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In the fast-paced world of modern business, finding ways to maximize productivity is essential for success. In this insightful article, leading voices in transformational leadership and growth strategy share their most effective techniques.
These experts reveal twenty game-changing strategies, from the importance of being present and focused to creating a distraction-free environment. Dive into these valuable insights and transform your daily routine for greater efficiency and effectiveness.
Experts Guide On The Top Productivity Techniques to Get More Done Faster
Let’s now jump to the expert guide on how to get more done faster:
1. Be Present and Focused
BE PRESENT! Productivity doesn’t come from doing more or multitasking. True flow and effectiveness happen when we focus fully on the task at hand. Before jumping into action, I remind myself to become present first. This simple shift sharpens my mental focus, reduces distractions, and lets me do more in less time.
Presence is where real power exists. I’m no longer fragmented by past worries or future fears when I’m fully here. Anxiety doesn’t exist in the present. My mind quiets, and the work reveals its natural rhythm. Tasks that once felt like uphill battles now align effortlessly. Instead of pushing through resistance, I move with greater clarity and ease, and stress melts away.
To stay present, I use a few simple techniques:
- Pause and breathe – Before starting a task, I breathe deeply into my belly. This helps clear my mental clutter and brings me into the now.
- Single-task intentionally – I commit to one task at a time. I’m a “natural multi-tasker,” which I know often doesn’t benefit me. If my mind gets distracted, I gently bring it back to the task at hand. Single-task focus amplifies my effectiveness.
- Set mindful boundaries – I eliminate potential distractions. Phone on silent, email closed, clear workspace. Each boundary reinforces presence.
When I stay present, I don’t just get more done—I get the right things done. The quality of my attention elevates the quality of my work.
Regina Huber, Transformational Leadership Coach, Speaker, Author, CEO, Transform Your Performance
2. Use Time-Blocking and Pomodoro Technique
With so many tasks competing for attention, finding an effective productivity technique is crucial. The one that has worked best for me is time-blocking combined with the Pomodoro Technique.
Time-blocking is all about setting aside specific chunks of time throughout the day to focus on particular tasks or projects. Instead of jumping between tasks, I block off 60-90 minutes to dive deep into one thing at a time. This reduces distractions and helps me maintain a clear focus on what matters most.
But here’s where the Pomodoro Technique comes in: I break my time blocks into 25-minute sprints, followed by a 5-minute break. After four Pomodoros, I take a longer 15-30 minute break. This method helps me maintain peak focus without burning out. It’s all about staying sharp and energized while still getting a lot done in a short amount of time.
The key takeaway is that both techniques rely on structure and discipline, which is especially important in a fast-paced industry like solar energy, where I need to make decisions quickly and efficiently. Using these methods, I’ve streamlined my day, minimized multitasking, and stayed on top of everything from team leadership to strategic planning. It’s been a game-changer in terms of maximizing my productivity without sacrificing quality or mental clarity!
Phill Stevens, Founder & CEO, Avail Solar
3. Bias Toward Action
The best productivity hack I’ve found is having a bias toward action (less thinking, more doing). When faced with denial, I’ve found that action, even sloppy action, gets things done faster than overthinking ever can. And if I’m torn between two things, I choose one and get to work.
If it’s the wrong decision, that’s feedback all on its own because now I know what doesn’t work. That, I’ve found, removes a lot of wasted time that is spent analyzing and establishes momentum. The way to get somewhere is through action and not just from standing there, looking at every small thing.
The same thing with confidence and the fear of making a mistake. I’ve learned to view mistakes as trials, not regressions, because, once I’ve learned from them, I know where to go next. For instance, when I’m just releasing a new project and the process can get sluggish waiting for everything to be perfect, I work on getting a functional version out there.
If there is something I can do better, I do it right then and run with it. Quick and decisive action doesn’t just get things done, it also sharpens your mind for adjusting and changing. But in the long run, this makes you stop fretting about not succeeding and start learning by doing, and that always works out better.
Matthew Goulart, Founder, Ignite Digital
4. Utilize AI for Productivity
For me, hands down, I’d have to say utilizing AI! Anything I’m struggling to get started on, or make meaningful progress with, I type into AI and have it give me a push. As the CEO, I also model this during team meetings.
Instead of saying, “X person, you go work on this,” I say, “Let me type this into AI and get us started in the right direction.” It frees my team up to not be ashamed of using a tool designed for our efficiency and also gives them examples of how and when to use it. It’s been a GAMECHANGER for us.
Kerri Roberts, Founder & CEO, Salt & Light Advisors
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5. Plan Tomorrow’s Top Three Tasks
The way I see it, something as simple as writing down tomorrow’s top three tasks the night before works wonders. Before logging off, I pick the three things that will bring the most value if completed the next day. In the morning, I dive straight into these priorities, fresh and motivated. This sets a productive tone and eliminates the confusion of deciding what’s important at the start of the day. By following this system, I consistently move the needle on my goals without getting sidetracked by less crucial tasks.
Ambrosio Arizu, Co-Founder & Managing Partner, Argoz Consultants
6. Create Daily Themes
A while ago, I struggled to keep up with my workload and frequently felt overwhelmed. That’s when I unintentionally discovered the value of creating a daily theme. Instead of juggling multiple types of jobs every day, I now devote each day to a single area of work.
We set aside Mondays for planning and strategy, Tuesdays for meetings, Wednesdays for creative work, and so on. I recall one week when this technique worked—I had a full day of creative work with no distractions from other types of tasks. Not only did I generate higher-quality products, but I also finished the day feeling accomplished rather than dispersed.
This method has been transformational. It allows me to focus more on my work because I know I have time for everything throughout the week. If you’re feeling overwhelmed by a long list of tasks, theming your days could provide the focus and clarity you need to increase productivity and job happiness.
Volen Vulkov, Co-founder, Enhancv
7. Reduce Context Switching
The biggest productivity technique is to reduce context switching. Context switching, or frequently shifting between tasks, can be a major productivity killer for executives. This is why I’ve adopted several strategies to combat this. My best one has been having themed days.
Instead of juggling multiple types of tasks every day, you dedicate entire days to specific activities. For example, you could have a day dedicated solely to meetings, where you schedule all your discussions and collaborations.
Another day could be focused on deep work, giving you uninterrupted time to tackle important projects or creative thinking. Themed days eliminate the mental burden of constant context switching, enabling you to dive deep into one type of activity and achieve greater productivity and efficiency.
Fineas Tatar, Co-CEO, Viva – Executive Assistants
8. Work in Blocks
As a manager and entrepreneur, productivity is crucial, and over time, several techniques have proven effective in accomplishing more in less time. Here are some strategies that work best:
- Work in Blocks: Batch similar tasks together and assign specific days for each type of activity. For instance, Mondays could be for meetings, Tuesdays for strategy, and Wednesdays for creative tasks. This reduces task-switching and helps maintain focus.
- Put Everything in the Calendar: Schedule everything—meetings, personal tasks, and project deadlines—into the calendar. This ensures that nothing slips through the cracks and helps balance the day effectively.
- One Task at a Time: Multitasking often leads to mistakes. Instead, focus on one task at a time, whether it’s a meeting, project, or assignment. This enhances the quality of work and maintains focus.
- Complete Small Tasks First: Tackle smaller tasks early in the day or week to build momentum. Clearing these off the to-do list makes it easier to focus on bigger, more time-consuming tasks.
- Distinguish Between Urgent and Important: Not everything urgent is important, and not everything important is urgent. Focus on tasks that truly move the needle and avoid unnecessary stress.
- Leverage Peak Productivity Hours: Productivity peaks during specific times of the day, such as when first arriving at the office or after a short break. Dedicate these hours to the most critical tasks for maximum output.
- Prioritize High ROI Tasks: Focus on tasks that yield the highest return on investment, whether it’s time, revenue, or resources. Completing these first ensures that efforts make the biggest impact.
- Use Task Management Tools: Task management tools like Trello are essential for staying organized. They help track tasks, assign responsibilities, and ensure nothing is overlooked.
- Step-by-Step Approach: Avoid taking on too much at once. Break tasks into smaller steps, completing them one by one to ensure steady progress and prevent burnout.
These techniques can significantly improve productivity, reduce stress, and allow entrepreneurs and managers to achieve more with their time, all while maintaining a balanced approach to work.
Sahil Sachdeva, CEO & Founder, Level Up PR
9. Respect ‘Me Time’
A mentor once told me that to be successful “me time” is not a luxury or pampering, it is maintenance! Respecting my time on the calendar and taking myself as seriously as I take my most important clients is the least I can do for self-care because if I am not at my peak performance.
I am not going to be useful to anyone else either so I recommend permitting yourself to say no (no to an alarm clock), meditating, taking a walk, delegating more work, or just turning off your phone (no I will respond later on my schedule) and disconnecting from technology periodically to focus on cultivating human, face-to-face relationships. I have found that building relationships is what drives my business and technology supports them once they are solidified. Technology helps advance the conversation but it will never replace the human interaction that builds trust over time.
Find creative ways to multitask that incorporate work and exercise. I like taking public transportation when possible, parking at the far end of the lot, and walking as well as taking the stairs instead of the elevator; it adds up to a lot of extra steps and movement if you do it every day.
I measure productivity by what I get done, it is based on accomplishments, not activity. People need more downtime now; we are all under a lot of stress with so many moving parts. Our job is to get through this period together intact, that will make us all feel we have been productive.
Paige Arnof-Fenn, Founder & CEO, Mavens & Moguls
10. Use GTD System
The productivity hack that has made my work habits a whole new world is the GTD (Getting Things Done) system that I use every day to keep my work tidy and organized. Being a home improvement business owner involves client meetings, site inspections, schedules, and expanding the company so it’s imperative that you are prepared.
The number one thing I’ve found incredibly helpful is getting all of the tasks whether they’re big or small in one place so nothing hangs in the back of my head. My first draft, be it a client call or a marketing idea, is written right away, usually in a to-do list app such as Todoist. This practice affords me the mental space to concentrate on what I’m doing rather than worrying about what I might forget. Then, I convert those tasks into action items and sort out what to tackle first. So, for instance, I simplify projects into “Call siding vendor to quote” instead of “Finish client project.”
I’ve also learned to pinpoint which tasks I can leave to my team, keeping my eye on the right decisions for the business. I complete the weekly run-through, re-checking what’s been done, and resetting the priorities for the following week. My favorite thing about the GTD is that it takes away the anxiety of having to do everything mentally and maintains my focus during the busiest weeks.
Tyler Hull, Owner and General Manager, Modern Exterior
11. Take Regular Breaks
From my experience, the key to staying productive is taking regular breaks. I schedule short pauses between tasks, not just to rest, but to recharge. These moments help me reset, so when I dive into the next task, I’m focused and ready. It’s a simple habit that’s made a big difference in my work.
Dinesh Agarwal, Founder, CEO, RecurPost
12. Practice Habit Stacking
As an entrepreneur myself and a freelancer who focuses on helping small businesses scale sustainably, I know firsthand how important time management is.
For me, habit stacking isn’t just a productivity hack—it’s a lifestyle. In my world: I keep my cats’ food bowls in the bathroom, so while they eat, I handle my contacts, teeth brushing, and flossing. I practice standing on one foot while waiting for my morning coffee to brew. (Balance and caffeine? Yes, please!) I complete a 15-minute meditation before I reward myself with Wordle and my other morning word puzzles. (PS: is anyone else addicted to the new LinkedIn games!?!) I stretch or foam roll while bingeing my favorite shows—self-care meets screen time!
What I love the most about habit stacking is that it’s all about making the most of the moments you already have and turning them into stepping stones for bigger habits. Here’s why I love habit stacking: it’s not about doing more—it’s about doing smarter. Think of it as pairing a new habit with something you already do every day, transforming small actions into sustainable routines. It’s such a simple strategy, but it works wonders for making habits last and building momentum toward your goals.
Pamela King, Small Business Optimizer, Pamela King Consulting
13. Use Asana for Task Management
One of the best ways we stay productive is by using Asana for task management. It helps us keep our projects organized, set clear deadlines, and assign tasks to the right team members. This way, everyone knows what they’re supposed to do, and nothing gets overlooked. For instance, when we launch a big marketing campaign, Asana lets us break the project into smaller tasks, delegate them, and track our progress in real time. It keeps us on track, and focused, and ensures we meet our deadlines without the usual stress.
Rodney Warner, CEO & Founder, Connective Web Design
14. Use Shared Notion Board
As an entrepreneur, I always feel as if there is never enough time in the day. This is a problem that is best overcome with good organization. I use a shared Notion board with my team where we can plan tasks, and content schedules, and keep track of major projects.
The shared Notion board allows me to delegate and track progress from the rest of the team. I can also order tasks in order of importance, which means I don’t get bogged down in smaller tasks while neglecting a major project.
15. Focus on Main Priority First Hour
Dedicating the first hour of my day to my main priority is a practice that has significantly improved how I work. It all started when I realized I was spending too much time responding to emails and other minor activities rather than focusing on what was genuinely important.
I recall a day when we were in the process of launching a new project. The strain was immense, and distractions were everywhere. I discovered that spending the first hour of each day on strategic planning allowed me to create a quiet place for serious attention. This not only improved my decision-making skills, but also established a positive tone for the rest of the day.
I’ve observed that conserving this hour allows me to get more done with less stress. It’s amazing how effective sixty minutes can be when dedicated to your most critical activity. This method has helped me stay focused on my priorities and make substantial progress day after day.
Silvia Angeloro, Executive Coach, Resume Mentor
16. Apply 80/20 Rule
In the fast-paced world of business, time is the ultimate currency. Mastering the art of “doing more with less” becomes essential. Productivity is about working smarter, not harder.
Ready to reclaim your time? Here are some of the most effective productivity techniques used by successful managers and entrepreneurs.
The 80/20 Rule (Pareto Principle) – 80% of results come from 20% of your efforts. Identify the “high-impact” tasks that drive the most value—and focus on those first. Identify the top 20% of tasks that generate 80% of your outcomes. Prioritize these activities and delegate, automate, or eliminate the rest.
Time Blocking – Control your schedule, or your schedule will control you. Instead of reacting to emails and meetings all day, plan your day.
The Two-Minute Rule (David Allen’s GTD Method) – If it takes less than 2 minutes, do it now. This technique prevents small tasks from piling up. Instead of adding every little task to your to-do list, handle it immediately if it takes less than 2 minutes to complete.
The Eisenhower Matrix (Urgent vs. Important) – Don’t prioritize your schedule—schedule your priorities. The Eisenhower Matrix divides tasks into 4 quadrants:
- Urgent & Important: Do it now.
- Important but Not Urgent: Schedule it.
- Urgent but Not Important: Delegate it.
- Not Urgent & Not Important: Eliminate it.
Batch Processing – Group similar tasks together for maximum efficiency. Do them back-to-back. Ex. emails, admin work, or phone calls can be completed together.
Daily Top 3 (Most Important Tasks) – Start your day with 3 key wins in mind. Instead of a never-ending to-do list, focus on 3 main goals each day. Prioritize high-impact tasks instead of busy work. At the start of each day, write down 3 “must-win” tasks. Work on these before anything else.
If you’re tired of “busy” work that leaves you feeling unproductive, consider adopting one (or more) of these techniques. Test them, see what works for your personality, and tailor them to your role. Because at the end of the day, success isn’t just about how much you do—it’s about what you do and how you do it.
Avarel Smith, Certified Dating & Relationship Coach for Women; Founder, Seeking Synergy LLC
17. Combine Two-Minute Rule and Delegation
I rely heavily on the two-minute rule combined with smart delegation. Whenever I see a task that can be completed in two minutes or less—whether it’s responding to an email or fixing a bug—I just do it immediately. It’s a small thing, but it helps clear out distractions quickly. For bigger projects, I practice strategic delegation.
As a CTO, I know that I can’t be everywhere at once, so I make it a point to delegate tasks to team members who are specialists in certain areas. This keeps things moving smoothly and allows me to focus on higher-level strategy.
Paul DeMott, Chief Technology Officer, Helium SEO
18. Use Eisenhower Matrix
The best technique I have found to boost productivity is the Eisenhower Matrix. It helps me prioritize tasks based on urgency and importance, which is vital when managing multiple campaigns. I’m constantly balancing immediate demands like responding to customer inquiries or analyzing campaign results with longer-term strategies, like brand partnerships or content planning.
By categorizing tasks, I ensure that I’m not spending too much time on tasks that aren’t driving results, and I can allocate my energy to high-impact areas like driving customer engagement.
Wesley Littlefield, Marketing Manager, Anglers
19. Implement Planned Time Blocking
Planned time blocking. Hands down one of the best self-management techniques to getting things done. Currently, we are experimenting with a weekly blocker for all in the C-suite: a non-negotiable focus time block. For example, if you are the founder/CEO, you have certain unique duties.
Yet, the faster you move with your company, the more your calendar will get filled with external meetings and internal, daily emergencies you have to attend to. The frequent mental task switching slows down your thinking significantly and is mentally draining. Thus, even a one-time blocker, where you can work on your A-priorities with full focus for an hour or two, will feel almost like a super-propellant.
Andreas Rüegger, Growth strategist
20. Create Distraction-Free Environment
I get a lot more done in less time when I create a distraction-free environment. That means putting my phone away while keeping it on silent and not having any tabs open that are not related to the work I’m trying to do.
The only exception is Todoist, which I keep open to jot down anything that comes to mind that I want or need to do at some point and that could be tempting for me to do instead of the work I’m supposed to be doing. By quickly adding it to Todoist, I know it’s saved and I can deal with it later.
Sofie Couwenbergh, Content Strategist & Writer, Sofie Couwenbergh
Over To You!
We have discussed and incorporated the handpicked productivity techniques by industry experts. Now let us know what is your favorite productivity technique? You can write to us at [email protected]
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