Ever stared at your to-do list like it was written in an alien language? Or ended a day so busy you barely had time to breathe, only to realise you didn’t accomplish anything meaningful? If you’ve been there (and let’s be honest, who hasn’t?), welcome to the productivity struggle. It’s messy, frustrating, and sometimes feels like chasing a mirage.
But here’s the thing: productivity isn’t about working harder, longer, or faster. It’s not about becoming some kind of robot who churns out results 24/7. It’s about working smarter—focusing on what truly matters and letting go of all the noise. And trust me, I’ve learned this the hard way.
Let me tell you a story. A few years ago, I was juggling a full-time job, freelance gigs, and trying (unsuccessfully) to have some semblance of a social life. My calendar looked like a battlefield—colour-coded chaos everywhere. I thought I was being productive because I was busy. But deep down, I knew I wasn’t making real progress. My days were packed, but my goals? Stuck in neutral.
It wasn’t until I hit burnout that I realised something had to change. So, if you’re tired of spinning your wheels, let’s break this down together. Here’s everything I’ve learned about productivity—without the jargon or unrealistic advice.
What Productivity Means (Spoiler: It’s Not About Doing More)
First things first: let’s redefine productivity. Most people think it’s about squeezing as much as possible into every waking hour. But that’s just a recipe for exhaustion. Real productivity is about doing the right things—the things that move the needle in your work, relationships, or personal growth.
Think of it like decluttering your closet. You don’t keep every single item just because it fits. You keep what you actually wear and love. The same goes for your tasks—ditch what doesn’t serve you and focus on what does.
For me, this meant learning to say no (which is way harder than it sounds). I used to say yes to every opportunity that came my way—projects, meetings, even coffee chats that didn’t really align with my goals. But when I started being more intentional with my time, everything shifted. Suddenly, I wasn’t just busy—I was productive.
Why Your Brain Is Sabotaging You
Let’s get real—your brain wasn’t built for spreadsheets or quarterly reports. It evolved to keep you alive when sabre-toothed tigers were lurking around. So when faced with tasks that make you feel anxious or bored (hello, tax forms), your brain pulls out its favourite trick: procrastination.
That’s why procrastination feels so good in the moment—it’s your brain trying to protect you from discomfort.
I remember one time in university when I had a massive paper due. Instead of starting it early like a responsible adult (ha!), I spent hours rearranging my notes by topics. Was it necessary? Absolutely not. Did it make me feel productive? Weirdly, yes.
But here’s the kicker: even when you’re procrastinating, your brain is still working on the problem in the background. Ever notice how solutions magically pop into your head while you’re in the shower or taking a walk? That’s your subconscious connecting the dots while you’re not actively thinking about it.
The trick is knowing when to lean into this process and when to push through the discomfort.
The Multitasking Myth (And Why It’s Killing Your Focus)
Raise your hand if you’ve ever tried to reply to emails during a Zoom meeting while also brainstorming ideas for a project. Guilty? Same here. But here’s the harsh truth: multitasking doesn’t work.
What we call multitasking is actually “task-switching,” and it’s wildly inefficient. Every time you switch between tasks, your brain has to reset its focus—and that takes time and energy. Studies have shown that multitasking can lower your IQ temporarily by up to 15 points (basically turning you into a less effective version of yourself).
I learned this lesson the hard way during one particularly chaotic workday. I was hopping between tasks like a caffeinated squirrel—answering emails, editing documents, and trying to prep for a meeting all at once. By the end of the day, I felt completely drained but hadn’t made any real progress on my priorities.
Now? I focus on one thing at a time. It sounds simple, but it’s a game-changer.
The Dopamine Trap: Why Distractions Are So Addictive
Let’s talk about dopamine—the feel-good chemical your brain releases when something exciting happens (like getting likes on Instagram or hearing that satisfying “ding” from your inbox). Technology companies know this and design apps to keep us hooked on these little dopamine hits.
But here’s where things get tricky: chasing distractions feels good in the moment but derails your long-term goals.
I used to be terrible at staying focused because I’d let myself get sucked into every notification or shiny new idea that popped up during the day. Now, I play defence with my attention—I turn off notifications during deep work sessions and use tools like website blockers when I need extra help staying on track.
Pro tip: Treat focus like a muscle you’re training at the gym—it gets stronger with practice.
The 80/20 Rule: Work Smarter, Not Harder
If there’s one productivity hack that changed my life, it’s this: focus on the 20% of tasks that deliver 80% of results. This principle is called Pareto’s Law, and it applies to pretty much everything—from business to relationships.
For example:
- In work: Focus on high-impact projects instead of getting bogged down by busy work.
- In learning: Master foundational skills before diving into advanced topics.
- In life: Spend quality time with people who truly matter instead of spreading yourself too thin socially.
When I started applying this rule, everything clicked into place. Instead of trying to do everything, I focused on doing what mattered most. And guess what? My results rocketed—and so did my sanity.
Deep Work vs. Shallow Work
Here’s another game-changer: not all work is created equal. Cal Newport coined two terms that perfectly capture this idea:
- Deep Work: Focused effort on cognitively demanding tasks (like writing an article or solving complex problems).
- Shallow Work: Low-value tasks that don’t require much brainpower (like answering emails or scheduling meetings).
Most of us spend way too much time stuck in shallow work because it feels easier—and let’s face it, checking things off your list is satisfying even if they’re minor tasks.
But here’s what I’ve learned: if you want meaningful results, prioritise deep work over shallow work every single time.
For me, this means carving out blocks of uninterrupted time for creative projects—and fiercely guarding those blocks from distractions.
Productivity Tools That Help
Let me be clear: no app or tool will magically make you productive if your mindset isn’t right. But once you’ve nailed the basics (like focusing on priorities), certain tools can definitely help streamline things.
Here are a few that have worked wonders for me:
- Notion: For organising projects and ideas.
- Pomodoro Timer: For breaking work into manageable chunks.
- Trello: For visualising workflows.
- Forest App: For staying off my phone during focus sessions (plus planting virtual trees is oddly motivating).
The key is finding tools that fit your workflow—not trying to force yourself into someone else’s system.
Final Thoughts: Progress Over Perfection
Here’s what I wish someone had told me years ago: productivity isn’t about being perfect—it’s about making progress consistently over time.
Some days will be messy; some weeks will feel like chaos; and sometimes life will throw curveballs that derail even the best-laid plans. That’s okay! What matters is showing up again tomorrow and doing your best with what you’ve got.
So take a deep breath, give yourself some grace, and remember—you’ve got this.
Are you also keen on discovering more about personal development and goal-setting? Read the Ultimate Guide to Personal Development for a comprehensive approach to evolving and discovering new aspects of our potential throughout our lifetimes.