With everything that’s going on in the world today, you might be finding it difficult to
stay focused and productive in your work.
I know I have.
In this video, we’re going to share nine tools and techniques for getting things done
and finding more focus, so you can make progress in your work or creative projects.
Let’s get into it.
Hello creators, I’m Ben Toalson from Podia where we empower creators like you to make
a living doing what you love.
There are lots and lots of productivity tools out there, and while we aren’t trying to
pass these off as the best of all of them, these are tools and techniques that have worked
well for us and maybe they’ll work for you.
Tools and techniques for productivity are only as effective as the amount of effort
you put into implementing them, so my biggest encouragement for you as you listen to this
list, is to have a plan for actually putting some of these tips into practice.
That said, in no particular order, here are our nine favorite tools and techniques for
staying focused and productive.
Numer 1: Music
Not all creative tasks can be done while listening to music, but for the ones you can do with
music playing in the background, it can bring a huge increase to your level of focus.
When I write the first draft of scripts for these videos, I listen to a playlist of instrumental
music through my headphones.
This helps me tune out the editor in my head and all of the other stuff going on outside
of my office.
I have another playlist for when I’m doing housework, one for running, and one for working
on outdoor projects.
To use this method, I recommend first figuring out which kind of music works best for the
type of work you’re doing.
For example, it’s almost impossible for me to concentrate on my writing if the music
I’m listening to has any words in it, but even instrumental versions of well known songs
can be distracting, so I tend to look for artists and albums that feature original,
electronic instrumental music.
When I’m doing housework on the other hand, I like listening to songs that are familiar
and fun that I can sing along with.
Once you’ve found a genre of music that works for your specific activity, use whatever
music streaming service you subscribe to and build a playlist of at least 20 or 30 songs.
This way, if you set your playlist to shuffle, you’ll have enough variety that you don’t
end up hearing the same songs repeated in the same session, unless that helps you, in
which case, do that.
Number 2: Noisli
Noisli.com is a site and mobile app that has a variety of background noises, including
everything from rain, thunderstorms, train sounds, coffee shop ambience, and more.
There are other noise generators out there, but this one is my go to.
This can work in a similar way to music and give you background noise to work against.
I’d mentioned, for example, that it’s difficult for me to write if the music has
words, but human voices in the coffee shop ambience are indistinct enough that it actually
creates an atmosphere that helps me focus even more.
One of my favorite things about Noisli is you can set up favorite combinations of sounds,
so if you want to imagine you’re sitting on a beach next to a campfire in the rain
while a train passes through in the distance, that’s a thing you can do.
Noisli even features a distraction-free text editor that you can use on their free plan.
Even more sounds and cool features are available in their paid plans.
You can check Noisli out at noisli.com or by searching noisli in the app store.
Number 3: Rescue Time
If you find yourself easily distracted by the infinite sea of information and connection
that is the internet, you might want to check out Rescue Time.
Rescue Time is an app that automatically tracks your computer or mobile device activity, and
gives you a clear picture of how you’re spending your time on digital tools.
One of the best ways for us to change habits and behaviors related to productivity, is
to first measure and understand how we are spending our time.
In addition to tracking, Rescue time can also block certain apps and websites, allow you
to schedule focus time, and integrates with other apps so you can easily make it a part
of your workflow.
Rescue time is free for the first 14 days, and then $6.50/month with an annual plan.
For the time saved and productivity achieved, I’d say that’s a fantastic deal.
Number 4: Timers
Yes, I’m serious.
Good old fashioned timers have been an effective tool for getting things done since before
they invented the word, “productivity.”
Timers work so well because they allow your brain to think in terms of segments of time
dedicated to a single task.
For example, when I set a writing timer for 50 minutes, I signal to my brain that I can
focus solely on the task of writing for the next 50 minutes without worrying about other
tasks or whether or not I’m spending too long on the task of writing.
There are tons and tons of different timer apps, and almost every device comes with some
kind of timer app already installed and ready to go.
My favorite one to use is actually the timer app on my apple watch, and I’ll tell you
why.
First, I have it set to vibrate once the timer goes off which means there isn’t a loud,
intrusive noise that pulls my out of flow, but a gentle vibration on my wrist to remind
me that my time is up.
Second, I like that once I set it, I can just ignore it and not pay attention to the ticking
clock.
I know that the timer is keeping track of time for me so I don’t have to.
Third, it’s a pretty simple interface that’s easy to set and start, and I’ve got the
timer as a complication on my watch face so I don’t have to waste time looking for the
app.
Of course if a fancier timer app works better for you, use that.
The point is to give your brain permission to focus on just one thing for a specific
amount of time, and for that, just about any timer will do.
Number 5: Task lists
Again, there are tons of different apps and methods that allow you to keep track of tasks,
and I’ve used a lot of them.
You’ve probably heard of Asana, Trello, or Basecamp on the digital side, especially
if you’ve worked as a part of a creative team.
Many people also keep physical task lists, using everything from post it notes or index
cards to the more complex bullet journal system.
There’s no one right way to keep a task list, but if you don’t already do so, it’s
worth building the practice into your daily work.
Our brains are amazing, but it can be really difficult, and stressful, to keep a list in
your head of all the things you’re trying to get done in a given day.
I actually prefer a hybrid of both digital and physical task management tools for my
personal tasks.
I use Google tasks, which is free to use with any Google account, along with a bullet journal
system in my everything notebook.
The digital tool allows me to unload and categorize all daily and future tasks, while the physical
journal allows me to focus on what I’m trying to accomplish on a given day.
Number 6: Meditation
This is perhaps one of the most underrated techniques on the list for achieving better
focus and productivity, thought its effects could not be clearer.
A meditation or mindfulness session usually consists of spending a certain amount of time
focusing on your breath and allowing your thoughts to pass through your mind without
judging or holding on to them.
It seems simple, but it can actually be really difficult to just sit and breathe without
getting caught up in your thoughts.
An effective meditation practice allows your brain to experience the sensation of being
present, rather than being preoccupied with the past or future.
It signals to your body that you are safe and allows you to relax.
The combination of feeling present and safe increases your ability to focus on the task
at hand while tuning out other thoughts and sensations.
I use the breathe app on my apple watch to have a couple of sessions throughout the day.
One of the tricks I use to keep from getting distracted by my thoughts is I look at an
object in the room and with each new breath repeat the color of the object in my head.
Maybe that sounds a little strange, but hey, it works.
Number 7: Social media lock out
I mentioned earlier that the rescue time app can block certain apps or websites, and there
are certainly other apps that can do the same thing, but you can always just disable those,
right?
What if you’re so dependent on social media, that not even app blockers work for you?
You might need a more extreme solution.
In James Clear’s book “Atomic Habits,” he talks about a method he uses to avoid social
media distractions.
He actually has his assistant reset all of his passwords, and withhold them until he’s
ready to access the accounts again.
Turns out literally locking yourself out of your social media apps can be pretty effective.
This may seem like an extreme measure, but if you’re someone who has a really difficult
time ignoring social media throughout the day, it may be worthwhile finding someone
you trust to temporarily lock you out of your social media accounts during times you need
to stay focused and productive.
Number 8: Coffee Nap
You’ve heard of coffee and you’ve heard of power naps, but have you heard of coffee
naps?
This is one of my favorites and if you’ve never heard of it before, get ready to have
your mind blown.
To use this method, drink a cup of coffee, then immediately take a 20 minute nap.
This combines the power of coffee with the power of power naps.
A 20 minute power nap is already great because it’s a short enough time to avoid going
into a deeper state of sleep, but a long enough time to help you feel refreshed.
It takes about that same amount of time for your coffee to kick in, so once you wake up,
it’s like a double boost.
I know it sounds a bit out there, but this method has actually been backed up by real
studies and I personally can attest to its effectiveness.
Either way, it’s worth giving it a try to see if coffee naps can work for you.
Number 9: 3 Rs (Relax, Research, Reach Out)
If all else fails and you find yourself struggling to stay focused, it usually comes down to
something that can be fixed by remembering the 3 Rs, relax, research, reach out.
Maybe you’re feeling stressed about something and the tension in your body is making it
hard to concentrate on your work.
Find ways to relax.
Do a meditation session, go for a walk, take a quick nap, have a political argument with
your uncle on Facebook.
Ok, definitely not that last one.
Maybe you feel stuck on a part of your work process and can’t figure out the next step
or don’t have the information you need to move forward.
Either take some time, or schedule some time, when you can research to find the answers
that you need in order to continue or come back to that task.
Maybe there’s an unresolved issue you haven’t worked out with a family member or co-worker.
If it’s a big issue, it may take time to work through, but even small miscommunications
or misunderstandings can create a drag on our productivity.
Reach out to that person and get clarification, share how you’re feeling, and try to work
through the issues.
Most of the time it’s easier to get on the same page than you originally thought, and
you can get back to your work freed from your burden.
Reaching out can also mean asking for help, or at the very least, a listening ear.
Everyone needs help from time to time and we end up doing our best work when we feel
supported and heard.
Those are our nine favorite tools and techniques for staying focused and productive.
I hope there are at least a few you’re able to try out for yourself and find success.
If there are any tools or techniques you swear by, we want to hear them.
Share them in the comments below.
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Thanks for watching and I’ll see you next time.