What’s the secret to doing it all? Spoiler alert: There isn’t one, but here are a few tips to help increase your productivity and manage your expectations about how to do it all.
Let’s backtrack.
A friend and I recently caught up during our scheduled quarterly catch-up. Like any good catch-up, we shared the latest and greatest in each of our lives. After I described the happenings going on in my life, she said, “you should write a post about productivity. How do you do it all”?
I actually laughed and said, “I don’t know. Probably because I don’t”. I found the comment funny because, not only do I find it challenging to actually do all the things I want and need to do, but someone else had recently told me that I should write a post about productivity as well. This got me thinking that, to the outside world, it must really look like, a) I always have it all together, b) things always flow seamlessly for me c) I must be superwoman. Well, let me be the first to admit, I am no superwoman, but rather, an ambitious woman who is trying to do her best. So, instead of writing a post solely about how I stay productive, I thought I would also touch on something just as important- managing your expectations to doing it all.
Back to basics
How is any of this inspiring, you ask? Well, as I elaborate, I hope you’ll understand. The gist of it is that I think we need to start talking more about how things really are, rather than painting this perfect picture- or more relevant in today’s world- putting on a filter to make it seem like it’s always a walk in the park.
Although I do have a few tips that I’m going share, that help me keep it together and get things done, I’m not going to lie and say all you need to do is A, B, and C and it will be easy. If that’s what you’re looking for, you’re reading the wrong post. As you read on, I hope my tips and tricks empower you to see things in a different light, so you don’t feel like you’re not doing enough.
The Truth
I truly believe that humans can’t do it all, nor are we meant to. Doing it all, especially at once, is not sustainable. In some ways, I think it’s kind of an illusion. To others, it may seem like you’re ‘doing it all,’ but only you know whether that’s true and what the impact of ‘doing it all’ has on you. In the short-term, it may seem at times, that you can do it all, but in the long run, unless you’re willing to sacrifice your mental or physical health, then it’s not something you should convince yourself that you need to keep up with.
In today’s society, hustle culture and the idea of always being busy and having something to do is glorified to the extent that sometimes, we overwork ourselves to the point of exhaustion. Burn out is real. What it comes down to is tuning in to what your body and mind is telling you.
Ultimately, I think it’s important to be okay with not doing it all, especially on your own.
But, wait! Here are 6 things you can do to help you stay productive
1. Do house-keeping/easy things first
It’s easy to get overwhelmed when you have a laundry list of tasks, chores and projects you need to complete. Unless something is urgent, I like to start with the easy stuff and then move on to things that take longer. This is something I’ve always done, especially with simple things like emails in my inbox. It feels great when you can tackle a few easy tasks, like replying to quick emails, because it helps build momentum and your confidence to work on deliverables that will require more time and focus.
2. Identify your priority for the day
It’s not always physically possible to complete everything on your to-do list in one day, so don’t beat yourself up about it if you don’t get to it all. The key is to prioritize and be realistic about how much you can actually do.
Start by making a list of all the things you need to do, then identify your priorities for the day. I like to write down 1 to 3 priorities for the day. You can use my Daily Goals Tracker or Daily Planner if you’re looking for some inspiration! When identifying your priorities, take into consideration deadlines and an estimate of how much time and effort each task will require. Then, sort by urgency and choose what you’ll focus on first. Sometimes one priority will take up your whole day, while other times, you may need to continue making progress on other things too, which means you need to create some balance, and focus on each priority individually.
3. Learn how to pivot and adapt
Learning how to pivot and adapt is easier said then done. However, during those days when you have multiple priorities and competing deadlines, this skill will come in handy. It can be challenging to pivot from project to project and switch your brain to think about one thing from another. In my day job, I do this on the daily. Whenever I get an urgent ask or a new project that requires my attention, I adapt to the situation and refocus my attention. Not everything will work seamlessly, so it’s important that you train yourself to stay calm and redirect your attention when obstacles arrive.
4. Ask for help!
Sometimes, you just don’t have the capacity to add another project to your plate. In that case, you need to be okay with asking for help. This is something I’ve personally struggled with, but have been learning to work on. I used to be afraid of asking for help because I worried about the consequences. Will people think I’m incapable or a failure? I realized over time, however, that saying yes to everything is not sustainable.
Don’t try to keep up with the charade of doing it all. If you’re struggling to keep up at work, tell your manager and ask your team for help. If you’re working on your own personal projects, try outsourcing if you can. Whatever the case is, break the stigma around asking for help.
5. Limit distractions
It’s hard enough to get things done as it is, let alone when you keep getting distracted. For the longest time, I never blocked time off in my calendar at work to dedicate specific time to work on deliverables. In some ways, I used the concept more loosely without actually scheduling time in my calendar, but the challenge was that I found I would always get distracted, whether it was from people messaging me or new emails coming in.
I realized that not blocking time off was signaling to others that I was always available! Duh! Now, if you know me, I do try to have the ‘how can I help you’ attitude, but sometimes, just like anyone else, you have to focus on your own priorities first, before you can help others. Same thing goes for new emails that may be coming into your inbox. I still make it a habit of screening my new emails to see if anything is urgent, but I no longer get distracted by addressing each one immediately. This may all seem like common sense, but it’s definitely something that I needed to learn from experience.
Ultimately, time blocking has not only helped me prioritize what’s important, but it has allowed me to limit distractions and focus on the task at hand.
6. Consider your energy levels
When it comes to getting things done, I think it’s also important to take advantage of your bursts of energy. When do you usually feel the most motivated and alert? For some people it’s the morning, while for others it can be in the afternoon or even nighttime. I always consider what will take the most brain power, and then plan to work on that specific task during the time when I usually feel most energized. You won’t find me working on projects that require a lot of brain power on a Friday at 4pm (unless it’s an urgent ask, of course! 😊).
What helps you stay productive? Share your tips in the comments below!