Maximising Efficiency in Your Day: 4 Strategies to Boost Productivity

In today's fast-paced world, where time is a precious commodity, maximising efficiency in your day has become rather important. Whether you're a student, a professional, a stay-at-home parent, or anyone in between, the quest to get more done in less time is a universal challenge. And, if you're like me, you're probably wondering what strategies could help you supercharge your productivity and make the most of every day?

1. Prioritise Your Tasks

One of the basic keys to maximising efficiency is to relax and effectively prioritise your tasks.

A favourite Mark Twain quote of mine is "If it's your job to eat a frog, it's best to do it first thing in the morning. And if it's your job to eat two frogs, it's best to eat the biggest one first." I have found myself living by this quote for the past 10 years, and whenever I find myself holding my breath, overwhelmed at the never-ending to do list, I simply look for my two big frogs. These are the tasks I prioritise.

At the start of your day, create a to-do list that outlines the most important tasks you need to accomplish. One tool is the Eisenhower Matrix - a four-quadrant method that helps you to classify your tasks:

• Urgent and important: These tasks should be your top priority and need immediate attention.

• Important but not urgent: Schedule these tasks for later in the day or week.

• Urgent but not important: If possible, delegate these tasks to free up your time for more critical activities.

• Neither urgent nor important: Consider eliminating or minimising these tasks as they can be time-wasters.

By focusing on what truly matters, you'll avoid wasting time on trivial matters and become more efficient in your daily activities.

2. Go with the Flow: Time Blocking

Time blocking is a powerful technique for managing your day with a relaxed attitude. It involves scheduling specific blocks of time for particular tasks or types of work. By allocating dedicated time slots for activities, you reduce the likelihood of getting sidetracked by distractions and multitasking.

For those who are familiar, I have a methodology that I like to apply called 3, 2, 1 + 1 - It's a time management tool that I developed to help me structure a day so I don't feel like everything is 'slipping'.

The "3" in this method is a good example of structure flow time - 3 hours of allowing for 'flow' on a big task (or your "frog"). The "2" suggests you spend 2 hours on your to-do list and try to do as much as you can. The "1" directs you to spend 1 hour on productivity tasks - i.e. tasks that are going to keep things neat and tidy, whether it be your inbox, cleaning that bathroom draw you've been meaning to, or scheduling your next week.

The final "+1" is an hour for you - whatever you need to nourish your soul - exercise, reading, mediation, writing, cooking, or just sitting and watching t.v. - it is the hour that we give to ourselves.

When time blocking, start by identifying your most productive times of the day. Some people are most focused in the morning, while others are more alert in the afternoon or evening. Schedule your most crucial tasks during these peak periods, and use the less productive times for less demanding activities or simply kick back and take a break. This approach allows you to work efficiently without feeling overwhelmed.

The Lifeness Project Method for Accomplished Days

3. Chill Out with Technology and Automation

We live in an era where technology can be a powerful ally in boosting efficiency. Take advantage of apps, tools, and software designed to simplify your daily tasks. Here are a few examples:

• Task management apps: Tools like Trello, Asana, or Todoist can help you organise and track your to-do lists.

• Calendar apps: Utilise digital calendars, such as Google Calendar or Microsoft Outlook, to schedule and receive reminders for appointments and important dates. I personally love a central Google calendar and a hard copy diary.

• Email filters and templates: Create filters to sort and prioritise emails automatically. And use email templates for frequently sent messages.

By making the most of technology, you can significantly reduce the time spent on administrative duties and focus on tasks that require your unique skills and expertise without any stress.

4. Minimise Distractions

I am sure that we've all been guilty at some stage of being distracted, or putting ourselves in a situation where we can be distracted. Hands up if you have ever sat in front of a tv whilst trying to read, work or study? I know I have! And the end result is that it often takes me more time to do the task and I've likely made an error or two (or many more). Not to mention that i probably have paid less than 5% attention on what was happening on the tv.

Distractions are productivity killers, and they can sneak up on you if you're not careful. To maximise efficiency, take steps to minimise them without stressing out:

• Turn off notifications: Disable non-essential notifications on your devices to prevent interruptions while working on important tasks.

• Create a dedicated workspace: Designate an area where you work, free from household distractions or noise.

• Set boundaries: Communicate your work hours and expectations with family members or roommates to avoid unnecessary interruptions and maintain a relaxed atmosphere. This is particularly important when now, more than ever, a lot of workers are flexibly working from home at least 1 day per week.

• Time management techniques: Try the Pomodoro Technique, which involves 25 minutes of focused work followed by a 5-minute break, to help maintain your concentration without feeling rushed.

Maximising efficiency in your day is about working smarter, not harder, and doing so with a laid-back attitude. By applying a strategy (or two) that works for you - even in small incremental ways - you can improve your time management skills, increase your productivity, and make the most of each day.

Remember that efficiency is a skill that can be developed and honed over time. Experiment with these strategies to boost productivity, don't be too hard on yourself to get it perfect and adapt them to your specific needs to achieve your goals and enjoy a more fulfilling and productive day.