Am I the only one who thinks time is moving faster and faster? In today’s fast-paced world, being busy seems to have become a badge of honour. This article serves a reminder that being busy doesn’t always mean being productive – in fact, it rarely does!
So many of us fall into common productivity traps without realising it; bad habits are a drain on time, energy, and focus.
This article shares tips on some practical ways to overcome some of the most common productivity mistakes.
Trying to Do Everything at Once
I rather like this quote….. “Multitasking is merely the opportunity to screw up more than one thing at a time.” Gary Keller
Answering emails while updating spreadsheets and taking phone calls may feel efficient, but studies consistently show that multitasking reduces focus and increases mistakes.
In fact, cognitive science has shown that our brains are wired for focus, not for handling simultaneous streams of tasks. A study from the University of Sussex found that people who regularly multitask show less brain density in areas responsible for empathy and cognitive control.
Instead of multitasking, aim to focus on one task at a time and complete it before moving on to the next.
A technique to try is time blocking – for example:
- 9am–10am: Emails
- 10am–12pm: Client work
- 1pm–2pm: Admin tasks
This keeps your brain focused and prevents constant switching between tasks.
Having an overwhelming to-do list.
Have you ever written a to-do list with 30 tasks on it and instantly felt stressed and overwhelmed?
Long lists can make productivity feel impossible and instead of motivating you, they can have the opposite effect and create overwhelm.
Try this….rather than staring at 30 tasks, break them into smaller groups of 4 or 5.
For example:
Instead of:
- Reply to emails
- Send invoices
- Schedule meetings
- Update CRM
- Post on social media
- Research suppliers
- Organise files
- Follow up clients
- Create report
- Book appointments
…and 10 more tasks.
Create categories:
Client Tasks
- Reply to emails
- Follow up clients
- Schedule meetings
- Send invoices
Admin Tasks
- Organise files
- Update CRM
- Book appointments
- Create report
Marketing Tasks
- Post on social media
- Research suppliers
- Plan content
- Review analytics
Breaking tasks into smaller ‘chunks’ can make your workload feel more manageable and achievable. It also gives you a clearer sense of progress throughout the day.
The pitfalls of a paper diary?
Paper diaries can still work for some people, but they also come with limitations including:
- No reminders
- Hard to rearrange tasks – Tippex anyone?
- Easy to lose track of deadlines
- Not accessible across devices
If your schedule changes frequently, relying only on paper planning may actually slow you down.
Consider switching to digital planning tools that sync across your phone, tablet, and computer. Digital calendars and productivity apps allow you to:
- Set reminders
- Move tasks easily
- Share schedules with teams
- Access everything on the go
- Keep everything tidy
That doesn’t mean paper planning is “wrong” — some people love physically writing tasks down. If you are very attached to your paper diary consider combining handwritten notes with digital systems.
Not Tracking Your Productivity
Many people assume they’re productive because they’re constantly working. But without tracking your time and habits, it’s difficult to know where your day is going.
There are a number of productivity apps that help to monitor tasks, deadlines, and focus time.
Two examples are:
Todoist is excellent for organising daily tasks, setting deadlines, and creating manageable to-do lists. You can:
- Create recurring tasks
- Prioritise important work
- Categorise projects
- Track completed tasks
It’s simple, clean, and ideal for professionals who want structure without complexity.
Trello
Trello uses boards, lists, and cards to visually organise work. It’s especially useful for:
- Managing multiple projects
- Team collaboration
- Tracking progress
- Breaking large tasks into smaller steps
The visual layout is appealing to many people, making it easy to see exactly what needs to be done next.
Do you say yes to everything?
Many people overload themselves because they struggle to say no. Taking on too much can quickly lead to burnout and reduced quality of work.
Learning to prioritise what truly matters can be a game changer.
Ask yourself:
- Does this task align with my goals?
- Is this urgent or just distracting?
- Can this be delegated?
Protecting your time is one of the most important productivity skills you can develop.
Summary
Productivity isn’t about doing more, or being busier, it’s about doing the right things more effectively.
Small changes such as those we’ve shared above, can make a huge difference to your workflow and mental clarity.
The key is creating systems that work for you, rather than constantly fighting against overwhelm.
We have helped many clients to harness their productivity and would love to chat to you if you would like some support – just email jill@jmva.co.uk