We all want to be more productive. Whether it’s finishing work faster, avoiding distractions, or simply getting through the day without feeling drained, productivity is a constant challenge. But with so much advice out there like waking up at 5 AM (a struggle, I know), working non-stop, or drinking X cups of coffee, it’s easy to feel overwhelmed. In this blog post, let’s talk about seven practical, effective productivity hacks that work.
So what actually works? Here are some practical productivity hacks the help me work smarter, not harder.
The Pomodoro Technique: Work With Your Brain, Not Against It
One popular productivity myth is that working longer hours leads to getting more done. In reality, our brains aren’t designed for nonstop focus. Working non-stop is not only counterproductive, but it can also greatly affect the quality of your work (trust me, been there haha). This is where the Pomodoro Technique comes in.
The idea is simple:
- Work for 25 minutes (fully focused)
- Take a 5-minute break
- Repeat the cycle four times, then take a longer break (15–30 minutes)
Why does this work? Because our brains naturally lose focus over time. Short bursts of deep work, followed by breaks, help maintain efficiency without burnout. You can use any of the Pomodoro timers available online or set up your phone alarms on your own (this might require some effort, though).
It is also very important to be patient with yourself. The first few tries can be tough. I found myself still working past the 25-minute mark or thinking about what to do next during the break. Create a routine that works best for you—it takes time to find what fits.
Time-Blocking: Take Control of Your Schedule
There are times in a day when I find myself doing a lot of things but not really making much of a progress on any of the tasks lined up. This is where I find time-blocking helpful. Instead of reacting to tasks as they come, time-blocking helps you take charge of your day. It involves scheduling specific blocks of time for different tasks or types of work.
For example:
- 9:00 – 10:30 AM: Deep work (writing, analysis, or strategy)
- 10:30 – 10:45 AM: Break
- 10:45 – 12:00 PM: Meetings or collaborative work
- 1:00 – 2:30 PM: Emails and admin tasks
By assigning time slots, you prevent tasks from dragging on indefinitely and avoid distractions. It also helps you set boundaries. If something isn’t in your schedule, it can wait.
Using Focus Mode to Minimize Distractions
Our phones are one of the biggest productivity killers. Sometimes, we just end up doom-scrolling our way through the day. This is why I try to make use of my phone to work to my advantage. Good thing iPhone comes with different Focus Modes. I use Focus Mode to limit distractions and stay in control of my screen time. Depending on what I’m working on, I set different focus modes to filter notifications:
- Work Mode: Only work-related apps and messages come through. SMS and calls are only allowed for emergency contacts.
- Deep Focus/Do Not Disturb: No notifications except emergency contacts.
- Break Mode: Allows light browsing or social media in set intervals.
This helps me avoid the urge to always check my phone and ensures I stay focused on important tasks. Not only do I find these useful in my tasks, but they also help me have quality time with my cats, family, and friends. This is one of the productivity hacks that I find very useful (plus it’s easy to set up, too!).
Energy Management Beats Time Management
Pay attention to when you work best instead of trying to fill every minute of your day with tasks. Some people are most productive in the morning, while others hit their stride in the afternoon or evening. Schedule your most important tasks during peak energy hours and save low-effort tasks for when your energy dips.
I personally find myself more productive after lunch until early evening. This helps me accomplish more of the tasks that I have to finish by EOD.
Single-Tasking: The Ultimate Hack
Multitasking feels productive, but in reality, it slows us down. Guilty here! Studies show that constantly switching between tasks reduces efficiency and increases errors. Instead, try single-tasking:
- Focus on one task at a time
- Remove distractions (put your phone on silent, close unnecessary tabs)
- Use the “Do Not Disturb” feature when working
It’s simple but definitely effective. When you give one task your full attention, you complete it faster and with better quality. I find this especially true when I need to develop content for work. Instead of developing the content and reviewing it as I go, I realize I work faster and better when I wear one hat at a time. In the first part, I wear my developer hat and put on the reviewer hat once the content has been completed. This way, I don’t have to shift my focus between two different roles and avoid getting lost and frustrated.
The Two-Minute Rule for Beating Procrastination
If a task takes less than two minutes, do it immediately. And this is one of the productivity hacks that I have consistently practiced. Replying to an email, organizing your desk, or jotting down notes, these small tasks add up when left unfinished. This rule prevents procrastination from snowballing into an overwhelming to-do list.
This works for me when confirming my attendance to calendar invites. Since it only takes 1 to 2 minutes to check if I have a conflict or not, I make sure to confirm my attendance to ensure that my calendar is updated. I also use the two-minute rule in setting up my workspace at work and organizing things after work. This way, I can be sure that the area is ready for me to work the following day and won’t have to spend time organizing cables, notes, and other items in the morning before starting work.
Plan Your Day Before It Starts
Starting your day without a plan leads to decision fatigue and wasted time. Instead:
- Spend 5 minutes the night before listing your top priorities
- Limit your list to 3–5 key tasks to avoid overloading yourself
- Use time-blocking to assign specific periods for each task
A little planning makes a huge difference in how productive your day feels. Keep in mind, though, that while planning is ideal, make sure to find time to take a break and do spontaneous and fun things from time to time. Live a little (just kidding!).
Final Thoughts
Productivity isn’t about working harder, t’s about working smarter. By using techniques like time-blocking, the Pomodoro Method, and Focus Mode, you can get more done without feeling exhausted.
At the end of the day, the goal isn’t just productivity. The goal should be making time for what truly matters. Whether you want to accomplish more at work or in business, or spend more quality time with the people who matter, these seven productivity hacks will surely help.
If you are interested in trying time-blocking, feel free to download this simple template made just for you (for free!)
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