Ever wondered how Bill Gates, Jeff Bezos, and Mark Zuckerberg manage to get so much done in so little time. The answer is simple. They’ve developed routines and systems that work for them.

So here’s a list of productivity systems that you could use to accelerate your workflow and get the most out of your day.

1. Eat The Frog

No, not literally. The frog is one or two big tasks that are a priority but are also the ones on which you’re most likely to procrastinate. They are challenging and need your complete attention. Get these done at the start of your day. This is when you’re most likely to have the mental bandwidth to work your way through them.

2. Know Your Natural Rhythm

Everybody has a different body clock. Some are early risers, while others are night owls. Knowing when you’re at your creative best helps you use that time of the day to work on your most important tasks.

3. Use A Planner

Paper or digital doesn’t matter. The idea is to have a bird's eye view of your goals and tasks to work efficiently. It’s best to have a daily, weekly, and quarterly plan for optimum productivity.

4. Chunk Similar Tasks

Every task varies in intensity and priority. Some need more focus, take more time, and add more value to your work. You can group similar tasks like creating reports, having one-on-ones, and replying to emails together to get them out of your way.

5. Add It To Your Calendar

If you want something done, put it on your calendar. Calendars help you stay on course. They also remember all the important things you’ve got lined up for the day so you’d don’t have to.

6. Avoid The Perfection Trap

Don’t aim for perfection. It can keep you from completing work and also eat into your time. This is where deadlines can be helpful. Set a deadline and hit finish once it’s up. You can always come back to it at a later date if required.

7. Use The 80-20 Pareto Principle

20% of the tasks you work on will get you 80% of the results. Identify these tasks and focus on getting them done. This will you prioritise your work to give them your utmost attention.

8. Try The Pomodoro Technique

Pomodoro is a popular productivity technique that you can use to rail through tasks you’ve been procrastinating on. It breaks down complex tasks into 20-minute intervals with a short 10-minute break at the end of each interval. It is effective because it makes intimidating tasks less daunting while also helping you get into a work rhythm.

9. Practice Mindfulness

With so many tasks vying for your attention, it’s easy to get overwhelmed and lose motivation. This is where mindfulness can be your best friend. Just focus on what needs to be done at the moment. Deal with the rest once you get there.

10. Be Flexible And Adapt

No matter how well you plan, there will be days when your schedule will go for a toss. Maybe a client needs to reschedule a meeting, or something urgent has come up which needs your attention. These are things you can’t control. So be open to accommodating them and move on to the next task.

11. Trust Your Team

Your team will make mistakes. But the good thing here is that someone’s taking responsibility, and decisions are being made. As and when mistakes happen, they can always be corrected. Micromanaging is a recipe for disaster. You’ll end up with too much on your plate and too little time to get it done.

12. Mimic Successful Entrepreneurs

Lastly, you can adopt the productivity routines of high-performing entrepreneurs. Attending conferences and Global investor summits are a few of the places where you can catch them sharing their best practices.


Being productive is just a matter of playing to your strengths and having the right systems in place. Give these a try and watch your productivity shoot through the roof.

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