The stats might surprise you: 63 per cent of people say they don’t feel fully in control of their work five days a week. But here’s the good news: a well-organised workspace and the right routine can help you optimise your workday and score huge wins when it comes to time management and checking things off your to-do list. Try these helpful life hacks to increase productivity at work for the long term.

1. Swap a Standard Desk for a Sit Stand Desk

Taking regular breaks from sitting has been shown to boost circulation, improve posture and reduce the risk of vascular issues and back pain. These insights have sparked a movement toward healthier workplace habits, inspiring businesses to adopt sit-stand desks and encourage more movement throughout the day. The key is balance: alternating between sitting and standing, combined with short stretches or a quick walk, can make a world of difference for your wellbeing. A sit-stand desk is perfect for this and is simple to adjust to the height you require. Pair it with a supportive mat to ease pressure when standing and an ergonomic chair for comfort when sitting.

What to Try

2. Switch to a Simple Filing System

An organised space makes life so much easier! Start by setting up a streamlined approach for keeping all your papers neat and accessible. Use an in-tray for all current documents and use sticky page markers to keep things in order. Once you’re done with paperwork, file it away in a dedicated folder for easy reference. A file rack can help you find the folder you need instantly and, for sensitive documents, a document box or filing cabinet under your desk and out of sight is a smart storage solution. Good work habits like these ensure you’ll save time when it comes to accessing and sorting paperwork.

SEE ALSO: Organisation Inspiration: Spring Clean Your Office

An assortment of office supplies to increase productivity, shown on various brightly coloured backgrounds. Products include sticky notes, manila folders, a document tray and a lever arch file.

What to Try

3. Try the Pomodoro Time Management Technique

Want to make the most of your day? You’re not alone. According to Timewatch, 91 per cent of employees feel efficient time management would improve both their performance and overall wellbeing. Thankfully, even small, simple changes can lead to big results. One strategy worth exploring is the Pomodoro Technique, a time management life hack invented by business growth expert Francesco Cirillo. It encourages people to increase productivity by paying attention to one task at a time, dedicating 25 minutes to it before pausing to take a 10-minute break. After four 25-minute cycles, you take a longer break of 20 to 30 minutes to help new information sink in.

Hot Tip: Set a timer to keep yourself on track. Keep a notepad and pen handy to jot down any good ideas or important tasks that pop up during your 25 minutes of focused time. You can attend to these later.

What to Try

An assortment of stationery supplies to increase productivity, shown on various brightly coloured backgrounds. Products include pens, a journal, a clock and a smartwatch. 

4. Take Advantage of AI Tools

AI tools are like having a super-smart assistant on hand – they help you tackle repetitive tasks, organise your workload and even brainstorm ideas faster. With simple text prompts, AI assistants such as Microsoft 365 Copilot or Gemini for Google Workspace can automate tasks like sorting emails or scheduling meetings, saving you time on the small stuff. They’re also great for analysing data, quickly generating insights and presenting them in clear visuals.

Then there’s AI PCs, which take this innovation to the next level. Unlike web-based tools that rely on an internet connection, AI PCs have built-in processors designed to handle advanced tasks directly on the device. This means they’re faster, more secure and perfect for boosting productivity – whether you’re creating, analysing or multitasking like a pro.

What to Try

SEE ALSO: The Benefits of an AI Laptop for Work, Study and Play

5. Adopt a Paper Planner

There’s no question that digital calendars are convenient, but there’s something uniquely powerful about using a paper diary or planner. Writing things down by hand has been shown to activate greater brain connectivity, crucial for memory and learning. It also encourages mindfulness by slowing you down to thoughtfully consider your schedule and habits. And let’s not forget the practicality of having all your appointments, goals, tasks and contacts in one easily accessible place – no need to juggle multiple apps.

‍What to Try

6. Establish a Productive Routine for Your Work Day

How do you attack the day? While there’s no one-size-fits-all approach to productivity, learning from the routines of successful people can offer valuable insights. For example, Apple CEO Tim Cook starts his day early, rising at 3.45am to work through his emails – a strategy that helps him get ahead and set priorities (though you don’t have to go that extreme!). Adopting an email-first routine can help you map out your day and tackle pressing tasks upfront.

On the other hand, productivity expert Cal Newport advocates for ‘time-blocking’, dedicating chunks of your schedule to specific tasks or themes to maintain focus and momentum. Meanwhile, author and entrepreneur Mel Robbins suggests starting the day with a ‘five-second rule’ – a technique where you immediately take action within five seconds of having a thought, helping to jumpstart productivity. Tailoring these strategies to fit your lifestyle can help you stay productive, balanced and ready to take on the day.

Hot Tip: Listen to the How I Work podcast for tons of hacks on structuring your work day. Host Amantha Imber chats to innovators, writers and entrepreneurs.

7. Upgrade Your Mouse

An assortment of ergonomic and wireless mice to increase productivity, shown on various brightly coloured backgrounds.

Mouse technology has come a long way in the past few years, offering more comfortable and efficient options than ever before. These days there are many mice with additional features designed to maximise efficiency and productivity at work. For those who experience hand or wrist discomfort, an ergonomic mouse is a fantastic option. They are typically designed to better support your palm, wrist and thumb, reducing strain and promoting comfort. Or if you're always on the go, a portable wireless mouse is ideal for staying productive while travelling.

What to Try

8. Rethink Your Email Experience

Email is a must-have tool for staying connected, but it can also be a major distraction throughout the day. On average, workers spend around 11 hours a week just managing emails, whether it’s sorting messages or responding to them. With notifications constantly pinging, it’s easy to get sidetracked from more important tasks. To stay on top of your inbox without losing focus, try this simple approach: schedule dedicated times to check and respond to emails and keep your inbox closed the rest of the time. This helps you maintain focus on key tasks while still staying connected when it counts.

Hot Tip: Aim for three 30-minute email sessions per day – one in the morning, one in the middle of the day and one at the end of the work day.

9. Ditch Unnecessary Meetings

On average, workers spend 31 hours a month in unproductive meetings – time that could be better spent on tasks that actually move projects forward. While video meetings have taken over, there’s still room to reduce both their frequency and length to free up more time for what really matters.

To start, make sure only the people who truly need to be in the meeting are invited. Then, set a clear agenda and stick to the scheduled time. Keeping meetings short and focused is key. And to wrap it up, share actionable notes afterward to keep everyone on track and avoid repeating the same discussions in the future. Simple changes like these can make your meetings more productive and save everyone time.

SEE ALSO: Small Business Success: A Day in The Life of Food For Everyone Founder

10. Stop Procrastinating

The tricky thing about procrastinating is it’s a lifelong habit that’s even linked to genetics. But don’t worry, it’s still something you can work on. A major reason we procrastinate is the feeling of being overwhelmed. Tasks that seem complex or require lots of decisions are often put off in favour of simpler distractions, like scrolling through social media. To combat this, try breaking down tasks into small, manageable steps. Writing them down and crossing them off as you go can give you a sense of accomplishment and keep you motivated.

‍Hot Tip: Use online tools and apps to help curb procrastination and stay focused. Apps like Flora are designed to keep you accountable and minimise distractions. Alternatively, get a buddy to check on you regularly to ensure you’re making progress with your to-do list.

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This article was originally published in April 2020 and has been updated.