This week I’m sharing some of my favorite productivity advice and tools and how I use them to make the most of my time.
Sharing favorite productivity advice and tools can help us all be more productive!
This week I got to thinking about all the things I’ve heard and learned over the years of being a productivity nerd. Somebody asked me recently what’s the most important productivity advice or concept that I would share. If I had to boil it down to just the essentials, what would it be? I’m not sure what’s most important, but these are the key concepts or bits of advice that help me in making my life as productive and meaningful as I want it to be.
Favorite Productivity Advice
1. Write things down
This probably is the number one most important productivity advice I’ve received (or given).
How I implement it:
I don’t try to keep stuff in my head–I write down tasks, ideas, commitments . . . anything relevant to my live. For example, all appointments or other time-specific commitments are put into a calendar immediately, with all pertinent information included.
Why it’s a favorite:
Writing things down is a foundational habit that helps keep me organized. It also saves mental energy and stress because I’m not having to try to remember things (or worrying that I won’t). That leaves my mind free for more creative thinking and problem-solving
2. When organizing physical space, store like things together and put things you use most often in the most accessible spots
This came up when I was asked recently for some advice on organizing food in a kitchen with no actual pantry.
How I implement it:
This idea applies to any space you’re organizing. Think about what you do in that space and what you’re going to reach for most often while you’re doing it. Allocate the easiest-to-reach space to those things if you can and put similar things together. For example, in the kitchen, group sauces, spices, pasta, teas, etc. Store baking pans, mixing bowls, and other items used for baking together. In the office, put things together that you use to pay bills-paying supplies like the checkbook, stamps, etc. Have all your printer supplies and computer supplies together too. Same concept applies in the bathroom. For example, I have all my skincare products in one drawer and my makeup in another.
Why it’s a favorite:
Organizing my physical space makes it work better for me and allows me to be more efficient. Staying organized helps you know what you have, so you don’t end up overbuying. It also helps you find things when you need them.
3. Intentionally create and ruthlessly protect white space
Definition of white space: “the areas of a page without print or pictures”. The concept is important in graphic design; it gives the eye a place to rest, helps to focus attention on what’s important, and makes the content more legible.
This concept is also valuable in other areas. In productivity terms, it’s empty space in your physical surroundings or in your calendar.
In your physical white space – consider not filling every shelf, cupboard, countertop, or wall. White space creates a more restful environment and creates more emphasis on what it surrounds.
When it comes to your schedule, there is value in leaving gaps in your calendar–time that’s not committed to a specific activity (e.g., try to avoid scheduling calls or meetings back-to-back.) White space allows preparation and recovery time, and time for reflection, rest, and processing information. White space in your schedule helps avoid burnout and reduces stress.
4. Cultivate awareness and be intentional
Know yourself–what matters to you, what doesn’t, your strengths and weaknesses. Pay attention to your body’s signals. Be aware of how you’re spending your time and make intentional choices rather than moving mindlessly through your life. Build in times to pause and ask yourself questions: “why am I doing this?” “is this the best use of my time right now?” “is there a better way to do this?” “who do I want to be in the world, and is this helping me be that person?”
This is a favorite because it helps move productivity beyond just getting stuff done to actually creating meaning and value in the life I live.
5. Do what works for you
Learn from others, but don’t measure yourself or your life by what you see in others.
Don’t feel pressured to use a tool or technique because “everybody else is” or because some productivity expert says it’s best. As we discussed in a recent episode, even the best technique or system doesn’t work best for everybody all the time. And the best tool for a given task is the one you’ll actually use.
Favorite Productivity Tools
1. Pen and paper
You can use legal pads, custom to-do list pads, notebooks of various types and sizes, even just scratch paper. I like to use good pens because it’s a more pleasant experience.
Use it for:
- List-making
- Notetaking
- Planning
Why it’s a favorite:
Pen and paper are convenient, ubiquitous, simple & fast to use, and less intimidating because it feels less “official” than working on a computer.
2. Digital calendar
Use it for:
Capturing all appointments, meetings, and time-specific activities, professional and personal. You can share your calendar with other people and block out time for specific tasks.
Why it’s a favorite:
Flexibility – it can color code types (personal, professional, etc.); can create separate calendars for each and view them individually or all together. It’s easy to have it everywhere I am and sharing is easy.
Current favorite:
Fantastical. My personal and TPW calendars are created via Apple Calendars; my law firm calendar is in Outlook; but I view them all using Fantastical.
3. Canva
What I use it for:
Podcast & social media images. You can also use it for creating forms, presentations, and lots of other things.
Why it’s a favorite:
Canva is easy to use and has lots of templates, fonts, and graphic assets that help you create nice-looking projects even when you’re not artistic. There is a free version, but it offers even more features for a relatively inexpensive annual subscription.
4. Password manager – specifically, LastPass
What I use it for:
I use LastPass to create strong, secure passwords and to store them all securely. You can use LastPass to log in to websites and can securely store other sensitive information in the vault.
Why it’s a favorite:
It allows me to be more secure online because I can have strong, secure, unique passwords for my various online accounts, without having to remember them. LastPass also has a feature that alerts me if my account for a particular service might have been compromised (due to a hack), so I can change it. It lets me be more efficient online because it automatically logs me in. I don’t have to go look up passwords.
5. TextExpander
I won’t say too much about TextExpander here, since I’ve talked about it so much in prior episodes, but it is an essential productivity tool for me, saving me tons of time typing or cutting and pasting the same material over and over.
6. Cordless stick vacuum cleaner
What I use it for:
The obvious!
Why it’s a favorite:
It is quick, easy, and convenient to use (no cord, hangs on the wall, can quickly grab it off the wall-hung charger) which means I’m more likely to use it. It comes with various attachments that let me clean furniture, baseboards, small spaces, etc. I use a Dyson V10, which is a bit of an investment, but worth every penny. I ordered an extra filter from Amazon so I can keep using the machine when the filter is drying.
7. My “go” bags (technology & toiletries)
What I use them for:
I can keep travel necessities corralled and ready to go . For my tech supplies, I can organize chargers, cables, and a special travel extension cord. For toiletries – travel sizes of key items – shampoo, conditioner, moisturizer, body wash, etc. I always double-check and refill/restock when I return from trip, so it’s ready to go next time.
Why they’re a favorite:
They make packing easier because they’re already loaded and I can make sure I don’t forget anything I need. These keep my things organized on the trip.
My tech go bag actually is a freebie I got with some Clinique stuff several years ago and one side is clear, so I can easily find what I need. Here is a link to something similar on Amazon.
Final Thought
There are lots of great productivity advice and tools out there, but these are a few of my very favorite, helping me get things done that I need and want to do and make my own meaningfully productive life. If you’re interested, I’ve linked below a few articles in which others share their favorite productivity advice or tools.
What do you think?
What’s your favorite piece of productivity advice or productivity tool? Post your suggestions in the comments section below or in The Productive Woman Community Facebook group, or email me.
Resources and Link
- 14 Tech Pros Share Their Favorite Productivity Tools
- 28 Best Productivity Apps, Tools & Software for 2022 | Friday.app
- The 13 Best Productivity Tools In 2022 | 10to8
- What Is Whitespace and Why Is It Important? | InMotion Blog
- Top 10 Productivity Tips to Achieve More and Create Peace of Mind – Lifehack
- 18 Productivity Tips From Successful Business Leaders | Hive
- The Productivity Guide: My Best Productivity and Time-Management Tips
- Fantastical
- LastPass
- Canva
- TextExpander
- Dyson V10 Cordless Vacuum
- Travel toiletry bags
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I live in Texas so my “to go” toiletry bags are INSULATED lunch bags – my cosmetics / toiletries are less likely to melt and the lunch bags don’t leak
Hi, Carrie. I love it! What a great idea–wish I’d thought of it. (I live in Texas, too, and this heat is an issue, isn’t it?)
Thanks for sharing!
Laura