Administrative Tips for Productivity

6 proven techniques to increase productivity, And reclaim your time: This sheet highlights the  ↳What ↳When ↳Why ↳And how So you can start putting these to work today: 1) Eisenhower Matrix What it is - A system to prioritize When to use it - You feel busywork is keeping you from "real" work Why it works - The least important tasks keep rising to the top because they're the easiest How to use it - Sort your tasks into quadrants: ↳Important and urgent: do it now ↳Important but less urgent: schedule it ↳Not important but urgent: delegate it ↳Not important and not urgent: delete it 2) 80/20 Rule What - A rule for focusing only on the most impactful work When - You feel over-capacity, and you need to cut things Why - 80% of outcomes come from 20% of causes, and then results diminish quickly after that How - Focus on just the most critical 20%: ↳20% of effort → 80% of results ↳20% of products → 80% of sales ↳20% of habits → 80% of impact ↳20% of innovations → 80% of growth 3) 1-3-5 Method What - A tool for simplifying your to-do list so you can actually complete it When - Your list is never-ending, and it's hard to know what to tackle Why - In reality, committing to work on less lets you finish more How - The night before or morning of, choose for the day just:   ↳1 key project (only 1!) ↳3 medium items ↳5 smaller items ↳Leave everything else off 4) Eat Your Frog What - A commitment to do your most critical item first When - You keep putting off an important (but scary or intimidating) task Why - Doing it likely won’t be as bad as you thought, and it builds momentum How - Follow these 4 simple steps: ↳Identify the big task you're avoiding ↳Schedule time for it early in the day ↳Eat your frog: actually complete the task ↳Celebrate an early win and progress 5) Deep Work What - A block of distraction-free time to work on a key item When - You constantly get interrupted and can't focus Why - Multitasking doesn't work - you dramatically increase productivity by focusing on just one thing How - Create a deep work environment: ↳Schedule a block on your calendar ↳Put away your phone, exit your email, close Slack, shut the door ↳Focus on just 1 task for at least an hour (and preferably 2 to 3) 6) Pomodoro Technique What - A style of working in intervals When - Your feel your energy fade over time or your work seems too big Why - Short bursts paired with breaks keeps your energy and productivity up How - Alternate medium work, short break: ↳Typical: work for 25 minutes, break for 5 ↳Experiment to find what’s best for you ↳Your break should be restful (breathing, time outside) not staring at your phone or answering email The most productive people you know aren't superhuman, They're simply using these strategies. Put these to work, And you'll soon get much more done AND have more time. Any you'd add to this list? --- ♻️ Repost to help your network reclaim their time. And follow me George Stern for more productivity content

If you can master your time, you can master your life - here's how: Mastering time isn't just about squeezing more tasks into your day. It's about making every minute count. The right techniques can: ↳ Amplify your focus ↳ Elevate your productivity ↳ Transform your workflow Let these time-tested methods guide you. You will not just work smarter, but live better. Which one is your favorite? __________________ Pomodoro Technique • Set a timer for 25 minutes of work. • Take a short 5-minute break. • After 4 cycles, take a longer 15-30 minute break. Eisenhower Matrix • Sort tasks by urgency and importance. • Do urgent and important tasks immediately. • Schedule, delegate, or delete others accordingly. ABCDE Method • Label tasks A-E by importance. • Focus on 'A' tasks first. • Delegate or eliminate 'D' and 'E' tasks. 80/20 Method • Identify tasks with the most impact. • Focus 20% of effort on these. • Expect 80% of results from them. 3-3-3 Method • Dedicate 3 hours to deep work. • Complete 3 shorter tasks. • Address 3 maintenance tasks. 2 Minute Rule • If a task takes < 2 minutes, do it now. • Larger tasks get scheduled or delegated. • Keeps small tasks from piling up. Eat the Frog • Start your day with the most challenging task. • Gain momentum and a sense of achievement early. • Makes subsequent tasks feel easier in comparison. Getting Things Done (GTD) • Capture all tasks. • Clarify and organize into lists. • Reflect and engage with action. Kanban Board • Visualize tasks in 'To Do', 'Doing', 'Done'. • Move tasks along as progress is made. • Optimizes flow and prioritization. Task Batching • Group similar tasks together. • Work on these in dedicated time blocks. • Increases focus and efficiency. Warren Buffet 5/25 Rule • List 25 important tasks. • Pick the top 5 to focus on. • Avoid the rest until top 5 are complete. Time Blocking • Dedicate blocks for specific tasks. • Include breaks and varied task types. • Ensures dedicated focus times. 1-3-5 Method • Choose 1 big, 3 medium, and 5 small tasks. • Prioritize this manageable daily task load. • Ensures a balanced workload. MSCW Method • Categorize tasks by necessity for project success. • Must-haves are critical, nice-to-haves are less so. • Defer won't-haves to future phases. Pickle Jar Method • Fit in major tasks first. • Slot in smaller tasks around them. • Regularly adjust and reassess priorities. __________________ 👇 Want a PDF of my top infographics? 👇 ▶️ Go Here: https://lnkd.in/g2xbnwhp Please repost to help others out there! ♻️

If your one-on-ones are primarily status updates, you're missing a massive opportunity to build trust, develop talent, and drive real results. After working with countless leadership teams across industries, I've found that the most effective managers approach 1:1s with a fundamentally different mindset... They see these meetings as investments in people, not project tracking sessions. Great 1:1s focus on these three elements: 1. Support: Create space for authentic conversations about challenges, both professional and personal. When people feel safe discussing real obstacles, you can actually help remove them. Questions to try: "What's currently making your job harder than it needs to be?" "Where could you use more support from me?" 2. Growth: Use 1:1s to understand aspirations and build development paths. People who see a future with your team invest more deeply in the present. Questions to explore: "What skills would you like to develop in the next six months?" "What parts of your role energize you most?" 3. Alignment: Help team members connect their daily work to larger purpose and meaning. People work harder when they understand the "why" behind tasks. Questions that create alignment: "How clear is the connection between your work and our team's priorities?" "What part of our mission resonates most with you personally?" By focusing less on immediate work outputs and more on the human doing the work, you'll actually see better performance, retention, and results. Check out my newsletter for more insights here: https://lnkd.in/ei_uQjju #executiverecruiter #eliterecruiter #jobmarket2025 #profoliosai #resume #jobstrategy #leadershipdevelopment #teammanagement

Tip of the day: I keep a living doc of my performance (achievements and goals) open to anybody at the company (a "living doc" is a document that is frequently updated and revised to reflect current information and circumstances). It's a bit of upfront overhead but it has significant ROI. I’ve done this for about five years, for the following reasons: 1️⃣ As a forcing function for myself: to be more introspective on a more regular cadence on the impact and focus of my work. What have I done this week worth putting on the doc? Also I can plan ahead for what data I need to gather to support my claims. 2️⃣ Easier to do more deliberate checkpoints with my manager (during 1:1s) and with myself (monthly) on how I'm doing, places where I should course-correct, etc. These are much more actionable when there’s a written artifact to go over. 3️⃣ I’m lazy. Before I did this, perf review time was a pain, with me frantically trying to remember what I had done the last 12 months and digging supporting data and evidence. Now when Performance Review time comes, I mostly copy & paste it and I'm done, so I don't need to spend a lot of time trying to remember what I actually did the last N months. 4️⃣ This document always has company-wide read access for visibility, transparency and accountability, so anybody wondering “what would you say you actually do around here” can find out. This is particularly important at Principal level because Principals can oscillate broadly within an org. [In case you didn't know, the image is from Office Space, one of the greatest movies of all times]

Every week for the past five years, I’ve calculated a single number that determines whether I’ve been productive. It isn’t a revenue or product-related stat. It’s the percentage of my time spent on tasks I actually PLANNED to do. Giving yourself a weekly success score doesn’t work for everyone, but it’s been an insane productivity hack for me because it gives visibility into my work AND gives me something to improve upon. This concept came from Intercom co-founder Des Traynor, who created the perfect Venn diagram of productivity: find the overlap between your email, your to-do list, and your calendar so you can stop letting everyone else control your time. The solution is to track how much of your time aligns with your intentions, AKA your alignment score. Here’s what to do, using this doc that lets you sync your email, calendar, and to-do list: https://lnkd.in/gHyBvgKv 1. Work through your emails and identify which ones have actions. 2. Turn the emails into entries on your to-do list. 3. Slot each entry into a specific time block on your calendar (the template will do it for you). 4. Now, your to-do list has two new columns: when you’re supposed to work on a task and where it came from. At the end of the week, you get a chart that shows what percentage of your time is spent on your planned to-dos vs. reactive work. The system triages emails into different buckets, ensures the important ones make it to your to-do list, merges them with what you already planned to accomplish, then helps you allocate time for each task. Try calculating your score for a month and see what changes! And don’t feel bad if you’re not at 100%—for me, any week that crosses 50% is a good week. 🙂 Are there any productivity hacks you swear by?

I used to think that saying 'Yes' to every opportunity was the only path to success. This definition led me to a relentless chase for achievement, where 'No' was a word that simply didn't exist in my vocabulary. However, It wasn't long before this mindset led to a perpetual cycle of overcommitment, stress, and an inevitable sense of burnout. The toll on my well-being was evident, and paradoxically, my work suffered. The myth I held onto—that affirming everything would accelerate my career—was actually holding me back. I knew a change was needed. Only when I started embracing the power of 'No' did I begin to unlock higher levels of effectiveness and satisfaction in my career. This wasn't just about turning down requests; it was about affirming my priorities, respecting my limits, and ultimately, contributing more value in areas that truly mattered. To navigate this shift and build the skill of strategic “No," I turned to my friend Nihar Chhaya, an accomplished CEO coach with over 25+ years of experience. Nihar shared with me the following tips on how great leaders effectively say “No” (without burning bridges): 💬 "Let’s find another way to address this." ↳ Promotes collaboration and problem-solving. 💬 "I am unable to do it but I know [Name] can help." ↳ Suggests someone else who might assist. 💬 "I can't attend the event but thanks for the invite." ↳ Politely declines while showing gratitude. 💬 "Is there some other way I can support you?" ↳ Redirects the request while still offering assistance. 💬 "I can’t attend this meeting, but can I get the notes?" ↳ Declines while showing interest in staying informed. 💬 "I can’t join this project, but I can offer some advice." ↳ Declines participation while offering support. 💬 "Let’s set a different deadline that works for us both." ↳ Shows willingness to adjust and help with your limits. 💬 "Can we look at this again in a few weeks?" ↳ Keeps the door open for the future without a firm no. 💬 "Thank you for thinking of me, but I have priorities." ↳ Shows respect while setting boundaries. PS: Saying 'No' strategically prioritizes what matters to maximize our impact and supports our well-being. ---- Follow me, tap the (🔔) Omar Halabieh for daily Leadership and Career posts.

Consider this suggestion that has helped me survive this industry for three decades at Microsoft, Google, and Amazon…during this holiday season step back from the endless cycle of activity and think, reflect, and live in the moment. Being busy every second isn’t what leads to inspired decisions or breakthroughs. Instead, it can stifle creativity, increase stress, and prevent the innovative thinking that moves the needle. Ignore work and be with your family – I guarantee that you will have better ideas and more energy when you restart next year. Here are the specifics: 1. Create Space for Innovation: The best ideas often emerge when you have room to breathe and think. Give yourself permission to slow down over the holidays. With that mental breathing room, you’ll be better equipped to imagine creative approaches, develop new strategies, and identify opportunities that may have been hidden in the day-to-day grind. 2. Prevent Burnout: Non-stop work leads to burnout—worn-down energy levels, reduced clarity, and diminished effectiveness. By intentionally setting aside time to recharge, you protect your mental and physical well-being. Returning to work refreshed means you can hit the ground running with renewed focus, making it easier to channel your energy into the projects that drive real results. 3. Refresh Your Objectives: Innovation doesn’t just appear out of thin air; it emerges when you thoughtfully consider what’s been working and where you can improve. Use the slow ramp at the start of the year to reflect on the road ahead. Coming back with a fresh perspective will help you zero in on what matters most, ensuring your efforts align with your core objectives. 4. Invest Time in Yourself: Slowing down provides time for learning and personal growth—reading, thinking, or exploring new perspectives outside your normal routine. By expanding your horizons during the break, you return to the office with heightened curiosity and sharper judgment, ready to tackle complexity. This holiday season, step away from the mindset that more activity equals more success. Instead, recharge. Let your mind wander. Immerse yourself in moments that inspire you. By doing so, you’ll return to work with greater clarity, a fresh sense of purpose, and the creative momentum.

I've tried the fancy productivity systems, but here's what works: This 3x5 notecard... Each evening, I sit down at my desk and write down the 3-5 highest impact to-dos for the following day. These are the "important" tasks that directly contribute to my long-term projects or goals. The list is pure—I specifically avoid writing down all of the miscellaneous urgent and unimportant to-dos (more on that later). In the morning, I sit down at my desk for my first focus work block and start at the top of the list, working my way down and crossing off the important items as I get through them. My primary goal is to cross each item off the list by the end of the day. I am intentionally conservative in the number of items I write on the list. It's usually 3, sometimes 4, and very rarely 5. I never want to end the day with open items, so being conservative helps me accomplish that (and get the extra rush from getting through more than I expected). As I go through the day, I stole an idea from Marc Andreessen to use the back of the card to write down and cross off any minor to-dos that I complete (the urgent or unimportant tasks that are not welcome on the front of the card). The process of writing and crossing off an item on the back of the card is a further boost of momentum, so I find it to be a worthwhile exercise. My notecard productivity system is painfully simple, but it's grounded in five powerful realizations: 1. 15 minutes of prep in the evening is worth hours the next morning. By setting out your priority tasks the night before, you eliminate any friction from having to decide what to work on. You hit the ground sprinting. 2. Important > Urgent. By tackling the important to start the day, you guarantee progress against the big picture projects and goals. If my day went to hell after that morning focus block (which it sometimes does with a 1-year-old at home!), it would be ok, because I know I've gotten through much of my important work. 3. Momentum is everything. Crossing important items off your list to start the day immediately creates a winning feeling that you keep with you. Success begets success. 4. Simple is beautiful. If you're spending time thinking about your productivity system, you're studying for the wrong test. That's movement for the sake of movement. You should be focused on progress. 5. Find what works for you. It used to stress me out that I didn't have a beautiful productivity system that would impress others. Then I realized that whatever works for me is the best productivity system. Identify how you operate and find the system that works for you. To get started, just buy a stack of simple 3x5 notecards and give it a shot. If you've ever been overwhelmed by productivity systems and advice, this is an approach to try. Follow me Sahil Bloom for more ideas like this in the future and join 800,000+ others who get these in my weekly newsletter: https://lnkd.in/esGsF85Q

If you're an AE, working hard doesn't work unless you’re working on the right things. Here’s a list of the WRONG and RIGHT things to be working on: The Wrong Things: 1. Busy Work - Too much times spent on admin work that doesn't move the needle. Being busy doesn't equal being productive. Say no or delegate where possible 2. Internal Meetings - If it doesn't add value to you or you customers opt out wherever possible. 3. People Pleasing - when you're saying yes to others, you're often saying no to your own goals or your customers. Learn how to say no and protect your time. 4. Distractions - texting, social media browsing, water cooler talk, or media consumption are the biggest killer of productivity. Stay disciplined. The Right Things: 1. Deep Research - Understand how your clients make money, what products/services they sell, and their top initiatives and goals. With a little digging, most of this info can be found quickly and easily. 2. Develop a Point of View - As to how you can help clients achieve their top goals and priorities. Find clients you've already helped with similar goals and learn their stories inside and out. 3. Prospecting to Power - Share your POV directly with the Executives who stand to gain (or lose) the most if they don't hit their top initiatives. Make sure your message is specific and relevant based on the research. The quicker you can get above the power line within an organization, the faster the sales cycle will be. Focus on getting the right meetings with the right people, rather than spreading yourself thin. 4. Deal Execution - This is your #1 priority. If you have pipeline, execute every day to advance that pipeline. Allocate your time proportionality based on the deal size. Large deals don't come along every day, and you must focus on flawless execution to ensure you WIN those deals. This means quarterbacking both internal and external stakeholders, creating and driving a mutual action plan, and project managing every step of the way.

How I decreased anxiety and increased productivity with a simple Sunday night routine. Here it goes: 1. Set aside 20-30 minutes to journal - Wins and accomplishments last week - Mistakes and lessons learned last week - Top 5 professional & personal goals this week 2. Clear out loose paper, notes, etc. - Toss as much out as possible - Capture outstanding action items in Asana - Clean desktop from downloads & screenshots 3. Prep for Monday - Bag packed + in the car - Clothes / keys laid out ready to go - Bible + journal on the coffee maker - Skillet, plate, fork, water & coffee cup out - Daily supplements prepped and easy to grab That covers it. 20-30 minutes journaling Clear out loose paper / notes Prep for Monday It’s not rocket science. But it works for me. How about you? What’s your Sunday night routine? Questions / comments welcomed. As always. P.S. Now off to the firepit — w/ Tyler Childers radio on Spotify — and a book in my hand 🔥