The Best Ways to Increase Productivity Fast

10 Ways Individuals Can Instantly Boost Productivity

1. Prioritize

Effective time management is the cornerstone of productivity, and we’ll mention it multiple times throughout this article. One of the best ways to manage time is to prioritize your daily tasks.  

The problem is that when multiple tasks pile up, it can be challenging to know what to work on first. 

To help you, you can use a powerful tool called the “Eisenhower Matrix” which allows you to distinguish between what is important or urgent and what isn’t. This method categorizes your tasks into four quadrants: 

• Urgent and important
• Important but not urgent
• Urgent but not important
• Neither urgent nor important

By focusing on the most critical tasks first (urgent and important), you can ensure that you dive into those first and give them the attention they deserve.

2. Eat Your Frogs

Another effective time management technique is the rather amusingly named “eat the frog.” This one focuses on procrastination—or rather, how to avoid it. 

We all have tasks that we’d rather not do or ones that we deem challenging or unpleasant. These tasks are your frogs.  

Rather than get them done, we tend to put them off, choosing instead to focus on the easier jobs first. The problem is that those frogs are always looming over us and can potentially get bigger if they’re not dealt with. 

The idea here is to face your frogs head-on and get them done at the start of the day. By “eating your frogs” first, the rest of the day will be smooth sailing because you’re no longer working with the looming dread of having to face the hardest task on your list. 

Additionally, studies have found that we are more focused and perform better in the morning so it’s the ideal time to deal with complex tasks rather than in the afternoon when we are feeling fatigued.

3. Take Regular Breaks

If you take breaks, then you’re not being productive, right? 

While taking frequent, extended breaks can certainly have a detrimental effect on your productivity, regular short breaks can actually enhance it. 

Humans are simply not built to concentrate on one thing for large periods of time because our bodies operate on “ultradian rhythms.” These are physiological cycles that we maintain in order to function well. 

They are responsible for the peaks and troughs of the energy we have throughout the day and have a massive impact on our productivity.  

Each cycle of an ultradian rhythm lasts 90-120 minutes. When a cycle is ending, you start to feel fatigued, irritable, and distracted. A classic example of this is the post-lunch slump. 

When this happens, it becomes challenging to concentrate on the task at hand, so at this point, you must listen to your body’s cues and take a step away from your desk. 

Go have a snack, take a walk for some fresh air, or chat with your colleagues (about non-work stuff). 

Ideally, your break should last around 20 minutes since this is enough time for the cycle of your current ultradian rhythm to end and the new one to begin. When you return to your desk, you’ll feel refreshed and ready with a new burst of energy. 

To help you remember to take a break, you might like to try the Pomodoro Technique. This clever organizational tool will ensure you have periods of deep focus interspersed with adequate breaks. 

Here’s how you do it: 

• Pick a task to work on.
• Set a timer for 25 minutes and focus solely on that task.
• After 25 minutes have a five-minute break.
• Repeat this four times.
• After the fourth working session, take a longer 15 – 30 minute break.
• Start the cycle again. 

4. Declutter the Workspace

There’s a lot to be said for a clean, organized workspace. A 2019 Harvard Business Review has found that a messy desk or office has a negative effect on stress and anxiety and hinders creativity. 

Our brains thrive on order. When we are constantly faced with visual clutter, it removes our ability to focus. This is especially important for those working from home since a disorganized house increases procrastination. 

So, if you struggle to find an inch of clear desk space, take some time out to give it an overhaul: 

• Begin by removing everything from your desk and drawers. It’s easier if you start with a blank slate.
• Categorize items: Paperwork, stationery, personal items, etc.
• Only put essential items back on your desk. You don’t need 50 pencils and a million rubber bands!
• Store less frequently used items elsewhere.
• Invest in desk organizers—filing trays, stationary pots, etc.
• Scan and digitize paperwork and documents. If you must keep hard copies, use filing cabinets and a labeling system to keep them organized.
• Keep personal items to a minimum. A couple of items are fine, but large collections of things should be kept outside the workspace.
• Dedicate a couple of minutes at the end of each day to clear the desk and maintain it.

5. Optimize the Workspace

Discomfort while working can quickly diminish productivity and even harm our overall health. An ergonomic and comfortable workspace is, therefore, essential for keeping you focused and happy to remain there. 

• If you work from home, invest in a decent chair and accessories.
  • Consider a rising desk so you can choose to stand or sit while working.
  • Adjust your screen settings and ambient lighting to avoid eye fatigue.
• If you work in an office, your organization should provide desk assessments and the equipment required to ensure you have what you need to work comfortably.
• If you work at a computer, have regular eye tests to ensure you’re not straining your eyes.
• Workers in physical jobs, ensure you have proper safety equipment and apparel to do your jobs safely and properly.

6. Eliminate Distractions

We live in an age of distraction. Open plan, noisy offices, constant pings from our phones, email notifications, and more. 

Once a workflow has been interrupted, it can be difficult to get back into it, leading to procrastination and a tendency to drift towards less important but easier tasks.  

The key is to minimize these distractions as much as possible: 

• Turn off phone, email, and desktop notifications. Instead, allocate a block of time in the day to address messages.
• Utilize the “do not disturb” status on messaging channels (Slack, Google Chat, etc.).
• For noisy offices, invest in a pair of noise-canceling headphones or listen to music while you work (if appropriate for your role).
• Put your phone in a place where you cannot see or hear it. Better still, switch it off.
• Communicate to colleagues that you are not to be disturbed during certain periods of the day. 

The ultimate goal is to get yourself into a state of “deep work” where you can focus intensively on a demanding task without distraction. 

You can do this by recognizing and reducing the number of distractions that surround you. It’s challenging at first, but the more you practice, the better you will become at falling into a deep work mindset.

7. Utilize Task Management Tools

It’s all very well and good to organize tasks into a list of priorities, but you need to find a way to stay on top of the list and reorganize it as other tasks crop up. 

Paper lists and sticky notes have a habit of getting lost and do a great job of cluttering up your desk. Therefore, we recommend using a digital tool for this purpose. 

Online task trackers and management tools can be accessed from anywhere and can easily be edited and organized as your work week evolves. Having a clear picture of your tasks will help you maintain focus without getting overwhelmed.

8. Health and Sleep

Maintaining a healthy lifestyle is crucial for all areas of your life—not just productivity.  

Regular exercise, eating well, and getting enough sleep will boost your energy levels and increase mental clarity. Don’t forget that dehydration is a surefire way to feel lethargic and irritable so make sure you drink plenty of water throughout the day. 

Tip: Incorporate exercise into one of your regular work breaks. A brisk 20-minute walk around the block can work wonders for the mind and body!

9. Stress Management

It’s not always easy to manage stress, especially if you work in a high-pressure environment. But anxiety and stress can really hinder your productivity if they are not kept in check. 

All the steps above are effective ways to keep stress at bay, but there are other ways to do it too. 

One big way is to recognize when you have too much on your plate and seek support from your team. If you’re overworked, it’ll quickly lead to burnout, so don’t be afraid to ask for help when you feel it’s necessary. 

Meditation is another great way to remain calm, and it doesn’t have to involve sitting cross-legged with your eyes closed if that’s not your thing. Listening to soothing music, taking a walk in nature, or practicing an enjoyable hobby like painting are all alternative forms of meditation that will relax you.

10. Accept You Have “Off” Days

This might sound counterproductive, but we all have days when, despite our best intentions, we can't achieve productivity. 

Perhaps you’ve been working overtime, you have something else going on in your life, or you had a bad night’s sleep. Whatever the reason, accept that you’re not on form and be kind to yourself. 

It’s better to take a day to focus on easier tasks so you can refresh yourself for the coming days.

How Organizations Can Increase Workforce Productivity

While individuals in the workplace are certainly responsible for their own productivity, organizations also have an obligation to foster a productive work environment. 

Burned-out, stressed, and overworked employees aren’t going to be doing your business any favors. In fact, you’ll see engagement levels decrease, and your staff turnover rates may also increase. 

Here’s what you can do to ensure a productive and happy workforce.

1. Communicate and Plan Effectively

It’s surprising how often organizations fail to communicate with their staff effectively. If workers don’t know what is expected of them, then you can’t possibly expect them to be productive. 

Providing clear and concise instructions reduces misunderstandings and ensures that everyone is on the same page and working towards a firm goal. 

Holding regular check-ins or meetings helps your staff stay on track and address any issues promptly before they become a bigger problem. You should also gain feedback during these sessions and make adjustments so that everyone’s work remains aligned with organizational goals. 

Involve your team in workload planning. This will prevent the risk of overburdening individuals or setting unrealistic deadlines that are impossible to achieve. 

Effective planning will also enable you to factor in additional time in case any urgent matters crop up. Instead of everyone scrambling to deal with the situation and getting stressed out, your team can calmly handle matters. When workers know they have the time and space to resolve things, it will most likely be achieved productively.

2. Invest in Skill Development

Investing in training and development is really important for increasing productivity. When you have a highly skilled workforce, they can perform their job roles more effectively. 

Plus, providing growth opportunities keeps your workers motivated and enthusiastic about their roles. 

• Run regular training sessions to keep employees updated with industry changes and best practices.
• Implement performance reviews and key performance initiatives to help develop staff.
• Offer clear development paths for employees who wish to progress into higher roles or develop their skill set.
• Implement mentorship programs that give guidance and support. These help individuals overcome challenges and allow them to thrive in their current role.

3. Recognize and Reward

Demotivated employees are a fast track to an unproductive workforce. After all, if no one recognizes their good work, what’s the point of continuing? 

“Quiet quitting,” where employees do the bare minimum in order to keep their jobs, is a very real and growing issue. And it’s something you definitely want to avoid in your organization. 

Reward your workforce by: 

• Giving regular and worthwhile pay rises.
• Implementing incentive schemes such as offering extra PTO or bonuses.
• Publically congratulating and acknowledging achievements.
• Providing other perks like buying the team coffee or pizza or having a team day out.

4. Allow Flexible Working

Flexible working is a biggie because it allows your employees to work when they feel most productive. Rigid work hours force staff into working when they might feel tired or stressed out. 

If you can trust and let employees choose the hours that suit them best, you’ll end up with a happier, more engaged team, which raises productivity levels. 

For example, letting employees work around doctor appointments and similar engagements can really help reduce stress levels. 

Allowing employees to work from home can address work/life balance issues, avoid lengthy, tiring commutes, and allow individuals to concentrate better rather than having to put up with a noisy office.

5. Embrace Automation

With the abundance of AI-powered software and technology available, there’s no reason why staff should be doing boring, repetitive tasks that can be handled by a machine. 

Data entry, reporting, and even responding to emails are just some examples of what can be automated.  

With this technology to help employees, they can spend less time on unproductive admin and more time focusing on what counts. 

Yes, it costs money to implement these systems. However, when your workforce can concentrate on growing your business and its profitability instead of checking endless emails, you’ll soon get a return on your investment.

6. Introduce Health and Wellness Programs

Looking after employee health and wellbeing is an important aspect of workforce management, but organizations often fail to implement anything that promotes health and wellness. 

However, doing so can have a profound effect on productivity. When workers feel like their employer cares for them, they are more likely to be engaged in their roles and produce high-quality work. 

Some ways you can improve employee well-being include: 

• Offering subsidized gym memberships or installing an onsite gym
• Providing group exercise and/or meditation classes
• Introduce fitness challenges—such as step count contests
• Set up a walking or running club
• Providing health screens and check-ups as a benefit
• Introducing healthy food options in cafeterias and vending machines
• Implementing an Employee Assistance Program (EAP)
• Offering counseling services and stress management workshops

7. Enforce Breaks and Limit Overtime

Yes, there are times within an organization when things get manic and everyone has to scramble to get the job done. However, these occasions should be exceptional—not the workplace norm. 

If your workforce is constantly skipping breaks and working loads of overtime then something is wrong. It’s likely you have a problem with workload distribution and time management. If you don’t address it, then your employees will quickly burn out and you’ll see a drop in productivity and the quality of work produced. 

Start by enforcing scheduled break times so workers can have some downtime throughout the day. Make sure they have sufficient time to eat their lunch so they’re not trying to work on an empty stomach (also a recipe for a loss in productivity). 

Limit overtime, too. Of course, there will be occasions when working a few extra hours is necessary, but your staff should not regularly work 12-hour shifts. 

Address why employees have to put in so much time. Do you have a staffing shortage? Is there a need for extra training? Are workloads unfairly balanced?  

Whatever the reason(s), get to the root cause and remedy it.

8. Use Time Clocking and Timesheets

In relation to what we just talked about above, utilizing time clocking is an excellent way to gain a full picture of what your workforce does and when they do it. Using timesheets and real-time time-tracking for tasks and projects will show you precisely how productive each individual employee is. 

Crucially, it gives you access to solid, accurate data that can quickly show you where the inefficiencies lie. Without this information, it can be extremely challenging to optimize your workforce or understand which productivity-enhancing measures you should implement. 

Modern digital time-clocking methods will allow you to control overtime and carry out effective workforce scheduling so your employees don’t feel overworked or underutilized.

Additionally, it makes it much easier to facilitate remote and flexible working hours. 

Keep in mind that this shouldn’t be used as a micromanagement tool. The aim isn’t to scrutinize how each second is spent. Instead, you should use it to understand why a workforce might be unproductive and take actionable steps to improve it.

Final Thoughts

Whichever productivity-boosting methods you choose for yourself or your organization, it’s important to remain consistent. Ingrain these methods as habits, and you’ll enjoy an easier, more effective way of working for the long term.