Rather than fixating on plans, processes, and instruments to the point of detriment, it’s important to keep our end goals in mind.
Boards on Monday, Trello, and Airtable. To-do lists in Smartsheet, Microsoft OneNote, and Apple Notes. When it comes to project management software and tools, it seems like I’ve tried them all in search of the most helpful and effective aids for boosting my productivity levels at work.
But over the years, across various career roles and settings, I’ve discovered that while productivity tools and techniques can aid us in our attempts to be efficient and productive, they aren’t the bottom line in and of themselves. For anyone who loves planning software (like me), the shine of a new tool dulls quickly after a few uses or when the learning curve is steep.
The constant search for a perfect tool can be distracting, time-consuming, and stressful. Plus, an obsession with optimization (the feeling that we’re falling just short of an ideal life) often leads to burnout. It’s even possible to procrastinate under the guise of creating a digital planning toolkit, from downloading new software, exploring new features, and transferring data from one tool to the next.
And even more significant—no supervisor will ever measure my work performance based on how many tools I’ve tested and the time associated with that pursuit. What matters most is my work product, which depends entirely on my ability to focus and manage my resources well.
Here are a few points to consider when it comes to leveraging the tools at our disposal:
01. Every tool has its imperfections
As much as I wish this weren’t true, there simply is no one-size-fits-all product that aligns with every user’s wishes, preferences and purposes.
After years of using OneNote and griping about certain elements of the software, I decided to try Evernote. I downloaded a user guide, read a few blog posts, and was ready to move my OneNote data into it. But as soon as I opened Evernote, I noticed that it didn’t offer one major function related to user experience that OneNote did. As much as I tried to get past this “flaw,” I simply wasn’t able to; out of habit, I constantly wanted to collapse something that couldn’t be collapsed. Promptly, I gave up and returned gratefully to OneNote, willing to accept its shortcomings.
Sometimes we have to give up the chase or we’ll find ourselves consistently disappointed and wasting effort. Give something a fair chance—say, a couple weeks, or maybe a month—and if it’s not conducive to your productivity, let it go. And once you find something that checks off most everything on your list, stick with it. Let the fact that it serves you well enough be sufficient.
02. Leave room for flexibility
Some of your tools may carry over from job to job, but you may need to adjust based on new work responsibilities. It’s also perfectly fine to change your preferences for different purposes or seasons.
While I’ve always leaned toward spreadsheets, I have tried and liked visual boards like Trello for certain projects. At an old job, my Outlook calendar was solely a repository for meetings. Now, I plan out my weekly projects and tasks through “timeboxing” my Outlook calendar. I can’t imagine a workday without it. Conversely, I used to consider my paper planner an absolute necessity, but it’s been collecting dust for months.
Give yourself permission to have some flexibility and fluidity over the devices and tools you use. After all, your productivity may be tested in diverse ways depending on the workplace or even the month or quarter. And what fuels you in one season may not accelerate your progress in another. The key is not to feel tied to something that’s worked for you before, or something you think you “should” use, but to let go of expectations and adopt the best-fit tool for you for any given period.
03. Screen-free time is always beneficial
We all know it, but the reality is that no matter how amazing a productivity tool might be, it won’t do the work for you. When I’m struggling with motivation and distraction, no matter how well-organized my Outlook calendar and notes are, I have to step away from the screen to break through a mental block. That’s when I grab my notebook and write out my big priorities for the day.
There’s something freeing and comforting about taking a few minutes to put pen to paper. It slows me down from the frenetic work pace, helps me regain a sense of control over my time, and curbs the anxiety that I won’t be able to complete my to-do list. Seeing tasks laid out on paper and having the satisfaction of crossing them out is especially beneficial during the hours or days when I’m most overwhelmed.
Even if you don’t like going the analog route for planning, remember to take sincere breaks—even the fanciest tool can’t combat exhaustion, boredom, and burnout during the workday.
