Planners are a great tool for increasing productivity. They take to-do lists a step ahead and giveyou a much better way to plan out for more than just the day. Keeping all the things in your mind can get overwhelming at times, for someone who runs and manages a lot of things together, this can be a huge problem. Using a planner gives you the opportunity to transfer everything from your brain to a physical manifestation of your exact thoughts and visions.
Once you put it all down on paper, your mind is free of the tasks that need to be done, and now you can focus on how to actually do them. Now, you have to plan, build a strategy, and get to work.
Use your planner to effectively plan every step you take towards achieving your goal. It is important to be productive than it is to be busy, which is why a planner can be one of the most important tools in your arsenal.
Now, like everything, the effectiveness of a planner depends on how we use it. It is not this magical thing that, once written on, will make all your goals, dreams, and wishes come true. You have to work for it, use your planner to aid you in your quest for success.
Here are some of the tips that I have learned that have worked for me and many others. Remember, the main thing is to find out what works for YOU because something that works for everyone doesn’t automatically mean it is going to work for you.
Using Your Planner
1.Check your planner first thing in the morning to see what you need to do, and to add whatever new things come to your mind.
2. Keep your planner open while working so that you can add things as you go. If the planner is out of reach, chances are you won’t reach for it enough.
3. You do not have to stick to a specific method. You can change your ways as often as you like, it’s all about what works for you. Learn from yourself.
5. There’s no need to use one planner for all the different areas you want to focus on. You can use different planners for different things: work, personal, school, plans.
6. Review your planner often. If you do a lot of things, a weekly review will help you sort through things. If you don’t clutter your daily tasks page with a ton of stuff, then a monthly review might suffice.
7. Save the last few pages as rough pages, or a brain dump zone. This is so that you can put things there that you still don’t know how to go about or what to do with. Instead of writing in another notebook or diary, keep it all together so that it is easy to refer to.
8. Go through your planner at night: to mark off things done, to make notes about things that need to be done, and also to prepare for the next day.
Organizing The Planner
9. Pre-plan your weeks and then divide the tasks into work for each day. This gives you a chance to prioritize and have a clear goal as to how your week is going to look like.
10. Make a to-do list every day. Use methods that help you tackle your to-do lists.
11. Use sticky notes: if you have a big task written that requires tons of little things to be done, then add sticky notes to it, and peel them off as you complete the tasks. This way your planner remains clean, no clutter to overwhelm you.
12. You can also use checkboxes or fill-in circles to tick off or fill in as you complete the tasks, that is, if you want to keep your planner decluttered. I personally like to strike through the tasks, feels good.
13. Color code your tasks, use
14. Use a ruler, no matter what lines you are drawing: checkboxes, lists, bullet journal layout. It looks so much cleaner and organized. I even strike through my tasks using a ruler, which is why it doesn’t look shabby.
15. If you run out of space on your weekly or daily spread, then add sticky notes for extra writing space.
16. Use habit trackers to, well, track your habits. Instead of writing something you do every day in the daily pages, dedicate a page for it, and mark as you go. This is also one of the pages that let you get as creative as you want to be.
17. Use tabs so that you can easily separate sections, and it is also convenient for you.
Choosing Your Planner
18. Get a planner in the size that works best for you. Don’t get a big bulky thing if you have to carry it around, don’t get a small one if you do a ton of planning. Figure out what works best for you.
20. Expensive doesn’t always mean good. If you don’t have money to spend then even a plain notebook will do. It should just resonate with you.
21. Different planners offer different things. Before buying any planner, check out the page layouts, the different sections offered, the aesthetic. Go for the one that speaks to you, not only with its functionality but also the feel.
Any tool that is meant to increase your productivity will only work if you use it the way it is supposed to be used. Just because something doesn’t work instantly doesn’t mean it never will. Using a planner is adopting a whole new habit, and you just don’t get into a habit in a day or two. Patience is the key in the beginning; then it boils down to perseverance.
Planners are versatile in the sense that they are meant to be customized in a unique individualistic way for everyone. It doesn’t matter if you are a student, you have a job, you run your own business, or you are a stay-at-home parent, what matters is that all of us have things to do, places to be, goals to achieve. That is where planners come in to make the process easier. It is your personal assistant in a way, except you are one here, without even feeling like you are doing the job.
How to Use Your Calendar to Increase Productivity and Achieve Big Goals
Are you tired of not accomplishing your goals or being unproductive at work? Are you tired of finishing things at the last minute for every project you have? You might have tried many systems and they just do not seem to work.
You may have noticed your peers excelling and getting things done although they have the same amount of hours as you do in a day. Fortunately, there is a great system which may help improve your productivity.
One of the primary reasons why individuals are not productive is because they are constantly interrupted or feel overwhelmed by the goal/task they need to accomplish. The feeling of being overwhelmed causes projects to be postponed until right before the final due date. To avoid this feeling, you must try and break the project into multiple sub-tasks. For example, if you need to repair a fence in your backyard, this can be broken up into the following tasks:
- Buy materials for fence repair
- Remove damaged fence parts
- Replace fence parts
- Paint fence
The overall project should be broken down into mini-tasks to make this more manageable. Although this process will make a project less overwhelming, it still misses another important point, which is getting interrupted by other higher-priority tasks. Therefore, it is important to write these down on a paper or on your phone or computer.
Many productivity specialists say that writing down your goals will make it more likely that you will accomplish them. I have written down goals before and failed to accomplish anything. At work, I was behind on projects and getting interrupted constantly – it happens sometimes.
After much investigation, I realized that I was missing a core element and that was a reminder system. I could write down my goals and put them on my computer but if I did not review them, the lists would be useless.
Fortunately, the solution to this problem was at my fingertips. I decided to take these lists and add them to my calendar on my phone. I would dedicate at least a 30-minute block to the tasks I wanted to do and set a reminder time at least 5 minutes before the task. Start your day doing this and block off all the hours in your day on your phone’s calendar. If you get interrupted, you can simply move tasks to other time blocks.
You can also combine it with the Pomodoro technique to increase your productivity along with your accountability that will come with setting up the reminder.
Why does this work?
This works because you are telling your mind that you need to work on a task during this time period. The reminder from your phone/computer reinforces this and allows you to focus. Paper-based systems failed for me because I did not review the tasks I had written down. As soon as a higher-priority task came up, I did not accomplish what I wrote down. Instead of relying on myself to do a “review”, the phone’s calendar does it for me.
It also gives me a sense of accountability, because I know that I am supposed to do the said things in the determined time block or else everything else will also suffer. It works like a pang of mini guilt for me. It also gives you deadlines to complete your work, nothing works better at making you feel accountable than a deadline.
Breaking down big goals into smaller goals is something that almost all of us know. It is one of the basic steps that anyone mentions when they take about achieving your goals. But, sticking to accomplishing to those smaller goals to achieve the bigger one is where people fail. This is one of the simplest ways to hold yourself up to the completion of the task.
Creating a sense of accountability is very important. When we feel responsible for something, we tend to be more serious about it. Written goals make us accountable and constant reminders keep us on our toes, making us answerable to ourselves.
If you are tired of writing tasks down or wanting to do major projects and not getting anything done, then you may want to try breaking apart major tasks and add these tasks to your phone. You may find yourself accomplishing things you never imagined!
5 Tips to Increase Your Focus
Low attention span or difficulty in focusing is becoming a common problem for many. With so many entertainment options readily available, it has become easy to be distracted and to procrastinate. Our work takes the hit and that, in turn, makes us feel bad. Instead of dismissing your lack of focus as something you have to deal with, learn to increase it.
Like our body, our mind needs exercise too. The areas we consider to be weak can be built up if we put our mind to it. Just because our focus isn’t as strong as we would like it to be, doesn’t mean you have to accept the fact and do nothing about it. Try to better it. There are things, practices, and exercises that if done regularly, can help you increase your focus.
If you didn’t know, meditation has different types that focus on different areas. Mindfulness meditation can help you boost your attention span significantly. Not only that, meditation in itself can help you relax, and become calm and collected. Now, that your mind has relaxed and is free of a thought jumble, it becomes easier to focus on things that actually matter.
Meditation for just 10 to 20 minutes a day will help you increase your focus and attention span. Start your mornings by focusing on your breathing for a few minutes, followed by your meditation ritual. You can also do some light breathing exercise just before doing something that requires focus to clear your mind.
2. Include practicing mindfulness in your day
While mindfulness meditation helps you become more aware and helps increase your focus. Practicing mindfulness throughout your day will help you fight distractions and focus on the tasks at hand. Mindfulness simply is being very attentive to every aspect of the task you are doing, and also noticing every small detail about your task.
It can seem like it isn’t easy, but it is. What I do is that I imagine I am writing about whatever I am doing – not informative writing but descriptive. So, suppose I am eating my lunch, I will pay attention to the cutlery, the color of my food, the smell, the taste, the texture of each ingredient. I will focus on chewing and swallowing, on the feeling it gives rise to.
What we usually do is that we focus on distractions while eating, and our primary task somehow becomes secondary. Our focus shifts towards our phones or the shows we are watching. This is what happens with many of our tasks.
3. Don’t listen to music while working
Many of us have the habit of listening to music while working on something. While it helps people most of the times and can be a good thing, it does the opposite for people with poor focus. If you know the song, then you are most probably going to sing along, and that stops you from giving your all to the task at hand.
Let’s say you are doing something that is going to be using the same parts of your brain, then will doing those things together make sense? No, right? When you are doing something that uses motor functions like your household chores, then listening to music is fine, but not while reading if you don’t have a high focus level.
4. Build your willpower
Willpower will allow you to ignore distractions like playing songs or using your phone and will help you to stay focused on the task at hand. Consciously saying no to yourself whenever you feel like doing something else is very important and a skill that you should definitely develop if you want to increase your focus level.
Your attention span will be served well with intentionally trying to focus and also having strong willpower isn’t only good for building your focus but also for being productive. At the end of the day, what you do or do not do boils down to your willpower, saying no to distractions depends entirely on your willpower.
5. Increase your focus gradually
Like any habit, you need to start slow. Like when starting exercise, you are advised to start slow because your body might not be able to take it, the same goes for anything mental. The best way to stay focused is for you to start using the Pomodoro technique. This lets you start working in bouts so that you can start with a short amount of focusing time.
You traditionally work for 25 minutes and then take a five minutes break. After you have repeated this four times, you can take a longer break. Because you know that you have to work for only 25 minutes, it becomes easier to focus. This is a great way to start out.
All it boils down to is will power and persistence. If you are really dedicated to increasing your focus, then you will find it easier to do things to help. I would say, convincing yourself is the hardest part, so start out by taking small steps. Don’t decide to start being completely focused for the whole day, that isn’t going to happen. Use these tips to slowly but gradually increase your focus.
7 Easy Productivity Hacks to Make More of Your Day
A lot of people still believe that by trying hard and pushing their limits, they will be able to get more work done in the day. This is not true. By using all your willpower to get more done, you will feel jaded at the end of the day. Willpower is a limited resource. If you go by your day without learning many tried and tested methods to increase productivity, your body and mind will eventually break down.
According to data provided by the U.S. Bureau of Labor Statistics, productivity in American workers has been decreasing at a steady rate since 1973. The 2007-2018 decade has seen some of the lowest levels of productivity. This is a worrying fact.
Here are 7 easy productivity hacks to make more of your day.
1. Follow a morning routine
Starting your day with a preset routine gets you into work mode right away. Morning is not a time to think and ponder. Get out of the bed as fast as possible and begin your morning routine. I know some people like to plan their day in the morning, but I feel that it puts you into a contemplative mood. It is something you want to avoid getting into. Especially, if you want to take massive action.
The best time to plan your day is the night before. A morning routine should consist of things like working out in the gym, a quick meditation session, a morning walk, filling up your gratitude journal, etc. A morning routine is a productivity hack that indirectly affects the quality and quantity of the work you do through the day. Hence, it is regularly practiced by productive people.
2. Keep your phone away during work hours
Productivity in human beings has always suffered due to many distractions. Even before the advent of smartphones, there were distractions like emails and phone calls. But they were quite manageable and the degree of damage wasn’t that severe.
In today’s world, smartphones are the major cause of lack of productivity. It’s impossible to get good quality work done with a smartphone beside you. A study done by the University of London identified the link between smartphone overuse and loss of productivity. They concluded that constant checking of smartphone for new notifications is hurting the level of productivity in the workplace and at home.
3. Batch your work
It takes a lot of time and effort to switch from one type of task to others. Human beings are creatures of habit and we like to cut effort wherever possible. Batching minimizes the effort and energy wasted in task-switching. This productivity hack has been implemented in all kinds of industries. Moreover, it also increases your concentration as you have fewer things to think about.
4. Plan ahead
Planning is a lot more than creating a to-do list or an action plan. To plan and do all the things in a day, you need to first brainstorm ideas and also have a clear vision of what you want. As I already said, these things should be done a day before so that you are in work-mode at the time of execution. Day planning is different than project planning. Factors like your energy levels, possible distractions, and your surrounding environment should come into consideration before writing an action plan for the day.
5. Use technology to boost productivity
Productivity apps like ToDoist and Toggl are helping freelancers and entrepreneurs to become more aware of how they are spending their working time. These apps can change your perspective on work in a matter of weeks. I use an app called Trello to organize and rank my tasks with the help of boards, lists, and cards.
6. Learn to say “no”
Are you one of those people who say “yes” to every request that you get from other people? You feel guilty when you stand up for yourself and put your own interest on the line. You are brought up the self-critical parent who have drilled into you that you need to be good at everything in life and that you are a bad person if you fail to do so.
If this sounds and feels like you, you need to learn to say “no”. Once you understand how saying “yes” to everything is keeping you occupied in mundane tasks which you shouldn’t be doing, you will learn to say “no”. Saying “no” is a modern day productivity hack that every one of us should learn first-hand.
7. Listen to music
A Canadian study says that listening to music while working puts you in a positive mood and, as a result, increases work quality. The quality-of-work was lowest when the participants of this study performed the task assigned to them without listening to music. With all this research proving music to be a productivity hack, it is imperative for you to listen to non-lyrical music while doing your work.
It’s great to keep all the above-mentioned productivity hacks in your repertoire. But you should also put them to use as soon as possible. For most people, starting a project is the hardest part. They spend days thinking about things that can go wrong or why it won’t work. By starting early and failing fast, you will always be miles ahead of your competitors.
“Smartphone addiction, daily interruptions and self-reported … – NCBI.” Accessed June 7, 2019. https://www.ncbi.nlm.nih.gov/pubmed/29450241.
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