On average, it takes us 23 minutes and 15 seconds to get back on track after a distraction. Despite spending 10 hours at our computers, most people only spend four hours and 42 minutes deeply focused.
Our brains may not be wired for long periods of deep work. But if you want to maximize your focused time and get more done, keep reading.
Founders, CEOs, and marketers—busy people who get a lot done—share the habits that keep them productive. Steal some of their hacks to pack more into your day without burning out.
Also by Corina Leslie: Work, actually: 11 founders on their favorite place to get things done
Chrissy Bernal: “I use sticky notes.”
“One habit that helps me accomplish more is to use a ‘sticky note’ to-do list. I get overwhelmed by my seemingly never-ending to-do list, and while I love lists, when they get too long or scattered, it’s easy to lose focus.
Instead, I write each task on a small piece of paper like a sticky note and then stack them in order of importance for the day. I’ve found I’m much more productive when I only see one task in front of me at a time.
Thiscan even be done with digital ‘sticky notes’ if you don’t want to use physical paper.”
— Chrissy Bernal, CEO & Publicist at Be a Better Brand, LLC
Liviu Tanase: “I take walks to clear my head.”
“I have a lot of energy by default, plus a long to-do list, so I usually don’t struggle with productivity. On certain days, I struggle to remember to take more breaks and step away from work.
Jumping from one task straight to the next may make you more productive, but in the long run, it can be exhausting. I don’t always realize that.
Lately, however, I’ve started taking walks whenever I need to clear my head. That buffer time between one big project and the next gives my brain a chance to relax before I turn the engines on again. On top of that, the movement gives me more energy. It’s a bonus when my wife and son can join me on these walks – I love that time we spend together.”
— Liviu Tanase, Founder and CEO at ZeroBounce
Angilie Kapoor: “I take hourly breaks.”
“My best productivity hack involves a series of daily practices that keep my energy and motivation high.
For starters, I make sure I drink lots of water and also ensure that I get regular movement throughout the day, which refreshes my body and mind. I also set reminders to take hourly breaks to practice gratitude for my achievements, engage in deep breathing to re-center, and refocus on my next hour’s goals.
When challenges arise, I tend to take a walk to destress as well as reconnect with knowing that my future self has already overcome this obstacle and has completed this task or project. I find this definitely works well with looming multiple deadlines.
This visualization of success and this frequency of knowing not only boosts my motivation but also helps me stay productive throughout the day.”
— Angilie Kapoor, Founder of Oversight Global
Jonathan Jenkins: “Changing focus helps me stay energized.”
“My go-to productivity hack is Time Blocking. I find that changing focus periodically helps me stay energized. I divide my day into specific time slots for different tasks, allowing time for deep focus but switching before my focus begins to flag.
As a digital marketing professional, I’ve got a mix of one-time tasks and routine/scheduled activity, and this really lends itself to time blocking. There’s always a different task to switch to.
Switching focus from time to time also allows me to incorporate stretches or short breaks similar to the Pomodoro Technique. Some tips related to this:
- While blocking out your time for the day, remember to prioritize urgent deliverables.
- If possible, pick complementary tasks.
- Break up repetitive or monotonous tasks with more creative ones.
Managing time blocks wisely allows you to stay sharp and energized, and be more productive.”
— Jonathan Jenkins, Digital Marketing Director at Solomon Admissions Consulting
Related: 33 entrepreneurs on when they wake up and how it impacts their productivity
Andrea Bailey-Tweed: “It’s called The 2-Minute Rule.”
“Truthfully, I don’t actively use hacks, but someone shared an idea with me that I sometimes use when I am overwhelmed and feeling swamped with so many things to do and I need to organize myself.
It’s called The Two-Minute Rule. It works in two parts:
- If a task takes less than two minutes to accomplish, do it immediately. This prevents small tasks from piling up and cluttering my to-do list. It’s perfect for quick emails, small chores, or simple follow-ups.
- For larger tasks, start by working on one task for just two minutes. That gives us just about enough time to get focused and usually we continue and make good progress.
There are numerous oils that boost productivity. Oils like grapefruit, lemon, and orange are great for boosting mood, reducing stress, and promoting a positive outlook and increasing motivation and energy levels. I also use geranium and juniper berries.
Making a blend of two or three of these oils for diffusing or mixing a few drops with a carrier oil to use topically, works wonders. Working out, talking a walk in the woods, and listening to music always boosts my energy and motivation and helps me accomplish more in my day.”
— Andrea Bailey-Tweed: CEO/Founder of Earth’s Own Essentials
Ryan Wardell: “I avoid context switching.”
“I nowplan each day in the week around a particular core activity. The goal is to avoid context switching as much as possible. I estimate this has increased my productivityby 20-30%.
For example:
Monday: Team meetings, scheduling podcast episodes
Tuesday & Thursday: Calls and recording podcasts, following up with new members
Wednesday: Writing and scheduling cold emails and email marketing campaigns
Friday:Writing blog posts/repurposing podcast episodes
Previously, I would take calls every day and found it difficult to get anything useful done in the gaps between calls. Now by chunking up my week like this, I’m able to still get all my calls done, but also spend plenty of time on content creation as well.”
— Ryan Wardell, Founder of StartupSauce SaaS Founder Community
Adrian Teasdale: “A win makes a huge difference to morale.”
“Winning business makes the difference. This isn’t a joke. I engineered it so that we get some small wins every week. A win makes a huge difference to morale and people want more when they see this. It is positive.
I have personally tried all kinds of things – from the Pomodoro technique through to time boxing and many others. Apart from exercise and a good diet, which are important for the necessary energy, I’ve found that bringing small wins into the business has helped both myself and, more importantly, the team to strive for more.”
— Adrian Teasdale, CEO of Competitor Monitor
Related: Entrepreneurs talk about how they keep anxiety at bay
Christie Mann: “I practice it to boost productivity.”
“My productivity hack is 60 seconds of Ego Eradicator, a Kundalini Yoga meditation that enhances energy flow and brain alertness. It opens the lungs and strengthens the magnetic field, which can be done in Easy Pose, Rock Pose, or at your desk. I practice it with my team and clients before meetings and throughout the day to boost energy and productivity.
Instructions:
- Posture:Raise arms at a 60-degree angle, straight elbows, shoulders down,applyingNeck Lock. Thumbs reach up, fingers folded on the base, palms stretched wide.
- Eyes:Closed.
- Focus:Above the head.
- Breath:Breath of Fire for 1-3 minutes.
- End:Inhale deeply, hold yourarms overhead, exhale, and relax.”
— Christie Mann, Co-founder of UpLevel Productions
Andrea Nagar: “Follow your energy level.”
“I got this tip from an interview with David Sparks: follow your energy level to decide when you do what. You don’t want to waste your best time and energy on shallow tasks.
Each evening, as part of my shutdown routine, I plan for the next day by outlining my three most important priorities.
In the mornings, when my energy is highest (I’m a morning person), I dive straight into those critical tasks. Having that plan in place allows me to start working on the crucial things that will move my business forward.
By scheduling your day around your natural rhythms, you ensure you operate at your best following your natural predisposition.
Moreover, having a clear list of your most important daily tasks helps you focus and acts as a constant reminder of what you are supposed to get done that day.”
— Andrea Nagar, CEO & Founder at PhraseExpander
Justus Mulli: “I re-prioritize my tasks.”
“I regularly update and re-prioritize my tasks to make sure I’m still focusing on what’s important, and then break those tasks down into smaller tasks until they’re small enough to seem very manageable.
That way you:
- Know what you’re doing is really important, because it’s based on recent prioritization taking into account any recent developments or learning.
- Feel like those important tasks are clear and manageable, because you’ve broken them down enough for that to be the case.
It’s easy to be motivated when the tasks that lie ahead all feel like they’re manageable and like they’ll have a big impact!”
— Justus Mulli, CEO & Founder of BlazeSQL
Dr. Letitia Wright: “My twist is that I do it for 50 minutes.”
“I love using the Pomodoro method. My twist is that I do it for 50 minutes with a 10-minute break. This is how I stay focused. I also do not take phone calls or answer emails during this. I make a special Pomodoro hour to take care of email with the Delegate, Delete or Do method and to get to inbox zero.”
— Dr. Letitia Wright, CEO/Founder of Wright Place Studios
Maciej Cupial: “Your day starts the night before.”
“Your day truly starts the night before, with good sleep quality. If you don’t get enough rest or you disrupt your evening routine, don’t expect a productive next day.
Breathing techniques, such as those from Wim Hof or Breathe with Sandy on YouTube, also help me stay calm and energized throughout the day.
Additionally, starting my day with some physical activity—whether it’s a walk, yoga, or a workout—gives me the momentum I need to stay focused and productive.”
— Maciej Cupial, Co-founder & CEO of Calendesk
Nicole Gabai: “I get ‘back to one’ every day.”
“I stay more productive by getting ‘back to one’ every day.
At the end of each day, I spend a few minutes returning things to their proper homes.Returning things to their respective starting places helps me maintain an organized office. Plus,it allows for a much more peaceful start to the next day.”
— Nicole Gabai, Certified Virtual Organizing Professional™ & CEO of B. Organized
Mike Hill: “Don’t overcomplicate it.”
“There is nothing revolutionary about my productivity hack, but it works 100%. Turn off your computer notifications and leave your phone on charge in another room.
It’s that simple. The focus mode on a Mac is way overlooked. Hours will go by without me thinking and I’ve done a ton of work. Don’t overcomplicate it.”
