The winter sun spills across my desk as I write this, casting long shadows that remind me of an important lesson. True productivity isn’t about doing more. It’s about doing what matters.
In a world obsessed with productivity hacks, it’s easy to get caught up in quick fixes, another app, a new to-do list method, or the latest time-blocking trend. But the truth is, lasting productivity isn’t about hacks, it’s about habits.
Sustainable productivity isn’t found in hacks; it’s about making steady improvements that boost productivity over time. It’s found in rhythm, alignment and clarity. It’s about working with yourself, not against yourself.
That’s where S.O.U.L. comes in – a framework built not on shortcuts, but on real, lasting transformation in how we work.
1. Simplify: Focus on What Truly Moves the Needle
Most people think productivity is about doing more. In reality, it’s about eliminating distractions and focusing on high-impact tasks.
- Prioritise your top three tasks daily instead of overwhelming yourself with a long list
- Identify time-wasters such as excessive meetings or unnecessary admin
- Declutter your workspace and digital space to improve mental clarity
Studies show that eliminating unnecessary tasks can improve productivity by 25% (McKinsey & Company).
By simplifying your workload, you can increase efficiency and create more time for strategic thinking.
2. Organise: Manage Your Energy, Not Just Your Time
Let’s be honest—‘time management’ is a bit of a misleading term. You can’t manage time. Time doesn’t care about your colour-coded calendar or your perfectly crafted to-do list. It just keeps ticking, completely unfazed. What we’re really doing is managing activities within the time we have—like fitting chaos into a well-organised box. The real secret isn’t just about squeezing tasks into every minute; so it’s better to focus on energy management because is the key to consistent performance. Rather than working long hours, optimise your schedule around when you’re naturally most productive.
- Batch similar tasks together to reduce cognitive overload. Constantly switching between emails, strategy calls, and reports drains mental energy faster than you realise. Grouping related activities helps your brain stay focused and efficient.
- Schedule deep work sessions during your peak energy hours. Aligning demanding tasks with the times you’re naturally most alert leads to higher-quality work with less effort.
- Establish a shutdown routine to create a clear boundary between work and personal time. This simple habit helps your mind disconnect, recharge, and return to work with renewed focus.
Original:
- Batch similar tasks together to reduce cognitive overload
- Plan deep work sessions during your peak energy hours
- Use a shutdown routine to mentally separate work from personal time
According to Harvard Business Review, professionals who manage their energy effectively see a 35% increase in productivity.
Work smarter, not longer, by aligning tasks with your natural rhythm.
3. Understand: Align With Your Natural Productivity Cycles
Original: Your productivity fluctuates throughout the day based on your circadian rhythm. Instead of forcing yourself into a rigid 9-5 structure, work in sync with your energy levels.
- Track your energy patterns for a week to understand when you’re most focused
- Schedule creative work during peak energy times and admin tasks during lower-energy periods
- Incorporate short breaks to prevent mental fatigue and enhance focus
Research from the Journal of Applied Psychology found that working with your natural productivity cycle increases efficiency by 30%.
Understanding your unique workflow prevents burnout and ensures long-term productivity.
Reviewed:
Your productivity fluctuates throughout the day based on your circadian rhythm. Instead of forcing yourself into a rigid 9–5 structure, work in sync with your energy levels.
- Track your energy patterns for a week to identify when you’re most focused.
- Schedule creative work during peak energy times and save admin tasks for lower-energy periods.
- Incorporate short breaks to prevent mental fatigue and enhance focus.
And please, don’t fall for every productivity trend out there. Waking up at 3 AM to ‘seize the day’ might sound impressive, but if mornings make you miserable, you’re not doing yourself any favours. The same goes for going to bed at 8 PM—because let’s be honest, that’s wildly unrealistic if you have children (or a life).
Research from the Journal of Applied Psychology found that working with your natural productivity cycle can increase efficiency by 30%.
Understanding your unique workflow isn’t just smart—it’s the key to avoiding or prevent burnout and sustaining long-term productivity.
4. Leverage: Use Systems to Work Smarter, Not Harder
Instead of relying on willpower, build systems that automate and delegate tasks to increase efficiency.
- Automate repetitive processes using project management tools like Trello or Asana
- Outsource or delegate tasks that don’t require your direct involvement
- Leverage your strengths and focus on high-value activities that drive results
Executives who delegate effectively free up an average of 20% of their time for strategic decision-making (Harvard Business Review).
By optimising workflow processes, you can create a sustainable work structure that maximises productivity.
And a quick word of caution: while there are plenty of apps and tools designed to help you free up time, stick with what works for you. It’s tempting to chase every shiny new ‘game-changing’ tool, but constantly switching means you’ll spend more time learning features than actually getting things done—not to mention the unnecessary costs. If a tool stops being effective, explore new options. But if it’s working wonders, ignore the noise and keep it simple
5. The Biggest Productivity Secret: Presence Over Perfection
One of the most overlooked productivity strategies is mindful focus. Instead of multitasking, concentrate on one task at a time and engage fully with your work.
- Eliminate digital distractions by turning off notifications
- Use time-blocking techniques to focus on deep work
- Measure productivity by quality, not just quantity
According to an American Psychological Association (APA) survey, switching between tasks can reduce productivity by up to 40%.
Prioritising presence over perfection leads to better decision-making, increased creativity, and sustainable success.
Please remember productivity is a Long-Term Strategy. Instead of searching for the next productivity hack, focus on simplifying, organising, understanding and leveraging your time wisely.
Which of these five strategies will you implement today to boost productivity?
I share more reflections on this idea in my latest interview, now featured on Yahoo News UK. Read it here.
