How To Implement Productivity Planning in 6 Steps

Okay, let’s admit it: we’ve all bought productivity books, watched motivational videos, and yet struggled with the productivity plague at some point.

Because we’re living in a time where there are just so many distractions – whether it is Instagram or Coronavirus news alerts. They all make us lose precious hours of life during which we could’ve got SO MANY things done.

And we mean it. According to research, in an eight-hour workday, an average worker is only productive for two hours and 53 minutes.

That leaves a lot of scope for improvement. We could all be more productive and honestly, being productive isn’t even rocket science – it is very much plausible.

Is there a magic pill that will instantly make you productive? A secret formula? Or, will a fairy come down and bless you with the ability to achieve all your goals?

Sadly, no, but there is something that will truly help you make the most of your time here on this majestic earth – a productivity plan.

Simply put, a productivity plan is a unique plan you make to boost your effectiveness. It consists of your priority tasks scheduled in an optimal way. That means that you need to include all your essential assignments in a productivity plan while paying attention to leave some buffer (for urgent tasks that may appear).

HOW TO BE PRODUCTIVE + How I Plan & Organize My Life!

Why is productivity planning important?

Some of the reasons why making a productivity plan can be an important aspect of business development are:

What is a productivity plan?

A productivity plan is a strategy to improve productivity. Its typically helpful for organizations and individuals and consists of the steps that the business or individual needs to take for enhancing productivity. There are typically three major elements in a productivity plan:

How to create a productivity plan

Consider following these steps when creating a productivity plan for either yourself or your organization:

1. Identify your priorities

The first step of creating an effective productivity plan is usually to identify the tasks and projects that can help you or your organization achieve your long-term goals. A personal productivity plan typically implies various personal goals and interests, while a professional productivity plan typically requires a list of all tasks that are essential for the organizations well-being. After identifying all your major goals, you can divide them into smaller, short-term goals.

2. Organize tasks by their importance

After writing down all tasks, you can start sorting them according to their importance or priority. The most important tasks are usually those that actively help you achieve your goals. Organizing your tasks base on how relevant they are to your long-term objectives can help you focus your time on the most time-sensitive actions.

3. Identify potential setbacks

After writing down all essential tasks and sorting them according to importance, you can work on identifying what potential obstacles are most likely to arise when executing them. Knowing the setbacks youre most likely to encounter can help you and your team prepare for them, both logistically and mentally. Developing strategies and solutions for potential setbacks can also help you save time and complete all goals by the intended deadline.

4. Practice effective time management

Time management is the process of planning and dividing your time according to the importance of your outstanding tasks. Once youve identified what your most important tasks are and what could delay their completion, you can use the information to organize your time in a way that maximizes the odds of you or your team completing all important tasks on time. Doing this consists of assessing the available time, dividing it into time slots, such as weekly, monthly or daily, and filling the slots with all due tasks.

5. Execute your plan and assess its effectiveness

Once you allocate appropriate time slots for all your tasks, you can start executing them based on their order and priority. As you start doing so, make changes as needed and continually assess how well your plan is working. Its usually important to record data regarding task completion, such as how the plan is helping you or your organization achieve your overall goals and how long it took you to complete them compared to your initial estimation. This can help you to better develop your current and future plans.

6. Reconsider your productivity plan based on acquired data

Once you have enough data regarding how effective your planning is, you can start reevaluating your plans direction or strategy based on the data. For example, you may conclude that you want to change a goal or that one of your goals requires more time or team members. Use these conclusions to continuously improve your productivity plan and repeat this step whenever you have new data.

FAQ

What are the 5 steps to productivity?

The 6 step process to create your productivity plan
  1. Step 1: Identify focus areas. …
  2. Step 2: Note down your obstacles. …
  3. Step 3: Track your time. …
  4. Step 4: Analyze the information. …
  5. Step 5: Reconsider your day. …
  6. Step 6: Experiment, improvise and re-iterate.

How does planning improve productivity?

Try incorporating these tips to increase that productive flow and work smarter!
  • Stop multitasking. It can be tempting to want to take care of a few tasks at once, especially if they seem small or easy. …
  • Take breaks. …
  • Set small goals. …
  • Take care of the biggest tasks when you’re most alert. …
  • Implement the “two-minute rule”

How does planning affect productivity?

5 Steps to maximise your productivity.
  1. Keep a work log for at least a week. Write down all of your activities and the time spent doing them. …
  2. Analyse your activities. …
  3. Delegate non-productive activities. …
  4. Calculate the time required for any remaining low priority activities. …
  5. Prioritise your remaining activities.

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