Time management tips to increase productivity every day

Many people in our society try to be hyper productive.

You know, people who rush from homework to homework, always check email, organize something, make a call, make a message, etc.

People who do this often subscribe to the idea that "keeping busy" means that they are working hard and will be more successful.

While this belief may be true to some extent, it often leads to meaningless "productivity", a constant need to do something and a tendency to waste time on minor tasks.

Instead of behaving this way, I choose to do things differently.

For most of us, time management and productivity are a daily struggle.   Sometimes that is not the end of the world.   But, if you do not deal with this before, later, the things you should do today will be pushed tomorrow, and then the next day.   Eventually, you could end several weeks ago.

That's not good for business or your stress level.   Fortunately, you can prevent this from happening by using these 101 productivity and time management tips.   We will start to earn more time.

1. Only breathe.

Here is an interesting piece of information from Tom Evans, host of the podcast Zone Show.   The life expectancy of a turtle is around 120 to 140 years, while an elephant lives from 80 to 90 years.   Even though our own life expectancy is increasing, I used to be between 50 and 60 years old.

While there are a number of factors that influence the life expectancy of these animals, Evans notes that "a turtle breathes about four times a minute, an elephant breathes about eight times a minute and we breathe 12 to 15 times a minute" .

As such, Evans suggests that if you want to change your relationship over time, you should start breathing more slowly.   "To begin with we need to use our diaphragm and do belly breathing.   This, of course, is how a baby breathes.   We just got out of the habit. "

"Now you do not have to do it all the time, but just doing seven to nine deep, slow breaths at the start of the day is enough to slow things down.   You can also do it before any creative task or if you have been stressed.   It works especially well if you are late for a meeting.   By breathing more slowly, we 'expand' time. "

 2. Measure twice, cut once.

My father used to tell me: "Measure twice, cut once". This is actually a famous proverb for anyone involved in carpentry or construction, as it advises doing things right from the start.

Re-check your work to avoid wasting time and correct your mistakes.

3. Turn off the television.

It has been discovered that we spend eight years and ten months of our lives watching television, plus an additional eight months discussing holes and characters.   Instead of watching so much television, spend that time on more leveraged tasks.

4. Eat the frog first.

"Mark Twain once said that if the first thing you do every morning is eat a live frog, you can spend the day with the satisfaction of knowing that that is probably the worst thing that will happen to you all day long," writes Brian Tracy.

"Your 'frog' is your biggest and most important task, in which you are more likely to postpone things if you do not do something about it."

Related: Why is Henry Ford's most famous quote dead?

5. Schedule according to energy.

Speaking of eating that frog, do that when you have the most amount of energy and concentration, that is, your "magic hours." This is usually 2.5 hours after you wake up.   By creating a program based on your energy, you can create a routine that ensures you the highest possible productivity.   Be sure to schedule the time on your calendar.

6. Wake up before.

Do you want more time?   Then start waking up earlier.   In this way, you will have time to read, exercise, respond to emails and plan your day appropriately.

Related: After getting up at 5 a.m. every day for a month, I am less stressed, I am more productive and generally happier

 7. Keep a time journal.

A time journal, a simple way to discover how you spend your time.   By recording how you spend your time for a month or two, you will see where you are wasting your time and what influences productivity.

8. Make use of waiting time.

Let's say you have an appointment with the doctor.   Have something with you to do.   This could be reading a book, catching up on correspondence or writing your next e-book.

9. Make a list and get it out of your head.

Do not let everything you have to spin in your head.   Write them down to cleanse your brain and keep it from feeling overwhelmed.

10. Think "half time".

For example, if you are cooking dinner, double the amount and freeze half.   This way, you will not spend that time again preparing and cleaning your food on another night.

 11. Ditch commitments that waste your time, energy and attention.

One of the most effective ways to earn more time is to eliminate those commitments that, well, are a waste of time.   Identify these commitments that are unproductive and do not schedule them in your calendar for the future.

12. Be decisive.

That time you invest in a decision can be spent on something that is really productive.   Make a decision, live with it and move on.

13. Cross out something.

We are familiar with crossing items from to-do lists.   But, you must also begin to cross out the elements that you will not do.   This prevents your task lists from getting out of control.   It also prevents you from committing too much.

14. Lighten your cleaning standards.

Obviously, you want your home and office to be clean and organized.   However, deciding on "dirt removal" instead of "impeccable" will definitely save you a ton of time and energy in the end.   For example, unlike scrubbing your shower every week, clean it every time you use it.

15. Establish "maintenance days".

Group your cleaning, laundry and errands on specific days.   In this way, they will not stop when you work on more urgent matters.

16. Schedule your work in batches.

Speaking of grouping, start grouping similar tasks.   For example, spend a day dedicated exclusively to writing, another day to meetings.

17. Combine efforts.

If you are volunteering or meeting with a client for lunch, run errands that are nearby. This way, you will reduce the time you spend going back and forth all day.

18. Learn the keyboard shortcuts.

Online users between the ages of 18 to 24 spend an average of 1,979 minutes online per month.   Keeping this in mind, it makes sense to learn the keyboard shortcuts and the touch type so you can save some time when browsing online.   Here are some Office 365 calendar hacks, Yahoo Calendar tips and Google calendar hacks to help along the way.

19. Shorten your emails.

Keep your emails short and to the point.   I try to keep all my emails in five sentences.

Related: 3 scientifically proven ways to detect liars in their emails

20. Delegate or outsource.

Instead of performing tasks on your own, delegate them or outsource them to someone else so you can focus on more important tasks.

21. Automate repetitive tasks.

There are also certain tasks, such as scheduling meetings and recurring billing, that you can automate through the software.

22. Schedule less.

I know what you're thinking.   This is quite obvious.   But, you are probably spreading too much, without even knowing it.

Review all your activities and see which ones are not helping you achieve your goals.   You should also look at activities that no longer fit into your schedule.

23. Work four hours a day.

Science has found that you only have to work four hours a day.   This does not mean you can do the rest of the day.   It is about focusing on your most important tasks when it is most productive.   Spend the rest of your days resting, practicing your skills and completing less challenging tasks.

Related: How to make a 5-hour workday work for you

 24. Stop multitasking.

Multitasking does not work   In fact, it takes more time to complete a task when we perform multiple tasks because our minds are changing from one side to the other.   Instead, focus on one task at a time.   Train your brain to slow down a bit.   It's like running, the more you train your body, the faster it will become.

25. Do not punish yourself.

What happens if you spend a Saturday morning watching Stranger Things in excess?   Stop wasting your time feeling guilty about that.   Sometimes that happens.   Do your best not to become a habit and move instead of living in the past.

To make the most of your time, here are some tips to implement a productivity system.

26. The "Pomodoro Technique".

The "Pomodoro Technique" is where a timer is used and short breaks are scheduled, usually five minutes, after 25 minutes of focused work.

27. Seinfeld's method "Do not break the chain".

Jerry Seinfeld would use a wall calendar and a red marker to stay focused.   He was going to cross out the days on the calendar when he wrote.

"After a few days you will have a chain.   Just continue like this and the chain will grow more every day.   You'll like to see that chain, especially when you spend a few weeks under your belt.   Your only job below is not to break the chain. "

28. The "two minute rule" by David Allen.

According to David Allen, author of the successful book Getting Things Done, if a task takes less than two minutes to complete, do it now, so that it is out of the way.

29. Divide your day into five-minute slots like Elon Musk.

How does Elon Musk manage both Tesla and SpaceX?   Break all day in five minute intervals, including your lunch.   By doing so, it keeps you productive, as it stays on track and does not waste time.

 30. "It must, I should want the method" by Jay Shirley.

Here is a simple exercise by Jay Shirley.   Each morning, start your day by answering three questions: What should you do to create the greatest impact today?   What should you do to build a better future?   What do you want to do to enjoy today and life more completely?

This makes your day start on the right foot, while increasing your productivity and happiness.

31. The Eisenhower matrix.

This strategy was developed by Dwight Eisenhower.   As James Clear explained, "Eisenhower's strategy for taking action and organizing his tasks is simple.   Using the decision matrix below, you will separate your actions according to four possibilities.

Urgent and important (tasks that you will carry out immediately).

Important, but not urgent (tasks that you will schedule for later).

Urgent, but not important (tasks that will be delegated to another person).

Neither urgent nor important (tasks that you will eliminate). "

This matrix "can be used for broad productivity plans ('How should I spend my time each week?') And for smaller daily plans ('What should I do today?').

32. Plane days.

"A few years ago, Hughes AirWest, a regional airline that once served in the western United States, hired a consultant to compare the efficiency of flying first class with flying economy class and working in a normal office." , writes Brian Tracy.

"What they found was that an hour of uninterrupted work on an airplane produced the equivalent of three hours of work in a normal work environment.   The keyword was "uninterrupted." If you plan ahead and organize your work before going to the airport, you can increase productivity by achieving a huge amount while you're in the air. "

Of course, you can also apply this to your daily life, as it highlights the importance of planning and organization.

33. Follow your ultradian rhythms.

Coined by the psycho physiologist Peretz Lavie, ultradian rhythms are simply the natural rhythms that the body goes through every 90-120 minutes.   It can be quite complex, but the idea is that you should concentrate when your energy levels are higher, but rest when you feel exhausted.

34. The "big rock system".

Based on the principles described by Stephen R. Covey, author of The Seven Habits of Highly Effective People, this is where time is scheduled for your most important priorities by imagining them as "big rocks" that fill a bucket or jar.   If you start with "large rocks" and then place sand or smaller rocks, all gaps and cracks will fill.

35. "There are no meetings on Wednesdays."

Companies like Facebook and Asana have a rule where there are no meetings on Wednesdays.   Other companies have this rule for other days of the week, but the idea is the same.   Unlike wasting time in a meeting, you can concentrate on important individual tasks.   I have implemented these two days a week in the calendar of my company.   It works as a thousand wonders.   We have seen an increase in implemented code and errors by 14% since the implementation of this eight months ago.

36. The "anti-do-list".

Instead of composing just one to-do list, create a to-do list where you write down everything you've already accomplished.   It's a powerful way to stay motivated when you need an impulse.

 37. Sunday check-ins.

There are some entrepreneurs and executive directors who report briefly with their teams on Sunday.   This way everything is ready for Monday morning.   If you are a flight solo, you can schedule a Sunday check-in with yourself to make sure you have everything in order for Monday and the rest of the week.   We get this through Slack to make it easier for everyone and not too formal.

What brings all this is focus and attention.   The following tips can be very helpful.

38. Make your environment the right one.

Work in an environment that has its auditory sweet spot (some prefer silence, others like the background), organized, comfortable, without distractions and comfortable.   Also make sure you have all the tools and resources available.   And, paint your workplace with a color that improves your productivity.

39. Disable notifications.

When eating that frog, disable all email notifications, Facebook, Twitter and other social media channels.

40. Interruptions plan.

Try as much as you can, occasionally there will be interruptions.   Plan this in advance with some flexibility in your programming so that the registration is not blocked.

41. Reduce your mental deadlines.

If you think it will take an hour to do something, take 40 minutes.   By reducing your mental deadline, you will work faster and improve your focus.

42. Make a list of procrastination.

This is a list of high leverage activities that you can eliminate when you are procrastinating or have downtime.   Examples include reading industry magazines, organizing folders or reviewing your contact lists.

43. Create a list of stop doing.

This is a list of bad habits that waste your time or hinder your productivity.   Write down these habits so you can develop a realistic plan to replace these bad habits with good habits.

 44. Use brainwave entertainment.

Brainwave entertainment is not a new development.   In fact, it is a science of more than 100 years that uses tones and special sounds to influence the brainwave patterns of an individual.   It has been scientifically proven that this helps to change the mental state of a person.

45. Focus @ Will.

Focus @ Will is an application that not only eliminates distractions, but also increases productivity.   How?   Discover the type of music to put your brain in a "state of flux".

46. ​​Use a password manager.

The average person has 27 discrete session initiations online.   That takes a lot of real estate in our brains.   And, trying to recover lost logins takes a long time.   Invest in a password manager, such as LastPass or 1Password to correct this problem.

47. Hack your vision.

The blue wavelengths of fluorescent lights and electronic devices can fatigue your eyes and accelerate the aging of your eyes.   To combat this, start with a couple of small steps, such as blinking more and reducing your exposure before bedtime.   You may also want to consider getting protective glasses.

48. Listen actively.

Active listening is when all your attention and focus is on the conversation in question.   As a result, it will liberate and increase productivity, since it will avoid misunderstandings and will not cause the other party to stop and repeat itself.

49. Have a time limit.

Set a specific time for complete work output, so you can avoid more exposure to blue light and recharge the batteries.   If it does, it will ensure that it will be fully energized the next day.

The basis of our productivity is our health, so here are some physical productivity tips to simplify the form and stay in shape.

50. Exercise.

"I can definitely achieve double by staying in shape," Richard Branson tells FourHourBodyPress.   "It makes the brain work well."

When does someone like Richard Branson find time to exercise?   Upon awakening at 5:00 a.m. every day.

51. Fuel wisely.

"Keep your energy high by eating the right foods that nourish your body instead of dragging it down," recommends Rieva Lesonsky at the OPEN Forum.   "Avoid sugars, simple carbohydrates like pasta and bread, and junk food, because they can provide you with a lot of temporary energy, but then you can crash."

52. Drink caffeine smartly and stay hydrated.

"Use caffeine strategically: it can take about 20 minutes to have a cup of coffee, so take it 20 minutes before you need to increase the potency, and you should be ready," adds Lesonsky.

"Above all, try to stay hydrated.   Often, when you feel tired or hungry, all you really need can be a big glass of water to get back in the game. "

53. Sleep 7 to 9 hours of sleep.

You may be able to cope with a couple of hours of sleep when you are younger, but that will not fly as you get older.   Remember, sleeping seven to nine hours each night improves your attention, concentration, creativity, decision making and health.   It also reduces stress and impulsivity.

54. Skip the cup.

Drinking alcohol before going to bed prevents you from resting a quality night.   If you have an alcoholic beverage, take it several hours before hitting the hay.

55. Stop and smell lemons.

Via Organic Life by Rodale;

"Research from the Ohio State University found that lemon sniffing improved people's moods and raised levels of norepinephrine, a brain chemical related to executive decision-making and motivation.   Another study found that students exposed to a citrus-scented cleaner were more likely to clean up after themselves, while in a Japanese study the smell of lemon improved writing accuracy, with workers committing 54 percent less mistakes ".

56. meditate

As mentioned in a previous publication in the Calendar, "Meditation in its simplest form is the ability to focus on a single point, usually your breathing.   To truly meditate you need to remove everything else from thought. "

57. Strike a pose of power.

"Strike Power Pose for a more productive day: a 'Power Pose' is a method to tell your body to start moving," says Murray New lands.

"Productivity is about telling the brain: 'I'm in charge, I feel good to go.'   A "power pose" can actually cause a burst of testosterone, which is responsible for feelings of dominance.   Having a position of power in place for about 2 minutes can help with confidence, decrease stress and encourage greater risk tolerance. "

If you want to learn some incredible power poses, review the 7 positions and gestures of Murray that can improve productivity.

58. Take a nap.

When you feel like you are dragging, go and take a short nap, preferably in the afternoon.   This not only recharges the batteries, the nap can improve your memory, alertness and creativity.

59. Set the correct temperature.

Productivity decreases when you are too hot or too cold.   That makes sense since you're focused on how much you're sweating or shaking.   While there are several factors to consider, maintaining the temperature between 70º and 72ºF (21-22ºC) is usually ideal.

60. Take the sun.

Natural light increases your energy levels, helps you to concentrate, reduces stress and helps you sleep better.

61. Smile!

According to A Life of Productivity, smiling makes you more productive because it increases your immunity, makes you happier, manages stress better and helps you focus on the big picture.

62. Bring your dog to work.

Studies have found that "we become more confident, relaxed and kinder with each one after interacting with a canine". In addition, playing with your best friend reduces stress.   This is not a problem if you work from home, but what happens if you can not take your dog to work?   Looking at images of animals can have similar effects.

63. Meetings standing and walking.

Some meetings are essential.   But instead of sitting down, as you have been doing all day, start having meetings standing or walking.   Not only is it better for your health, this type of meeting reduces distractions, promotes collaboration and saves time.

64. Have a plan.

Let's say you're building the house of your dreams.   Obviously you would have an architect who designed your home.   This guarantees that it has been correctly constructed and that it has all the materials necessary to do the job on time.

65. Take five.

This is not taking a break of five minutes.   Actually, it takes five minutes before any call or task to determine what you want to achieve.   As noted in Entrepreneur, "This will help you know what success looks like before you start, and it will also decrease your time."

After the call or task, decide whether the desired result was achieved or not.   If not, find out what's missing for the next time.

66. Develop a growth mindset.

Discovered by psychologist Carol Dweck of Stanford, those with a growth mindset "believe that their most basic skills can be developed through dedication and hard work; Brains and talent are just the starting point.   This vision creates a love of learning and a capacity for recovery that is essential to a great achievement. "

67. Revise regularly last week.

This is a habit of time management promoted by David Allen by following the steps below;

Avoid emptying your inbox, wrapping any loose ends and ordering.

Now you want to update yourself by reviewing the calendar, projects, lists of actions and checklists that are coming, and getting rid of the non-essential.

Finally, be creative.   Find unique ways to slide projects that you have been putting off in your agenda.

68. Write in your diary of happiness.

Each night write down the three things for which you are grateful that they occurred in the last 24 hours.   As explained in Daring to Live Fully, "This makes your brain have a better balance.   He also retrains your brain to start seeing more possibilities. "

You can also write about a positive experience you have had in the last 24 hours and write down at least four details about this experience.   "This is useful because when you take a moment to remember a positive experience, your brain considers it significant, which deepens the footprint."

69. Get an easy victory.

Although, usually, you should focus on facing the most difficult tasks first, sometimes you need an instant victory, like making your bed when you get up.   It's a simple way to feel fulfilled and generate momentum for the rest of the day.

70. Learn to say 'no' effectively.

When beginning your career, it is not uncommon to say "yes" to new responsibilities.   However, there comes a point where you can not keep this pace.   The power of no: because a small word can bring health, abundance and happiness by James Altucher and Claudia Azula Altucher is an excellent book to help you learn how to say "no" more effectively.

71. Find your rhythm.

A state of flow is where you are completely absorbed in what you are doing at this moment.   To enter this state of flux, you must work on activities that are challenging, but also equal to the skills you possess.

72. Break times throughout the day.

"There is a lot to be said about the power of rest during the working day," writes Renzo Costarella.   "If you feed throughout the day without taking the time to decompress, you will do more harm than good."

"The best way to take breaks is to schedule them throughout the day.   That way you can truly control the workflow. "

73. disconnect

Sometimes you need to disconnect and disconnect completely to recharge and avoid wear.   For example, on Saturday afternoons, turn off your phone for a couple of hours to not answer calls, text messages or emails.

74. Test situations.

Rehearse your trip home, for example.   What can you take for dinner?   Is there a salad on the way?   If so, you can stop there at McDonald's.   In this way you will be able to resist temptations.

75. Negotiate with yourself.

"If you do not want to do something, make a deal with yourself to make at least five minutes of it," says Kevin Systrom, Instagram founder.   "After five minutes, you'll end up doing the whole thing."

76. Identify your key habits.

Charles Duhigg, author of "The Power of Habit", defines "key habits" as those that can transform your life.   Examples include planning your days, exercising, and having strong willpower.

77. Set SMART goals.

Make sure your goals are specific, measurable, achievable, realistic and time-based.   This makes it easier to define them and achieve them.

78. Stop tracking your progress on goals.

According to psychologist Kelly McGonigal, "although it goes against everything we believe about achieving our goals, concentrating on progress can prevent us from succeeding." Instead, McGonigal suggests that you "see your actions as evidence that you are committed to your goal" and remember why you want to reach your goal.

79. Establish "process objectives".

A process goal is what you really need to achieve to achieve a greater goal.   For example, if you want to increase sales by 25%, your process goal would be to call 5 potential customers daily.

80. Anticipate the obstacles.

While you can not expect every unexpected event, you must anticipate certain obstacles.   In this way, you can have a contingency plan so that you can move forward no matter what happens.

81. Own your mistakes, then move on.

We all make mistakes.   Learn from them so you do not repeat these same mistakes in the future.

82. End your day with a high note.

Did you get that blog post written earlier than planned?   Did you call your best friend because now you have free time?   That feels incredible, right?   Finishing your day on a high note encourages you to do the same the next day.

83. Schedule your full day.

Benjamin Franklin said: "If you do not plan, you're planning to fail!"   With that in mind, start every morning planning all day.   This includes everything from your most important tasks to meetings and travel schedules.

84. Keep your desk clear.

When you have a messy desk that sends a visual signal to your brain that causes stress.   Spend the last minutes of your day cleaning and organizing your desk so that it is clean for the next day.

85. Use an online calendar and the calendar tool.

With an online calendar, you can access it from multiple devices, schedule meetings / appointments, set reminders, block time and configure recurring events.

In addition to an online calendar, a calendar tool creates a daily routine, sets time limits on tasks, keeps your time in control and helps you plan breaks.

86. Order your calendar.

The calendars are fundamental for the management of time and productivity.   But, they are not effective when they are so full that they are about to explode.

Clear the clutter of your calendar by adding only priorities that are specific to the date.   Do not fill it with activities or events that no longer fit into your lifestyle.

87. Consolidate your tools and applications.

Although there are thousands of tools and applications that can help you with time management and productivity, do not go crazy. Having too many of these tools and applications is counterproductive. Limit yourself to the essentials.   

88. Share your calendar.

Share your calendar with clients and colleagues so you can schedule productive meetings and stay on top of deadlines without the round-trip emails. You can also share your calendar with your family so that they know where you are and that they can delegate household chores. 

89. Establish a maximum of three priority tasks per day.

Long lists of pending tasks are not effective. This is because you simply do not have the time or energy to cross out everything on your list. Instead, keep your to-do lists and mix your three most important tasks of the day.   

90. Define three daily results each morning.

This is not your to-do list. These are three results you want to achieve at the end of the day. 

91. Write down "forgettable".

What happens when something arises in your mind while you are working on an important task? Have a pen and paper nearby so you can write it down. This eliminates the thought of your head, without doing much damage to your flow.   

92. Booking time and travel time.

Do not jump directly from one task to another or from one meeting to another. It needs time to recharge, refocus and / or switch. It also prevents you from arriving late, which translates to the time you have reserved for another task or appointment.   

93. Break the largest projects into small pieces.

It is almost impossible to place the light at the end of the tunnel when working on a large project. That is why we divide these projects into smaller and more manageable tasks. The University of Georgia has published a useful article to begin with.   

94. Set deadlines.

Setting deadlines on everything is a useful trick to keep you on track and avoid procrastination. Personally, if I need a blog post for Friday, I set the deadline for Thursday. It relieves stress and gives me time to review it. 

95. Take advantage of the power of visualization.

"Mental practice can bring you closer to where you want to be in life, and it can prepare you for success!" Writes AJ Adams, MAPP in Psychology Today.

For example, in a study of weight trainers, those who "performed virtual training on their heads" increased muscle strength by almost half compared to those who did not.

96. Visual stakeout reminders.

These could be inspirational quotes that you print and display in your home or office to keep you motivated.

97. Find a mentor.

A mentor will share with you the tips and tricks that have worked for them, as well as the mistakes you should avoid.

98. Improve or develop skills.

Learning or strengthening skills can help you complete tasks faster. This is because not only does he have the knowledge, he also has new approaches to solve problems. It also increases your confidence.   

99. Take one step at a time.

Small steps Probably one of the easiest and most powerful time and productivity management tips. Instead of focusing on the task, focus on what you are doing now.   

For example, when I was writing this massive article, I concentrated on one point at a time and then went ahead, instead of worrying about the 101 tips at once.

100. Do not worry about perfection.

Stop worrying about something being "perfect". Does not exist. It's just a figment of your imagination that can never come true. Do your best and keep moving forward.   

101. Reward yourself.

It is no secret that rewarding yourself when you have reached a goal or milestone is an effective way to keep you motivated and productive. The trick is to be smart with your rewards. Skip the sugary treats for something like a massage. This avoids sugar crashes, but reduces anxiety and stress.