There are a lot of different productivity methods out there, each claiming to be the “best,” “most effective,” or they’ll “10x your productivity.” While separating the garish marketing claims from helpful productivity information is difficult, finding a productivity system or, more likely, a combination of systems that works can be incredibly liberating.
The best productivity system is the one that works for you. I’ve done a lot of personal experimentation to find the best system for me, personally and organizationally, to see what works for me.
Personal Productivity
Mindset for Success
- Prioritize a “What can I get done?” mindset.
- Remember getting a little done is always better than nothing
Daily Prioritization
I’ve learned that I’m most focused and productive in the morning, but this may be different for you, and that’s okay—find the time that works best for you. I write down all of my tasks in a physical notebook. When prioritizing, I decide what tasks I’ll tackle that day based on the impact or things I’ve been putting off. I also group tasks that I can complete quickly without much thought, like a quick response to an email. Finally, I assign an estimated number of Pomodoros to each task by drawing an open circle next to the task.
This process only takes 5-10 minutes at the beginning of my day but significantly boosts my productivity.
Attack Using the Pomodoro Method
Now that I have a solid list of priorities, it’s time to tackle them as effectively as possible. I’ve found that the Pomodoro technique works best for me. The traditional approach divides work and rest into 25-minute and 5-minute intervals, but you should experiment to see what works best for you—whether it’s 30:10, 45:15, or even 90:30. To stay on track, I use a physical timer on my desk (one that doesn’t tick!). While the timer runs, I do my best to avoid distractions like checking my phone or getting lost in email, social media, or YouTube. Staying focused may be challenging at first, but with practice, it becomes easier—keep bringing yourself back to a place of focus whenever your mind starts to wander.
Team Productivity
Keep In Mind
When considering team productivity, remember that what works well for you may not necessarily be effective for other team members.
SMART Goals
When managing or mentoring team members, I’ve found using the SMART Goals framework can help set clear and achievable objectives. Typically, you’ll want to establish three types of goals: team goals, professional goals, and personal development goals. Team goals focus on collective achievements and collaboration, professional goals support career growth and skill development, and personal development goals encourage continuous learning and self-improvement. It’s essential to hold your team accountable for their goals just as much as they should hold you accountable for your own, fostering a culture of mutual responsibility and growth.
Kanban for Task Management
Now that your team has established goals, the next step is determining the best approach to achieving them. My personal favorite method is Kanban. I prefer Kanban because it lays out tasks visually, making prioritization easy. It also helps foster a culture of “done” by emphasizing task completion and progress tracking. Additionally, Kanban is highly flexible and adaptable, allowing it to fit seamlessly into various existing work styles.
Remember
With your team, this is just a good starting point. Listening to your team and incorporating feedback into your process is essential.