The Productivity Hacker’s Ultimate Guide to Getting More Done

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The Productivity Hacker’s Ultimate Guide to Getting More Done

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How to become a millionaire by reducing your daily interruptions from 6,000 to 10 a day

“Amateurs sit and wait for inspiration, the rest of us just get up and go to work.”

Stephen King, On Writing: A Memoir of the Craft

Do you find yourself procrastinating or struggling to get things done? This productivity hacker’s guide will teach you to get more done in less time.

Many productivity hacks can help make your work easier and be more productive. Some of the productivity hacks we will discuss are planning, focusing on one task at a time, and using apps like Google Calendar and Trello. By following these productivity hacks, you can cut distractions and become more efficient!

Why is Productivity Important?

To be happy, they need to feel like their life has purpose and meaning. Yet, if not done, it can lead to depression and a lower level of productivity.

This is why productivity is so important. Productivity allows us to focus on tasks, become more efficient with our time and resource, and free up time for personal goals.

Everyone has different reasons for getting things done; but, everyone faces similar challenges when accomplishing their tasks. We waste too much time doing things we don’t need to be doing at work.

Talking about focus and efficiency isn’t hard; achieving them is another story.

Here are some simple productivity hacks to help you in your quest for a better life.

Plan your day the night before

Each night before bedtime, I review and prep for the following day. It has been game-changing for me to review the next day’s activities, identify priorities and prepare anything needed the night before.

As soon as I get out of bed, I feel organized and ready for the day. It saves time by allowing us to get up earlier than usual and gives me extra time for anything unforeseen that might come up during my day.

When you look at the daily routines of successful people, one thing stands out above everything else — they always plan for tomorrow. Productivity means knowing what you’re doing, when, and for how long on each day.

You need to create a schedule if you want to complete tasks effectively. One effective method for productivity is making a schedule of when you’ll get things done throughout the day and then breaking up each task into smaller chunks.

Think about your daily goals and what essential projects you want to do.

Start doing this before bedtime. Start by listing out your daily activities, from showering to eating breakfast. Then go ahead and write down everything else you need to get done during the day.

Writing down everything you need to do in the day makes sure that you always have a sense of direction and what to work on next. It takes out all the guessing and makes sure you’re always focused on something productive.

Set a single goal for each day

You must train yourself to focus on one goal each day. Break It down into specific tasks that you will complete for that day.

If it is too large a goal for the day, break it down even further into urgent tasks and focus on one simple task at a time.

If you switch between many projects, you will never finish any of them. You will also find yourself wasting a lot of time.

Whether working on an online project or a physical one, you should only set one goal per day. This helps you to stay focused and avoid distractions.

There are many ways to achieve this:

  1. Make sure you have a clear vision of what you want to do.
  2. Choose a specific time frame to complete the goal.
  3. Decide on a reward system for yourself.

For example, if you want to read through the entire New York Times every morning, then you could set aside 15 minutes to do so. You can give yourself a point for every page you’ve finished if you are reading through the newspaper. Every day you would earn a certain number of points to redeem later.

Here, the idea is to keep yourself motivated and excited about completing the task. Once you have completed the goal, you can reward yourself with whatever you like.

Get an Early Start

I am most productive the few hours before my day starts. When I sometimes wake up at 8 am, I feel scattered and unfocused. When I first began waking up at 4 am every morning, it was like an alarm clock going off in my head telling me it was time to start working. It helped give me the quiet time and peace of I needed to focus and complete tasks throughout the rest of the day.

Even though most of my day may sometimes not be productive because of external factors beyond my control, having some time in the morning under my control has been a game-changer for my productivity.

Waking up early has been a productivity hack I have implemented into my life that has worked wonders.

You should also aim to complete most of your work before most people in society even get out of bed. This way, you will avoid distractions and unnecessary breaks, which only slow down productivity.

Since our brains need time to warm up, it is best to start your day with a task that does not need much mental effort. This could be something like creating a simple document.

This will help you ease into the workday without struggling with getting started. It also gives you a sense of accomplishment early on, which can set the tone for the rest of the day.

Schedule your time

This is the best way to ensure that you don’t waste time. Make sure you know exactly how much time you need to spend on each task and schedule semi-related tasks together.

Then, use a calendar app such as Google Calendar or iCal to schedule your time.

This way, you won’t be late for anything. You’ll also see where you are spending your time and what you should be focusing on more.

If you find yourself running late or wasting time, productivity is the last thing on your mind.

This will keep you from procrastinating and becoming overwhelmed with your tasks. It also prevents mistakes such as missing deadlines for work projects and turning in homework assignments after they are due.

Stop multitasking

Before you can maximize productivity, you must first stop multi­tasking. This is one of these long-standing habits of busy people who want to save time by doing many things at once or switching from task to task.

Multitaskers often waste their time because they’re not focused when they start working on many tasks at once. Also, studies show that multitasking has a broad range of adverse effects on the human brain.

Multitasking is almost always impossible for most people under any circumstances. Most times, when we think we’re multi­tasking, we’re performing many tasks one after another without any break between them.

I’ve always been somewhat of a sucker for multitasking and think it’ll help me get things done faster. Yet, I can see that it would take me longer to complete any given task if I tried to tackle too many things at once. So my personal experiences back up the many studies that show that multitasking isn’t adequate for extreme productivity.

It may be challenging at first, but it’ll become second nature for you once you get into the swing of things. Once there’s a setback or when times feel tight, it’s natural for us to revert to multi­tasking in an attempt to claw back some extra time, but it makes things even worse.

If you want to get rid of multitasking for good, then you’ll need the right mindset and the tools to help you focus on a single task at a time.

Use the Pomodoro Technique

The Pomodoro technique is a simple method that helps you stay focused and productive by setting a time limit on your work. It’s based on the premise that our brains are only capable of focusing on one thing at a time.

The Pomodoro technique works by breaking down work into intervals called “pomodoros.” Each Pomodoro lasts 25 minutes, and you have to work on something during this period. If you finish your task within the allotted time, you get to take a 5-minute break before starting again with a new Pomodoro.

The idea behind the Pomodoro is to give yourself a short window of time to do your work so that you can focus on it. This will allow you to get more done in less time.

You’ve heard of this productivity hack before, but how exactly does “The Pomodoro Technique” boost your productivity?

It starts to work after repeated usage.

After using this hack for a while, your ability to concentrate during the time period when the hack is active improves by ten times. That’s why this technique works so well — because it puts us into the “zone” immediately!

Since concentrated focus is half of the productivity game (and the other half is beginning to get things done), this tool is a potent hack to add to your arsenal.

Work in short bursts

The human mind can only concentrate on the same task for a short period of time. Some studies suggest that people lose focus after 10–20 minutes, while others are less generous. Recent research has shown that people’s ability to focus for extended periods may be decreasing due to their increased use of smartphones and tablets.

In either case, an hour is a lot of time for working without breaks. It’s thus sensible to work in shorter bursts rather than longer ones. That’s where the Pomodoro technique comes in.

Short bursts of productivity can be as effective, if not more so, than long periods of productivity when getting things done. This is because you can remain focused for a shorter time and then take a break afterward.

In terms of getting things done quickly, this technique helps with momentum because there is always something on the horizon that you can work towards. Using the Pomodoro technique will also help prevent distractions because your mind knows that a break is around the corner, preventing it from being pulled away by external forces.

Take regular breaks

When following the Pomodoro technique or any similar approach to working in shorter bursts, you’ll naturally take breaks between tasks. This allows your brain time to rest after an intense period of focused activity, but you need to be careful not to let yourself get too distracted during these times.

Breaks are essential because they allow your mind to relax and give you a mental ‘boost’ when it comes time to return to work. Some productivity experts suggest that taking short breaks can increase productivity by giving your brain the rest it needs.

You may feel like opening up social media platforms such as Facebook, Twitter, LinkedIn, etc., but these digital assaults don’t give your brain time to switch off.

To get the most out of every break, it’s essential to avoid anything that’s mentally challenging at all costs. It’s crucial when taking shorter breaks because you’ll need to be able to return to work quickly after returning from them.

For a five-minute break to count, you want to avoid anything that involves any decision-making or requires concentration.

The best thing you could do is think of nothing, meditate to relax your mind and body, do some light stretching, or practice breathing exercises.

Practice Breathing Exercises

I practice breathing techniques every break because they help relax me and improve my concentration. Pranayama is most helpful in clearing your mind and preventing emotional interference when making decisions.

Try to breathe through your nose with your mouth closed and take deep breaths. If you’re having trouble focusing, try closing your eyes. Practice counting your breaths or breathing in a certain rhythm.

Breathing exercises help clear your mind by slowing down your heart rate and relaxing. This will be especially useful when it comes time to take a break from work because you’ll have the mental clarity necessary for returning to productivity quickly after getting some rest.

Block distracting apps/websites

Research shows that most people cannot spend longer than six minutes without checking their emails or IMs. Our digital world has made us so distracted by notifications that we cannot concentrate for long periods.

This needs to change.

Various website and app blockers exist for blocking unwanted websites and apps from accessing your computer. Create a list of websites and applications you want to block when working. Stop notifications from these sites during work hours and have them restart when you are off (but not during your breaks).

Make sure you block email notifications and smartphone apps too.

Use can also use white noise to block distractions.

White noise generators create sound waves that mask other sounds around you. They’re great for getting rid of background noises and creating a more peaceful environment.

There’s no shortage of options available online. Some of the best ones include:

Noise Machine: A free app that creates white noise from ambient audio sources.

Sonic Pi: An open-source program for playing white noise via Raspberry Pi.

Noizio: Afree app that plays different types of white noise.

Use automation to increase your productivity

One of my favorite hacks is using automation tools and productivity apps. They’re a great way to complete tedious and monotonous tasks quickly and effectively.

Automation is a great way to improve efficiency and save time for yourself and others. Automating tasks has never been easier than today, thanks to modern technology.

Whenever and wherever possible, I integrate bot and automation into my business processes so that they’re easy to use and need minimal effort from me.

Automation tools like IFTTT let you automate tasks across many platforms, so you don’t need to be online at every platform when you want to use them. IFTTT is excellent for managing calendars and emails.

Some other ways you want to use time-saving digital tools are :

Automate your email

Send an automatic response when someone asks for updates on a project’s progress. It saves you time because you don’t need to reply to every customer personally.

You can use Mailchimp to automate adding new contacts to your emailing list. MailChimp has an easy way for you to create automated emails, so you don’t ever miss out on important leads.

You can also track how many people opened your emails, clicked links inside your emails, etc.

You can also segment your lists, so you only send messages to specific groups of people. This is useful if you sell many products.

You can also set up automatic labels for emails from particular senders so they don’t get mixed into your inbox. You could use filters to label emails containing attachments, so they’re easier to find. Gmail has several built-in options for doing just that.

If you want to get rid of unimportant email messages from your inbox quickly, then you can use Inbox Zero. This will help you stay organized and free up space in your inbox.

Automate your social media

Create a rule that automatically shares any new content from your site to social media sites like Facebook, Twitter, and Linkedin. It saves you both time and ensures that you aren’t missing out on any potential revenue opportunities.

Automatically create landing pages from your lead magnet content using Hubspot. Fresh content is something every blog owner wants and needs! It’s one way to keep readers coming back for more.

You can use Buffer for scheduling Twitter or Instagram posts. Buffer allows you to schedule posts across many platforms at once, so they’re ready when people need them most. It’s like having an assistant who knows precisely which post goes where.)

Let Buffer do the work of scheduling your posts to go live at the correct times.

Automated you scheduling

Set up a rule that automatically schedules a post to your blog or newsletter. This way, you won’t forget to publish content, and you can also avoid having to remember to do it yourself. (createcultivatemedia.com)

Using IFTTT, you can create automated tasks for yourself using triggers like receiving messages from certain people or places. If, for instance, you receive a text message telling you “I’m running late,” you could then set up an automatic rule which would tell your coffee maker to switch itself off.

You can automate your calendar by creating events based on what you do every day. For example, if you go to work every day, you can create an event called “workday” and have it trigger an event whenever you leave home.

This way, you’ll always know what’s going on with your business even when you’re not there.

With Google calendar, you can set up automation to send you reminders about upcoming events and meetings.

Automate you tasks

Use task management software to help you manage all your daily tasks.

Use Todoist to manage your daily tasks. You can set up recurring tasks to be performed throughout the week or month.

You can also use Asana to track all your projects and tasks. This means you can see how much time each project takes and whether you’ve completed them on time.

With project management software, you can set up rules to ensure you never miss deadlines.

For example, you might set up a rule that tells your task manager to remind you to complete a particular task 30 minutes before its due date.

Use tools to make sure you’re getting everything done.

Use Trello to organize projects and assign tasks to team members. This helps you manage your workload and ensure everyone is working towards the same goal.

Create a checklist for every step in your process. Use Evernote to store these checklists and share them with your team.

This way, no matter what happens, you’ll always know where you are in the process.

Automate your workflows

You can use Zapier to connect all your different apps. Zapier lets you link two apps together and perform actions on data between them.

For example, you could use Zapier to:

  • Connect your email service provider to your CRM software.
  • Link your CRM to your autoresponder service.
  • Link your autoresponder to your website builder.
  • Link your website builder to your social media accounts.
  • If you’re already using Trello, when someone creates a card in one list, create a task in another list.

Zapier makes this possible because it connects these different services together.

Or, with Tasker, you can automate your phone calls. If you get an incoming phone call, you’ll see a pop-up message on your computer telling you who called and letting you decide if you want to take their call right away or put them into voice mail.

With Google Drive, you can access your files anywhere using your computer, phone, tablet, and Chromebooks. It helps you keep track of everything you need to file, organize and share.

Create a folder for each client you work with. Then, add a label to each folder so you can find the information you need quickly.

When you start working on new projects, add notes to each project to refer to them later.

When you finish a project, add a note to remind yourself to follow up with clients.

You can also create custom filters to search through your folders more effectively.

Automate your invoicing process

Automate your invoicing process using Zapier. Connect your accounting software (like QuickBooks) to your customer relationship management tool (CRM like Salesforce). With Zapier, you’ll be able to create new Invoice records from Customer information stored within your CRMs.

Create an invoice record from any customer info entered into your CRM. Then, add the invoice amount as a subtotal. Finally, save the invoice record.

When you create a new invoice, you can include shipping charges.

When you make a sale, you can choose whether to charge the customer immediately or wait until they pay you via PayPal.

You can also set up recurring invoices, so customers don’t need to enter payment details each time they buy something from you.

Automate your payments

PayPal has made it easy to accept credit cards online with its secure checkout technology.

But there’s more than you can do than collect money through PayPal. You can also manage subscriptions, offer discounts, and much more.

For example, if you have a subscription product, you can let users subscribe to your newsletter by setting up a recurring billing option.

If you sell physical goods, you can give customers options to buy items with gift certificates, checks, or cash.

And if you sell digital goods, you can allow customers to download files directly from your site instead of leaving your website first.

Automate your sales reports

SalesForce provides a suite of tools to help you analyze your business data.

The most popular one is Charts & Dashboards. It lets you build custom dashboards to view key metrics about your company.

In addition, you can see real-time updates in graphs and charts. These are great for tracking the progress of projects.

Another feature called Reports helps you generate customized reports based on your data.

You can create different reports such as Sales Report, Project Report, Inventory Report, etc.

These reports are helpful when you need to keep track of important information over time. For instance, you can compare month-to-month sales performance.

You can also export these reports into Excel or PDF format.

Automate your CRM

CRMs are helpful because they centralize all your contacts, tasks, notes, documents, and other relevant information.

They can also help you organize your workflow.

With this in mind, you should use a CRM that integrates well with your email service provider. This will ensure that emails sent from your CRM are automatically routed to the correct person.

This way, you won’t miss out on important messages.

Plus, you’ll know what needs to be done next.

Takeaways

You must automate your processes and stick to a plan to increase your productivity levels.

Remember to:

  • Plan your day the night before
  • Set a single goal for each day
  • Get an Early Start
  • Schedule your time
  • Stop multitasking
  • Use the Pomodoro Technique
  • Block distracting apps/websites
  • Use automation to increase your productivity

Start following these techniques today to get get a handle on your life, activities, and goals.

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Randy Salars

Copywriter and marketing consultant. Freedom lover, adventurer, treasure hunter.