• Tip: Start by dividing tasks into four categories, like below. Focus on tasks in the first two categories. This helps you separate real priorities from distractions. The same can be applied to emails and messages.

(1.) urgent and important
(2.) important but not urgent
(3.) urgent but not important, and
(4.) neither urgent nor important

• Tool: Todoist’s Priority Level feature allows you to tag tasks with different levels of urgency and importance. Set it up once, and the app will automatically prioritize tasks for you in the future.

• Tip: Use a project management tool to list all your projects, break them into smaller tasks, and map out deadlines. Prioritize tasks and assign due dates to keep everything organized and visible.

• Tool: A great free choice is ClickUp. It's one I use and love daily 💖 In Clickup you can set up tasks and subtasks with start and due dates. You're also able to set Task Dependencies so you can focus only on the tasks that are ready to be completed, hiding those that depend on something else to be finished. The Gantt chart feature is also great for more complext projects.

• Tip: Set designated work "deep-work" periods where distractions are minimized, such as early mornings or late evenings, and use tools that help maintain focus. Align this with when you are most energised. For some it's morning, others later in the day or evening. Play background music (or Binaural beats) designed to boost concentration, and avoid social media or non-work-related apps during these times.

• Tool: Use Focus@Will’s Flow Timer or even just a basic timer on your phone or device to structure your work periods, allowing for focused sessions with scheduled breaks. This helps you stay productive without exhausting yourself.

• Tip: Assign clear responsibilities for each task and provide detailed instructions upfront. Use a collaborative project management tool where tasks are distributed and tracked in real time, so you don’t need to constantly check in or micromanage. This gives team members ownership over their work while you focus on other priorities.

• Tool: Trello – A simple task board where you can assign, track, and monitor tasks without needing to micromanage. Trello’s Butler Automation feature allows you to automate repetitive actions, such as assigning tasks or updating statuses. This way, you can delegate quickly and stay hands-off.

• Tip: Break your day into time blocks where you focus on specific tasks or projects. Schedule breaks to avoid burnout and create a clear agenda for the day. Also, set out the tasks for the day before you even set down to work on. Even better, do this last thing at the end of the previous work day.

• Tool: Google Calendar – Use it to create time blocks for work sessions, meetings, and breaks, ensuring a balanced and structured day. Use Google Calendar’s Task Integration to add to-do lists directly into your daily schedule. This way, you have a visual reminder of both meetings and task priorities.
• Want an AI solution? Try Reclaim.ai to put your productivity and workflows on auto-pilot.

• Tip: Automate or standardise smaller decisions (like meal planning, outfit choices, or task orders) to free up mental energy for more important decisions.

• Tool: Trello – Set up a recurring task board where standard tasks are pre-assigned and automated, reducing the number of decisions you need to make every day. Use Trello’s Automation feature to create recurring tasks for your daily or weekly routines, allowing you to focus on strategic decisions instead of repetitive ones.

• Tip: Set up recurring reminders or workflows for tasks that happen on a regular basis, so nothing slips through the cracks.

• Tool: Asana – A project management tool that allows you to create recurring tasks with reminders, keeping your routine work on track. Use Asana’s Recurring Task feature to automate reminders for weekly or monthly tasks, ensuring that you never miss an important deadline again.

• Tip: Schedule shorter, more focused meetings with clear agendas, and stick to a set time limit. Only invite participants who are essential to the discussion.

• Tool: Zoom – Use Zoom’s meeting timer and pre-scheduled breakout sessions to keep meetings short and on point. Use Zoom’s Breakout Rooms to divide large meetings into smaller, more focused discussions, reducing the time spent in larger group settings.
• Want an AI solution? Try MeetGeek to put your productivity and workflows on auto-pilot.

• Tip: Use a digital note-taking tool to capture ideas as they come up, and organize them into categories or projects for easy retrieval.

• Tool: Evernote – A note-taking app that lets you quickly jot down ideas, and later tag or organize them into notebooks for specific projects. Use Evernote’s Web Clipper to save ideas or articles directly from your browser into organized folders, keeping everything you need in one place.

• Tip: Automate repetitive tasks by connecting apps and creating workflows that run without manual intervention. Many of the best apps have templates for you to get started immediately without much knowledge of the tool needed.

• Tool: Zapier – A tool that connects different apps and automates workflows, like sending data from one app to another or scheduling social media posts. Use Zapier’s Pre-Built Templates for common workflows (like transferring form responses into a spreadsheet), so you can automate processes in minutes without complex setups.

• Tip: Automate repetitive tasks by connecting apps and creating workflows that run without manual intervention.

• Tool: Feedly – An RSS reader that curates and organizes content from across the web, delivering you a digest of the most relevant information in one place. Use Feedly’s AI-Powered Feeds to highlight the most important articles, filtering out noise and irrelevant content, allowing you to get through information quickly.

• Tip: Create separate lists or boards for work and personal tasks, but review them together each morning to prioritise across both areas.

• Tool: Todoist – A task manager that allows you to create different project lists, including one for personal tasks and one for work tasks. Use Todoist’s Daily Review feature to check both your personal and work tasks in one view, allowing you to make quick decisions about what’s most important. Other options are Trello or ClickUp.

• Tip: Group similar tasks together, such as dedicating one hour to emails and another to meetings, to avoid task-switching.

• Tool: Clockify – A free time tracking app that helps you create dedicated time blocks for task batching and ensures you’re spending your time efficiently. Use Clockify’s Time Blocking feature to batch similar tasks like emails, calls, and meetings, allowing you to focus on one type of task at a time without distraction.

• Tip: Set buffer times in your daily schedule to accommodate unexpected interruptions, so your key tasks still get done.

• Tool: RescueTime – A time management tool that tracks your work and helps you analyze how much time you lose to interruptions. Use RescueTime’s FocusTime feature to block distracting websites and apps during critical work periods, ensuring interruptions don’t derail your productivity entirely.