Still working late just to stay afloat?
Here’s the truth: top performers don’t hustle harder—they manage their time, energy, and focus differently.
After helping 50,000+ professionals become more productive, I’ve seen what actually works to boost productivity without burnout.
In this guide, you’ll learn 8 practical strategies that will help you get more done, in fewer hours, with less stress.
Some might surprise you.
Who am I? I'm Demir Bentley, co-founder of Lifehack Method and author of the WSJ bestseller Winning the Week. After burning out in a high-pressure career, I reinvented my lives and created a system that’s helped 50,000+ professionals at companies like Google, Uber, and PepsiCo work less and achieve more. Learn more here.
Key takeaways
Here’s what you need to know upfront (because I know you’re busy):
- Productivity isn’t about doing more–it’s about doing what matters most.
- Identify your peak energy hours and protect them for high-value work.
- Use the 1:4:5 rule and time blocking to plan your day intentionally.
- Tools like Asana, ChatGPT, and the TACO method help streamline tasks and reduce overwhelm.
- Self-care isn’t a luxury–it’s a core part of being sustainably productive.
Ready to learn how? Here’s what we’ll cover:
Table of contents: How to be more productive at work
- Work smarter, not harder
- Find your most productive hours
- Set clear, actionable goals
- Plan your day with the 1:4:5 rule
- Eliminate distraction and maximize focus
- Use proven time management techniques
- Take care of yourself to stay productive long-term
- Use the right productivity tools and apps
Let’s jump right in.
1. Work smarter, not harder (the #1 mindset shift)
Let's start with the most important mindset shift: You can do anything, but you can't do everything.
Your brain isn't designed to operate at maximum capacity for 8+ hours straight.
To get more done, you need to focus on tasks with the highest impact.
In other words: Instead of checking 50 items off your to-do list, you complete 5 that actually matter.
And that’s the key. By getting the MOST important things done, you get more done than if you try to do it all.
Thanks to focusing on the tasks that actually matter, my wife Carey and I have been able to build a 7-figure business, write a WSJ bestselling book, live and travel abroad, and be present for our three daughters.
But what’s the best way to know WHAT you should focus on?
Our Winning the Week method, a 30-minute weekly planning formula.
Here’s how it works:
Step 1: Review last week (5 minutes)
- What moved the needle forward?
- What felt like busy work?
- What would you do differently?
Step 2: Set your top priorities (10 minutes)
Ask yourself: “What's the ONE thing I absolutely must accomplish this week?” Then identify 2-3 supporting priorities.
Step 3: Time block everything (15 minutes)
Block time in your calendar for each priority. Treat these blocks like unmovable meetings with your most important client—yourself.
Pro tip: Our clients who use this system report getting 5-10 hours back each week. Why? Because clarity eliminates decision fatigue and keeps you focused on what actually matters.
For example, Cat Young, who recruits international students, used the strategies we teach in our program Lifehack Tribe and completely changed the way she works. Instead of overworking and checking emails on vacation, she completely disconnected during a two-week trip in France – all because she had gotten enough done to feel at ease:
Want to use this strategy right away? Get our FREE Winning the Week worksheet here:
And if you want to see it in action, we created this video for you:
2. Find your most productive hours (and protect them)
You should manage your energy, not just your time.
The truth is, some hours of the day just flow better than others. You’re sharper, faster, more creative. And then there are hours where everything feels like pushing a boulder uphill…
That’s why the next step is figuring out your natural productivity windows.
Most people hit peak performance in the morning followed by a midafternoon energy slump, but everyone's different.
Here's how to find yours:
Track your energy for one week:
- When do you feel most alert and creative?
- When does your focus start to wane?
- What time of day do complex tasks feel impossible?
Then optimize your schedule accordingly:
- High-energy windows: Deep work, creative projects, important decisions
- Medium-energy periods: Meetings, collaboration, planning
- Low-energy times: Email, admin tasks, data entry
But instead of jamming your most important work into “leftover” time slots, schedule your golden hours first. Block these times in your calendar and protect them fiercely.
For example, if you're sharpest from 9-11 AM, that's when you tackle your strategy document—not when you answer emails or attend status meetings.
Real example: One of our clients discovered she was most creative between 8-10 AM. By shifting her creative tasks and moving meetings to the afternoon, she doubled her quality while getting her tasks done faster each day.
Now that you know when to do the important work, let's see what that work should be…
3. Set clear, actionable goals that drive results
If your goals are fuzzy, your focus will be too.
Vague goals like “work on presentation” create decision fatigue and make it impossible to track progress. Your brain thrives on clarity and specificity.
So instead, transform vague intentions into actionable targets:
❌ Vague: “Work on presentation”
✅ CLEAR: “Complete slides 1-5 and create outline for remaining sections”
❌ Vague: “Improve customer service”
✅ CLEAR: “Reduce average response time to under 2 hours and increase satisfaction scores by 15%”
Break big goals into smaller tasks
Large projects feel overwhelming because your brain can't process them effectively.
The solution? Break them into bite-sized pieces that build momentum.
Each completed task triggers a dopamine release, which motivates you to tackle the next one. This creates an upward spiral of productivity and confidence.
Example breakdown:
- Big goal: Launch new product feature
- Week 1: Complete market research and competitor analysis
- Week 2: Create feature specifications and user stories
- Week 3: Develop MVP and test with beta users
- Week 4: Refine based on feedback and prepare launch materials
Weekly and daily goal setting
Weekly goals provide direction and help you see the bigger picture. Daily goals ensure consistent progress and keep you accountable.
Use this simple formula:
- 1 major goal that moves you toward your weekly priority
- 2-3 supporting tasks that enable the major goal
- 1-2 quick wins for momentum and confidence
Next up: how to plan your day so those goals actually get done…
4. Plan your day with the 1:4:5 rule
Your weekly plan gives you direction, but your daily plan gets the work done. This is where most people trip up.
They create impossible to-do lists with 15+ tasks, then feel like failures when they can't complete everything.
The truth: Quality beats quantity every time.
The 1:4:5 daily planning system
Instead of overwhelming yourself, use this proven framework:
1 Super Important Task
The one thing that MUST get done today. If you accomplish nothing else, this alone would make your day successful.
4 Mid-Level Tasks
Important work that supports your goals but isn't urgent. These keep you moving forward without overwhelming you.
5 Low-Priority, Simple Tasks
Quick items you can knock out easily. These provide momentum and make you feel accomplished.
Why this system works
- It prevents overcommitment. Research shows that trying to juggle more than 5-9 tasks leads to decision fatigue and decreased performance.
- It builds momentum. Starting with one major task gives you early success, while quick wins throughout the day maintain your energy.
- It's flexible. If urgent items come up, you can adjust without derailing your entire day.
Daily planning example
For example, here’s what a project manager’s day might look like:
1 Super Important:
- Complete risk assessment for Q2 product launch
4 Mid-Level:
- Review budget proposals from three vendors
- Update project timeline based on latest requirements
- Prepare agenda for Thursday's stakeholder meeting
- Follow up with development team on testing progress
5 Quick Wins:
- Respond to client check-in email
- Update project dashboard
- Schedule next week's team standup
- Review and approve expense reports
- Send thank-you note to helpful colleague
And if you want to apply this system right away, I teach you how in this short video:
5. Eliminate distractions and maximize focus
On average, you're interrupted around 60 times a day, and it takes about 23 minutes to fully refocus after each interruption. That's a massive drain on your time, energy, and output.
Given that AI is increasing workloads and negatively affecting productivity, managing distractions has become even more critical.
First, you need to understand the different types of distractions:
Self-Imposed distractions (you control these)
- Phone notifications
- Email alerts
- Social media
- News websites
- Slack/Teams messages
Environmental distractions (harder to control)
- Colleagues dropping by your desk
- Office noise and conversations
- Unexpected meetings
- Open office distractions
And here’s how to control distractions and stop procrastination:
For self-imposed distractions:
- Turn off all non-urgent notifications during focus blocks
- Use website blockers like Freedom
- Put your phone in another room or drawer
- Check email at designated times only (not continuously)
- Set specific times for Slack/Teams and communicate your availability
For environmental distractions:
- Use noise-canceling headphones to signal “deep work mode”
- Create a dedicated workspace that signals focus
- Set boundaries with colleagues about interruption-free times
- Use visual cues (like a closed door or “Do Not Disturb” sign)
The best way to get into deep work as fast as possible?
- Step 1: Choose your focus block (90 minutes is ideal)
- Step 2: Eliminate all distractions using the toolkit above
- Step 3: Start with your most important task
- Step 4: Work without switching tasks until the block ends
- Step 5: Take a proper break before starting the next block
Remember: Multitasking is a myth. Your brain can't actually multitask—it rapidly switches between tasks, which makes everything take longer.
6. Use proven time management techniques
Smart time management is the fastest path to getting more done in less time.
Our signature method combines two powerful strategies: TACO and time blocking.
The TACO method
Before you can manage your time effectively, you need to reduce the amount of work on your plate. A method we’ve developed ourselves, TACO, helps you do exactly that:
- T – Terminate what's not necessary: Ask: “What would happen if I didn't do this at all?” If the answer is “nothing significant,” eliminate it.
- A – Automate repetitive tasks: Use technology to handle routine work. Set up email templates, automated reports, recurring calendar invites, and standard operating procedures.
- C – Consolidate similar tasks (batching): Group related activities together. Answer all emails at once, make all your calls in one block, or batch all your data entry.
- O – Outsource what others can do: Delegate tasks that don't require your specific expertise. This includes both formal delegation to team members and using external services.
Time blocking
Once you've reduced your workload with TACO, assign specific time blocks to each remaining task.
Step 1: Match tasks to energy level
Use your peak performance windows (from tip #2) to schedule your most important work during your highest-energy times.
Step 2: Create focused work blocks
- 90-minute blocks for deep, creative work
- 45-minute blocks for focused tasks requiring concentration
- 30-minute blocks for meetings and collaborative work
- 15-minute blocks for quick tasks and email
Step 3: Build in buffer time
Schedule 15-30 minutes of “flex time” between major blocks to handle unexpected items without derailing your entire day.
For example, I’m a morning person, and here’s how my time-blocked schedule looks like 👇
And here’s what another example schedule might look like…
8:00-9:30 AM: Deep work block (peak energy)
- Work on strategic planning document
9:30-9:45 AM: Buffer time
- Quick email check and coffee break
9:45-10:30 AM: Focused work
- Review and analyze monthly reports
10:30-11:00 AM: Communication block
- Return important calls and messages
11:00 AM-12:00 PM: Meeting block
- Team standup and client check-in
Pro tip: Build in “unscheduled” flex time too. Stuff will always pop up, and having a little buffer keeps your whole day from falling apart.
The Pomodoro technique
For tasks that feel overwhelming, use the Pomodoro Technique within your time blocks:
- 25 minutes of focused work
- 5-minute break
- Repeat 4 cycles, then take a longer 15-30 minute break
This makes large projects feel manageable while maintaining your energy throughout the day.
Now let’s shift gears and talk about the part most people skip… taking care of yourself.
7. Take care of yourself to stay productive long-term
If you want to be more productive at work, you need to take care of the one thing that powers everything else: you.
Studies show that regular breaks can actually boost productivity, and working more than 8-10 hours daily decreases your overall output.
So, how do you do that?
With what I call “radical self-care.” Here’s how to put it into practice:
- Take breaks: Powering through might feel productive, but it actually slows you down. Your brain needs breaks to reset and focus. That includes 5 minutes between tasks (hello, Pomodoro) as well as full days off.
- Create an end-of-workday routine: A short routine helps your mind unplug and recharge.
- Prioritize healthy habits: Sleep, movement, and food are your secret productivity tools. Aim for 7+ hours of sleep. Move your body daily. And fuel yourself with nutrient-rich foods instead of sugar-loaded snacks.
- Make time for life outside work: Whether it’s a hobby, spending time with friends and family, or being outside, your brain needs breaks from problem-solving. That’s how you avoid burnout and get more done during work hours.
When you prioritize self-care, you don't just feel better, you also perform better. Our clients consistently report:
- Increased focus and creativity during work hours
- Better decision-making under pressure
- Higher energy levels throughout the day
- Improved relationships with colleagues and family
- Greater resilience when facing challenges
And with your energy recharged, it’s time to simplify how you manage your work.
8. Use the right productivity tools and apps
Apps can help you become more productive. But the trick is finding a few reliable tools instead of trying to keep up with a dozen apps.
When figuring out what tools work for you, consider:
- Consistency: Use the same tools daily until they become automatic
- Integration: Choose tools that work well together
- Simplicity: Fewer tools used well beats many tools used poorly
- Results: Measure whether tools actually improve your productivity
My favorite productivity tool? Asana.
Task management: Asana
We use Asana to manage everything from daily tasks to major project launches. It helps you:
- Organize to-dos into clear lists and visual boards
- Set deadlines and automated reminders
- Break large projects into manageable steps
- Keep everything in one place so nothing falls through the cracks
- Track progress and maintain accountability
We explain our full Asana workflow here:
AI tools
AI literacy is now the most in-demand skill right now, with 82% of leaders saying this is a pivotal year to rethink strategy and operations.
In other words, you NEED to learn AI. A few tasks AI can help you with are:
- Meeting notes: Use AI to structure and summarize your meetings
- Email efficiency: Draft responses faster and improve clarity
- Document analysis: Quickly summarize long reports and contracts
- Content creation: Brainstorm ideas and overcome creative blocks
- Data insights: Analyze patterns and trends in your work
My favorite AI tool is ChatGPT. It can help you with all the above tasks and more.
The best way to use it, though? Take these steps:
- Start small: Pick one AI tool for one specific task
- Master it: Use it consistently for 2-3 weeks before adding another
- Measure impact: Track how much time you save or quality improves
- Scale gradually: Add new AI capabilities only after mastering current ones
FAQs about how to be more productive at work
What are the top ways to be more productive at work?
The best strategies include working smarter (not harder), time blocking, setting clear goals, identifying your peak productivity hours, minimizing distractions, and using tools like Asana and ChatGPT.
How do I stay focused during the workday?
Start by blocking distractions (like notifications), time-blocking important tasks, and working in short, focused sprints using the Pomodoro Technique.
What if I don’t have time to implement all 8 strategies?
Start small. Use the 5-minute rule to take one action—like planning your next workday or tracking your energy levels.
How do productivity tools like Asana or ChatGPT help?
Asana helps organize your work visually and track deadlines. ChatGPT can help draft emails, structure meeting notes, or summarize long documents—saving time and mental energy.
How to build a personalized productivity system
There you have it—eight ways to be more productive at work without burning out in the process.
But while this guide is packed with value, the most important part is to take action.
How?
Start by grabbing our free Winning the Week worksheet.
It's the exact template our clients use to plan their weeks and has helped thousands of professionals reclaim 5-10 hours per week.
The worksheet includes:
- Step-by-step weekly planning guide
- Priority-setting frameworks
- Time-blocking templates
- Progress tracking tools
Get it now:
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