10 Clever Things Productivity Coaches Do Every Day

Sure, we've all jotted down a list of tasks to do each day, but the more detail you add, the more likely you are to do it, says Alexis Haselberger, a time management and productivity coach in San Francisco, CA. "Your list should include enough detail so that you're never wondering ‘what did I mean by this?’ when you look at it," she says, adding, "If the task is vague, you're more likely to procrastinate about it — our minds favor the specific.”

A recent study from the University of Texas at Arlington found that the more specific you get about getting through a task, the less likely your attention will wander from it. So instead of saying "Update my résumé," for example, jot down "Write bullet-pointed descriptions of my responsibilities at my last two jobs, and call my old manager to ask if I can list her as a reference."

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It can be tempting to make voice notes or use an app to write out your list, but seeing your tasks in front of your eyes can keep them front and center. “I keep priorities visible,” says Susan Lasky, an ADHD and productivity coach in Ossining, New York. “At the end of my workday, I go over what I didn’t do and what my top priorities are for the next day. I then take a blank piece of paper and hand-write those priorities in big letters. I place the paper on my keyboard so it’s the first thing I see when I start work, and keep it on my desk during the day. This helps pull me back from distractions.” Faye takes the colorful, eye-catching route by writing her list on Post-Its.

Of course, you probably need to use your phone to check off several of your to-dos for the day (schedule your mammogram, call the vendor for your new project), but when you don't specifically need it to complete a task, stash it out of sight so you don't get distracted, suggests Faye. It works: New research from Ruhr-University Bochum in Germany found that reducing your smartphone use can boost your motivation as you’re working.

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If your get-it-done list is too overwhelming, it can paralyze you from even getting started. Instead, cross off the things that can wait until tomorrow or next week. “I ask myself, What is critical that I do today?" says Faye. "Then once a week, I look at the things I have left and move them up or down in priority." Not only does this reduce the pressure, it can make you enjoy your tasks more. And while you're prioritizing, make sure you mix in the fulfilling with the gotta-do-it.

A recent study from the University of Notre Dame found that alternating a dull job with a job that’s more meaningful to you can help you maintain your productivity.

Having an accountability buddy can help keep you both motivated and focused. Lasky suggests describing your most important task for the day to a friend or colleague who will cheer you on — and give you feedback that can really help. “Sometimes telling someone else what you’ll do makes the doing easier,” she explains.

“I build downtime into my daily schedule — time to chill and recharge, guilt-free,” says Lasky, who adds that these breaks help her turn back to her work more efficiently, while minimizing resentment of the less-thrilling items on her to-do list. She keeps a “relaxation basket” filled with items to help her unwind. "I pull out pens and a pad for drawing, which I enjoy doing, plus I have a Kindle and a Sudoku book in the basket,” she says. Lasky suggests scheduling your break, before an appointment such as a client call, to feel more refreshed. “It helps to set an alarm so I know to get back to work,” she says. “But even a 20-minute stress-free break can boost productivity.”

When you get focused on one task, you can completely forget that something else needs to be done by the end of the day. That's where smart technology comes in handy: Hearing a voice remind you that it’s time to do something is the simplest way to make a mental switch from one task to another. Lasky has devices in every room to let her know when she needs to focus on a new activity, like bringing a package to the post office before it closes.

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We could all use a break to regroup during the day, and this is a key to keeping productivity going, says Faye. She advises you to stop working halfway through the day, and take an objective look at what you have achieved so far. Are you pleased with your progress, or have you fallen behind? Are you spending a little too much time on one task, and too little on another? “Look at yourself as a science experiment,” Faye says. “If what you’re doing doesn’t work, just change the variable.”

Taking a few minutes at the end of one day to prepare for the next day helps in numerous ways. “If you spend the last 10 minutes of your day making a realistic plan for the following day, it can help you mentally disconnect from work on evenings and weekends,” says Haselberger. “Plus, you can avoid having to muster up a lot of activation energy to just get going in the morning. This is because you'll already have a prioritized list of what you plan to accomplish. You can just start executing without sitting there thinking, ‘What should I do first?’”

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When you reach the end of your day, accept that even though you might not have powered through every item on your list, you did make progress! “Let go of judging yourself by how much you accomplish,” Lasky says. “Accept that on some days you will be more energetic, more efficient and more organized, and that there will be days that you will be more distracted, easily overwhelmed and less productive. Be kind to yourself, and set smaller to-do’s for the next day to feel a sense of accomplishment and help recharge your energy and commitment to a goal."