Best Productivity Methods
Share on facebook
Facebook
Share on twitter
Twitter
Share on pinterest
Pinterest

11 BEST PRODUCTIVITY METHODS FOR BUSY ENTREPRENEURS

This may be surprising but, being busy doesn’t always mean that we’re actually productive.  Here’s the thing when we’re just busy, we end up feeling overwhelmed, overworked, and nowhere close to our goals. That’s why today we’re going to talk about the best productivity methods for busy entrepreneurs

Now, people tell us that success comes from time management, but…let’s be honest. One of the most important secrets to time management and productivity is managing your energy. We don’t have control of time, but we can manage it better by listening to our bodies and creating when we’re creative and resting when we’re tired.
 
Not all productivity tools work for everybody. The same thing goes for your most productive times. Your circadian rhythm is your internal clock, and it affects your productivity.  You may not be a 5 AM morning person, and that’s cool. We’re all unique, and you know, the most efficient times of your day. I wouldn’t let a guru who has no idea of your day and circumstances give you their opinion of how you should function.

Take inventory of a few of your days and answer the question.  What are your most productive hours of the day?

11 Best Productivity Methods For Busy Entrepreneurs

 

1. Getting Things Done

 
Best Productivity Methods
 
 

Overview: This basically helps you make an uncomplicated to-do list, especially when you have a lot of things on your plate. It’s also known as GTD, and it’s perfect for all three learning styles and solves issues like ineffective breaks and being overworked. 

Perfect Match For:

Individuals who tend to lose track of the project’s small details and get overwhelmed easily

How Do You Do It?

Getting Things Done can literally be done in just five steps! 

Step 1: Capture and note down all the tasks that come to your mind. 

Step 2: Clarify what is the purpose of the task. Also, figure out if it can be further broken down into smaller stages for you to accomplish them. 

Step 3: Organize your tasks into different categories or groups. You can make it fun with colored labels and easier with apps!

Step 4: Review and go back to your list! Checking back in helps you ensure that you’re on track and working towards accomplishing your goals. 

Step 5: Engage in action! In the final step, just get started!

Benefits:

  • Your ideas are easier to digest, and it simplifies your ideas. 
  • You have a clear picture of what’s currently going on and what steps you need to take in the future.
  • It helps you save time and energy. 

Drawbacks:

  • Organizing everything can be difficult in one go 
  • Strictly following your to-do list can be rigid 

2. Pomodoro Sprints

Best Productivity Methods
 
 

Overview: Pomodoro breaks down your working time into 25-minute segments with 5-minute breaks. It’s perfect for abstract learners, and if you always feel like there isn’t enough time in your day to complete anything. 

Perfect Match For: People who get distracted easily and have a lot of tasks to complete. 

How Do You Do It?

Let’s break it down into three simple steps!

Step 1: Note down your tasks in a to-do list, and choose the most important and urgent task to do first. 

Step 2: Use a Pomodoro timer or set your alarm for 25 minutes. Start working on your tasks with your undivided attention. 

Step 3: Take a 5-minute break. You can read a book, watch a funny TikTok or go for a walk – as long you don’t touch work at all! 

Continue repeating these steps until your 4th lap. Here, you can take a longer break, 25-30 minutes. 

Don’t worry if you don’t feel like 25 minutes is enough for you to work on your task. It’s customizable to fit your preference! Try having 45 to 50-minute working intervals and taking 15-30 minute breaks. Repeat the steps till you complete your to-do list!

Benefits:

  • Removes any possible distractions 
  • Helps you give your undivided attention to your tasks 
  • Prevents burnouts 
  • It helps you visualize your productivity 

Drawbacks:

  • Sticking to the timer can be hard 
  • It may interrupt your groove once you get going
 

3. Time Blocking

Best Productivity Methods
 
 

Overview: Notifications from social media, emails, and messages are small tasks that can eat up so much of your day. But time blocking, can help you designate tasks, especially major projects, for a specific amount of time in your day. It’s great for visual and abstract learning types. It helps with scheduling that removes issues like missing deadlines and irregular work timings. 

Perfect Match For: Someone who struggles to tackle their big projects because of small repetitive tasks. 

How Do You Do It?

You can begin time blocking with these four easy steps! 

Step 1: List down and prioritize your tasks. 

Step 2: Allocate a certain amount of hours and minutes for each task throughout your day and week. For you to get the most out of this method, assign very important tasks during the time of the day you’re most productive. Most importantly, schedule your breaks too! 

Step 3: Get to work! Usually, your first task is your priority. But – keep a flexible outlook on this. If you have an urgent task that popped up – get to that first. You can always move around your time blockings to cater to it. 

Step 4: Revise your allocated time if you notice that a task takes more or less time than you expected. 

A tip is to use applications like Google Calendar, Planyway, and HourStack to help you time block and easily visualize what you have going on. Now that you have a start time, end time, and a specific date for your tasks – you’re all set for the week! 

Benefits:

  • Visualizes what you need to do and when to do it
  • Avoids multi-tasking 
  • Improves productivity 

Drawbacks:

  • Getting the hang of it can take time 
  • Strictly following the schedule takes time to get used to 

Best Productivity Methods

4. The Eisenhower Matrix

Best Productivity Methods
 
 

Overview: It’s a mouthful to say, but it’s one of the easiest ways to prioritize your tasks! The method breaks down your tasks into categories based on importance. It works well for a visual learning style. It also helps address issues like improper scheduling and consideration of important tasks.

Perfect Match For: People who understand graphs and charts more than lengthy to-do lists. 

How Do You Do It? 

You can divide your tasks into four quadrants based on importance and urgency!

1st Quadrant: Important and Urgent tasks that you need to do immediately. 

2nd Quadrant: Important but Not Urgent tasks. You should plan how to address these tasks.

3rd Quadrant: Not Important but Urgent tasks. These are tasks that you can delegate to others if you have that option. 

4th Quadrant: Not Important and Not Urgent tasks. It’s tasks that you can remove from your schedule entirely. 

Benefits:

  • It helps you see the important tasks that need your immediate attention 
  • Keeps track of tasks that you can tackle later

Drawbacks:

  • If it’s your first time, it can be difficult to categorize 
 

5. Biological Prime Time

Best Productivity Methods
 
 

Overview: I know it sounds intimidating but trust me, it will help you with your focus, energy, and attention. It’s basically accomplishing your prioritized tasks during the time of day you’re most productive. It works well if you’re an abstract or visual learner and if you tend to procrastinate. 

Perfect Match For: People who like to experiment and want to get the most out of their day and energy. 

How Do You Do It?

This method takes time because we’re trying to track our productivity through our focus, energy, and attention. Now, I know it sounds a lot so let’s simplify it into five steps that you will complete and repeat for 2-3 weeks. 

Step 1: Track your focus, energy, and attention levels during work hours. 

Step 2: Mark your levels throughout within a period during your day. Let’s say 9 to 6 PM. 

Step 3: Use graphs, charts, markings, and lines to visualize your levels.

Step 4: Look at your graph and see which time you perform the most. 

Step 5: Keep repeating until you find the most accurate results

Benefits:

  • Visual representation of when you perform best
  • You’ll keep track of your energy levels, which can help you prevent burnouts

Drawbacks:

  • Tracking all of your levels can be a lot to do daily 
  • It takes time before you can figure out your prime time to work 
  • For beginners, it can be a lot to digest

6. Inbox-Zero

Best Productivity Methods
 
 

Overview: I would be surprised if your inbox is not empty right now, and that’s totally okay! I know emails are used for everything, and cleaning up your inbox can be daunting. But don’t worry, we can work towards it with Inbox-Zero. The method is great for visual learners, and it can help you with scheduling too.

Perfect Match For: People who have a lot of things to juggle and can’t find the time to complete tasks. 

How Do You Do It? 

These three steps are simple, and with continuous practice, your inbox won’t be overflowing. 

Step 1: Put aside a certain time in your schedule to check important emails 

Step 2: Ensure that your email tab is not opened when you do other tasks

Step 3: Categorize your emails based on importance and needs.

Benefits:

  • You stay updated with your important emails 
  • Saves time by having your email done as one task

Drawbacks:

  • Categorizing emails can be time-consuming 
  • Heavy focus on email inbox management 
 

7. The Pareto Principle

Best Productivity Methods
 
 

Overview: This principle is based on the statement that 80% of your outcomes come from 20% of your actions. It basically helps set your properties, putting effort into the right tasks. It’s great for both tactile and abstract learners.

Perfect Match For: People who have a difficult time prioritizing tasks. 

People who find it difficult to prioritize tasks for the day and lose their energy after one task. The 80/20 rule will be useful as it focuses on that 20%, and even if you end up doing that 1 task, you’ll see progress.

How Do You Do It?

You can easily manage your energy with only four steps! 

Step 1: Create your to-do list with a maximum of 8-10 tasks in a day 

Step 2: Ask yourself, “What is the most important task?” Mark and prioritize it! 

Step 3: Repeat Step 2 and rate the importance of the other tasks 

Step 4: Focus on your top 2 priorities 

I know you’re wondering, “why should I only focus on my top 2 prioritize for now?” This is where 20% of your action will contribute for 80% of your outcome! It’s a pretty cool way to look at prioritization and energy management. 

Benefits:

  • It hones your focus and energy on really important projects 
  • It stops you from doing multiple things all at once 
  • Tries to get you to actually complete something 

Drawbacks:

  • It can’t be used in every kind of work environment 
  • It’s not as useful if you aren’t mindful of task importance 

8. SMART Goals

Best Productivity Methods
 
 

Overview: SMART actually stands for different aspects of how you should set your goals. 

S – Specific refers to your goal belong defined and clear

M – Measurable is having a criteria or a way for you to see your progress

A – Achievable your goal is actually doable 

R – Realistic highlights that your goal within your reach and practical

T – Timely exhibits urgency with the goal, highlighting a start and end time

Now that we have laid out what SMART stands for, this method works well for abstract learners. It also helps you create goals that you know you can achieve, which can further motivate you to complete them!

How Do You Do It? 

I know it looks like a lengthy process to determine your goals but trust me, it’s worth it. It’ll help you set goals that are actually achievable and ones that leave you feeling proud and productive at the end of your day! I suggest using this method outside of work-related projects like health, travel, or any aspect in your life you want to grow in! 

Step 1: Let’s categorize our goals based on timeframes, short-term, medium-term, and long-term. 

Step 2: Define your goals and the steps you will take to get there –  ensure they align with SMART.  

Step 3: Track your progress! It can be daily or weekly, but make sure you take note of it. 

Step 4: Reflect on your progress. 

Step 5: Be kind to yourself and celebrate your win – even small ones! 

Benefits:

  • Sets actionable goals for yourself 
  • Creates a system to reach your goals effectively 

Drawbacks:

  • It can be hard to know what and when you want to achieve those goals 
  • It can be disheartening if you underestimate the time and don’t get the results to expect
 

9. Personal Kanban

Best Productivity Methods
 
 

Overview: This method is as simple as it can get! It helps us create a structure and easily digest our to-do lists with categories. It’s great for tactile and visual learners, and it can help with issues like forgetting deadlines. You can also use this for project management to even your daily tasks!

Perfect Match For: someone who wants an easy and visual tracking system. 

How Do You Do It? 

Step 1: Divide your task into three categories: To Do, In Progress, and Done.

Step 2: For each task, note down the steps to accomplish it. You can use sticky notes or a whiteboard for this. 

Step 3: Work on the tasks and track your progress with the system. 

It’s super simple and allows you to see how far you’ve worked towards your projects. It’s also customizable; you can add columns for pending or upcoming tasks to keep on the look out! 

Benefits:

  • It’s customizable to meet your project needs 
  • It’s a clear and easy-to-understand visual that can help keep you motivated. 

Drawbacks:

  • If you have a lot to get through, it can be time-consuming to categorize 
  • It doesn’t include a time limit, but you can always try to customize and integrate it into your personal system!

10. Productivity Journaling

Best Productivity Methods
 
 

Overview: A productivity journal is very similar to what you would consider your personal journal. Your productivity journal can be a place to list all the tasks you want to keep in mind for tomorrow, the tasks you have completed, and ideas that come up throughout the day. It’s great for abstract learners and if you face issues like overworking and burnout.

Perfect Match For: Individuals who want a simple and effective method to track their progress without overworking. 

How Do You Do It?

You can include the following in your productivity journal: 

  1. Write your ideas and tasks
  2. Prioritize and note down when you should work on the tasks
  3. Record your accomplished tasks
  4. Make a to-do list to tackle tomorrow

You can also color code and get creative with it! 

Benefits:

  • It helps you categorize tasks into future projects and ones you currently need to work on
  • Helps reduce stress and increase productivity 

Drawbacks:

  • It doesn’t strictly structure your lists to track your achievements easily
  • It can be time-consuming to note and segregate your tasks 
 

11. The Seinfeld Method – Don’t Break the Chain!

Best Productivity Methods
 
 

Overview: For a month, you can work on a new skill or keep track of a certain habit. Each day of the month, you work towards bettering that skill or habit. “Don’t break the chain” comes from the idea that when you have a “rest day,” you fill in the date with red. It’ll keep you motivated to keep working because you can visualize how many days you’ve missed versus working on it. It’s great for visual learners and for addressing issues with procrastination.

Perfect Match For: People who have issues being consistent but want to track and develop a new skill, habit or project. 

How Do You Do It?

These simple four steps can push and motivate you to develop your skills up a notch every month!

Step 1: Decide what new habit/skill or project you want to work on

Step 2: Use a calendar or create a table with dates. You can also use an app if that makes it easier for you!

Step 3: Note down your progress, filling in dates you missed with red. 

Step 4: Reflect on your progress! 

Benefits:

  • Being able to visualize your progress can help motivate you to work on yourself 
  • Helps increase self-discipline and commitment 
  • Easy to start

Drawbacks:

  • The days worked on doesn’t always correlate equally to how much you’ve improved
  • Time-consuming to create spaces for every new skill or project

What is the Best Productivity Method match for your Personality?

 

So that’s it! You’ve just got the rundown of the best productivity methods for entrepreneurs. If you’re like me and you want to calm chaos & slay productivity while building a mindset to live with no regrets

Don’t second guess and or spend forever weighing out the pros and cons of each method.  

Take this super simple  2-Minute Productivity Quiz to get personalized tools, tips, and suggestions to get more done based on your unique strengths and challenges.  Don’t forget to tag me with your quiz results on social media.  

Share this post:

Share on facebook
Facebook
Share on twitter
Twitter
Share on pinterest
Pinterest

Leave a Reply

Your email address will not be published.