Use your time wisely

Productivity is a subjective term, meaning different things to different people. For some, productivity may mean multitasking like a pro while, for others, it may mean just getting through the day. However, the fundamental goal is the same; getting maximum output, efficiency, and work done within a specified time while ensuring the best quality for that work. To achieve this, you need to start from the foundation and work your way up.

In his book “Start with Why,” Simon Sinek talks about finding your center by continuously asking the question “why.” This approach may not be as simple as it may sound, but it’s an excellent way to discover your core and increase productivity. Similarly, IKIGAI, a Japanese concept that stands for “a reason for being,” suggests that everyone has a purpose in life. By finding the intersection between what one loves, what one is good at, what the world needs, and what one can be paid for, one can find their IKIGAI and lead a more fulfilling and productive life.

In case you are wondering, let’s see how and ‘WHY’ this applies to productivity in any way. To be productive, you need to know why you are doing what you are doing, what the end result should be, and what goals you need to set to achieve that end result. Create a continuous habit of asking yourself these questions and 5 Ws – habits are created through repetition – periodically, whether it is a night or morning routine, a weekend or every day thing. Just get it done! Speaking of time, it is also important to find out the time you seem to perform the best and are most productive – use that time to your best ability.

Once you know the reasons for doing whatever it is you plan to do, let’s get started on the actual doing:

Structure, structure, repeat:

Being able to structure everything in life sometimes comes naturally to people. But it can easily be learnt as well. It does not require talent as much as it does determination, perseverance and lots of practice.

• There is a rule I learnt while doing case preparation for consulting interviews called MECE. Mutually Exclusive Collectively Exhaustive (MECE) is used by statisticians, consultants, researchers and many other professionals to categorize their options in a way so that all options have been listed but none of the categories overlap with each other.
• When making lists, use the odd numbers 3 or 5. Research has shown that when making lists, it is beneficial to use odd numbers such as 3 or 5. This is because odd numbers create a sense of closure in the user’s mind, as they are more likely to remember the last item on the list. Additionally, odd numbers can help to create a sense of balance, and make the list seem more organized. Furthermore, research has also found that odd numbers are more aesthetically pleasing, and can help to draw the user’s attention to the list. Odd numbers also create more space between each item on the list, which can help to make the list more readable and memorable. By using odd numbers when making lists, the user can create a sense of closure, balance, and aesthetics, as well as make the list more readable and memorable.
• Label everything! Today, we have an overload of information so labelling everything in your life can help you stay on top of things. Labelling not only helps to keep track of what items are where, but it also helps to remind us of what tasks have been completed and what tasks still need to be completed. By labelling items, we can create a sense of structure, which can help to keep us on track and make it easier to find items when needed. Additionally, labelling items can help to break down complex tasks into small, manageable steps. This can be especially helpful when tackling large projects, as it can help to motivate us to take on smaller tasks instead of feeling overwhelmed by the entire project. Finally, labelling can also be used to create a visual timeline of our progress, which can be helpful when tracking our progress or evaluating our performance. Labelling is an important tool in staying organized and productive, and can help to break down tasks, create structure, and track progress.

You are in control of YOUR time:

• Time is the biggest asset, some say, and for good reason! Time management is an important tool in increasing productivity. One method to help prioritize tasks is through the use of a medical triage matrix. This system is commonly used in the medical field to prioritize patients according to urgent medical needs, but it can also be applied to other areas, such as time management. The system ranks tasks in four categories: urgent/important, not urgent/important, urgent/not important, and not urgent/not important.

The urgent/important tasks should be completed first as they are the most pressing and require immediate action. These are tasks that are both important and need to be done soon. Examples of these tasks could include important deadlines, meeting the needs of a customer, or resolving an issue. Not urgent/important tasks are important but do not require immediate action. These tasks are important for long-term goals, such as continuing education, developing skills, and creating relationships. The urgent/not important tasks should be delegated or postponed. These tasks are not important but need to be done soon. Examples of these tasks include busy work, tasks with no deadline, or tasks that are not relevant to the organization’s goals. The not urgent/not important tasks should be eliminated. These tasks are neither important nor urgent, and are not necessary for your success. Using the medical triage matrix can help to prioritize tasks and ensure that the most important and time-sensitive tasks are completed first. This system can help to keep productivity high and ensure that tasks are completed efficiently.

• Deep focus is essential every day. Let’s assume you feel the most productive when you wake up. It is crucial for you to engage in deep focus at this time and avoid all distractions. Let’s try and break that habitual 15-minute Instagram scroll you do every morning. And in case you have not yet read Eckhart Tolle, try it out soon. In his book, The Power of Now, Eckhart Tolle emphasizes the importance of deep focus in achieving personal productivity. He suggests that, instead of being carried away by the usual stream of thoughts, we should observe our thoughts, and make use of the present moment to be mindful and live in the now. This will help us to focus on the tasks at hand and be more productive in the long run. Eckhart Tolle also encourages us to break away from the habit of multi-tasking, and instead, focusing our energy and attention on one task at a time. By embracing deep focus and being mindful, we can become more aware of our thoughts, and more productive in our daily lives.

Find the tools that work for you:

• Use productivity tools! While I have a few favorites (more on that later), most productivity apps can be incredibly useful when it comes to keeping on track with goals and tasks. There are many productivity apps that offer features such as task lists, project tracking, notifications, reminders and more.
• When I was trying to study for multiple standardized tests through the course of my life, I heard about using flashcards time and again. Most successful people also encourage the use of sticky notes (even the digital ones work).
• Get into the habit of using and setting reminders. When setting reminders, it is important to be specific and to include enough information. Include the task or goal you are trying to achieve, the date and time you want to be reminded, and any other important information that will help you stay focused on the task. It is also helpful to set reminders to check in with yourself periodically to evaluate your progress. This can be done either in a physical notebook or journal, or with a digital reminder. Additionally, setting reminders can help to hold yourself accountable and ensure that you are making progress. Be sure to set reminders with achievable goals in mind. Setting achievable goals can help to prevent burnout, as well as to motivate you to stay on track. If a goal feels too big or too daunting, break it down into smaller tasks and set reminders for each task.
• Use what you use the most! Trying to switch to new apps is not useful if you will not remember to check them. It is likely you will not check an app with the best UI / UX in the world, if you forget to check your iPhone reminders, for instance. So use the apps that work for you FIRST before switching to others. Go back to the basics when you need to; perhaps set up a reminder in your Google Calendar?


Although this can feel like a lot of effort, an organized system needs to be created only ONCE! Once you have a system in place, it is important to stick to it. Creating a habit of completing tasks within a certain amount of time and sticking to deadlines will help you stay focused and productive. Additionally, it is important to reward yourself for tasks completed. This will help to motivate you to stay on track, as well as to give yourself a break from the rigors of task-completion. Amidst all of this, remember why you are doing this to begin with – to establish a healthy work-life balance that keeps you motivated and focused. Finally, it is important to take a step back from time to time and reflect on the progress you are making to become your most productive self for the long run.

In a nutshell, use tools that will help you stick to the plan. Break down your goals into smaller tasks, and set reminders to help you stay on track. You can also set up reward systems to help motivate yourself. Keeping a journal is also a great way to track your progress and stay organized. Additionally, you can create a network of people to help you stay accountable and motivated. Having a support system of people who understand and share your goals can be invaluable. Finally, don’t forget to celebrate your successes and enjoy the journey.