15 Productivity Methods You Should Know About

There is no single method that works for everybody. Everyone has their own preferred productivity methods and techniques.

Do you go full steam in the morning? Or procrastinate until the last minute?

But if you just made the decision to be more productive, where do you start?

The long list of productivity techniques out there can be overwhelming and confusing.

So, to help you out.  I scoured through the internet to find 15 simple productivity methods that I think are worth trying.

Some of them are well-known, while others are a bit obscure.

You can use any of these as a starting point to get you on the path to being more productive.

So, without further delay, let’s get into it.  

15 Productivity Methods You Should Know About

1) Kanban system

Overview

Kanban is a productivity method that has its roots in Japan. Kanban combines simplicity and effectiveness to keep you organized and on top of your tasks. “Kan,” means sign, and “Ban,” refers to a board.

It all started with shop owners in crowded streets who created custom shop signs, known as “KanBans.” KanBans grab the attention of passersby and inform them about the shop’s services. 

Fascinating, isn’t it?

Fast forward to the late 1940s, Toyota factories adopted this concept to enhance their manufacturing efficiency.

The result?

The kanban system, a scheduling system that revolutionized the industry.

And guess what?  It’s now used worldwide across different sectors, helping professionals like you supercharge their productivity.

How does the kanban system work?

1. Divide a board into three columns representing different stages of your workflow. It could be as basic as “To Do,” “In Progress,” and “Done.” You can use digital Kanban tools too.
2. You start by writing down your tasks or projects on sticky notes or cards and placing them in the first column.
3. As you begin working, you move each task to the “In Progress” column. And finally, when completed, you shift it to the “Done” column.

Pros

• Get a clear overview of your workload.
• Easily identify bottlenecks or tasks that needs your attention.
• Helps you to prioritize tasks.
• Prevents you from feeling overwhelmed.
• Promotes collaboration and transparency.
• Very flexible.

Cons

• Not suitable for strict schedules and detailed planning.
• Physical board management can be cumbersome.

Tool suggestions

• Todoist
• Trello
• Notion
• Asana
• ClickUp

2) Eat the frog

Overview

Are you familiar with the phrase “eat that frog?” It is a common expression used to encourage productivity among individuals.

The phrase rose in popularity from Brian Tracy‘s book “Eat that Frog!” where he explains his productivity and time management philosophy.

However, do you know where the expression’s origins stem from?

Interestingly, you can trace back the term “eat that frog” to the famous writer, Mark Twain. 

Twain once used the phrase to explain how doing the most challenging task first thing in the morning (like eating a frog) allows you to move through the rest of the day with ease. Since the worst has already passed.

Referencing this strategy to overcome difficult tasks. Brian Tracy’s adoption of the “eat that frog” philosophy influenced many people worldwide and became quite the idiom.

How does eat the frog work?

1. Imagine your to-do list filled with various tasks, some easy and some challenging.
2. Identify the most difficult or important task. The one you’re likely to procrastinate on and tackle it first thing in the morning. 
3. In other words, you “eat a frog” before moving on to anything else. Starting with the most challenging task sets the tone for the rest of your day. By getting the hardest thing out of the way, you eliminate the anxiety and mental burden that can hang over you.

Pros

• Helps you to prioritize and focus on what truly matters.
• Builds discipline and resilience.
• Helps you to develop the habit of taking on difficult tasks head-on.

Cons

• It can be hard to determine which task qualifies as the “frog”.
• Some struggle with the idea of doing something they don’t enjoy right off the bat.
• It is important to maintain a balance so you don’t neglect other important tasks while concentrating on difficult ones.

3) The Pomodoro technique

Overview

I’m sure you know this effective time-management technique.

Francesco Cirillo developed this popular time-management system back in the late 1980s. And it helped countless people improve their focus and efficiency.

He named the technique “pomodoro,” which means tomato in Italian, after the tomato-shaped timer he used as a university student. 

The technique involves breaking down work tasks into 25-minute intervals, known as pomodoros, with breaks in between each interval.

How does the Pomodoro technique work?

1. Break your work into short, focused bursts, typically around 25 minutes, called “Pomodoros.”
2. You set a timer, and during each Pomodoro, you give your undivided attention to a single task.
3. Once the timer goes off, you take a short break, around 5 minutes, to recharge.
4. After completing a set of four Pomodoros, you take a longer break, usually around 15-30 minutes. This structured approach helps you maintain focus, combat procrastination, and manage your time effectively.

Pros

• Enhances your concentration and productivity.
• Trains your brain to focus intensely on one task at a time.
• Increases efficiency and better quality work.
• Prevents burnout.
• Helps to sustain your energy throughout the day.

Cons

• It can be challenging to stick to strict time intervals.
• Too frequent breaks can cause interruption.
• Certain tasks require longer stretches of uninterrupted work.

Tool suggestions

• Pomodor
• MarinaraTimer
• Forest
• Focus To Do
• Toggl Track

4) The Eisenhower matrix

Overview

Dwight D. Eisenhower, a former U.S. President recognized for his exceptional time management skills, is the namesake of this decision-making aid.

While it’s unclear whether Eisenhower originated the matrix, he is credited with the quote that inspired it:

“I have two kinds of problems, the urgent and the important. The urgent are not important, and the important are never urgent.”

This quote paved the way for developing a method to organize work priorities known as the Eisenhower Matrix.

Stephen Covey wrote about the Eisenhower Matrix in his book “The 7 Habits of Highly Effective People.” The book’s popularity helped to spread the word and popularize the matrix.

How does the Eisenhower matrix work?

1. Imagine a 2×2 grid with four quadrants.
2. The first quadrant is for tasks that are both urgent and important. These are your top priorities, and you should tackle them right away.
3. The second quadrant is for urgent but not important tasks. You can delegate these or address them quickly. These tasks shouldn’t take up too much of your valuable time.
4. The third quadrant is for important but not urgent tasks. You should schedule these and give them the attention they deserve.
5. Finally, the fourth quadrant is for tasks that are neither urgent nor important. These are the tasks you can eliminate or minimize to free up more time for what truly matters.

Pros

• Helps you gain clarity and focus by separating tasks into clear categories.
• Helps you to allocate time and energy accordingly.
• Prevents you from constantly firefighting.
• Prevents burnout.
• Allows you to be proactive in your approach to tasks.

Cons

• It can be challenging to accurately assess the urgency and importance of tasks.
• Risks of misprioritization.
• The matrix requires regular review and update as priorities shift to ensure its effectiveness.

5) Biological prime time

Overview

Biological Prime Time is a concept that revolves around your natural energy levels and cognitive function cycles.

In simple terms, Biological Prime Time means identifying the periods of the day when your alertness, focus, and energy levels are at their highest.

It’s about recognizing your optimal windows for peak performance. By aligning your most important tasks with these peak periods, you can maximize your productivity and efficiency.

How does biological prime time work?

1. Start by paying attention to your own body and energy levels throughout the day. Notice when you feel most alert, when your concentration is at its peak. And when you experience slumps or dips in energy. This awareness will help you identify your Biological Prime Time, which typically consists of a few hours each day.

2. Once you’ve identified your prime time, schedule your most demanding, high-priority tasks during those periods. This way, you’re leveraging your peak mental and physical capabilities to tackle important work. Reserve less mentally demanding tasks or activities for the times when your energy naturally dips.

Pros

• Capitalizes on your natural energy patterns.
• Helps you to work more efficiently and with greater focus.
• Helps to prevent wasting valuable time and effort on tasks when your energy levels are low.
• Reduces stress levels and burnout.
• Leads to a healthy work-life balance.

Cons

• Schedules and obligations may not always align perfectly with your Biological Prime Time.
• Requires a ton of self-accountability.
• Your Biological Prime Time may change over time.

6) The two-minute rule

Overview

The Two-Minute Rule is a productivity method that can save you so much time. David Allen originally coined this principle in his famous book entitled, “Getting Things Done”

It suggests that if a specific task requires less than two minutes to complete, you should finish it immediately. Instead of delaying or putting it off until later.

By following this rule, you’ll get small yet essential tasks out of the way. And avoid the mental clutter and distraction they would otherwise cause.

How does the two-minute rule work?

1. When you come across a task that requires two minutes or less to accomplish, don’t put it off for later. Instead, tackle it right away.

Pros

• Helps prevent a backlog of small tasks that can pile up and feel overwhelming.
• Addressing these tasks gives you a sense of progress and accomplishment.
• Helps you to avoid the mental weight of unfinished tasks.
• Reduces stress and burnout.

Cons

• Not be suitable for every situation.
• Can be a cause of distraction if you focus on doing small unimportant tasks first, rather than prioritizing the important ones.

7) The rule of three

Overview

The Rule of Three empowers you to prioritize tasks by identifying three key objectives to focus on within a specific timeframe. By using this powerful productivity tool, you gain a framework for better decision-making and resource allocation.

Introduced by J.D. Meier, an esteemed author and productivity expert, the Rule of Three has quickly gained recognition and widespread adoption. Meier’s book, Getting Results the Agile Way, serves as the foundation for this highly effective method.

How does the rule of three work?

1. First, let’s tackle today. Write down three things you want to accomplish before the day is over.
2. Next, shift your attention to the bigger picture—this week. Identify three meaningful tasks or milestones you want to achieve by the end of the week.
3. Lastly, let’s zoom out and think long-term. Jot down three ambitious yet attainable goals you want to accomplish within this year.

Pros

• Promotes clarity and prioritization.
• Forces you to evaluate and identify the three most important things to accomplish.
• Helps prevent multitasking and scattered efforts.
• Encourages to concentrate on a limited set of tasks.

Cons

• Not suitable for everyone or every situation.
• Three may be too little or too much for some people.

8) Time blocking

Overview

Time Blocking is a technique that involves dividing your day into distinct blocks of time dedicated to specific tasks or activities. 

Rather than having a vague to-do list or haphazard schedule. Time Blocking provides a structured framework to allocate your time effectively and ensure focused work.

How does time blocking work?

1. Start by identifying the different types of tasks you need to accomplish.
2. Then, assign specific blocks of time on your schedule for each category. This way, you have designated periods solely dedicated to those tasks.
3. During each time block, commit to working exclusively on the assigned task without distractions. Set clear goals for what you aim to achieve during that time and give it your undivided attention.
4. Remember to incorporate breaks and transition periods between blocks to recharge and switch gears.

Pros

• Promotes focus and concentration by eliminating the constant switching between tasks.
• Minimize interruptions and increase your productivity by dedicating specific time blocks to individual activities.
• Helps allocate your time according to the importance and urgency of tasks.

Cons

• Requires your discipline and adherence to the schedule.
• Unexpected events or interruptions may disrupt planned blocks.
• You need to find the right balance between structure and adaptability.

Tool suggestions

• Sunsama
• Clockwise
• Plan
• Planyway
• TickTick

9) SMART goals

Overview

The SMART Goals method is an acronym that stands for Specific, Measurable, Achievable, Relevant, and Time-bound. SMART Goals is a framework that helps you set objectives that are clear, well-defined, and highly actionable. 

By using the SMART Goals method, you can transform vague aspirations into concrete targets that drive results.

How does SMART goals work?

Let’s break down each component of SMART:

1. Specific: Your goal should be clear and well-defined. Specifically, it should answer questions like who, what, where, when, and why.
2. Measurable: Your goal should be quantifiable or measurable. Having measurable goals allows you to track progress and determine when you have achieved your goal.
3. Achievable: Your goal should be within reach and not overly ambitious. Your goal should be something that you have the skills, resources, and capabilities to accomplish.
4. Relevant: You should align your goals with your overall objectives and priorities. It should be meaningful and have value in the context of your work or personal life.
5. Time-bound: Your goal should have a deadline or time frame. A time frame adds a sense of urgency and helps you stay on track.

Pros

• Brings clarity and focus to your objectives, making them more attainable.
• Creating measurable targets can help you to track progress, stay motivated, and celebrate milestones.
• Enhance planning and decision-making.
• Provide a roadmap for allocating resources and determining priorities.

Cons

• Overemphasis on metrics and measurability may neglect qualitative aspects or the importance of subjective factors.
• Being overly rigid with SMART criteria may hinder creativity or limit the exploration of new opportunities.

10) Task batching

Overview

Task Batching is a technique that involves grouping similar tasks together and tackling them in dedicated blocks of time.

It’s all about maximizing your productivity by focusing on similar activities during specific periods. Rather than jumping between unrelated tasks throughout the day.

With Task Batching, you’ll experience enhanced efficiency and a sense of flow in your work.

How does task batching work?

1. Start by categorizing your tasks based on their nature, such as emails, meetings, creative work, research, or administrative tasks.
2. Once you’ve identified the categories, batch together tasks that share commonalities. For example, you can allocate a specific block of time to respond to emails. Another block for brainstorming and creative work, and so on.
3. Assign specific time blocks on your schedule for each task category. Aim for uninterrupted periods where you can solely focus on those specific activities.
4. During each dedicated time block, dive into the corresponding tasks with full focus. Avoid switching between unrelated activities. 

Pros

• Helps to streamline workflow.
• Minimizes distractions, and enters a state of deep work.
• Maintain momentum and accomplish more in less time.
• Promotes better time management.
• Helps prevent decision fatigue.

Cons

• Some tasks may require immediate attention, disrupting the batching schedule.
• You need to find a balance between batching and addressing time-sensitive issues that may arise.

11) Single-tasking

Overview

Single-Tasking encourages you to dedicate your complete focus and energy to one task before moving on to the next. 

It eliminates distractions and resists the urge to multitask. Single-tasking enables you to achieve higher quality work and experience a greater sense of accomplishment.

How does single-tasking work?

1. Select one task from your to-do list that requires your immediate attention.
2. Minimize or eliminate distractions that can pull you away from your chosen task.
3. Allocate a specific time block solely for the chosen task. Dedicate yourself completely to it without switching to other activities or interruptions.
4. Dive deep into the task, giving it your full attention and concentration. Immerse yourself in the task at hand, leveraging your undivided focus to produce high-quality results.

Pros

• Enhances focus and concentration.
• Allows you to delve into the details and produce better outcomes.
• Eliminates multi-tasking.
• Reduces mental fatigue and improves efficiency.
• Provides a state of flow.

Cons

• Requires discipline and self-control.
• Urgent or time-sensitive tasks may still require immediate attention.

12) The not-to-do list

Overview

I’m sure every day you have your to-do list. But have you ever heard of its counterpart — the Not-to-do List? This productivity method is the other side of the coin and can greatly improve your efficiency.

The Not-to-do List involves identifying and listing the activities or habits that hinder your productivity. And steer you away from your objectives.

It’s a conscious decision of what to eliminate in order to free yourself from unproductive tasks. And make room for more meaning-driven work and priorities.

How does the not-to-do list work?

1. Take a step back and reflect on activities that drain your time and energy without contributing to your goals.
2. Write down these activities on your Not-to-do List, making it clear what you will consciously avoid or minimize. Be specific about the actions you want to eliminate or reduce.
3. Keep your Not-to-do List visible and refer to it regularly.
4. Use this list as a guide to politely decline requests or opportunities that do not align with your goals or priorities.

Pros

• Maintain focus on high-priority tasks.
• Protects time from nonessential activities.
• Eliminates or reduces unproductive habits
• Frees up mental energy and enhances productivity.
• Promotes better work-life balance.
• Helps avoid unnecessary tasks and commitments.

Cons

• Can be challenging to break ingrained habits or decline requests.
• Prioritizing tasks solely based on what you won’t do may overlook opportunities for growth or exploration.
• You need to strike a balance between eliminating unproductive activities and staying open to new possibilities.

13) Getting things done

Overview

If you’re seeking a productivity method that brings order to your chaos, look no further than the renowned system called Getting Things Done (GTD). 

Developed by productivity guru David Allen, GTD offers a comprehensive approach to managing tasks, organizing information, and reducing mental clutter.

Through his book, Allen shared his time management system. It emphasizes capturing all tasks and commitments in an organized manner to reduce mental clutter and increase productivity.

How does getting things done work?

The core principle of GTD is capturing, clarifying, organizing, reflecting, and engaging. Let’s break it down:

1. Capture: Capture all your thoughts, ideas, and tasks by collecting them in a trusted system. This could be a notebook, a digital app, or even voice recordings. The goal is to get everything out of your mind and into a reliable external source.
2. Clarify: Once you’ve captured everything, go through each item. And determine its significance and what needs to be done. 

Ask yourself, “Is it actionable?” If yes, decide on the next steps. If not, consider discarding, delegating, or deferring it for later.

3. Organize: Categorize and organize your tasks and projects using a system that works for you. Create lists, folders, or tags based on context, priority, or time frame. The aim is to have a clear structure that allows easy retrieval and prioritization.
4. Review: Regularly review and update your lists, commitments, and goals. Reflect on what you need to do, what you can delegate. And what no longer serves your purpose. 
5. Engage: Finally, take action on your tasks, leveraging your organized system and clear priorities. Commit to completing each task with focus and intention, maintaining a sense of flow and productivity.

Pros

• Provides a systematic approach to organizing tasks resulting in a clear and structured workflow.
• Frees up mental space and alleviates the burden of trying to remember everything.
• Helps to stay focused on the present moment and tasks at hand.
• Minimizes distractions and enhances productivity.

Cons

• Can be time-consuming to set up initially.
• Requires effort and discipline to maintain.
• Not suitable for everyone.

14) Don’t break the chain

Overview

Are you struggling to stay consistent with your habits and goals? Try the simple yet powerful productivity method known as “Don’t Break The Chain”. 

This method, popularized by comedian Jerry Seinfeld, provides a visual and motivating approach to help you establish and maintain productive habits.

The technique involves committing to completing a daily goal for an extended period of time. Each day that you successfully complete your daily goal, you mark an “x” on a calendar. 

This method can help make forming habits easier and requires taking small actions toward a long-term goal every day.

How does don’t break the chain work?

1. Start by clearly defining the habit or activity you want to develop consistency.
2. Use a calendar, whether physical or digital, to represent each day of the month. Make sure it’s easily accessible and visible to you.
3. Each day you successfully complete the desired activity, mark it on the calendar with a satisfying visual cue. It could be an “X,” a checkmark, or even a sticker.
4. As you continue to complete the activity every day, a chain of marked days starts to form on the calendar. Your goal is to maintain an unbroken chain by not missing a single day.
5. Over a certain amount of time, the visual representation of the unbroken chain becomes a motivating force. You’ll feel a sense of accomplishment and develop a strong desire to preserve the chain, fostering consistency in your habit.

Pros

• Provides a tangible reminder of consistency and serves as a motivation to continue the streak.
• Creates a sense of accountability.
• Fosters habit formation and discipline.
• Simple, flexible, and adaptable.

Cons

• May create pressure to avoid breaking the chain.
• Can lead to a fear of missing a day or burnout. 

15) The Pareto (80/20) rule

Overview

Did you notice that a small portion of your efforts often leads to the majority of your results?

Vilfredo Pareto originally observed this pattern. He noticed that approximately 20% of the population owns 80% of the land in Italy.

People later applied this concept to various fields, including business, economics, and productivity. The 80/20 Rule suggests that roughly 80% of outcomes stem from 20% of inputs or efforts.

The 80/20 Rule helps to identify the vital few tasks that have the greatest impact on your productivity. And allows you to focus your energy where it matters most.

How does the Pareto (80/20) rule work?

1. Start by analyzing your workload. Identify the tasks, projects, or activities that contribute the most value or deliver the greatest impact. These are your “vital few” tasks.
2. Direct your attention and energy towards these high-impact tasks. Prioritize them over less important activities that make up the remaining 80% of your workload, the “trivial many.”
3. Consider whether any tasks in the trivial category you can eliminate or delegate. This way you can free up more time and resources for the vital few. This ensures you’re maximizing your efforts on what truly moves the needle.
4. Continuously monitor and assess the effectiveness of your efforts.

Pros

• Helps to prioritize tasks and focus on the activities that generate the greatest impact.
• Optimizes time and resources, achieving more with less.
• Fosters self-awareness by shedding light on the tasks that truly drive productivity.
• Allows you to make intentional choices about where to invest your time and energy.

Cons

• Not a one-size-fits-all approach, specific ratios may vary.
• May overlook necessary but less impactful tasks.

Productivity Methods (FAQs)

What to do next?

There you have it. These 15 productivity techniques will help you get more done in less time. The next step is to try them out. Pick one or two that look promising and give them a go!