How to Increase Work Productivity? Use These 23 Highly Effective Tips (Part 3)

Productivity is one of the most talked about personal development topics. Many want to know how to increase work productivity. In fact, if you do a Google search for productivity at work, you get around 345,000,000 hits.

We often aim to increase productivity with the hope of packing more into an already tight schedule. A common question is how to get more done in less time! I think that in general this is NOT a healthy approach.

Don’t get me wrong, it is important to work effectively and efficiently. However, my point is that by increasing your productivity, you should feel less stressed.

The goal is not to free up more time so that you can take on more clients or fit in another project. Rather, to have more time to focus on tasks that energize you. You can spend more time to:

• Think through things
• Take a needed break
• Connect with your colleagues.
• Try out new ideas and approaches
• Reflect on what went well or what needs to be improved

The following tips will help you to take back that much needed time.

In post 1 of this series I covered the following:

• Make a schedule
• Take breaks
• Minimize distractions
• Take advantage of multitasking
• Procrastinate purposefully

The tips from post 2 include:

• Just start
• Manage your energy
• Take advantage of repetitive tasks
• Reduce complexity

10. How to Increase Work Productivity: Get Enough Sleep

If you feel tired during the workday and are nodding off when trying to concentrate, it’s impossible to be productive. You’re probably not getting enough sleep, or the quality of your sleep is poor.

It’s worthwhile to review your sleep hygiene. Consider what you can improve so that you feel more rested during the day. Of course in certain situations like having a toddler getting enough sleep is challenging. However, even little adjustments can end up making a difference.

Consistent Sleep Schedule

Get Up After 20 Minutes

If you have trouble falling asleep after laying down for about 20 minutes, get up and do a quiet activity like reading. Keep the lights dim, so that you don’t get overly stimulated.

Relaxing Bedtime Routine

Establish a relaxing bedtime routine. Start winding down at least 30 to 60 minutes before going to bed. A routine could be: taking a shower, reading a book and having a small cup of tea, non-caffeinated of course 🙂

Limit Activities Done in Bed

Limit the activities that you do in bed, so that you associate being in bed with sleep. If you do things like checking work-emails or social media, your brain remains psychologically engaged. This delays you falling asleep, which in turn delays REM sleep. Furthermore, the blue light emitted from the screen is shown to suppress melatonin, which is responsible for your sleep-wake cycle. So, watching Netflix in bed is a really bad idea.

Keep Room at Comfortable Temperature

Keep your room at a comfortable cool temperature. The best temperature for sleeping is around 65 degrees Fahrenheit.

Eating and Drinking Before Sleeping

Avoid eating large meals or consuming caffein in the afternoon or evening. Did you know that after 6 hours half of the caffein is still in your body? It can even take up to 10 hours before caffein is totally out of your system

Exercise

Research shows that moderate to vigorous exercise can increase sleep quality for adults by reducing the time it takes to fall asleep. You should, however, avoid vigorous exercise at least one hour before bed. Otherwise, it will take longer to fall asleep and you will have poorer sleep quality.

11. How to Increase Work Productivity: Eat Healthily

Research shows that a nutrient rich diet is linked to increases in productivity. This makes a lot of sense, because eating healthily has numerous benefits to our mental fitness including better overall cognitive functioning, alertness,  and improved stress resistance.

The typical western diet, which is generally calorie rich, but nutrient poor does not give the body the fuel it needs to function optimally. In fact, some research suggests that eating unhealthily is linked to a 66% increased risk of productivity shortfalls.

Having a diet rich in fruits, vegetables, healthy proteins, healthy fats and whole grains will set you up to be more productive. It is recommended to consume around 2 cups of fruit and 3 cups of vegetables per day.

I like to cut up some fruits and vegetables and snack on them throughout the day. Non-salted fruit and nut mixtures are also a delicious alternative to nutrient poor carbs like potato chips.

12. Exercise Regularly

Physical fitness is a great answer to the question how to increase work productivity. Did you know that almost 30% of adults in the US suffer from back pain? This is also one of the most common reasons for calling in sick.

If you miss work, then obviously your productivity suffers. By exercising regularly and using good posture, you can significantly reduce back pain (of course, there are certain exercises you should avoid if you currently have pain).

One study conducted in Denmark tested the effects of implementing one hour of exercise on the job every week. The interventions lasted from 10 weeks to 52 weeks. Notable results included decreased neck pain, greater cardio-respiratory fitness, and increased muscle strength.

Furthermore, productivity increased with improved muscle strength and decreased body mass index. This means doing regular exercise helped employees to work more effectively, get more done and improve the quality of their work.

Research shows that exercise causes structural and functional changes to the brain that lead to better cognitive functioning and overall wellbeing. This means that by exercising you can boost your thinking, memory, and concentration. Furthermore, you can improve your mood by decreasing feelings of stress, anxiety, and depression.

After exercising I feel energized and can focus better. In general, the weeks that I exercise regularly, I am more productive. Unfortunately, I often feel like there is so much to do and that I don’t have time to exercise. But this is wrong. By taking the time to exercise, you will always have net gains.  

13. How to Increase Work Productivity: Stay Hydrated

To be productive, it is important to stay hydrated. Our bodies consist of about 60% water.

Numerous studies confirm the detrimental effects of dehydration. These include decreased cognitive performance, increased tension, anxiety, and fatigue.

This means that when you don’t drink enough water it is harder to concentrate, and you are less alert. Furthermore, your mood worsens. It is of course challenging to work effectively when you feel tired, are in a bad mood and cannot concentrate well.

Men need about 15.5 cups (3.7 liters) and woman about 11.5 cups (2.7 liters) of water per day. Roughly 20% of the suggested intake is contained in the food that we eat. The rest comes from drinks.

A good rule of thumb is to drink about eight 8 oz. glasses of water per day. This equates to around a half a gallon or 2 liters. Your exact need depends on several factors and can vary from person to person. In any case, the average person is slightly dehydrated and does not drink enough water.

I like to bring a one-liter container to work with me, fill it up and then drink throughout the day. I refill as needed and usually get through 2 to 2.5 containers a day. By having water directly in front of me, I am reminded that I need to drink.

Just by making this little change you will feel more energized and can improve your concentration and alertness at work.

14. Maintain Good Relationships and Avoid Gossip

How to Increase Work Productivity when Dealing with Difficult Coworkers

One of the most energy draining work experiences that kills productivity is dealing with difficult coworkers. This may be a person who is extremely negative, dishonest, disrespectful, or manipulative. Someone that just drags you down.

The consequences of engaging difficult co-workers with its resulting anger, fear and anxiety is manifold:

1. Loosing time
2. Feeling worn out
3. Less drive and motivation
4. Suppressed cognitive abilities
5. Feelings of resentment
6. Difficulty making decisions
7. Reduced confidence
8. Anxiety
9. Reduced enthusiasm

It is best to focus on cultivating productive relationships. If you must engage with a difficult colleague, talk with them directly about the behaviors you are not ok with and establish boundaries. Those who drag others down are not usually used to being given barriers.

For example, if a colleague says something that you find disrespectful tell them directly, “I don’t like when you joke like that. I find it disrespectful and would appreciate it if you don’t talk like that around me”. Realize you can’t change people, but you can call them out on certain behaviors.

How to Increase Work Productivity When Confronted With Gossip

Another productivity killer is getting involved with gossip and drama. There is something inside of us that likes drama, but at the end of the day this is not conducive to a productive and uplifting work atmosphere.

Resist the temptation to complain about others. This kind of venting is not healthy in the long-term, because it reinforces negative emotions and thought patterns. Instead focus your time and on having productive experiences and effecting positive change.

Furthermore, as difficult as it may be, don’t become an outlet for others’ gossip. This doesn’t help you or others. If appropriate, encourage your colleague to have a more solution-focused view of the situation.

For instance, you can say:

• “I understand that you feel angry about this, but is it worthwhile to dwell on it?”
• “What can you learn from this that will help you in the future?”
• “How can you get the most out of this situation to bring you closer to your goal?”

15. How to Increase Work Productivity: Learn to Say No

Why We Say Yes so Much

One of the best ways to increase your productivity is to learn to say no. But it’s often easier said than done. For example, we may feel obligated to take on extra tasks at work. There are several reasons for this and most stem from social pressure:

• Don’t want to disappoint others
• Believe saying yes will cause people to like us more
• Don’t want others to think we are rude or selfish
• Want to be helpful or just do someone a favor
• Believe saying no will put a strain on a good relationship
• Feel a sense of urgency

Consequences of Saying Yes

Whatever the reason is, many of us are more inclined to say yes than to say no. On top of that we’re also very quick to say yes. This can lead to us feeling overwhelmed and frustrated by how many to-dos we have. But at the end of the day, it’s a situation that we could have avoided.

Unless you guard your time, people will steal it away. If you are the one who always jumps in, then your manager or colleagues will regularly ask you to do extra things. However, they may not know that you’re struggling to get everything done. Or maybe it doesn’t concern them too much.

Sometimes colleagues try to “force” you into taking on a task by relaying a sense of urgency and importance. They may say, “I need you to do this because the deadline is tomorrow.” Or “this project is very important for our manager, so I need your help asap.” Be on the look out for these kinds of “traps”. If someone dropped the ball on their project, this does not obligate you to jump in.

Saying no can be difficult, but not as difficult as struggling to fulfill an obligation you regret committing to. Or even worse, backing out after promising to help.

When to Say Yes

My point is not that you never help others out. Rather, that we become more intentional and focused about when we say yes. Some questions you can ask yourself to help determine if you should commit:

• Do I want to do this, am I excited about it?
• Does this align with my goals?
• Am I able to prioritize this?
• If necessary, could I get this done right away?
• If I say yes, will it cause me to fall behind on my work?

Another tip is to understand the scope of your commitment. Sometimes we say yes to something, and it ends of being way more time consuming than we thought. If you’re not sure how much time the task will take, don’t be afraid to ask questions until you gain the clarity that you need.

How to Say No

We are more in control of our time than we may think. Even if your manager asks you to take on an extra task you can be transparent about your capacity, especially if you are at your limit. Of course, as an employee your hands are somewhat bound and you can’t outright reject assignments, but you can try to “negotiate”.

You can say, “Can I take care of this later, because I am working on … which needs to be done by …”

If the task is urgent, you can try to get some more support or ask if the deadline for another project can be extended.

“Can … be reassigned or I can get some support with …? This will free me up to start on this task right away.”

“Since I need to prioritize this task, could we extend the deadline for …”

By learning to say no, you take control of your schedule. You are more productive, because you avoid unnecessary stress and can better focus on the tasks that are in line with your goals. Furthermore, you have more time and capacity to say yes to the things that you really want to do – things that you find are worthwhile.

16. Write Shorter Emails

How to Increase Work Productivity When Writing Emails

Learning to write shorter emails is a skill that could save you lots of time, improve communication with your colleagues and help you get the information you need faster.

There is almost never a reason to send emails that are longer than one or two paragraphs. You can maintain email etiquette, but still be concise and come directly to the point. Before writing think about what you want to accomplish with the email. What is the one point you are trying to get across or what is the one piece of information that you need.

I don’t recommend sending emails that are too complex, with too many questions and points. Always think about your reader. If someone receives a long email asking for lots of information, they will either ignore it or aim to answer later and then probably forget about it. The easier you make it for the person to respond, the more likely you will get a quick response.

Also take advantave of the subject line. This is an opportunity to let your reader know succinctly what the contents of your email are. Your reader can figure out in about one second what you want from them. If you write good subjects, then you will increase the chances of getting a quick, satisfactory response.

If it is impossible to boil things down, then consider other ways to communicate more effectively. Maybe you should send an attachment or a quick outline of some points that serve as the basis for a call.

How to Increase Work Productivity When Responding to Emails

Also, when responding to emails, there is no need to answer with an essay. Responses that are short and to the point are less likely to cause confusion. This is of course critical – if your response is not clear then you will have to send more emails to clarify your point.

If you find yourself answering the same kinds of questions, it is worthwhile to make an email template that you can customize. I highlight the parts that need to be personalized or mark them with XXXX so that it is obvious what needs to be changed.

I probably save close to an hour a day by writing shorter mails and using templates.

Summary

In this post I covered the next seven of my top 23 productivity tips. These include:

• Get enough sleep
• Eat healthily
• Exercise regularly
• Stay hydrated
• Maintain good relationships and avoid gossip
• Learn to say no
• Write shorter emails

By implementing these tips, you will gain more control over your schedule and be able to focus more on what matters to you. The point is not to pile up more to-dos, but to have a less stressful schedule and take time for important exercises such as reflection or trying out novel ideas.

Stay tuned for more top productivity tips!

References

Adam Drewnowski, Impact of nutrition interventions and dietary nutrient density on productivity in the workplace, Nutrition Reviews, Volume 78, Issue 3, March 2020, Pages 215–224, https://doi.org/10.1093/nutrit/nuz088

https://www.forbes.com/sites/amymorin/2019/02/27/5-ways-to-stay-mentally-strong-when-youre-dealing-with-a-toxic-co-worker/

Ganio, M. S., Armstrong, L. E., Casa, D. J., McDermott, B. P., Lee, E. C., Yamamoto, L. M., et al. (2011). Mild dehydration impairs cognitive performance and mood of men. Br. J. Nutr. 106, 1535–1543. doi: 10.1017/S0007114511002005

https://home.liebertpub.com/publications/population-health-management/301

Kline C. E. (2014). The bidirectional relationship between exercise and sleep: Implications for exercise adherence and sleep improvement. American journal of lifestyle medicine, 8(6), 375–379.

Mandolesi, Laura et al. “Effects of Physical Exercise on Cognitive Functioning and Wellbeing: Biological and Psychological Benefits.” Frontiers in psychology vol. 9 509. 27 Apr. 2018, doi:10.3389/fpsyg.2018.00509

Shirrefs, S. M., Merson, S. J., Fraser, S. M., and Archer, D. T. (2004). The effects of fluid restriction on hydration status and subjective feelings in man. Br. J. Nutr. 91, 951–958. doi: 10.1079/BJN20041149

Sjøgaard, Gisela & Christensen, Jeanette & Justesen, Just & Murray, Mike & Dalager, Tina & Fredslund, Gitte & Søgaard, Karen. (2016). Exercise is more than medicine: The working age population’s wellbeing and productivity. Journal of Sport and Health Science. 5. 10.1016/j.jshs.2016.04.004.

https://sleepeducation.org/healthy-sleep/healthy-sleep-habits/

https://sloanreview.mit.edu/article/the-smart-way-to-respond-to-negative-emotions-at-work/

https://www.statista.com/topics/4333/back-pain-in-the-us/