5 Ways to Increase Productivity in the Workplace

Productivity can be elusive to sustain for many of us when times get stressful; it is much easier to procrastinate with menial tasks. 

Boring tasks will always be on your to-do list, but with certain attitudes and habits in place, you can combat negative mindsets and behaviours that are anti-productive. 

Those ‘extremely productive people’ you hear about still have good and bad days, no one is productive all the time, but here is how you can be productive more of the time!

Figure out your most productive time of day

This time may differ for everyone. Daniel H. Pink’s theory from his book “When” (2018) explores chronotypes, also known as your internal clock, can determine how well you do your job or go about your day, influencing your creativity and focus. Of course, this varies based on who you are—test this out for yourself! 

He starts with categorising everyone into 3 groups, represented by birds… yes, bird. 

Larks prefer waking up early and find it hard to stay awake past their usual bedtime. They typically feel most alert and productive right after waking up. On the other hand, Owls are more active in the evening and nighttime hours. They often struggle to wake up early in the morning and feel the most productive late at night.  

Those that are not a complete owl or a total lark, but somewhere in between find themselves (your typical 9-5 worker) in the third bird category. They usually wake up and go to bed later than larks but earlier than owls. 

According to Pink, larks love to get up early feeling energised, and wear out by the evening.  Night owls move through the day in the opposite direction by recovering first and peaking later in the day. Third birds can adjust their schedules to align normal work hours but may experience fluctuations in energy levels depending on their sleep patterns. 

How do you determine your chronotype? Ask yourself the following questions: 

• What time do you typically go to sleep? 

• What time do you typically wake up? 

• What is the middle point of your sleep? 

If your midpoint is between 12:00am and 3:00am, you are a lark amongst 14% of the population. If your midpoint is between 3:30am and 5:00am, you are part of the 65% of people classed as third birds, and between 6:00am and midday you are among the 21% of people who are owls. 

For example, I go to bed at 12:00am and wake up around 7:00am. My midpoint would be 3:30am. Therefore, I am a third bird! 

For the best performance, match your chronotype to the task and the time of day!  

• Peak: Focus on tasks that require high concentration and problem-solving skills, i.e., writing detailed reports, conducting critical strategic planning or decision-making meetings. 

• Lull: Use these quiet periods to handle tasks that require less cognitive effort, i.e., administrative tasks or replying to straightforward emails. 

• Recovery: Reserve this time for tackling creative or insight-driven tasks, i.e., brainstorming new ideas for a marketing campaign, or drafting concepts for a new project.  

So, if you are a lark or third bird, then you should try and tackle your demanding tasks earlier, and more mindless tasks in the afternoon. If you are an owl, the opposite is better! Use your chronotype to your advantage to have a much smoother and productive day!  

Remember, nobody can be 100% productive all day.

If something seems impossible or never-ending, step away from the screen

When tasks seem overwhelming, stepping away for 5–10 minutes can work wonders! So, walk around, get some fresh air, and then you can break down the task into smaller, manageable chunks on your to-do list.  

In a study by the University of Sydney on “Rest breaks aid directed attention and learning,” found that unstructured five-minute breaks from complex tasks can boost performance by about 40 per cent. 

Rather than forcing yourself to do continuous work, take as many small breaks as possible you need between tasks. You will find it to be done sooner rather than later – with minimal pain. 

Make less decisions in your day

Making too many decisions can exhaust your mind and hinder productivity. Simplify your day by automating routine decisions where possible!  

Take Steve Jobs for example. He wore the same outfit every day, so he did not have to think about what to wear, which saved his brainpower for more important things. Are there a few decisions in your day you could put on autopilot? 

Stop multitasking

Contrary to popular belief, a study conducted in Germany on “Biological stress responses to multitasking and work interruptions,” recently found that multitasking impairs rather than enhances productivity, especially when you are under stress. 

Trying to do too much at once is anti-productive as the quality of work decreases. So, wherever you can, cut multitasking out and schedule yourself focus periods where you work on one thing at a time!

Say no (sometimes)

While it is tempting to say yes to everything, it can lead to you getting overwhelmed and reducing productivity levels.  

To effectively manage your workload, a polite decline is what you need to say.  

If you find yourself with three major tasks on your to-do list for the morning, communicate this clearly to your manager to emphasise priorities and deadlines. 

Schedule a dedicated discussion to explore how to efficiently integrate the new task into your workload without compromising your existing commitments. Should the new task be urgent, reorganise your schedule by rescheduling less time-sensitive tasks or collaborating with a colleague!  

Whilst you have these important tasks, you can offer temporary assistance to a coworker until you can allocate focused time on the new assignment, ensuring that all tasks are managed efficiently, and deadlines are met.  

With a proactive and strategic approach, you will be on your way to delivering quality work on time!  

Boosting productivity is not just about working harder; it is about working smarter. For further career tips and insights, explore our advice hub for ongoing updates and practical advice. 

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