How to be productive every day – 13 ESSENTIAL mindset shifts!
Every entrepreneur, corporate career climber and student wants to know the answer to this question: How can I be productive every day?
Well, you’re in luck! In this blog post I will be running through 13 mindset shifts about productivity you need to have in order to be productive every single day.
The truth is, you can have all of the best time management and organisation tools in the world AND still be unproductive. You’re limiting beliefs and shaming self-narrative will try to keep you stuck doing the same things you have always done.
The key to changing the story and ACTUALLY living the life that you want is shifting your mindset. You need to think differently about productivity and take a more mindful approach.
Here are 13 mindset shifts you need to have to be productive every day
1. Identify your why – what are your values?
Sometimes, your lack of productivity is because your goals aren’t in alignment with your values. You’re trying to force yourself to work towards something that subconsciously you KNOW you don’t want to do.
That is why I truly believe the first step to becoming more productive every day is knowing your values. Understanding the underlying purpose or motivation behind your actions is essential for maintaining productivity in the long run.
When you have a clear understanding of why you’re pushing certain goals or tasks, it becomes easier to stay focused and motivated even when faced with challenges.
I recommend that you take the time to reflect on your values and aspirations and let them serve as the foundation for your daily actions and decisions.
Related Post: Start living a values based life to be successful
2. Change your definition of productivity
It is so so so easy to get swept up in ticking off tasks on the never-ending to-do list and focusing on getting the most done in the least amount of time. Perfectionists especially seem to be the ones to fall into this very common trap.
I like to remind my clients that true productivity isn’t about being busy all of the time. It’s about making meaningful progress towards your values-aligned goals while also prioritising your wellbeing and personal growth.
Instead of defining productivity by the quantity of work completed, I suggest you reframe productivity in terms of quality and fulfilment.
I strongly recommend taking a ‘mindful’ productivity approach by incorporating mindfulness into your daily routine. Mindful productivity emphasises not only completing tasks but also being fully present and engaged in each moment.
It’s great for increasing overall self-awareness and will allow you to make sure you are continually adapting your productivity system to work for your needs.
This leads me to the next point…
3. Stop avoiding yourself!
A lot of ‘busy’ people are only busy because they are doing everything and anything to avoid themselves. Most of these people don’t even have the self-awareness to realise that that is exactly what they are doing.
These are the people who are chronically online, complaining about their long to-do list, and never spending any time alone. This includes the people who refuse to leave the house without their earphones because they can’t imagine being in the world without listening to music, a podcast or audiobook.
I promise I’m not trying to be judgemental – I USED to be that person! It is only when I stopped avoiding myself and actually spent quality time alone I was able to create the perfect productivity system for myself that allows me to be productive every day.
I remember someone saying that solitude is a lost art in our generation. We no longer spend time alone with our thoughts (free from other minds). Instead, we fill up the time with Instagram, YouTube, reddit and podcasts. I’m not saying any of those things are bad but we need to be conscious of the amount of time we spend distracting ourselves.
When we avoid facing our thoughts, emotions, and inner conflicts, we inadvertently create barriers that impede our ability to focus and perform at our best. Avoidance often leads to procrastination and shame which is something perfectionists tend to struggle with a lot.
Spending some time getting to know yourself through journaling, meditation or mindfulness you’ll be able to identify your strengths and weaknesses while prioritising your goals.
You’ll also have a much clearer positive mindset in the long run which will enable you to be productive every day.
Related Post: How to stop living life on autopilot – 7 game-changing steps
4. Identify your needs and set boundaries
In order to be productive every day you need to understand and take into consideration your fundamental human needs especially if you want to avoid burning out.
There are 6 human needs that you need to be aware of:
- Certainty: The need for stability, security and predictability in life
- Uncertainty: The need for spontaneity, change, excitement and variety
- Love/Connection: The need for meaningful relationships, love and belonging
- Significance: The need to feel unique, important and valued
- Personal growth: The need to develop, learn and expand your capabilities
- Contribution: The need to give back, contribute to others, and make a difference in the world
I recommend you look through the list of human needs and identify which ones stand out the most to you. We all have these needs but they vary in the order that we place them in.
For example, some people prioritise certainty and control in every aspect of their life so they may find it easy to get thrown off when things don’t go to plan. So setting personal boundaries means carving out time for flexibility (uncertainty), allowing room for unexpected twists and turns to prevent them from losing their mind.
I’m sure some perfectionists can relate.
Another common thing I see my perfectionist clients do is… PEOPLE PLEASING!
You may find yourself saying yes to every project or request to prove your worth and meet your need for significance or love/connection. By setting boundaries you can prioritise tasks that truly matter to your long-term goals and values so you can save your energy for fulfilling things.
Recognising your needs and learning how to set boundaries will completely transform your productivity journey so that you can achieve more every single day.
Related Post: 38 interesting end-of-month journal prompts to realign your life
5. Practice Gratitude
I’m going to be honest with you, practising gratitude on a daily basis transformed my unhealthy perfectionist mindset and helped me become more resilient and mindful. I can’t recommend it enough especially if you want to be productive every day!
It is so easy to get caught up in the endless pursuit of improvement and forget to appreciate the big and small wins along the way.
When you make gratitude a part of your regular practice, you shift your focus towards recognising and cherishing the progress you have already made.
It also helps to calm you down if you enter an anxiety fuelled shame cycle of feeling like you’re not doing enough. Slowly, over time your mindset will shift from always looking for the negative to seeing the positive and the beauty in situations even when they don’t go to plan.
Take a moment each day to reflect on what you’re thankful for – whether it’s the support of friends and family, the milestones you have reached or the simple things that make you smile.
You could even incorporate daily gratitude into your bullet journal. I like to add to my gratitude log in the morning and evening
If you’re struggling to find things you are grateful for, I recommend you start with the smallest possible thing.
For example,
- I am grateful that I woke up this morning
- I am grateful for this Starbucks hot chocolate
- I am happy that I made my bed this morning
What’s the point of being productive every day if you feel like crap and have so much baggage associated with it?
Adding gratitude into the mix will enable you to enjoy the journey of being productive. All of a sudden you will find yourself ticking things of your to-do list with ease and a smile on your face.
So pause, reflect and let gratitude guide you towards a more joyful and productive life.
Related Post: 38 interesting end-of-month journal prompts to realign your life
6. Reduce your digital clutter
I cannot stress enough how important reducing your digital clutter is if you want to learn how to be productive every day.
Seriously, I’ve noticed that many people are oblivious to the amount of time they actually spend online. So many hours wasted… yet you’re ‘soooo busy’.
If you want to be productive every day, then you’re going to have to be really honest with yourself about how you spend your time during the day.
- Check your screen time on your phone/computer and identify the apps that are taking up the most of your attention.
- Work out which needs these apps are meeting for you (e.g. Instagram = love/connection or significance)
- Find healthier alternatives to meet these needs (e.g. arrange a meet-up with your friends)
- Build these new habits into your routine
- Put app limits/time boundaries for your digital space
I recommend you check out my blog post (How to reduce your iPhone screen time the ruthless way) to get a more detailed breakdown about reducing screen time usage.
In today’s fast-paced world, our digital devices can easily become breeding grounds for distraction and overwhelm. It is draining having to constantly battle overflowing inboxes, endless notifications and constant bombardment of information.
Embracing digital minimalism not only frees up valuable time and mental bandwidth but also calms down your mind so you can focus your energy on the things that will greatly benefit your life.
Related post: How to reduce your iPhone screen time the ruthless way
7. Track and manage your energy
I believe the best way to be productive every day is to work WITH your body instead of fighting against it. I know it is very easy to fixate solely on managing your time but it is equally important to learn about optimising your energy levels.
The truth is that energy is a finite resource that fluctuates throughout the day and year.
For example, I know that during the winter seasons, I struggle with seasonal affective disorder (winter depression) so I take many different steps to mitigate that and ensure that I have enough energy to get through the day.
I also know that I do my best work in the morning so I try to structure my day around that fact.
By tracking your energy patterns, whether through journaling, using apps or spreadsheets, you gain valuable insights into your peak productivity hours and when you’re most prone to fatigue or burnout.
Once you know what your best working hours are, you can strategically allocate tasks that require high focus and creativity during your peak energy periods while reserving more routine or low-energy tasks for times when you have less energy.
Also, by tracking your energy levels you’ll be able to identify tasks that replenish your energy reserves. For example, exercise, yoga, mindfulness, reading etc…
Strengthening your mind-body connection and working within your energy limits will enable you to do more in less time and with less stress. It is a sustainable approach to productivity.
Related Post: How to organize your life in ONE WEEK!
8. Prioritise your wellbeing
I know I have said this many times throughout this blog post but I will still repeat myself: being productive is more than just ticking tasks off of your to-do list, it also involves looking after your well-being and having a full rich life.
The 5 ways to wellbeing is a holistic framework that you can use to guide to help you be productive every day:
- Connect: Create meaningful relationships with friends, family, colleagues and the community. Prioritising reaching out to people by offering or receiving support.
- Be Active: Incorporate physical activity into your daily routine e.g. exercise, sports, yoga, dance, walking. Being active helps to boost mood, reduce stress and improve overall physical health
- Take Notice: Practice mindfulness and be present in the moment. Start to pay attention to your thoughts, feelings and surroundings without judgement. You can do meditation, mindful eating or just observe the things around you
- Learn Something New: Keep trying to find new opportunities for growth and learning. It can be formal education, reading, workshops, seminars or learning new skills and trying new hobbies.
- Give: Sometimes life gets so busy that we forget to give back to others. Random acts of kindness, volunteering or simply offering support to those in need. Giving back not only benefits others but also brings a sense of fulfilment and purpose to your own life.
When you use the 5 ways to wellbeing as a pillar to your wellbeing you’ll be able to lay a solid foundation for sustained productivity. Before you know it you will easily be able to be productive every day. Your energy levels will increase and you’ll be able to achieve more and feel fulfilled while doing it.
9. Celebrate small wins
Perfectionists are known for setting high standards for themselves so it’s not surprising that many become fixated on the end goal, overlooking the progress they made along the way.
When I was stuck in my negative perfectionist cycle I was blind to all of my successes. I literally couldn’t see them even if you put it on a massive sign in front of my face. It was easier to focus on all the things I hadn’t done than to sit back and reflect on what I had achieved.
However, if you want to be productive every day in a healthy sustainable way, you need to take the time to acknowledge and celebrate each small victory.
It can be things like:
- Completing a task ahead of schedule
- Overcoming a challenging obstacle
- Being consistent in a habit
- Asking someone for help when you’re stuck
- Maintaining a boundary -e.g. Saying no
- Communicating your needs
- Learning from a mistake
- Prioritising self-care by taking a break
Celebrating your wins will help you maintain your motivation and momentum and serve as reminders of your capabilities and skills. Before you know it your morale and confidence will increase and those small wins will turn into big wins in your journey.
Don’t underestimate the significance of celebrating your small wins if you want to be productive every day!
10. Be realistic and set clear goals
It is crucial to strike a balance between ambition and achievability when setting goals. I’m not saying don’t aim high but I am saying be strategic with your goal setting especially if you want to be productive every day.
Setting goals that are too lofty or unrealistic can lead to frustration and burnout. This is because the expectations surrounding these goals are unattainable and it’s difficult to measure your progress while you’re working towards them. After a while, you will start to feel inadequate when you are unable to achieve those ‘lofty’ goals.
Instead, you should opt for clear, specific goals that are both challenging and attainable. Okay, so this isn’t an excuse to set super easy goals to appease your fear of failure. No, you should aim high but make sure it is realistic. Something that will stretch your mind and allow you to grow without sending you down a shame spiral.
Break down your larger goals into smaller, manageable tasks to maintain a sense of progress and momentum.
Consider setting SMART goals to be productive every day:
- Specific: clearly define what you want to accomplish. Avoid vague or ambiguous goals by being as detailed and precise as possible
- Measurable: establish criteria for measuring progress and success. This allows you to track your performance and determine when you’ve achieved your goal
- Achievable: Ensure that your goal is realistic and attainable considering your resources, abilities, and constraints. Setting goals that are too far out of reach can lead to frustration and demotivation
- Relevant: Align your goals with your broader objectives, values and priorities. Make sure it is meaningful and relevant to your personal or professional aspirations
- Time-bound: Set a specific timeframe or deadline for achieving your goal. This creates a sense of urgency and helps you stay focused and accountable to your objectives.
Also, remember that it is okay to adjust your goals as circumstances or new opportunities come up.
Setting SMART goals will help you work towards a balanced approach to productivity. It will encourage you to create sustainable habits and prevent you from experiencing overwhelm by unrealistic expectations.
11. Turn shame into guilt
Shame and self-doubt are common emotions perfectionists feel when faced with setbacks or challenges. Shame is a very powerful emotion that is characterised by a deep sense of unworthiness, and not being good enough. Shame makes you feel like you are a bad person.
Shame will keep you stuck. Many of my clients become paralysed by fear of failure or judgement which hinders their ability to take risks and pursue their goals wholeheartedly.
Some people are more prone to experiencing feelings of shame which can contribute to a cycle of negative thoughts and behaviours that sabotage their growth.
Here are some ways shame can lead to self-sabotage:
- Avoidance of challenges
- Procrastination
- Imposter syndrome
- Self-criticism and self-doubt
- Underachievement
- Impaired relationships
- Isolation – not seeking support from others
- Always making excuses
- Hiding perceived failures
Turning shame into guilt is one way to mitigate self-sabotaging behaviours and will absolutely change your life for the better.
You’re probably feeling very confused if you have never heard of this concept before. You may even be thinking… ‘I don’t want to experience shame OR guilt, they’re both bad emotions’.
Don’t get me wrong, both shame and guilt are unpleasant feelings but there is a big difference between them.
Shame says I AM bad, whereas guilt says I DID something bad.
And that is a big difference.
Shame focuses on the inherent unworthiness of the person whereas, guilt is directed towards specific behaviours or choices which makes it easier to address and rectify.
When you acknowledge your feelings of guilt, you can channel them into motivation for self-improvement leading to increased accountability, wellbeing and ultimately be productive every day.
12. Use productivity systems rather than haphazardly working
Using a productivity system is a game-changer if you want to be productive every day.
Rather than working in a disorganised, chaotic manner, you can implement a productivity system to guide you through your journey to success.
I am a big believer in minimalist mindful productivity systems so I recommend that whatever you do, you keep it simple. You don’t want your productivity system to be another long arduous task on your to-do list because what is the point of that?
I use my bullet journal and Google calendar for planning and time blocking. But you need to find a system that works for you and will enable you to be productive every day.
Here are a few examples of productivity systems:
- Pomodoro Technique: Breaks work into intervals, typically 25 minutes of focused work followed by a short break.
- Getting Things Done (GTD): Organises tasks into lists based on context and priority, emphasising capturing and processing all tasks to reduce mental clutter.
- Eisenhower Matrix: Prioritises tasks based on urgency and importance, dividing them into four categories: Do First, Schedule, Delegate, and Don’t Do.
- Time Blocking: Allocates specific time blocks for different tasks or activities throughout the day to maintain focus and ensure progress on key priorities.
- Kanban Method: Visualizes workflow using boards with columns representing different stages of tasks, such as “To Do,” “In Progress,” and “Done,” allowing for easy tracking and management.
- Bullet Journaling: Combines to-do lists, calendars, and journaling in a customizable notebook system, providing a holistic approach to organising tasks and thoughts.
- SMART Goals: Sets goals that are Specific, Measurable, Achievable, Relevant, and Time-bound, providing a clear framework for goal setting and tracking progress.
- Eat That Frog!: Advocates tackling the most challenging or important task first thing in the morning to increase productivity and momentum throughout the day.
- Batching: Groups similar tasks together and completes them consecutively to minimise context switching and increase efficiency.
Using a productivity system will allow you to focus on actually completing the tasks on your to-do list without stressing out. You have a process for tackling the tasks that are important and you know exactly where you are on your progress scale.
It simplifies your life and will allow you to be productive every day.
13. Start small, start scrappy
At the end of the day, if you want to be productive you’re just going to have to start and figure out things as you go along. Perfect doesn’t exist and the sooner you realise that the sooner you can start achieving your biggest goals.
Starting small and scrappy is a beautiful way to kickstart your productivity journey. It’s beautiful because once you do it a few times you’ll be able to reflect on your growth and see how ideas can evolve into projects greater than you could’ve ever imagined at the time.
Instead of waiting for the perfect conditions or a grand plan, begin by taking small actionable steps towards your goals. Focus on making incremental progress each day.
Embrace the imperfection and be willing to learn as you go, adjusting your strategies based on what works best for you.
By starting small and scrappy, you bypass the paralysis of perfectionism and dive straight into action which will enable you to be productive every day.
Life is a beautiful gift so why not just put yourself out there and work towards your goals? The iPod touch evolved into the iPhone after many years. Apple adapted, tweaked and improved features on an incremental basis.
Mindset shifts to be productive every day
Even if you take on one of these 13 mindset shifts and practical strategies outlined in the post, you’re already taking significant steps towards being productive every day.
Remember… LIFE IS FOR LIVING
Allow yourself to make mistakes and grow.
You are a human participating in the human experience and perfection was never an option.
I am a big believer in healthy non-toxic productivity and everything I teach my clients is based on research and my own personal and professional experience.
As well as being a Coach, I am also a PRINCE2 Practitioner and APM accredited Project Manager so trust me I KNOW about organisation and productivity. Check out my About page for more info!
PLUS don’t forget to grab your free Values Over Perfection, packed with resources and tools to help you conquer procrastination and help you be productive every day.
Book Recommendations to help you be productive every day
- Digital Minimalism by Cal Newport
- Deep Work by Cal Newport
- Atomic Habits – James Clear
- 7 Habits of Highly Effective People – Stephen Covey
- Get Things Done – Robert Kelsey