How to increase productivity at work

Modern work is a blend of office collaboration, remote flexibility, and the constant digital noise that comes with it. If you've ever asked yourself, "How do I increase my productivity at work?", you're not alone. The good news is that practical strategies exist to help you reclaim control of your day and enhance productivity.

Here are some fresh ways to get more out of your working hours and improve your focus.

8 tips for increasing work productivity

1. Set boundaries around digital notifications

Constant access to emails, chat platforms, and apps can seriously disrupt your workflow. These pings fracture your focus, turning quick jobs into lengthy tasks. Think about how often a simple notification pulls you away from your work, costing you precious minutes as you try to get back on track.

Practical steps include:

Batch-checking your notifications at specific times throughout the day.
Muting channels that aren't critical for your immediate tasks.
Communicating your response times so colleagues know when to expect a reply.

This simple process minimises environmental distractions and helps you maintain focus on what truly matters.

2. Protect your deep work time

Deep work is a powerful method for maximising productivity, especially when you need to accomplish something significant. It involves setting aside time for uninterrupted concentration. However, this valuable time is often fragmented by calendar pop-ups and last-minute meeting invites, which can derail your effort.

Try these productivity strategies:

Block out "focus time" in your shared calendar to prevent meetings from being scheduled.
Group similar tasks together, like responding to emails or making calls, to avoid mental context switching.
Keep a notebook or digital doc handy to jot down ideas quickly, allowing you to return to your main task without breaking your flow. This is key to making progress.

3. Rethink your approach to meetings

Unnecessary meetings are a major drain on workplace productivity. The fatigue from back-to-back video calls is a real issue - especially when your day is filled with internal catch-ups that could have been handled with a quick message. To enhance work efficiency, it’s important to be more intentional with collaborative time.

Consider these ideas:

Use asynchronous updates via email or project management tools instead of daily stand-ups for certain types of work.
Keep scheduled check-ins brief and focused on specific outcomes.
Always clarify the business goal of a meeting before sending an invite to ensure everyone understands its importance.

This approach ensures that time spent with your team is purposeful and contributes to job satisfaction rather than just "busy work".

4. Declutter your digital workspace

A disorganised digital environment, with a messy desktop or chaotic file system, creates friction and leads to low productivity. Searching for the correct version of a document or navigating multiple project boards consumes valuable time that could be better spent on your actual tasks. Efficient processes are crucial here.

Steps to boost productivity include:

Regularly archiving or deleting files and emails you no longer need.
Using a consistent system of folders and tags to organise your work.
Adopting the right technology to ensure you have instant access to key resources.

Digital decluttering reduces the time spent hunting for information and helps you complete quality work in a timely manner. This is particularly vital for small businesses where every minute counts.

5. Redesign your physical work environment

Your physical surroundings have a significant impact on your output. A noisy open-plan office or a makeshift home office in your bedroom can make it hard to concentrate and lead to frustration. Your environment should support your ability to focus, not hinder it.

Consider the following:

Using noise-cancelling headphones to block out audible distractions.
Making small adjustments to your workspace, such as adding desk organisers or improving your lighting.
If you work from home, creating a dedicated workspace helps reinforce a healthy work-life balance.

6. Manage your energy, not just your time

Effective time management is only one piece of the puzzle. To truly improve productivity, you need to manage your energy patterns. For example, the common mid-afternoon slump is not the best time for large tasks that require deep focus, but it can be perfect for clearing smaller tasks from your to-do list.

Tips for managing energy:

Schedule your most important or demanding work during your peak energy hours, which for many people is the morning.
Incorporate physical activity into your day, like a short walk, to reset your brain and break up long periods of screen time.
Take regular breaks to rest and recharge instead of trying to push through fatigue. Even a short break can make a big difference.

7. Use SMART goals to set priorities

While a simple list of tasks is useful, modern productivity means taking a more strategic goal-setting approach. Without clear goals, it's easy to get caught up in urgent tasks that aren't actually important and don't align with your key priorities for the week.

The SMART framework is a great way to structure your focus. A SMART goal is:

Specific: Clearly defined rather than vague.
Measurable: Trackable so you can monitor your progress.
Achievable: Realistic given your available time and resources.
Relevant: Aligned with broader business objectives.
Time-bound: Set with a clear deadline.

Setting clear goals is foundational. This structured approach helps you break down large projects, allocate your hours effectively, and even assess your progress during performance reviews.

8. Embrace flexible work arrangements wisely

Hybrid work and other flexible work arrangements have become the norm in New Zealand workplaces, offering many benefits. However, knowing how to improve productivity while working from home is an ongoing process. Distractions at home can be just as disruptive as those in the office, and a lack of connection with colleagues, can lead to low morale and even poor mental health.

Practical steps include:

Defining clear start and finish times for your work hours helps manage burnout.
Using clear communication and regular check-ins with your colleagues and senior management to stay connected.
Adopting an "async-first" communication style provides the space to work without constant interruptions.

This helps you create opportunities for a productive rhythm that supports both your well-being and engagement.

From focus to fulfilment

Figuring out how to increase work productivity is a great starting point, but it's just one aspect of building a rewarding career. Small changes in how you manage your focus, collaborate with others, and direct your energy can create a foundation for greater success and job satisfaction.

Keen to take the next step towards success? Discover expert career progression advice from Hays.