Productivity
10 Productivity Tips from Movers and Shakers
“We’re just drowning in information: we’re starving for wisdom”.
Tony Robbins.
I’m an awful skeptic. Each time I see an article on productivity, I knit my brows and grumble. Because I’m not sure if tips listed there were designed by trusted experts. That’s why I made my own little research.
I picked up 10 experts whose opinion I trust. I browsed their articles, videos, read their books and then created a short digest of their tips.
I picked up a lot from their wisdom. So I decided to share it with you.
Here are some useful tips. No junk.
1. David Allen
Who’s the guy?
Ki-ai! We are starting our list with a karate master. David Allen a martial art expert, but that’s not what made him famous. Above all, he is a veteran coach and management consultant. David was giving out productivity tips since today’s Millennials were knee-high to grasshoppers. At the beginning of 00’s, the whole world got to know him when his book ‘Getting Things Done’ became a bestseller in many countries.
What’s a big tip?
One of the most famous Allen’s tips is a ‘Two-Minute Rule”: if a task crosses your desk that can be completed in two minutes – do it immediately. Sounds great and certainly worth trying. However, this is not the biggest Allen’s tip. The key takeaway might be his suggestion to develop a relaxed balance of perspective and control, known as “mind like water.” What’s this state like? Well, imagine your head is clear, you are able to create and respond freely, without distractions and split focus. Develop this state – and you’ll get more creative and productive.
Any details?
How do we achieve this state? It’s all about putting your attention where it should be, accordingly to your goals and aspirations. For this, Allen designed the Getting Things Done (GTD) work-life management system, offering many productivity strategies, tips and hacks. For example, he argues people often forget to maintain perspective. Being up to our ears in work, we need to re-balance our priorities. This is where his well-known ‘Weekly Review’ comes in. It’s a set-aside period every week, usually an hour or two, where you dedicate yourself to getting organized for the week ahead.
Where to learn more?
Allen wrote two books on productive efficiency. The first is Getting Things Done heralded by TIME magazine as “the defining self-help business book of its time.” Another one that may serve you is Ready for Anything: 52 Productivity Principles for Getting Things Done. If you are into the philosophical yet practical approach to productivity, have a read!
2. Charles Duhigg
Who’s the guy?
Charles Duhigg is a Pulitzer Prize-winning reporter, who worked for The New York Times for a decade. In 2012, he became a bestselling author after his The Power of Habit came out. In 2016 Charles published another book Smarter Faster Better in which he described “the science of productivity”. David Allen, the “mover and shaker” we’ve just talked about, praised Duhigg’s book as “an intelligent model that is understandable, useful, and a flat-out great read.”
What’s a big tip?
Unlike Allen, Duhigg talks less about the state of mind, but more about our mental habits. He claims that managing how you think is more important than what you think. So, his main productivity tip is to change the way we think. Sounds vague? OK, here’s an example. Duhigg suggests that “Motivation becomes easier when we transform a chore into a choice.” In other words, if there is a task you hate, but have to do, make sure you consider doing it as your conscious decision. This puts you in control of things – you’ll feel better and more enthusiastic.
Any details?
Here is another productivity hack from Duhigg – for team leaders this time: the way how a group interacts is more important than who is in the group. For example, at meetings, it’s important for colleagues to speak in the roughly equal measure. When team members feel safe, meetings are more effective. Overall, Charles introduces eight productivity concepts – from motivation and goal setting to focus and decision making. He reminds you a simple truth that productive people tend to work rather smarter than harder. It’s all about asserting control over your brains and thought processes.
Where to learn more?
Smarter Better Faster is a key Duhigg’s book on productivity. Read it along to embrace his scientific approach. You can also scoop some useful tips by reading the blog on his website.
3. Tony Robbins
Who’s the guy?
Tony Robbins is a flamboyant leadership expert with an impressive record of accomplishments. Some consider him as the best life coach on earth. However, as many “movers and shakers”, he has a reputation of being notorious. It’s enough to recall the recent scandal with a woman, whom he accused of having the victim psychology. We can be skeptical about him, but we can’t claim he’s not influential or successful. If so, what’s Tony Robbins take on productivity?
What’s a big tip?
Tony Robbins’ approach to productivity is rather direct, practical and down-to-earth. His biggest tip might be: “Become obsessed with outcomes instead of activities”. He laments that “most people mistake movement for achievement”. To get outcomes, he suggests to ask yourself the following three questions “What do I want?”, “Why do I want it?” and “What’s my massive action plan?” When you get clear about the answers to them, the wisdom and productivity rise to the surface.
Any details?
These questions are a part of a process called the Rapid Planning Method (RPM) designed for better life- and time-management. While this method is a productivity tool by itself, Tony Robbins goes beyond it offering some more tips. For example, he suggests to group like-tasks together into blocks of time. He says task-switching is one of the biggest time sucks in our day. Like Duhigg, Robbins emphasizes the power of habits: “Make the habits you want: It’s more likely that some small changes will greatly improve productivity”. He also suggests we don’t forget seeking help from outside – having a coach or a consultant might be very beneficial.
Where to learn more?
Tony Robbins’ most famous writing is Awaken the Giant within. There’s no particular chapter named “productivity”. But, in fact, the book is about the art of being effective and enhancing the quality of life. There’s also a section on how to achieve high performance on his blog.
4. Cal Newport
Who’s the guy?
Cal Newport is a computer science professor at Georgetown University… but don’t let the academic title fool you. Cal is also a productivity philosopher for the digital age. He’s been writing about focus, distraction, and deep work way before it became a buzzword. What makes him stand out? Unlike most productivity gurus, he’s not on social media. Yep – no Twitter, no Instagram, no Facebook. Not even LinkedIn. That alone tells you something about his approach.
What’s a big tip?
Cal Newport’s productivity mantra? “Embrace Deep Work.” He says that the ability to focus without distraction on cognitively demanding tasks is becoming increasingly rare – and therefore increasingly valuable. His advice? Make time for deep, undistracted work every day. Block off time, go offline, and commit fully to one thing. As he puts it: “Deep work is like a superpower in our increasingly competitive twenty-first-century economy.”
Any details?
So how do you get into deep work? First, ditch the shallow stuff. Cal suggests scheduling your entire workday hour by hour – even your breaks. This method, known as “time blocking,” helps you become intentional with every minute. He also recommends a “shutdown ritual” at the end of your workday to free your mind and fully disconnect. Another gem? Cal promotes a “digital declutter.” That means stepping away from unnecessary tech and only keeping tools that genuinely support your goals.
Where to learn more?
Newport’s bestseller Deep Work is your go-to guide for focused success in a distracted world. Want more? Try Digital Minimalism, where he dives into how to reclaim your attention and live more intentionally in the age of smartphones. You can also check out his “Deep Questions” podcast, where he explores work habits, tech boundaries, and brain upgrades in bite-sized episodes.
5. Kory Kogon
Who’s the woman?
Kory Kogon is a renowned coach and public speaker. Her teaching is largely based on the philosophy of Stephen Covey, a famous American educator who passed away in 2012. Currently, she is a vice-president of Franklin Covey that provides consulting and training services. With two of her colleagues, she wrote a book The 5 Choices: The Path to Extraordinary Productivity.
What’s a big tip?
“More than anything, extraordinary productivity is a question of being conscious in the moment”. This is a big idea offered by Kory Kogon. To put it more simply, it’s all about our attention management. She claims it’s both easier and harder to achieve extraordinary productivity nowadays. On the one hand, technology is immensely helpful to us. On the other, our attention is under unprecedented attack because of our gadgets and apps. Technology has created the unstoppable flow of information and our brain loves it. This is a challenge of “productivity paradox” defined by Kogon, but there’s a pathway for productivity.
Any details?
In a nutshell, Kory offers 5 tips to increase your capability. First and foremost, you should act on the important, don’t react to the urgent. As she explains, there are two basic parts of our brain: the Thinking Brain and the Reactive Brain. The results we achieve in our lives are impacted by our discernment. She suggests we rewire our brain to become more discerning and less reactive. At the same time, it’s important to set high goals: Aim for extraordinary, don’t settle for ordinary. Extraordinary productivity means going to bed each day feeling satisfied and accomplished. (By the way, how long has it been since you last felt this way?).
6. Brian Tracy
Who’s the guy?
Brian Tracy is one of the most recognizable public speakers and self-development authors. He’s been in professional coaching and consulting for decades, delivering lectures and workshops to top-notch audiences. So he really knows his matter inside out. Brian wrote over 45 books. Nearly all of them are about achieving goals and living to your highest potential. What’s this if not a definition of productivity?
What’s a big tip?
The biggest tip from Brian Tracy is to Eat Frogs Every Day. Your “frog” is your biggest, most important task, the one you are most likely to procrastinate on. Brain claims you should start with it and then to persist until the task is complete before you go on to something else. He notes that if you have to eat a live frog at all, it doesn’t pay to sit and look at it for very long. In other words, if you have a nasty task to do, just do it.
Any details?
With Brian Tracy, it feels like going back to basics. Here’s one of his key messages: Set Smart Daily Goals. He considers clarity as the most important concept in personal productivity: be absolutely clear about their goals and objectives, don’t deviate from them. Brian Tracy is a devotee of skillful time management techniques. He is sure we should start earlier, work harder, stay later and get things done. He is sure that one of the keys to high levels of performance and productivity is to make every minute count. Brian suggests we use travel and transition times, what are often called “gifts of time,” to complete small chunks of larger tasks.
Where to learn more?
Eat That Frog! and No Excuses! are his most famous bestsellers, full-packed with productivity tips. He’s got also DVD on productivity Doubling Your Pro. As a free alternative, you can consult YouTube videos on productivity, like this one:
7. Robert C. Pozen
Who’s the guy?
Robert C. Rozen comes across as a very productive guy. He’s served various government stints and on many boards of charities and companies. He was a law firm partner and taught in the leading US colleges, such as Georgetown, NYU and Harvard Business School. Robert generously shares his experience and tips on high performance in the book “Extreme Productivity”.
What’s the big tip?
One of Robert’s biggest tips echoes with Tony Robbins’ message on productivity. He claims that efficiency often goes unrewarded in the workplace. So whether you are employer or employee, you should focus on results rather than hours. He claims many workers stay late to curry favor with the boss. But punching a time clock made sense in the industrial age – it rarely makes sense nowadays.
Any details?
In his book, Robert gives some practical yet not very common tips. For example, he claims we should reduce reading: “know your purpose for reading and stick to it”. By adhering to this principle, he claims to read four newspapers each morning in less than one hour. He also gives a similar tip about writing: many of us strive to perfect each sentence way too often. These are the good pieces of advice. However, Robert’s book is not a set of tips, but rather the productivity strategy that covers many aspects – from goal setting to time management.
Where to learn more?
Robert’s method is fully expressed in his book Extreme Productivity. If you need a brief summary, I’d recommend his NYT article written in 2012.
8. Graham Allcott
Who’s the guy?
Here’s another martial arts guy. Graham Alcott calls himself a “productivity ninja”. Not sure he’s got the physical skills of a Japanese warrior. But when it comes to productivity, it seems like he knows the subject inside out. Graham founded “Think Productive” company that runs workshops worldwide for many prospective clients, including UK government. In 2015 he authored “A Productivity Ninja” – a bestseller on how to show excellent results in your work.
What’s a big tip?
Graham gives many offbeat tips in his book. The one that stands out and correlates with his ‘ninja’ image is “Go off the grid”. Allcott says the best way to be more productive at work is go “dip under the radar”. It may include disconnecting from phone, email, text, social media, even your office environment. When there’s a bigger goal in sight that you want to achieve, nothing should distract you.
Any details?
Graham claims you don’t need to go on a deserted island to remove distractions. It may be enough to send phone calls to voicemail, manage your notifications, etc. All this “camouflage and stealth” can help you not to lose sight of the macro view of your career. Too many people forget about it, because we have many trifling tasks grasping for our attention during the typical workday. So it’s all about your managing your attention. Graham is also a follower of simplicity and minimalism trends. Here are some of his catchphrases: “Want more productivity? Do less!”, ‘Productivity is making space for what matters’, ‘Busy is bad for business.’
Where to learn more?
Apart from his book How to be a Productivity Ninja, there is a productivity blog on his company’s site.
9. Set Godin
Who’s the guy?
Hey, marketers! We are featuring this guy especially for you. Set Godin is an entrepreneur, bestselling author and marketing guru. He authored 18 books on marketing and business, 4 of them became worldwide bestsellers. So what means productivity in marketing in the digital age?
What’s a big tip?
Faster is not the answer. We overvalue being busy, Set Godin claims. He suggests us to consider the importance of our goals and evaluate them more clearly. It turns out that the most productive thing we can do is to stop working on someone else’s task list and figure out a more useful contribution instead.
Any details?
Set Godin offers an interesting perspective on some common issues. “You are not getting rewarded for value, you are getting rewarded for impact”. He urges us to ask the following questions: “Did I make the impact? Will they miss me when I’m gone?” If the answer is “no”, we have to change something.
Where to learn more?
In his book Linchpin: Are You Indispensable? he talks a lot about productivity. You can also find him talking about productivity in his blog.
10. Leo Babauta
Who’s the guy?
Leo is no like other guys on our list. He confesses he doesn’t have any formal qualifications and haven’t made millions of dollars. He’s just a keen writer, speaker, and also vegan, dad, husband. but I was actually impressed by his list of accomplishments. Have a look! He shares his thoughts on top blog Zen Habits with over a million readers, where he writes about simplicity and mindfulness in the daily chaos.
What’ the big tip?
Leo suggests that “most important productivity method” is very simple: pick something important – focus – finish it. It may sound banal,but here’s a trick. The challenge begins when a fear gets in the way. All fears come from not having certainty. So it’s diving into the uncertainty that makes us productive. When you notice yourself trying to go to distractions or busy work, pause. Notice the fear of uncertainty. Breathe. It’s in that moment when you decide not to run that you really develop the skill that will change your life.
Any details?
In his book, he lists six guiding principles of the Power of Less — the ideas that can help you to maximize your productivity. The tips are simple: choose the essential, simplify, focus, create healthy habits. He suggests we start small and always choose the essential to maximize our time and energy.
Where to learn more?
The guidance on simplicity The Power of Less: The Fine Art of Limiting Yourself to the Essential in Business and in Life. For a quick tip read his article on productivity.
11. Elon Musk
Who’s the guy?
Elon Musk needs no introduction because his name is on everyone’s lips. After Steve Jobs is gone he’s been the most famous business daredevil. He revolutionized the electric cars, unveiled a concept for Hyperloop, launched Falcon Heavy rocket, nourishing the idea of space tourism. What a crazy guy! Who wouldn’t like to know what does Elon Musk think about productivity?
What’s a big tip?
Elon Musk explained his take on productivity in his letter to Tesla employees leaked to media in April 2018. 3 out of 7 productivity tips he gave are about meetings. I’ll take a bold step to unite them in one sentence: don’t let meetings to stand in the way of your productivity. Musk advises Tesla employees to get rid of all large meetings if managers have doubt their value. Anyone who doesn’t need to be in a meeting should leave. Overall, meetings should be made infrequent.
Any details?
No wonder, Elon Musk hates red tape. He claims that communication within the company should be direct. It must be OK for people to talk directly and just make the right things happen. In other words, the information must be flowing freely between all levels. As for me, this is where team communication tools step into the game.
Where to learn more?
Musk didn’t author any books so far, but many hope his bestsellers are yet to come. For now, here’s an email to Tesla employees we’ve talked about. Besides, you can learn about Musk’s strategies via his social media.
Wrapping Up
There is an abundance of various productivity tips, tricks and strategies. But of course, no one will give you a silver bullet. You’ve got to find YOUR method that aligns with your priorities.
Here are the main pieces of advice to explore:
- Сontrol your mind. We have too many distractions around us, especially now with technology on the rise. You may use GTD system designed by David Allen to nourish the calm and alert state of mind. Or change your mindset using Charles Duhigg’s scientific approach.
- Govern your attention, bring it into the moment. You may “go off the grid” like Graham Alcott Suggests, or use your willpower to put first things first. Stay grounded and maintain perspective.
- Master your goal-setting skills. You can use time-honored SMART system widely cited by Brian Tracy, Rapid Planning Method designed by Tony Robbins or any other method you like.
- Master your time-management skills. Reduce meetings (as Elon Musk suggests). Read, write and speak effectively (on Robert C. Rozen’s advice). Become the devotee of essentialism. Try applying a ‘Two-Minute Rule”: if a task crosses your desk that can be completed in two minutes – do it immediately.
- Don’t work harder, work smarter. It’s not about hours, but results. Make sure you make value, not just impact (Seth Godin)
- Don’t be afraid to dive into the unknown. Uncertainty is your friend. Feel it. Breath it in Explore it. (Leo Babauta)
I hope this article will help you on your way to productivity. Good luck!
According to a survey by Workopolis, 90% of people believe that telecommuting contributes to more productivity. However, these are the people who have had a practice of working from home, unlike most employees today, who find themselves in an unprecedented situation in the year 2020 as a global pandemic rages and their bosses have ordained work from home as mandatory.
Initially, the new work order and the opportunity for telecommuting may seem like a heaven-sent miracle. Your boss, who was previously averse to approving a work-from-home request, may now be emailing everyone about the benefits of working from home, and you might be thrilled with the idea of how to be productive at home. However, it’s important to remember that being productive at home requires discipline, focus, and a structured approach to your workday.
However, you may not have been prepared for the potential death of your productivity as soon as you started telecommuting and working from home, and you might be wondering how to be productive at home. After all, we were used to the hullabaloo of the workplace, to the stern eye of our bosses, face-to-face discussions and debates, a dedicated workspace equipped with all the required paraphernalia, and fun break times.
Now that you’ve been telecommuting for weeks or even months, you may be realizing that the new work setting isn’t as motivating as you had hoped, and you might be wondering how to be productive at home. Despite your best efforts, you may be facing myriad unforeseen obstacles at home that bludgeon your productivity as if it’s its mortal enemy.
Things that distract you at home
It’s easy to recognize what’s taking you away from work in a professional space, but at home, your every personal issue fuses with your work; there’s no clear boundary. Chances are that you aren’t even aware that certain things are hitting your productivity like nothing else.
So being aware and recognizing distractions as they are may enable you to avoid them during crucial working hours.
Home Chores: Chores are your excuse for delaying in getting started with the newest assignment looming over your head. You used to do laundry, cook, and clean even when you were going to the office, then why are you letting these chores interfere with your work at home now? Set aside a specific time to do these chores.
Family Members: No one can avoid them while at home, and especially when you have little kids who are quite demanding of your time. You will need to be strict about when you can interact with them at home if you are serious about boosting your productivity.
Once you know what external distractions are inhibiting your productivity and have dealt with them accordingly, you may now want to focus on internal elements, i.e. concerned with yourself and are a roadblock to your productivity.
Here are a few strategies you need to go about:
Accept it as the new normal
Many of us have a hard time digesting the fact that telecommuting and working from home is going to be our new situation for a while, and we may be struggling with how to be productive at home. When we think that the situation is temporary, we may blame our lack of productivity on the current environment. “Things are going to fall into place once we get back to work,” we tell ourselves.
But the reality is that we are going to be working from home for some period of time, and we must make the best out of it by treating our current workspace as the real one.
Start your day with some energizing boosters
How you begin your day really predicts the tone of the rest of your day. Woke up late? You’re going to feel lazy all day. Feeling groggy? Can’t concentrate on work? Let’s procrastinate by doing house chores.
- You need to set up a specific time you wake up on. Sure, it doesn’t have to be the ungodly hour you used to wake up at, so you could have ample time to commute to work. Give yourself a little leeway here, get that much-needed sleep, but do it in a timely manner.
- Start your day with some good ole’ exercise, anything that suits your pace and energizes your mind and body. A study at the University of Bristol found that people who are in the habit of exercising during the workday have ample energy and a positive outlook to conquer the workday.
- Before you get your shot of caffeine, have some lemon juice with warm water first. If your health doesn’t permit to consume the drink, make up a nice healthy smoothie. There are myriad benefits of lemon water, including the improvement of nutrient absorption in your stomach and energy that lasts the entire day. Also, keep a gap of 15–20 minutes between the lemon water and your breakfast— you can even exercise during that time.
- Now have that most important meal of the day. Ever heard anyone prescribing you to skip breakfast? No. Then, you have no excuse to avoid it. Plus, when you get over the food part, you are not going to get distracted with hunger pangs while working.
- Also, stay away from those screens until you are done with your breakfast. News, social media, e-mails, or texts, tend to take away the precious peace and calm of the early morning time as you jump headfirst into the frenzy of the outside world. So give yourself that me-time, or else you’ll be longing for that break throughout the day.
Dress yourself and your work space
How can you bring yourself to work at home when you are dressed in your night suit and have your work laptop placed on your unmade bed? Not very motivating as you get those casual home vibes while working, and you can easily fall into the routine of working ungodly hours in order to meet a deadline while telecommuting.
So, if you want to know how to be productive at home, as you wake up, dress in your work gear and set up your workspace where there are no distractions. That means a clean uncluttered desk free of dirty mugs, old sticky notes, half-eaten snacks, etc. Make your workstation as professional and conducive to productivity as possible.
You would actually feel that you are at work in a professional setting. Plus, the anticipation of shedding that work uniform after a long day and getting into your comfy clothes and bed would be a good motivation to get your work done quickly.
Stay connected with your team
One of the unexpected downsides of working from home is how easy it is to slip into isolation without even noticing it. Gone are the impromptu hallway chats, the shared laughs over coffee, and the comforting presence of colleagues sitting just a desk away. And while you may be plugging away on tasks and hitting deadlines, the emotional gap from your team can silently chip away at your enthusiasm and drive.
That’s why it’s important to intentionally recreate moments of connection. Make time for informal check-ins that aren’t just about project updates – ask your teammate how their weekend went, send a meme, or start a quick video call just to catch up. You can even suggest a virtual coffee break or Friday afternoon hangout where work talk is off-limits. These small interactions help nurture camaraderie and remind you that you’re still part of a team with shared goals. Plus, regular communication fosters accountability and helps clear up confusion that could otherwise snowball when everyone’s working remotely.
Set your daily goals
A little bit of planning can go a long way in getting things done throughout the day. A case study reveals that 98% of executives attribute their success to ‘results of plans and strategy’. Another concluded that concrete goal defining tends to instill 50% more confident about achieving their goals and 32% more in control of their lives.
Besides, a sense of control tends to generate a much-needed ‘grit’ that enables most of us to persist and attain what we set out to do.
Setting specific goals and deadlines for the day is crucial when working from home. This will help you stay focused and motivated throughout the day, and avoid distractions that can eat up your time. By breaking down your goals into specific tasks and allocating a certain amount of time to each task, you can manage your time effectively and avoid overworking yourself. Remember, being productive at home during telecommuting requires a different mindset and approach than working in the office, but with the right strategies, it is possible to maintain a high level of productivity and achieve your goals.
Do one thing at a time
One thing that badly demotivates us and puts us off from our goals is the unnecessary load that stems from multitasking. Accept it that when you dive into several things at once, you end up pulling your hair from stress while achieving nothing. Even when you get things done, they are missing the quality level that would have been otherwise present if you had directed all your energies at that particular task.
So stop yourself if you find that you’re two or three things at once. That means getting things done within the deadline. No harm would befall if you complete it long before the deadline, so you aren’t overwhelmed at the last moment struggling with a bunch of those at once.
Don’t let yourself burnout at home
Most people have the image that working from home is undemanding and uncomplicated, due to which you would experience more pressure from the top-level management to achieve more results. Consequently, you will end up working longer and more strenuous hours than you used to. This can affect your productivity, and it’s important to understand how to be productive at home and while telecommuting.
Moreover, no one even considers the responsibilities of home life thrown into the equation amid a pandemic, which on the top isn’t allowing you to socialize and cool off like before. So it’s easy to lose track of the amount of time you’re spending working and how much you’re dedicating to home life.
It falls upon you to focus on your work within allocated hours of your job, and communicate with your boss if you’re being overloaded. Learn to say No, when things are going out of hand, and avoid utilizing phrases such as, I don’t think so, let me see, etc. It’s important to set boundaries and establish a routine to balance work and home life when telecommuting.
Research by the University of California, San Francisco, concluded that the more trouble you have conveying the word ‘No’, the more likely you are going to be prey to stress, burnout, and even depression.
Work on a combination of easy and difficult projects
You may end up working on difficult tasks at once in order to alleviate the ennui you have begun to experience since work from home started, but rest assured, your brain will get used to this level of intensity and you will eventually end up bored again.
These constant extreme levels of the workout will leave you burned out and unsatisfied. So it is essential that you create a balance as you start on with your tasks. Include a good combination of difficult tasks that will keep you adequately challenged for the day, and throw in some easy tasks that let steam out.
Balancing easy and tough tasks helps maintain focus and motivation. After completing a challenging assignment, tackle something lighter like replying to emails or organizing your calendar. This gives you a mental break while maintaining productivity. Breaking the day into manageable chunks also provides a sense of accomplishment, boosting your mood and energy. Adjusting your task list based on how you’re feeling is key to staying productive without burning out.
No deviation until you’re done with at least one important task
E-mails, texts, phone calls, or even indulging in lunch preparations for the day are a part of your procrastination habit. One sure thing to put a stop to procrastination is doing the ugliest and the toughest job at the first opportunity.
That means strictly no deviation from the set task, you can cool off with those mundane chores once you are done. By diving straight into the most challenging task, you’ll not only build momentum but also experience a sense of accomplishment that propels you through the rest of the day.
Furthermore, setting this “no deviation” rule creates a strong mental framework. It reduces the temptation to drift away from your focus, keeping distractions at bay. A simple trick to make this easier is using the Pomodoro Technique – working in intense, focused bursts (usually 25 minutes) followed by a short break. This allows you to stay concentrated while also ensuring that you’re not overburdening your mind.
Start virtual socialization
According to the 2018 State of Remote Work, remote working employees claim that loneliness is the biggest drawback to the remote working environment.
You transitioned from a traditional office setting, where there were frequent face-to-face informal discussions and fun-fueled lunch breaks, to an environment, where there is nil interaction unless you pop a non-work-related message to your favorite colleague.
This pitiful level of socialization can drive even the staunchest introvert out of their minds. So you and your team must ensure to socialize over a good quality internet connection and have casual non-work-related conversations to cool yourself off and foster a sense of community belonging.
Interactions with the family are good and all, but no one else can empathize with the annoyance and problems you face at work like your colleagues.
So set a specific time when you all can video call through a private channel, maybe have a virtual lunch together? Moreover, you can add to levity and laughter with online game-based group quizzes through apps.
In a case study from the Bank of America call center, those employees who shared breaks together and indulged in casual fun discussions together were more successful with a 15-20% boost in productivity, a 19% decrease in stress levels, and even less turnover.
End your day at a decided time
As discussed before, work from home tends to blur the lines between home and work life. You often lose track of how much time you are dedicating to which and which. Moreover, if you start late, you are definitely going to have to stay late and put a tick mark on all those daily tasks.
The flexibility of work from home can leave you burned out and stressed instead of productive and fulfilled, so you would have to summon all the discipline you have and set a time when you are going to open and close that laptop.
Don’t be lenient towards an unnecessary task that requires your attention towards the end of your workday, you used to leave them for tomorrow when you set out for home, you are going to leave them alone now as you go and spend some quality time with your family or even yourself.
Celebrate while you have it
No matter how your day goes while telecommuting, it is crucial to know how to be productive at home and make sure to celebrate what you have. Work from home is a blessing that many of us are not giving its due during a global pandemic, and it can be challenging to stay motivated. Even during normal days, flexible working time isn’t granted so easily. So consider it a gift and celebrate the opportunity to better yourself for the upcoming future by creating a productive workspace, setting specific goals for the day, and learning how to manage your time effectively while balancing home life and work responsibilities.
Be kind to yourself
Let’s face it – working from home under normal circumstances is one thing. Working from home during a pandemic or crisis? That’s an entirely different beast. You’re not just adapting to a new workspace; you’re navigating a whole spectrum of emotions, uncertainties, and responsibilities that weren’t there before. And if your productivity has taken a hit, you’re definitely not alone.
It’s easy to feel frustrated when you’re not performing at your usual level. Maybe you’re missing deadlines, losing focus more often, or struggling to stay motivated. The key here is to cut yourself some slack. This is a marathon, not a sprint, and it’s okay to have off days. What matters is not being perfect – it’s being consistent in trying. Build habits that serve you. Give yourself permission to step away when you need to. Take breaks, breathe, reset. Working from home isn’t just about hitting KPIs – it’s also about protecting your mental and emotional bandwidth.
Some days will be messy. But if you approach those days with self-compassion instead of self-criticism, you’re far more likely to bounce back stronger.
Implementing a work-from-home policy has been a solution for numerous companies in addressing the prevalent issue of burnout. Failure to provide employees with remote working options has resulted in mass resignations for some companies unwilling to adapt.
However, you can avoid this scenario. If you want to keep your skilled workforce and keep up with the remote working trends, then you are in the right place. This article will provide you with comprehensive information on how to organize remote teams. Let’s delve into it.
Why you need a work from home policy
Remote work isn’t just a luxury anymore; it’s become an integral part of how businesses thrive in the modern world. A strong work-from-home (WFH) policy isn’t just about offering flexibility — it’s about giving employees the tools and structure they need to excel, wherever they are.
A solid WFH policy helps cultivate a work-life balance that’s not dictated by office hours. By cutting out the commute, employees gain time to focus on personal goals, improve their well-being, and become more productive. When employees are happier, they’re more engaged, which translates into better results for the company.
A well-crafted remote work policy also opens up opportunities to tap into a global talent pool. Companies no longer need to be limited by geographical constraints, and the range of perspectives and ideas that come with a diverse workforce can drive innovation and creativity.
But a WFH policy isn’t just about offering the freedom to work from anywhere — it’s about making sure employees have everything they need to thrive. That’s where companies like Twitter and Ctrip come in. They’ve both crafted remote work strategies that support their teams, showing how a thoughtful approach can lead to success. Let’s explore how they’ve made remote work work for them.
Twitter and Ctrip: companies that adopted remote work
In the realm of work from home policy, numerous companies have employees working remotely, and their sizes can range significantly. For the purpose of this section, we will focus on two companies in particular. The first is a well-known tech giant that you’re already familiar with, and the second is a relatively unknown company.
We’re going to compare approaches, gauge their respective results, and see what insights we can get from their experience. Let’s start off with the multibillion-dollar tech company that played a big role in revolutionizing the social media landscape.
Twitter, undeniably one of the largest tech companies globally, has implemented a work from home policy and even facilitated the transition for its employees. Instead of purchasing equipment for its employees, Twitter opted to let them handle the setup process themselves.
How does this ease the transition, you ask? Well, Twitter reimbursed employees for the costs they incurred during the home office setup. The cashback policy covers everything from desks, ergonomic chairs, printers, and other home office equipment that their employees may need.
Even any online fees that their employees may incur from video conferencing services, data consumption, or project management software will be covered by the company. Twitter is a shining example of how to make a remote transition as easy as possible for employees.
Ctrip
Back in 2016, a Chinese travel agency that employs 16,000 people wanted to explore the feasibility of a remote working system to see if it could reduce overhead costs and/or increase productivity amongst their staff.
They started by assigning small groups from their call center department to a home-based arrangement. The early results were quite promising since there was a drop in resignation rates, better overall performance, and even an improvement in morale based on employee feedback.
The implementation of a work from home policy led to significant cost savings for the agency, amounting to $1,000 for each employee who transitioned to remote work. This was achieved by freeing up office space that the employee would have otherwise occupied. Following the positive initial results, Ctrip extended the policy to the entire agency.
However, upon its implementation, a surge of complaints was received from employees. It is noteworthy that the majority of the complaints centered around a common issue—loneliness, which, in turn, resulted in reduced productivity. Continue reading to discover ways to counteract both these challenges.
Key performance indicators
One of the trickiest parts of managing remote teams is keeping them accountable for their performance. After all, it’s tempting for many remote workers to slack off, since their boss won’t really know.
Thankfully, there is a solution to address this issue through the implementation of a work from home policy. You can establish key performance indicators (KPIs) for each remote team to ensure they maintain their motivation, as you can actively measure their progress over the past weeks, months, or even years.
It’s advisable to use KPIs to monitor short-term productivity levels of remote teams, with an ideal monitoring period ranging between two and four weeks, depending on the nature of the team’s department. For instance, if you’re overseeing a marketing team, measuring performance on a month-to-month basis is more reasonable, as it takes time to plan and execute campaigns. In contrast, for sales representatives, who usually close deals in less than a week, monitoring their numbers over the past 14 days can indicate a decline in team performance.
Roadmaps
In addition to establishing KPIs, a work from home policy can also benefit remote teams by providing them with roadmaps to keep them on track. In a physical office, managers can easily call employees into meetings and communicate goals and targets effectively. However, this is not always feasible for remote teams, despite the availability of various online conferencing tools.
To address this challenge, creating a roadmap that outlines the goals and targets for the next month, quarter, or year can be helpful. Roadmaps are akin to detailed to-do lists that cover an extended period of time. When crafting a roadmap for remote employees, it’s crucial to be specific and transparent about the goals. Vague targets can hinder performance.
Moreover, we recommend getting feedback from remote workers to optimize the roadmap. By doing so, remote teams can stay on track and achieve their targets, ultimately contributing to the overall success of the work from home policy.
Health initiatives
Let’s face it, remote workers aren’t going to be as productive at home as they potentially could be if they’re in poor health. You might think that remote workers should be healthier than those who spend all their time in the office, since they have more flexibility to go to the gym.
Sadly, this isn’t the case. Despite having the “freedom” to get a solid workout in each day or sleep a full eight hours every night, remote workers usually suffer from health problems due to pulling all-nighters or procrastinating then cramming their tasks — which is mentally unhealthy.
If you want your remote workers to be physically and emotionally healthy, then you need to promote healthy heart habits such as regular exercise and good nutrition. Cardiovascular disease is a prominent risk for those who work at home, so take the initiative to protect your employees.
Encourage teamwork
Many companies are hesitant to implement a remote work policy due to concerns about potential collaboration challenges that may arise. And in some cases, their fears may be justified.
It’s well-known that some remote teams tend to collaborate less frequently than their in-office counterparts. However, there are always solutions to the obstacles that remote teams face.
To promote teamwork in your remote teams, it’s essential to make everyone feel like they’re part of a larger purpose. Something as basic as saying “hello” every morning in the team chat can help.
Maintaining a positive tone in the team chat is crucial to boost the morale of your remote team, as the online environment can significantly impact their productivity. Avoiding negativity is key, which is why it’s important to establish a remote work policy that encourages positivity and collaboration.
Additionally, scheduling daily meetings through an online conferencing platform can foster a sense of unity in your virtual team, regardless of the subject being discussed. Whether it’s about company updates, marketing strategies, or simply checking in on everyone’s well-being, the opportunity for team members to interact can make a significant difference in their overall performance.
Finally, if you’re the one in charge of the remote team, then share informative articles and TED Talks every week or give frequent feedback in a constructive, respectful way. This will not only portray authority, but also motivate employees to constantly work on honing their skills.
Foster a sense of ownership
Another great tip for implementing a work from home policy is to foster a sense of ownership within your remote teams. When employees feel responsible for the results of their work and believe they have the autonomy to make decisions, their engagement and motivation often skyrocket.
Encourage remote workers to take full ownership of their projects or tasks by giving them the freedom to manage how they approach their work. This autonomy not only builds trust but also makes employees feel more invested in their work, knowing that their decisions directly impact the success of the project or team.
It’s essential to communicate the trust you have in them and to offer support when needed, without stepping in too often. By fostering a culture of ownership, remote employees will feel more empowered to contribute to the success of the team and will likely take more initiative to deliver high-quality work. This approach can help drive productivity while also maintaining a positive and motivated work environment.
Essential gadgets
Any company with a remote team should ensure that they have the necessary tech tools to do their job right. This mainly means hardware, but could also extend to software in some situations. Modern remote desktop programs can be especially useful when working online and from home. Even the mundane act of getting a laptop for your employees can make a big difference.
To ensure that your remote employees can work effectively, it’s important to consider their equipment needs. For instance, if they’re working on a tablet, providing Bluetooth keyboards can be beneficial, especially for jobs that require a lot of typing, such as writing or live chat customer service. This can be a helpful aspect of a comprehensive remote work policy.
While not as essential as laptops or Bluetooth keyboards, noise-canceling headphones are also a handy gadget for any remote employee to have, since they can help them stay focused even when they’re working in hectic environments.
Moreover, for those struggling with remote work productivity, provide productivity apps and time tracking tools with timesheet system to keep track of their performance. Also, encourage communication amongst employees so that the experienced employees can share tips with juniors.
Promote work-life balance
Finally, it’s essential to emphasize the importance of work-life balance in your work from home policy. Remote work can blur the lines between personal and professional life, leading to overwork and burnout. Encourage employees to set clear boundaries between work and their personal time, such as sticking to set work hours and taking breaks throughout the day.
Offer flexibility where possible, but also ensure that employees disconnect when needed. You can support this by implementing policies around time off, mental health days, and encouraging them to take their full vacation time. This not only helps to avoid burnout but also ensures that employees stay motivated and productive over the long term. Remind your team that it’s okay to take breaks and that their well-being is just as important as their work output.
Conclusion
As you can see, organizing remote employees doesn’t have to be a nightmare or an uphill battle if you utilize some of the tried-and-tested strategies that we’ve outlined above. Remote teams, when managed properly, can be just as productive and collaborative as their in-house counterparts.
Whether you’re a social media goliath or a travel agency, the challenges remain mostly the same for employees who go remote. When you cover the needs of your staff, they’ll be just as productive from home as they would be in the office – if not more.
Collaboration in remote teams
As teams shifted to fully remote work during the pandemic, the transition was largely seamless thanks to the availability of efficient chat and collaboration tools. Operations continued, albeit with a greater reliance on video calls and virtual lunch breaks.
These tools quickly became indispensable for businesses, transforming into essential resources almost overnight.
Yet, remote work is not without its challenges.
Psychology Today highlights that “55 percent of communication is body language, 38 percent is tone of voice, and only 7 percent is the words spoken.” This brings to light the question: how can virtual communication bridge the gap left by in-person interactions? Given that communication is vital to sustaining a productive and cohesive team, the solution lies in embracing video conferencing as a new standard for connection.
Below are some insights into navigating remote communication effectively.
Helpful tips for remote team communication
- Daily check-ins and personal updates: Checking in with a colleague to ask how their weekend went or how an event went, ensures that team members remain connected even when not in the office. Regular casual chats on team communication tools can help maintain a sense of camaraderie.
- Inform your manager if you are taking a longer break: If you need to go and make an errand or go to the doctor’s appointment you should inform your manager. This will let you do your activity with no stress and also your manager will not expect you to send the needed information right away.
- Working in different time zones: Many of us work in distributed teams, which means that team members live in different time zones. If you need to schedule a call or online meeting, keep in mind the time difference between the places where the team members work. You can use apps like TimeZone Conveter to easily calculate time in any place on the globe.
- Set clear expectations and boundaries: One of the biggest challenges of remote work is the blurred line between work and personal life. It’s essential to set clear boundaries for when you’re available and when you need personal time. Make sure your team knows your working hours, and respect their time as well. A shared calendar or clear guidelines on when to expect responses can help maintain balance without the stress of constant availability.
- Use collaboration software: Collaboration apps save us from sending endless emails, picking up the phone and leaving voice messages. These tools enable teamwork, that is crucial at the time of remote work.
- Engage in casual chit-chat: Yes, we know that you have a lot going on during the day but that doesn’t mean you cannot dedicate at least 15 minutes in the day for a casual chit-chat with your teammates. Talking about personal stuff and not work related things will help you build rapports with the others.
- Create a ‘random’ channel: A dedicated channel for sharing light-hearted content, like fun videos, articles, or personal stories, can enhance team bonding. This exchange helps employees feel connected while also encouraging learning through shared resources like books or podcasts.
- Online team-building activities: While nothing can fully replace in-person bonding moments, online activities can still be enjoyable and effective. For instance, online Friday night drinks can be organized where the team gathers on a video call to socialize with a theme, such as a cocktail or wine night. Pre-arranged questions can be used to break the ice and encourage team bonding.
- Ice-breaker with a series of questions to get to know each other better;
- Time traveler where everyone tells which era or historic period he’d like to visit if it was possible;
- Photo of Your Life each teammate shares his picture with the rest of the team and tells a story behind it.
Whichever you choose we are sure you will enjoy this time of connecting with your team.
- Play online video games together: We love playing online games with the team and usually do them once a month. Video games are a lot of fun and according to studies they are a great activity for team bonding. Here are some that we tried with our team:
- Overcooked: In Overcooked and its sequel, a team (up to 4 players) cooks and serves a variety of meals in a cartoon restaurant. Each new level brings your restaurant to a new environment such as a volcano or space. Timing and organization are crucial because the kitchen can turn into a mess at any time.
- Rocket League: a fun sports game with cars playing giant soccer. Up to 8 users can play against each other in two teams and become soccer superstars. The goal of the game is to score more goals than the opponent.
- BFF or die: a puzzle game that can be played with up to 4 users. Time-traveling aliens are sent to Earth with a rescue mission. To win this game, you should work together solving puzzles, strategizing, and kicking butt. You have to help each other, cause no single player can do it by himself.
- Collaborate on tasks and projects in real-time: Utilize tools that allow real-time collaboration, such as Google Docs, where team members can contribute simultaneously. Regular video calls and chat discussions can complement this, enhancing the collaborative process.
- Implement a ‘buddy’ system for new hires: Many new hires can feel lost in a remote work setup. To ease the transition, a buddy system can be implemented where a new employee is paired with an experienced team member for guidance, both for work-related support and social connection during the first few months.
- Organize internal workshops: Monthly workshops, where team members present and coach others in their areas of expertise, can enhance professional growth and maintain team cohesion. These workshops can take place via video sessions, providing an opportunity for knowledge sharing and learning.
- Encourage flexibility in work hours: The beauty of remote work is that it allows for flexibility in how and when work is completed. Encourage your team to find the schedule that works best for them while ensuring collaboration windows overlap. This flexibility not only improves productivity but also promotes work-life balance, which is essential for long-term job satisfaction.
- Virtual lunches/coffee breaks: Organizing quick virtual lunches or tea/coffee breaks, typically lasting 15 to 30 minutes, can help maintain communication and team connection. These informal sessions offer a chance to discuss non-work-related topics, which is essential for preventing feelings of isolation in remote teams. Additionally, creating a video or video presentation that highlights and appreciates each team member’s contributions is an excellent way to foster a sense of recognition and connection.
- Always assume positive intent: With a dispersed team from different countries and backgrounds, miscommunications can occur. A team principle to assume positive intent and seek clarification when necessary can help prevent misunderstandings and maintain positive team dynamics.
- Always attend team meetings: Weekly team meetings, staff calls, and one-on-one sessions are essential for project success and goal tracking. Adhering to an agenda keeps meetings efficient, and encouraging open discussions helps all team members feel heard.
- Foster a culture of feedback: Without face-to-face interaction, it can be hard to gauge how your team is feeling. Make sure you create opportunities for feedback, whether it’s through one-on-one check-ins or anonymous surveys. Asking for feedback allows you to continuously improve the work environment and address any issues before they escalate.
- Create a virtual ‘Open Door’ policy: In an office, employees can drop by their manager’s desk for a quick chat. In a remote setup, this should be replicated with a virtual “open door” policy. Set aside time each week for casual virtual office hours where employees can reach out to you for non-work-related conversations, advice, or to share concerns. This keeps communication channels open and builds trust, which is critical for a remote team’s success.
- Work from home guide: People tend to imagine work from home in many different ways. However, ‘work from home’ is nothing but doing your same job, but not in the office. In order to keep everybody on the same page we have created a work from home guide. In this guide we outline the most important aspects of working from home, code of conduct, but also many tips and useful information and resources.
Takeaways
The pandemic has demonstrated that effective team communication is essential for successful, productive teams. In a remote work environment, maintaining communication similar to an in-office setting is crucial. Using the right communication tools is not a cost but an investment in maintaining productivity and team engagement.
What are your tips for effective remote team collaboration? Feel free to share in the comments below.
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