10 Productivity Hacks for Working Smarter, Not Harder

Time is one of a manager’s most precious assets, but being busy doesn’t necessarily equate to being productive. Individual and organizational success require three things: discipline, focus and commitment. Learning to manage time is essential to achieving these goals.

Here are 10 productivity hacks for employers and employees to work smarter, not harder.

1. Get help with productivity apps.
   There are a number of productivity apps like Atracker, RescueTime or Toggl that can be downloaded on a PC, Mac or mobile device. These apps may be used to track time passively or actively. RescueTime, for example, runs in the background of a computer and tracks the time spent on applications and websites. Toggl actively tracks time by allowing users to clock in and out while working on tasks.
2. Leave a buffer time between tasks.
   When rushing from task to task, or meeting to meeting, it’s difficult to stay focused and motivated. Allowing for downtime between tasks can be a breath of fresh air for the brain. Go for a short walk, meditate, or perform some other mind-clearing exercise. A little time away from a desk can really do wonders!
3. Good habits make a difference.
   Lay out work clothes the night before. Meal prep for the week. Don’t leave before making the bed in the morning. These are all examples of creating keystone habits that spark chain reactions to help foster other good habits. Research shows that practicing good habits like these correlates with increased productivity levels.
4. Define the MITs (Most Important Tasks).
   MIT stands for Most Important Tasks. Select 3 – 5 things to accomplish each day. For maximum productivity, employees need to know which projects are most important to focus on. There are several task management tools to assist teams, such as Trello.com, Agile.com and Asana.com.
5. Don’t multitask.
   Work on ONE thing at a time. Simultaneously juggling multiple projects does not mean operating at peak productivity. Multitasking almost always reduces quality of work. Try focusing on one task at a time and sticking with it until it is 100% complete. Productivity shouldn’t just be measured by the clock, but by the quality of the work.
6. Automate when possible.
   Seek ways to automate processes. At work, this could mean partnering with the IT department to create solutions that could increase the productivity of the department. At home, take steps to de-clutter and have a positive impact on the environment by automating bill payments or going paperless.
7. Train staff and know their strengths.
   Effective managers dedicate about 30% of their time to planning and management. The key to getting everything done is to equip staff with the skills that are required. Allocate staff according to their strengths and skill sets. Recognize specialized interests and skill sets. Strategic planning will ensure that work is completed in an efficient and effective manner.
8. Delegate, delegate, delegate.
   This is a basic principle of time management. Focus on the higher value tasks that are expected to be done and leave everything else to others. This is the very heart of delegation. Ask these questions: Is there someone who can do this? Does someone else have the information needed to do this job? Will it assist the employee in advancing? Remember to track which tasks have been delegated.
9. Curb media exposure.
   Turn off unnecessary alerts and notifications. Limit the number of apps used throughout the day. Close the ones that don’t play a part in productivity. Cut back on watching TV or playing video games. Try working offline, if feasible. It’s surprising how much can be accomplished without distractions and interruptions.
10. Practice good self-care.
    Getting a good night’s rest is key. Some people think sacrificing sleep is a good way to hack productivity and wring a few extra hours out of the day, but this is not an effective long-term strategy. Most people need 7-8 hours of sleep for their bodies and minds to function optimally. Staying hydrated also helps the body maintain energy and focus. Get in the habit of drinking at least a 16-ounce bottle of water at work each day.

By following these hacks, managers and employees should quickly see improved productivity and performance, and develop a new level of confidence in their ability to accomplish goals.

For additional total well-being resources, contact your Employee Assistance Program (EAP) provided by ACI Specialty Benefits at 800.932.0034 or eapinfo@acispecialtybenefits.com.