13 practical productivity rules

1. Prioritise ruthlessly

Not all tasks are equally important. Focus on the 20% of tasks that give 80% of the results. Use the Eisenhower Matrix:

Urgent & important → Do now

Important, not urgent → Schedule

Urgent, not important → Delegate

Neither → Drop

2. Time-block your day

Set fixed blocks for specific activities instead of multitasking. For example:

8–10 AM: Deep work

10–12 PM: Emails & calls

This prevents constant context-switching, which kills productivity.

3. Follow the 2-minute rule

If a task takes less than two minutes, do it immediately. Small wins build momentum and clear mental clutter.

4. Set clear goals

Break down big projects into smaller, achievable steps. Define measurable outcomes, like:

“Write 500 words by 10 AM” instead of “Work on blog post.”

5. Limit distractions

Turn off notifications, use “Do Not Disturb,” and keep your workspace clean. Even a 5-minute distraction can derail your focus for 20–30 minutes.

6. Take intentional breaks

Use the Pomodoro Technique...25 minutes of focused work, 5-minute break. After 4 cycles, take a longer break. Rest boosts both creativity and efficiency.

7. Automate & delegate

Don’t do repetitive tasks manually. Use tools like calendar reminders, task apps, or AI assistants. Delegate tasks that don’t need your expertise.

8. Batch similar tasks

Group emails, calls, or admin work together instead of spreading them out. This reduces mental switching costs and speeds up completion.

9. Learn to say no

Every yes to one thing is a no to something else. Protect your time like a scarce resource. It's ’s your most valuable asset.

10. Reflect daily & weekly

Spend 5–10 minutes reviewing what worked, what didn’t, and plan tomorrow. Weekly reflection ensures you align with bigger goals.

11. Prioritise energy over time

Work when your energy is highest. If you’re sharper in the morning, tackle deep work then. Save low-energy periods for routine tasks.

12. Use single-tasking over multitasking

Focus fully on one task until it’s done. Multitasking creates stress and reduces output quality.

13. Track your progress

Visual progress boosts motivation. Use a checklist, habit tracker, or Kanban board to see what’s completed and what’s next.

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