Some of my friends have been asking me what the best productivity tools I use are. I recently shared with them that a positive mindset is the one overarching tool I use for my productivity system.
Here is a list of my top four productivity tools that help me generate results. I have been using these tools for years both in manual and digital form, and I use them daily. Note that I specifically name the tools I use, and understand I am a huge Microsoft software advocate. I am not opposed to using other devices (I also have an iPhone). My recommendation is to use what works best for you.
Productivity Tools – A List
First, write down everything in your head onto a list, a master working list. This suggestion comes from David Allen in his book Getting Things Done. He recommends getting everything out of your head and into a logical system – a list.
- A manual tool I use – several pages in my notebook
- Digital tool – a Microsoft Excel file (my second favorite software application)
- On my phone – Microsoft To Do
Productivity Tools – A Notebook
Second, I keep a notebook with me throughout my day to write stuff down – thoughts, ideas, grocery items, journal ideas, etc. I don’t leave home or work from home without one.
- My manual tool – I use a few for taking notes: a Moleskine notebook, a Field Notes mini notebook, and index cards in my purse as needed
- The digital tool – Microsoft OneNote (my favorite software application)
- My phone – voice dictation through Microsoft Cortana
Productivity Tools – A Calendar
Third, I use a calendar and schedule my tasks, meetings, and actions (my family calls it, “Time to get shit done.”) Most of my workday contains relentless meeting time. I also plan and schedule working time that includes: thinking time, creative time, time for reading, writing, research, and actionable time. On the weekends, I make sure to schedule downtime with no action as well as sabbath time for renewal and re-charge.
Everything goes on my calendar. I adhere to the philosophy: if you do not schedule, it does not get done. For me, if I don’t plan it, it will most likely not happen.
- My digital tool: Microsoft Outlook Calendar – integrated and synced with all my devices (i.e. phone and laptops)
Productivity Tools – A Timer
Lastly, I use a timer to place time constraints on work activities. I challenge myself to be more efficient with my time and either get more or less done, depending on what I want to do. My family sometimes teases me that I am a little anal-retentive about the timer thing. I laugh with them, yet, I know what works and I stand behind my success even in leveraging 10-minute micro-sprints for productivity. My goal is to get more done in less time throughout the day.
- The manual tool – a physical 60-minute timer
- The digital tool – the timer within the alarms & clock app
- On my phone: the timer within the clock app
Your Turn
These are four of the top productivity tools that I use daily: a list, a notebook, a calendar, and a timer. I rely on them to help me achieve my productivity goals with consistency and efficiency.
What tools work best for you? I would love to hear your insights. Your wisdom and comments always welcome.
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