Hacks for Workplace Productivity

We all have days where productivity can be a challenge at work. Dips in motivation can happen for a lot of reasons: work and life stressors, a change in routine or healthy habits, or health challenges that affect our mental, cognitive, or physical capacity. Some of these things we may not have the power to improve, at least not right away.

The good news is there are tools and strategies you can use to improve your concentration and efficiency in the short term. By making intentional changes, you can perform at work (and in life) while still supporting your health.

Note: the list of applications and tools listed in this blog are not exhaustive – there are many more that could be helpful based on your personal needs. We are not affiliated with any of the companies or tools mentioned.

Strategies to Improve Productivity

Make a Plan and Set Goals

• Start each day or week by setting clear intentions about what you want to accomplish.
• Use frameworks like SMART goals to ensure your objectives are specific, measurable, achievable, relevant, and time-bound.
• Before starting a task, visualize yourself completing it successfully. Imagine the steps you’ll take and how you might overcome potential challenges.

Get Organized

• Use tools like digital planners or organizational apps to streamline your workflow, such as Microsoft Planner or Microsoft Loop.
• Implement time-blocking to allocate focused periods for specific tasks, reducing distractions and improving efficiency.
• To visualize ideas and organize thoughts, try a mind mapping software (MindMeister, XMind, Microsoft Whiteboard, Figma, etc.)
• If concentration or notetaking is a challenge in meetings, an AI notetaker (Zoom AI, MS Teams AI, Otter AI, etc.) can keep track of key ideas and provide a meeting transcript that can be reviewed post-meeting.

Prioritize Work to Manage Cognitive Load

• Break tasks into smaller, manageable steps to avoid feeling overwhelmed. Platforms like Trello or Asana, or tools like GoblinTools, can help break down projects into manageable tasks, set deadlines, and track progress.
• Complete small tasks first to build a sense of accomplishment and momentum.
• Avoid multitasking – it can dilute your focus and energy.
• Categorize tasks by prioritization: urgent, can complete later, or back burner (try using the Eisenhower Matrix).
• Try the Pomodoro Technique: work for 25 minutes, then take a 5-minute break.

Take Care of Your Health

Burning yourself out will ultimately hinder productivity.

• Be mindful of where you are on the mental health continuum so you can understand your stressors and find healthy recovery strategies.
• Incorporate regular breaks into your day to recharge.
• Practice mindfulness techniques like deep breathing or meditation.
• Maintain a balanced lifestyle with proper eating, exercise, and sleep habits.
• Use technology to support your mental health. There are apps that can help with mood, fitness, mindfulness, and therapy.
• Don’t hesitate to ask for help when needed. Reach out to your manager, friends and family, or healthcare professionals for support.

Build Sustainable Habits

• Establish routines that align with your goals and daily tasks—the predictability and control of a regular routine can have huge mental health benefits.
• Have an accountability buddy to help you stay on track with your habits.
• Connect your habits back to your values - how do your daily actions support your long-term goals?
• Celebrate small wins to reinforce positive habits and maintain motivation.
• Reflect on your productivity patterns and adjust strategies as needed to stay on track. Notice when you have the most energy and least energy during your day.

Optimize Your Work Environment

• Declutter your workspace to create a more focused and productive environment.
• Adjust lighting and temperature to your comfort for optimal focus.
• Make sure you are getting regular movement breaks at work to increase blood flow and reduce chance of injury. 
• Ensure your workspace is set up ergonomically to support your physical health while working.
• Minimize distractions such as your phone or unnecessary noises. Keep your device on silent or out of sight, or try the Forest app to encourage mindful habits and concentration. Work in a quiet space, if possible, or try noise-cancelling headphones or music apps like Focus@Will.

Embrace a Positive Mindset to Navigate Off Days

Not every day will be your most productive, and that’s okay.

• Acknowledge your feelings with compassion rather than self-criticism.
• Adjust expectations based on your current capacity. Are you nearing burnout, feeling unwell, or overly tired? Temporarily scaling back your output or rescheduling some work to another day may be necessary.
• Focus on the wins, no matter how small.
• Practice gratitude to maintain a positive outlook and build up your resilience.

What If Low Productivity Isn’t Just a Slump?

Sometimes, low productivity over an extended period may signal underlying health issues. Consider the following questions:

• Have you noticed ongoing changes to your cognitive abilities (i.e., memory, concentration, problem-solving abilities, etc.)?
• Are you experiencing mental health struggles?
• Do you have a disability that might require accommodations to support your work?

If so, it may be time to seek out professional assistance.

An Occupational Therapist (OT) can help. OTs are regulated health professionals who address barriers interfering with a person’s ability to perform at work. An OT can assess an employee, their work tasks, and their workstation to provide a clear understanding of their abilities. They collaborate with both the employee and employer to develop strategies that promote success and productivity in the workplace.

If you think mental health support, accommodation strategies, or success coaching might be right for you or your employee, contact us at [email protected] to learn more.