Sometimes we all get a bit overwhelmed by how much we have to do. It can be  difficult at times to juggle clients and projects all at once. I am sure that every single one of us has had a to-do list that was so long we felt sure we would never get to the bottom of it and to be honest, we didn’t know where to even start to make a dent in it!

I’ve put together some top productivity tips which help me, and I am confident will help you too:

1. Plan: What do you need to get organised and how are you going to implement your strategy?

Make a list of everything you need to do, not just the work you need to do for clients and on particular projects but include the items you need to spend time on for your own business needs. Things like updating your database or pulling together a communications plan, for example. Consider how you should be spending your time to ensure every aspect of your business is as productive as it should be. What is most important and what is constantly put to the side but actually does need attention?

Having a plan brings a level of organisation to what may seem like chaos. Once you can see what needs to be done you can arrange the order you need to tackle the tasks and it will enable you to find a productive path through it all.

2. Structure: Create a structure around your working day

Know when you are most productive and do your hardest tasks then. Too often we undertake the easy ones first, when actually we should use the time we are most productive to grapple with our larger, more complicated tasks. Think about when you are most energetic and determined and use this time effectively.

By structuring your day you can have 100% focus on the tasks that you have set. Many of us are still working from home and need to direct our attention from everyday life surrounding us. Try to concentrate for a specific amount of time away from distractions and you will find you can achieve a lot. Make sure your reward yourself with a short break, before repeating the exercise.

Break your large tasks into smaller more achievable goals. This gives you manageable stepping-stones towards the end result you need, and you will start to see progress, and making progress is hugely motivating!

3. Processes: What do you want to achieve and how will you get there?

Consider what is the most efficient way to achieve the results you want and define a process to get there. At a basic level a simple, yet profoundly effective, solution is to consider grouping similar tasks together. For example, imagine you need to write a blog post for your website and social media. Rather than just writing the one why not write several, research the images/graphics, format them and schedule for the remaining blogs to be published on a regular basis. This ensures you are fully focused on a single task and are not switching to something different which may slow you down and make you unproductive.

4. Systems: How are you going to make the processes work?

Consider what is currently preventing you from being productive and address each one. For example:

• We check our emails regularly throughout the day. Each time we do, we disrupt the focus and productivity we should have on our task. Check your emails at set times and prioritise those that need immediate attention and those which can be flagged for future action.
• Schedule your meetings realistically and stick to an agenda and timings. Blocking time off in your calendar allows you to focus with disturbances.
• Allocate time for admin to ensure you stay on top of your workload. Routine tasks need routine procedures to ensure your processes run smoothly.

5. Technology: Make sure you have the right technology in place

Make the most of the technology available to aid your productivity. Make things easier on yourself by using CRM or Goggle forms to capture data efficiently. Check you are processing payments in the best way and booking any appointments effectively.

6. Location: Where is the best place for you to be working?

When working from home try to carve out a comfortable working space away from distractions. Ensure you sit comfortably at a tidy desk in a well-lit area. These small adjustments will help you feel at ease and motivated when it comes to working.  

7. Outsource: Use a virtual assistant who has the expertise to support you in areas where you most need it

Recurring tasks such as email management, content creation, admin, client follow-ups etc can be outsourced to a virtual assistant. This helps you to streamline your business activities, lightens your workload, improves the performance and delivery of your admin tasks while ensuring nothing is overlooked.

Your productivity and how you measure it will vary from other people. It is important you think about how you work best, what your optimum environment is, how you organise and define your projects and what excites you most about what you do. Here at JMVA we can help you to organise your work and boost your productivity. Get in touch today and find out how we can help you become more efficient and productive in the workplace.