it. I’ve tried every app,
notebook layout, and thought exercise out there — and there are a few I’ve come to love. But testing
all these different strategies has also made me realize that productivity isn’t everything. There’s no
magical to-do list that can cure burnout. And there’s no productivity hack that’s more helpful than
getting some rest. These videos share some advice on how you can rethink your to-do list, focus
when you need to, and step away when it’s time for a break. Rethink your to-do list. Do you hand-
write your to-do list every morning? Or do you love your digital project manager? Maybe your desk is
covered in sticky notes. Everyone has a method they rely on for staying productive at work. But if you
feel like you’re not getting anything done, it may be time for a change. Try testing out these methods.
Focus on just one task. View this post on Instagram A post shared by HBR Ascend (@hbrascend)

If you’re constantly feeling overwhelmed by your to-do list, try focusing on just one task at a time.
Grab a sticky note or some scrap paper and write down just one task from your list. Then, hide your
to-do list until you’ve completed that task. This can help you stay focused on your current activity
instead of jumping from project to project. Take decision-making out of the equation. View this post
on Instagram A post shared by HBR Ascend (@hbrascend)

Do you ever just stare at your to-do list, unable to decide what task to tackle first? This tip can help.
Write down everything you need to get done on small scraps of paper and put them in a hat. When
you have some time to work through your tasks, pull a scrap randomly from the hat and do the task
listed. This will help you avoid indecision and actually get things done. Eliminate tasks that aren’t
helping you. View this post on Instagram A post shared by HBR Ascend (@hbrascend)

Does it feel like you’re getting a lot done, but you’re not actually making any progress? Try this
exercise. Decide on an area of your life where you’d like to be more productive. Grab a piece of paper
and write down the tasks you already do in that area. On the other side of the paper, list any related
“wins.” Then, identify which tasks directly contributed to those successes by drawing a line from the
task to the win. Anything that doesn’t directly contribute can be eliminated from your list in the
future or delegated to someone else. Try bullet journaling. View this post on Instagram A post
shared by HBR Ascend (@hbrascend)

Have you tried bullet journaling? It’s a method of personal organization that allows you to keep your
calendar, to-do lists, and other organizational tasks all in one place. It can also help you integrate
creativity into your daily life — you can design your weekly and daily layouts to fit your needs and
style. Avoid distractions. Even if you’ve found the perfect to-do list method, it won’t matter if you
can’t focus. We’re surrounded by distractions — from our phones to our email notifications to our
noisy neighbors and roommates. How can you stay focused? Try some of these approaches. Hide
your phone. View this post on Instagram A post shared by HBR Ascend (@hbrascend)

Did you know that just having your phone nearby can make you less focused, even if it’s turned off or
on silent? When you’re trying to focus on a task, try putting your phone away in a drawer or leaving it
in a completely different room. Out of sight, out of mind! Listen to music. View this post on
Instagram A post shared by HBR Ascend (@hbrascend)

Music can improve your mood, make you more focused, and increase your productivity. Try listening
to a playlist of upbeat songs — these can help you feel happier and motivated. But there is a caveat
to this advice: Music can be more distracting than helpful sometimes, so feel it out for yourself. For
example, if you’re just learning to do something complex, or you’re relatively unskilled at a new task,
you might want to avoid music or background noise when you get started. Set boundaries around
notifications. View this post on Instagram A post shared by HBR Ascend (@hbrascend)

On average, we get interrupted 50 to 60 times per day at work. Most of the time, the messages and
emails we receive aren’t urgent. So, take your time — if you’re in the middle of a task, your coworker
can wait. You might even want to try pausing your notifications when you’re working on a focused
task. Take time to rest. Not taking time to rest is one of the worst things you can do for your
productivity and mental health. Pushing yourself past your limits will lead to burnout, and when
you’re burned out, it can feel impossible to move forward on anything. But with so many competing
priorities, how can you make time for rest? Here’s some advice. Find the source of your
burnout. View this post on Instagram A post shared by HBR Ascend (@hbrascend)

Maybe you’re stressed out from having too much work on your plate. Maybe you feel like the hard
work you’re putting in isn’t having an impact. Or maybe you feel like you have no control over your
role or the work you’re doing. Regardless of what is causing your burnout, it’s important to take the
time to find the root of your feelings. Then, you can make a plan for moving forward. You may need
to reframe your mindset about work, reset your goals, or create a “to-don’t list” (a list of things
you’re allowed to say no to). Use all of your vacation time. View this post on Instagram A post
shared by HBR Ascend (@hbrascend)

More than half of workers in the U.S. let some of their vacation time go to waste every year. Don’t be
one of these people! Taking time off is good for your mind, body, mood, and more. When you do take
that vacation, make sure you set an out of office message, coordinate with your coworkers to cover
for you, and delete (or hide) the work-related apps on your phone. That way, you can come back
feeling refreshed. Don’t respond to emails on vacation. View this post on Instagram A post shared
by HBR Ascend (@hbrascend)

If you often find yourself stressed out on vacation — dreading the pile of emails you’ll have to
respond to when you return — try this. Specify in your out-of-office message that you won’t be
replying to any emails that land in your inbox while you’re away. Instead, ask emailers to follow up
again upon your return. If the email was really important, they won’t mind sending it again. Take a
recharge moment. View this post on Instagram A post shared by HBR Ascend (@hbrascend)

You don’t need to take a vacation to rest. Make room throughout your day for recharge moments —
you can close your eyes, stretch, meditate, or do anything that helps you disconnect from your
work. Try box breathing: breathe in for four seconds, hold for four seconds, and exhale for four
seconds. . . . As you search for new ways to increase your productivity, it’s important to remember
that your output is in no way related to your value as a human. Regardless of how much you get done
today, you deserve rest, respect, and compassion. Don’t forget to give it to yourself.