5 Psychology-Backed Tips for Your Most Productive Day
When it comes to work-life balance, we at Grafter are the experts, so we understand that achieving maximum productivity while maintaining that important balance can seem like an impossible task.
With distractions between the office and home (are we really planning for Christmas season again?) and unpredictable workloads, it’s easy to feel overwhelmed – and that sense of being swamped can lead to fluctuating motivation to get it all done.
But what if there was a way to optimise your day using tried-and-tested, psychology-backed methods to boost both efficiency and enjoyment? Whether you’re working from a co-working space, flexible workspace, serviced office, or even at home, these five productivity hacks will help make the most of your day.
1. Establish a Solid Morning Routine
You've probably heard it a thousand times: a productive day starts with a productive morning. But what does that really mean?
Studies show that the first 60 to 90 minutes after waking up are crucial for setting the tone for the rest of the day. If you roll out of bed and jump straight into work emails or to-do lists, you're essentially inviting stress to take over from the get-go. Instead, a structured morning routine creates a sense of control and calm.
A great morning routine might include some light exercise, mindfulness or meditation, a healthy breakfast, and time to mentally prepare for the day ahead (aka…disconnecting). Not only does this increase your focus and energy levels, but it also primes your brain for problem-solving and creative thinking. Think of it as warming up before a workout. By giving your mind time to adjust to the tasks ahead, you can tackle your workload more efficiently, whether you're working from a co-working space or a more traditional office.
2. Use the ‘Eisenhower Matrix’ to Prioritise Tasks
If your to-do list is spiralling out of control, the Eisenhower Matrix is the ultimate tool to bring it back into order. Named after former U.S. President Dwight D. Eisenhower, this method helps you determine the urgency and importance of your tasks so that you can focus on what truly matters.
The Eisenhower Matrix is simple: divide your tasks into four categories:
Urgent and Important: Tasks that need to be done immediately, such as deadlines or urgent client requests.
Important but Not Urgent: These are long-term projects or tasks that contribute to your bigger goals, but don't need to be done today. Think strategic planning or learning new skills.
Urgent but Not Important: Tasks that need to be done soon but don’t necessarily contribute to your long-term goals, such as responding to non-critical emails.
Not Urgent and Not Important: These are distractions or time-wasters, like scrolling through social media or attending unnecessary meetings.
By categorising your tasks, you’ll gain clarity on where to focus your energy. Suddenly, those low-priority distractions will seem far less appealing when compared to your high-impact tasks – which you’ll power through quicker and with more focus.
3. Time Blocking
Now that you’ve prioritised your tasks, the next step is time-blocking. This method has been used by productivity experts for years and is an incredibly effective way to structure your workday. The idea is simple: divide your day into distinct blocks of time, with each block dedicated to a specific task or group of tasks.
For example, you might block out two hours in the morning to work on a project, one hour for meetings, and 30 minutes for email responses. The key here is to stick to your time blocks. Once the time is up, move on to the next task, even if you haven’t finished the first one. This prevents you from spending too much time on any one task while neglecting others.
By incorporating time-blocking into your routine, you'll limit multitasking and improve focus. Plus, it's perfect for co-working environments or serviced offices where distractions can quickly eat into your time.
4. The Pomodoro Method
Ah, the Pomodoro Method – the time-tested method CEOs, execs, and entrepreneurs credit with getting anything done. Developed by Francesco Cirillo in the late 1980s, this time-management technique uses intervals of focused work, followed by short breaks to keep your mind sharp. The name "Pomodoro" (Italian for tomato) comes from the tomato-shaped kitchen timer Cirillo used while developing the technique.
Here’s how it works:
Set a timer for 25 minutes and focus on a single task.
Once the timer goes off, take a 5-minute break.
After four ‘Pomodoros’ (or 25-minute sessions), take a longer break of 15-30 minutes.
(THIS online timer is our favourite!)
The Pomodoro Method taps into the psychological principle of time pressure, which helps you concentrate for short bursts without feeling overwhelmed. It’s a brilliant way to stay on track, particularly in a flexible workspace or co-working setting, where other people's activities can sometimes be distracting.
5. Optimise Your Workspace with Ergonomics and Lighting
Your physical environment plays a massive role in your productivity. The right workspace setup can increase focus, reduce fatigue, and prevent burnout.
Start with ergonomics. A comfortable chair that supports your back, a desk at the right height, and a monitor positioned at eye level can make all the difference. Poor posture leads to fatigue and discomfort, which, in turn, lowers productivity.
Next, consider your lighting. Natural light is ideal as it boosts mood and alertness, but if you're working in a space with limited windows, invest in good-quality artificial lighting. Bright, white light can help you stay focused, while warmer tones are better for relaxing breaks.
Finally, declutter your workspace. A clean and organised desk reduces distractions and promotes a sense of control. Whether it’s a corner desk in a flexible workspace or a hot desk in a co-working office, the space around you should support your focus, not detract from it.
(And at Grafter, we’ll take care of this step for you by providing workspaces that are intuitively designed with ergonomic chairs, Bluetooth enabled sit-stand desks, plus live greenery for fresh thinking.)
There’s no one-size-fits-all solution to productivity, but these psychology-backed tips provide a fantastic foundation for creating your most productive workday. By establishing a morning routine, prioritising tasks with the Eisenhower Matrix, time-blocking, using the Pomodoro Method, and optimising your workspace, you’ll not only improve your efficiency but also find more enjoyment in your workday – wherever that may be.
So, give these hacks a try, and watch as your productivity (and your mood) skyrocket!
No matter what’s on top of your to-do, you’ll find Grafter the ideal working environment for your most productive day. Learn more about our flexible workspace solutions in Dublin and London.