The Best Productivity Hacks I Use Every Day

The Power of the Prioritized To-Do List

We’ve all written those never-ending to-do lists, only to feel overwhelmed just looking at them. I’ve learned to focus on what’s essential by using a simple trick: prioritize key tasks daily and find simple and easy-to-use to-do lists.

Here’s how I do it:

• Top Three*: At the start of each day, I pick the three most important tasks.
• Break It Down: If a task feels too big, I break it into smaller, manageable steps.
• Cross It Off: Crossing off even one major task gives me a sense of accomplishment and keeps me motivated.

*Add up to 5 top priority tasks.

Time Blocking for Laser Focus

Time blocking helps me stay on track. I set aside specific times in my day for focused work, admin tasks, breaks, whatever needs to get done. It takes a bit of planning ahead of time, but once it’s in place, I don’t have to keep deciding what to do next. I’m not jumping between random tasks or losing half the day to small distractions. It just gives the day more structure, and I get through things more steadily without feeling rushed.

My Morning Routine Example

Here’s a quick example of how I time-block my morning routine:

• 08:00 AM – 08:30 AM: Planning my day
• 08:30 AM – 08:45 AM: Coffee Break
• 08:45 AM – 09:30 AM: Emails and admin tasks

Keep in mind that this is just a simple routine example of how I set up my mornings when I come to work. The key is to batch similar tasks together and schedule breaks in between. Following this approach is a great way to learn how to be more productive and make the most of your workday.

Eliminate Distractions 

I used to think I could multitask like a pro. Spoiler: I was wrong. Constant interruptions from notifications, emails, or even random thoughts made me less productive.

Now, I use these strategies to stay focused:

• Turn Off Notifications: My phone stays on “Do Not Disturb” during work sessions.
• Set Boundaries: I let people know when I’m heads-down and not available to chat. It’s especially helpful when working from home, where the lines can get blurry.
• Use Focus Time: Your mobile phone probably has this option – mark the applications that distract you the most (Instagram, TikTok…) and “lock” them while you’re in a “focus time”

It’s amazing how much more I get done using any of these daily productivity hacks and tips!

Batching Tasks: One of the Best Productivity Hacks

Switching between tasks eats up more time and energy than you’d think. That’s why I’ve started batching similar tasks.

For example:

• Emails: I check and respond to emails only twice a day, in the morning and before wrapping up work.
• Errands: If I need to run errands, I plan to do them all at once instead of spreading them out over the week.
• Creative Work: Writing, brainstorming, or designing all happens during one dedicated time block.

This approach keeps me in the right mindset for each type of task, saving time and mental energy.

Beat Procrastination with the Two-Minute Rule

When I’m procrastinating, it’s usually because a task feels too big or overwhelming. That’s where the two-minute rule comes in. If something can be done in two minutes or less, like replying to an email, tidying my desk, or scheduling an appointment, I do it right away.

For bigger tasks, I’ll spend just two minutes starting them. Or staring at them. Usually, that’s enough momentum to get going.

The Two-Minute Rule

The Two-Minute Rule was introduced by David Allen in his book Getting Things Done. The concept is straightforward: if a task takes less than two minutes to complete, do it immediately.

It’s designed to prevent small tasks from piling up and taking more time later. By handling quick actions on the spot, you keep your to-do list shorter and your workflow smoother.

Plan Your Day the Night Before

There’s nothing worse than starting the day without a clue of what needs to be done. I take 10 minutes every evening to plan my next day.

My Simple Process:

Taking a few minutes in the evening makes a big difference in the morning. What you need to do:

• Review what didn’t get done today
• Write tomorrow’s top three priorities
• Prep anything you’ll need (like setting out workout clothes or organizing files for a meeting)

Waking up with a plan helps me hit the ground running instead of wasting time figuring out what to do first.

Take Care of Your Energy Levels

I’ve learned that productivity has a lot to do with energy, not just time. I used to push through when I was tired, thinking that was the right approach. It usually backfired, and I’d get less done and feel worn out by the end of the day. Now I try to match tasks to my energy levels instead, which makes the whole day run smoother.

Now, I focus on these energy-boosting habits:

Habit	When I use it	When I don’t
Staying Hydrated	I feel clearer, more alert, fewer headaches	Foggy, sluggish, always reaching for coffee
Moving Often	Recharged, less tense, better focus	Stiff, tired, hard to concentrate
Eating Smart	Steady energy, no crashes, more productive	Cranky, distracted, major afternoon slump

Taking care of yourself isn’t lazy, it’s essential if you want to stay productive.

Stop Multitasking and Start Single-Tasking

I used to think that the best way to get more done was by multitasking. I’d bounce between emails, messages, and whatever else was on my list, thinking I was being efficient. But it did the opposite. Each time I switched tasks, I’d lose focus and have to mentally reset, which slowed everything down. Now I stick to one thing at a time whenever I can. It’s less stressful, and I finish stuff instead of half starting a dozen things.

Now, I commit to one task at a time. Here’s how I make it work:

• Set a Timer: I use the Pomodoro Technique (25 minutes of work, 5 minute break) to stay focused.
• Clear My Space: I remove anything unrelated to the task at hand.
• Stay Present: If I catch my mind wandering, I gently bring it back to the task.

By focusing on one thing at a time, I’ve noticed my work is not only faster but also better.

Reflect and Reset Weekly

Every Sunday, I take 20–30 minutes to reflect on the past week and plan for the next one. This simple habit keeps me on track and helps me adjust when things don’t go as planned.

Here’s what I review:

• Wins: What went well?
• Challenges: What didn’t work?
• Adjustments: How can I improve for next week? How to improve my productivity?

Final Thoughts: Productivity Is Personal

Productivity looks different for everyone. The key is finding what works for you and sticking with it. For me, the best productivity hacks are the ones that are simple and realistic, things like time blocking, cutting out distractions, and getting enough sleep. These habits help me stay on track without overcomplicating things. Start small, keep it steady, and if you have an off day, just pick it back up the next.

FAQ

Here are some of the answers to questions you might have when it comes to productivity: