Increase Your Efficiency in Three Easy Steps

by | Apr 18, 2022 | Personal Development

There are distractions … here —-> there —-> and everywhere, which can make it hard to stay productive and efficient. However, by using a clear structure to your week and within each day, you can maximize efficiency and get things done.  

A tablet is displaying an electronic weekly planner with a stylus near it.

1) Time Blocking 

We know that transitioning from task to task might seem productive, but in actuality, this unfocused work can waste a lot of time . Time blocking allows you to organize your day into more substantial focused blocks. This ensures that you work on one objective for enough time to get some real traction (or complete the task altogether) before moving on.  

Grab some markers for your paper calendar or access your favorite digital calendar or app and get to work! Start by sectioning off your day into concentrated chunks. This involves thinking through (or writing a list) of everything you need to get done the next day and inserting it into its optimal slot on your schedule. Your blocks might be as short as 10 minutes, or they might take several hours to complete. If you have control of your schedule, try blocking all of your meetings together so you can stay in a “meeting groove,” for instance, rather than jumping around. Be generous with the time you allow yourself and adjust your windows as you hone in on how long everything is actually taking .  

Assess what time you feel the most productive. If your creative juices flow freely in the morning, but your mind is mush after 3 p.m., take note. Stop spending the beginning of your day completing mundane tasks. Rather than using this time to check email or watch a tutorial, tackle the more brain-taxing work. You might create new content or schedule an important meeting. Does it take more energy to keep up with your kids or mindlessly wash dishes? Strategically place the strenuous stuff when your brain is firing on all cylinders. Then, bookend your day. Star with your wake-up routine (wash your face, stretch, make breakfast) and allow time in the evening to plan for the day to come.    

2) Task Batching 

Task batching goes hand in hand with time blocking and helps you make the most of the blocks you’ve created. When you time-batch, you repeatedly accomplish the same type of task. This way, you can stay in a groove and get the most done in the shortest amount of time.  

If you know you would like to connect with clients from 10:00 a.m. to 11:00 a.m. every day, see if you can task-batch the kind of interactions you’re making. Don’t try to thank your clients for purchases, reach out to new potential customers, and follow up with current clients in the same day. Instead, repeatedly complete just one of those interactions. Putting the task on repeat will allow for maximum efficiency. For example, if you have the same general thank you message for your clients, focus on this specific communication strategy for the entire hour on Monday, and save your follow-ups for Wednesday.  

Working on generating social media content? Consider working on an entire month at a time rather than day by day, so you can more efficiently repeat similar steps. If Monday always has a motivational quote, create a month’s worth of quote graphics where you are replicating similar content instead of totally switching your mindset to a new topic for each day of the week. You’ll be amazed at what you can accomplish when your mind is able to concentrate on duplicating a particular task.  

Alt Text: A girl is sitting at a desk writing in a notebook with her legs crossed.

3) Theme Days 

Theme days are perfect for accomplishing a lot of steps around one particular type of task. If you own a business, it can be hard to find time to insert all of your purchases into your expense-tracking software. Consider saving all of your accounting-related activities for one day when you really dive in. A theme day allows you to put your head down and focus fully on that task from start to finish. Within your theme day, use the time-blocking and task-batching methods mentioned previously.  

Max Productivity Mode 

Think through which of these efficiency-maximizing tools will work best for you (or try all three) and get to work! The resulting productivity will have the added benefits of making you feel more accomplished, more focused, and less stressed! 

Now that you’re on a productivity kick, keep the momentum going! First step, pick the perfect planner! Learn how, here