If we could solve productivity then we could solve anything. It’s the elusive beast that for some reason we are still, always, all chasing. With countless to-do lists, meetings that overrun, and a barrage of notifications clamoring for attention, it’s easy to feel overwhelmed. But there are simple, practical techniques to help you get more done. It won’t feel like burn-out, or plate-juggling, but rather focus and concentration – and the satisfaction of ticking off the to-do list.
Master the Pomodoro Technique
The Pomodoro Technique is as simple as it is effective. Created by Francesco Cirillo in the 1980s, this time management method breaks your work into intervals – typically 25 minutes of focused work followed by a 5-minute break. After completing four cycles, you take a longer break, around 15 – 30 minutes.
Why does it work? It taps into your brain’s natural ability to focus in short bursts while preventing fatigue. That’s why we can watch endless, short, TikTok videos and can’t help but channel hop, or skip songs on Spotify. Our attention spans are being eaten away, but the Pomodoro technique hacks that. Knowing there’s a break just around the corner keeps you motivated, and those smaller chunks of time feel less daunting than tackling hours of work in one go.
Where people fall down is not following this technique to the letter. During the breaks it’s important to do something that’s totally unrelated to work. Some people choose to play slots online, some opt for completing the day’s Wordle, or playing a quick game of chess. What you do is up to you, but it should be a proper break for your brain!
Embrace the Eisenhower Matrix
There are a lot of things that are asked of us – we lead lives that are busier than ever. It’s for this reason that many of us feel like we’re barely treading water. Sound familiar? Then the Eisenhower Matrix is here to help. This method categorizes tasks into four quadrants based on urgency and importance, just like this:
Urgent and important tasks: Do these immediately.
Important but not urgent tasks: Schedule these for later.
Urgent but not important tasks: Delegate or minimize them.
Neither urgent nor important tasks: Eliminate these entirely.
It was President Dwight D. Eisenhower, who famously used it to prioritize his workload – and if it’s good enough for the president then it’s probably good enough for the demands of most of our jobs!
Batch Similar Tasks Together
Not all tasks require the same type of thinking, and constantly switching between different modes of work can might seem productive, but chances are you’ll feel wiped out pretty quickly. That’s where task batching comes in. Instead of juggling emails, reports, and creative projects all at once, group similar tasks together and tackle them in one go.
For instance, got a Monday morning coming up? Dedicate a block of time solely to answering emails. That way, they’ll be done and out of the way and you can start the week with a clean slate. Next, you’ll be able to switch gears for meeting time or brainstorming. This method is insanely simple, but super effective at minimizing the mental load of shifting focus and allowing you to build that crucial momentum.
Try the Two-Minute Rule
Flying in the face of the Eisenhower Matrix is the two minute rule. Ever feel like tiny tasks are ganging up on you? This rule says if a task will take less than two minutes – just do it. Whether you’re responding to an email, filing a document, or refilling your water bottle, get it over and done with – now.
The logic here is simple: procrastinating on small tasks can lead to clutter, both physical and mental. By tackling them right away, you keep your mental to-do list manageable and free up space for bigger projects. It’s often a good idea to combine this approach with others – for example, if a two-minute task pops up during deep focus time, jot it down and return to it later. The goal is to keep the rule as a helpful habit, not a distraction.