Quick Tips to Dramatically Increase Your Productivity and Reduce Stress

By Dr. Barrett Mosbacker

March 26, 2018

Stress has many causes. One cause is feeling overwhelmed by everything on our to-do list, especially the tasks we carry only in our heads. The sheer number of things to do creates stress, as does the guilt we feel when we do not believe we are getting enough done or the right things done — what I call productivity guilt.

Here are practical steps for getting more done with less stress.

• Block off a substantial amount of time on your calendar each day to work uninterrupted on your most important projects, whether professional or personal. Protect this time consistently.
• Block off daily time for personal devotions and prayer. If we do not schedule it, it will not happen. We need to be spiritually growing and healthy if we are to be spiritually useful to others, to God’s kingdom, and to our schools.
• Do not attempt to multitask. Every time you shift from one task to another, it takes approximately two minutes to refocus sufficient attention to work effectively. Stay on task.
• Write all of your tasks and projects down in a dedicated to-do or project management application. If you do not, your mind will be in constant overload trying to keep track of everything — consciously or otherwise. This increases stress, saps energy, and inevitably leads to forgetting something important.
• Maximize the benefits of technology. Technology is a two-edged sword. It can make us more productive, or it can destroy our productivity. The technology itself is neutral; what we do with it determines whether it reduces stress or adds to it. A few specific strategies:
  • Turn off most notifications on your electronic devices. The only notifications worth keeping are calendar alerts so you do not miss appointments, and text messages to ensure you do not miss urgent communications when you are away from the office.
  • Find and use the best applications for your devices, but reduce the number you rely on — simplify. Once you have selected your applications, invest time in learning to use them well. That investment pays dividends in productivity.
• Maintain one central repository for all reference information you may need: meeting notes, project resources, research, and important personal documents such as receipts and tax papers. Having everything in one searchable location eliminates the stress of not being able to find what you need.
• Use a reliable to-do or project management application and use it consistently to track all projects and tasks.
• Limit your writing and presentation tools to one or two applications. Fewer tools, used well, outperform many tools used poorly.
• Mind-map major articles and projects before beginning work on them. The brief time invested in mapping out the structure pays off in clearer thinking and faster execution.
• Batch-process email once or twice a day. Do not spend excessive time in long email threads. If a topic requires more than two email exchanges, pick up the phone or go to the person’s office. This is faster in the long run and builds positive relationships.
• Curtail social media use. Most of it is a waste of time and poses significant risks to your privacy.
• Exercise, manage your weight, and get enough sleep. You will feel better, have more energy, think more clearly, and be more productive. We know what to do — the challenge is having the discipline to do it. Reduce your food intake, minimize sugar, and get moving. The good news is that even modest exercise produces significant mental and physical benefits.