Productivity hacks for remote work

Remote work has become the new norm post-pandemic. While it offers flexibility, it can also be challenging to maintain productivity and structure.

Here are some hacks to boost your productivity and make remote work more manageable:

Set clear boundaries

Define working hours and communicate them with family and friends to avoid work-life imbalance.

Establish clear working hours and stick to them
Communicate expectations with family/friends ahead of time
Set boundaries for interruptions, such as closing doors, using headphones or not answering the phone during work hours.
Limit or prioritize social media and email time during work hours
Take breaks and schedule leisure time to avoid burnout and spend quality time with loved ones.
Have a designated workspace and make it known as off-limits during work hours
Establish a specific process for handling work-related issues during non-work hours
Seek support from colleagues or a therapist for managing work-life balance
Learn to say no to non-urgent or unnecessary requests during work hours
Regularly review and adjust boundaries as needed to maintain balance and well-being.

Eliminate clutter

A cluttered workspace can hinder productivity. Regularly declutter and organize your workspace to keep it functional and efficient.

Improved Focus and Concentration: A cluttered environment can be distracting and make it difficult to concentrate on work tasks. By removing distractions and creating a neat and organized workspace, it is easier to maintain focus and get more done.
Reduced Stress and Anxiety: Clutter can increase stress levels and lead to feelings of anxiety. A tidy work environment can help reduce stress and promote a sense of calm and relaxation.
Increased Productivity: When you have a cluttered workspace, it can be difficult to find the items you need and to get things done efficiently. By reducing clutter, it becomes easier to access the tools and resources required to complete tasks, resulting in increased productivity.
Better Organization: Clutter can make it difficult to keep track of important documents, files, and other materials. By reducing clutter and organizing your workspace, you can ensure that everything is in its proper place and easily accessible.
A More Professional Image: If you are conducting virtual meetings, a cluttered background can convey a lack of professionalism. By eliminating clutter and creating a clean and organized workspace, you can present a more professional image to colleagues, clients, and customers.
Increased motivation: A cluttered and disorganized workspace can lead to feelings of being overwhelmed and demotivated. By creating a clean and tidy environment, it is easier to stay motivated and focused on work tasks.
Better time management: Clutter can lead to wasted time searching for items or trying to find a specific document. By eliminating clutter, you can save time and use it more effectively to get things done.
Improved mental health: Clutter can lead to feelings of anxiety and stress, which can impact overall mental health. By reducing clutter and creating a peaceful work environment, you can improve your mental health and well-being.
Better decision-making: A cluttered environment can lead to feelings of confusion and disorientation, making it more difficult to make decisions. By creating a clean and organized workspace, it is easier to think clearly and make decisions with confidence.
Enhanced creativity: A cluttered and disorganized environment can limit creative thinking and limit inspiration. By reducing clutter, you can free up space for creative thinking and allow inspiration to flow more easily.

Use technology

Utilize productivity tools such as project management software, to-do lists, and time-tracking apps.

Slack – a communication and collaboration platform that allows remote teams to stay connected and communicate in real time through messaging, file sharing, and calls.
Zoom – a video conferencing tool that enables remote teams to hold virtual meetings, webinars, and video calls.
Todoist – a task management app that helps individuals and teams prioritize, organize and track tasks, projects and goals.
Google Drive – a cloud storage platform that allows remote teams to store, access and share files from anywhere with an internet connection.
Trello – a visual project management tool that enables remote teams to organize, prioritize and track work through boards, lists and cards.
Airtable – a flexible and customizable workspace for organizing, tracking and collaborating on work.
Asana – a team task and project management tool that helps remote teams plan, organize, and track work from start to finish.
Notion – a notes and documentation app that allows remote teams to create, manage and organize notes, tasks, projects, databases, and more in one place.
RescueTime – a time tracking and productivity analysis tool that provides insights on how you spend your time on the computer and mobile devices.

Use visual aids

Visual aids such as mind maps, flow charts, and whiteboards can help you organize your thoughts and prioritize tasks. Other benefits include;

Enhances presentations and communication: Visual aids make presentations and communication more engaging, and memorable and help convey the message more effectively.
Makes information more accessible: Visual aids can help convey information to people with different learning styles or those who may have difficulties reading or comprehending text.
Reduces boredom and monotony: Using visual aids in work can break up monotony, hold attention and make work more engaging.
Facilitates collaboration and teamwork: Visual aids can facilitate collaboration and teamwork by allowing team members to see and understand information and projects in a shared, visual format.
Organises information: Visual aids can help organize and structure information, making it easier to understand and remember.
Improves decision-making: By visually representing data, visual aids can help make informed decisions by providing a clear representation of data.
Improves understanding and retention: Visual aids like charts, graphs, diagrams, and infographics make complex information easier to comprehend, improving understanding and helping people retain the information for longer.
Clarifies relationships: Visual aids can help clarify relationships between different pieces of information, making it easier to understand and remember.
Makes remote work easier: Visual aids can help remote workers understand and participate in meetings, presentations, and discussions more effectively.
Supports remote collaboration: Visual aids can support remote collaboration by enabling teams to work together on projects, share information, and make decisions in a virtual environment.

Take care of your mental health

Remote work can be isolating, so make sure you take care of your mental health by staying connected with friends and family, practicing self-care, and seeking professional help if needed.

Exercise regularly – Regular physical activity has been shown to have positive effects on mood and can help reduce symptoms of anxiety and depression.
Sleep well – Getting enough quality sleep is important for overall mental health. Aim for 7-9 hours of sleep each night.
Eat healthy – A balanced and nutritious diet can help support mental health, while an unhealthy diet can have negative effects.
Connect with others – Strong social connections can provide support and reduce feelings of loneliness and isolation, which can have negative impacts on mental health.
Practice mindfulness – Mindfulness techniques such as meditation and deep breathing can help reduce stress and improve focus and well-being.
Limit alcohol and drug use – Substance abuse can have negative effects on mental health and can lead to addiction.
Engage in activities you enjoy – Doing things you find enjoyable and fulfilling can improve your mood and provide a sense of purpose.
Challenge negative thoughts – It is normal to have negative thoughts at times, but it’s important to challenge them and focus on positive thoughts and experiences.
Practice self-care – Taking time for yourself to rest, relax, and recharge can help improve mental health.
Seek professional help if needed – If you are struggling with mental health issues, it is important to seek help from a mental health professional, such as a therapist or psychologist.

Celebrate accomplishments

Recognize and reward yourself for achievements, no matter how small they are. This will boost your motivation and help you stay focused.

Boosts self-esteem and confidence: Recognizing your own achievements and giving yourself credit for them helps to increase your self-esteem and confidence. This can improve your overall well-being and lead to better performance in the future.
Increases motivation: Awards and recognition act as positive reinforcement, which can increase your motivation to continue working hard and reaching your goals.
Helps to maintain a positive outlook: By focusing on your achievements, you are less likely to dwell on negative experiences and more likely to maintain a positive outlook.
Improves mental and emotional well-being: The act of recognizing and awarding yourself for your achievements can help to improve your mental and emotional well-being by increasing feelings of happiness and satisfaction.
Reinforces a growth mindset: Recognizing and awarding yourself for your achievements reinforces the idea that you can continue to grow and improve. This can encourage a growth mindset and help you to overcome obstacles in the future.
Encourages personal development: By acknowledging your achievements and rewarding yourself for them, you can increase your motivation to continue learning and developing new skills. This can lead to personal growth and a more fulfilling life.
Provides closure: By recognizing and awarding yourself for an achievement, you can close the chapter on that project and move on to new challenges.
Encourages goal setting: Regularly recognizing and rewarding yourself for achievements can encourage you to set new goals and work towards them.
Improves focus: Recognizing and awarding yourself for your achievements helps you to focus on your strengths and what you have accomplished, rather than on your weaknesses or what you have yet to achieve.
Increases accountability: By recognizing and awarding yourself for your achievements, you take responsibility for your own success and hold yourself accountable for your actions.
Celebrates hard work: Recognizing and awarding yourself for your achievements helps you to celebrate the hard work and dedication you have put into reaching your goals.
Provides motivation for future achievements: By recognizing and awarding yourself for past achievements, you can use that motivation to drive future achievements and continue to improve.

Establish a routine

Identify specific goals and prioritize.
Break down each goal into smaller, achievable tasks.
Allocate specific time slots for each task in your schedule.
Create a consistent daily schedule and stick to it as much as possible.
Reflect on your progress regularly and make adjustments to your routine as needed.
Hold yourself accountable and be disciplined in sticking to the routine.
Incorporate rest and leisure activities into your routine for balance.
Set a schedule and stick to it.

Create a dedicated workspace

Choose a location: Pick a quiet and separate room or area in your home for work.
Organize your workspace: Clear the area of clutter, set up a desk and chair, and arrange necessary tools such as a computer, printer, and supplies.
Make it comfortable: Ensure the lighting is adequate, the temperature is comfortable and provide storage for your belongings.
Minimize distractions: Remove any distractions such as a TV or games and avoid working from the bed or sofa.
Establish boundaries: Set clear working hours and communicate them to others in your household.
Personalize: Add some personal touches such as plants, photos, or artwork to make the space feel more inviting.

Take breaks

Take short breaks throughout the day to recharge and refocus.

Improves focus: Regular breaks help to refresh the mind, reducing fatigue and increasing concentration.
Increases productivity: Taking short breaks leads to better work output, as you come back to work with a clear mind and increased energy.
Reduces stress: Taking a break from work can help to relieve stress and prevent burnout.
Boosts creativity: Stepping away from work can lead to new ideas and solutions to problems.
Promotes physical health: Sitting at a desk for extended periods can lead to posture problems and eye strain. Taking breaks allows you to move around, stretch and rest your eyes.

Automate repetitive tasks

Use technology to automate repetitive tasks such as emailing, invoicing, or scheduling.

Use browser extensions: Use extensions like IFTTT, Zapier, or Shortcuts to automate tasks like copying and pasting data, generating reports, and more.
Automate data entry: Use tools like Google Forms, Typeform, or Airtable to automate data entry tasks.
Use macros: Use software like Automator (Mac) or Task Scheduler (Windows) to create macros that automate repetitive tasks.
Utilize AI tools: Utilize AI tools like H2O.ai, DataRobot, or KNIME to automate data analysis and decision-making tasks.
Use scripting languages: Use scripting languages like Python or JavaScript to automate tasks like web scraping, data processing, and more.
Implement chatbots: Implement chatbots using platforms like Dialogflow, Botpress, or Microsoft Bot Framework to automate customer service and support tasks.
Use cloud services: Utilize cloud services like AWS Lambda, Google Cloud Functions, or Microsoft Azure Functions to automate back-end tasks.
Utilize APIs: Integrate APIs from various services like Trello, Slack, or Google Sheets to automate tasks like data transfer, notifications, and more.
Automate email: Use tools like Sanebox, Boomerang, or Gmail filters to automate email tasks like sorting, archiving, and scheduling emails.
Use keyboard shortcuts: Utilize keyboard shortcuts to quickly perform common tasks like copying, pasting, or opening new tabs.
Use productivity tools: Use productivity tools like Todoist, Asana, or Trello to automate tasks related to project management, goal setting, and task tracking.
Create templates: Create templates for commonly used documents or email responses to quickly generate new copies and save time.

Stay connected

Regular communication with coworkers, clients, and stakeholders can help maintain a sense of connection and accountability. Other benefits include:

Improved collaboration and teamwork.
Enhanced communication and information sharing.
Increased sense of community and belonging.
Better work-life balance and flexibility.
Opportunities for networking and professional development.

Exercise regularly

Incorporating physical activity into your routine can improve focus and reduce stress. You can also read our article on how to get over gym anxiety.

Other advantages of working out include;

Improves physical strength and
Reduce the risk of chronic diseases.
Boosts mental health and reduces stress and anxiety.
Increases energy levels and productivity.
Improves focus and cognitive function.
Promotes better sleep.
Reducing the risk of sedentary behavior.

Minimize distractions

Turn off notifications on your devices.
Use website blockers to limit access to distracting sites.
Schedule designated breaks and stick to them.
Set specific work hours and log out of work accounts outside of them.
Find a quiet, organized workspace.
Use noise-cancelling headphones or white noise.
Stay focused on one task at a time and avoid multitasking.
Turn your phone off or switch to airplane mode.
Prioritize your tasks and focus on the most important ones first.
Set achievable daily goals and track your progress.

Prioritize self-care

Make time for self-care activities such as meditation, reading, or hobbies to keep your mind and body refreshed.

Improves physical, mental and emotional well-being
Boosts mood and reduces stress
Increases resilience
Helps prevent burnout
Enhances overall health and satisfaction in life
Promotes productivity
Positively impacts relationships.

Use time blocking

Time blocking is a productivity technique that involves dividing your day into specific time blocks for different tasks and activities. To use it effectively:

Identify your priorities: List your most important tasks for the day and allocate time blocks for each of them.
Be realistic: Don’t overcommit yourself by scheduling too many tasks in one time block.
Eliminate distractions: Turn off notifications and find a quiet environment to focus on each task.
Stick to your schedule: Treat each time block as an appointment and don’t let interruptions or distractions take you off track.
Review and adjust: At the end of each day, review how your time blocks worked and make adjustments as needed for the next day.

Limit screen time

Too much screen time can be detrimental to your health and productivity. Limit the time you spend in front of a computer by taking breaks and engaging in physical activity.

Set specific work hours and stick to them.
Use time-tracking software to monitor and limit time spent on certain tasks or websites.
Take regular breaks, such as the Pomodoro technique.
Turn off notifications for non-essential apps and use do not disturb mode.
Have a designated area for work to create a boundary between work and personal life.
Establish a physical and mental break from screens, such as reading a book or exercising.

Stay organized

Keep your digital and physical files organized to save time and minimize stress.

Improved communication: Staying organized can help you keep track of emails, messages, and other communication, leading to improved communication with coworkers and clients.
Reduced clutter: An organized workspace can reduce physical clutter, leading to a more relaxed and focused environment.
Better collaboration: When you are organized, it is easier to share and access information with team members, leading to improved collaboration.
Improved creativity: An organized workspace can free up mental energy and reduce stress, allowing you to think more creatively.
Increased motivation: When you are organized, you can see progress and track your accomplishments, leading to increased motivation and satisfaction.
Improved decision-making: An organized mind and workspace can lead to improved problem-solving and decision-making skills.
Increased productivity: An organized workspace and schedule can help you focus on your tasks and minimize distractions, leading to increased efficiency and productivity.
Better time management: When you are organized, you can quickly find what you need and prioritize tasks, leading to better use of your time.
Reduced stress and distractions: An organized home workspace can minimize distractions and reduce stress, allowing you to focus on your work and minimize interruptions.
Improved focus and clarity: Organization can help you prioritize tasks, focus on what’s important, and stay on track, leading to improved clarity and focus.
Increased accountability and responsibility: When you are organized, you are better equipped to keep track of deadlines and commitments, leading to increased accountability and responsibility.
Better prioritization of tasks: Organization allows you to prioritize tasks and plan your day, leading to a better use of your time and energy.
Improved work-life balance: By staying organized, you can avoid burnout and better balance your work and personal life

Collaborate with others

Collaborating with coworkers, friends, or family can provide a sense of community and accountability while working remotely.

Communication: Collaboration helps enhance communication, which is essential when working remotely. Team members can stay connected, clarify expectations, and discuss progress, thus improving overall productivity.
Community building: Working remotely can be isolating. Collaborating with others helps foster a sense of community and accountability among team members, promoting a positive work culture.
Transparency and trust: Collaboration promotes transparency and trust, helping to build a culture of mutual respect.
Problem-solving: By working together, team members can pool their skills and knowledge to solve complex problems more effectively, encouraging creativity and innovation.
Sharing of ideas and resources: Collaboration allows team members to share ideas and resources, leading to improved productivity and efficiency.
Reduction of misunderstandings and mistakes: Collaborating helps reduce misunderstandings and mistakes, ensuring that work is completed accurately and on time.
Improved quality of work: By working together, team members can review and improve each other’s work, leading to a higher quality of output.
Job satisfaction and motivation: Collaborating with others can improve job satisfaction and motivation, making remote work more enjoyable and fulfilling.
Increased creativity: When team members work together, they can bounce ideas off each other and challenge each other’s perspectives, leading to more innovative solutions.
Better time management: Collaboration allows for more efficient use of time and resources, as tasks can be divided among team members and progress can be monitored more effectively.
Improved decision-making: Working together helps ensure that all perspectives are considered and that decisions are made based on the best available information.
Enhanced teamwork skills: Collaborating with others helps develop and refine teamwork skills, which can be transferable to other areas of life.
Improved work-life balance: By working together, team members can share the workload, reducing stress and allowing for a better work-life balance.
Improved professional development: Collaborating with others provides opportunities for learning, growth and professional development, as team members can observe and learn from each other’s skills and approaches.
Increased motivation: When team members feel that their contributions are valued and that they are working towards a common goal, they are more likely to be motivated and engaged in their work.

Experiment with different work styles

Try different work styles, such as the Pomodoro technique, to find what works best for you. Benefits include;

Increased productivity: Trying different work styles can lead to finding what works best for an individual, leading to increased productivity and better focus.
Improved work-life balance: Experimenting with different work styles can help find a balance between work and personal life while working from home.
Enhanced creativity: Different work styles can stimulate the mind and foster creative thinking.
Reduced stress: Finding an optimal work style can lead to less stress and increased job satisfaction.
Increased flexibility: The ability to experiment with different work styles can allow for a flexible schedule, helping individuals find the best way to manage their time and responsibilities.
Better time management: Experimenting with work styles can help individuals determine the most effective way to allocate their time and prioritize tasks.
Improved focus and concentration: Different work styles can provide a change of pace, helping individuals stay focused and avoid burnout.
Better collaboration: Experimenting with different work styles can lead to improved communication and collaboration with team members, even while working remotely.
Increased motivation: Various work styles can help keep individuals motivated and engaged.
Improved mental health: Experimenting with work styles can help reduce feelings of isolation and promote better mental health while working from home.

By incorporating these tips, you can maximize productivity and make remote work more manageable and enjoyable. Keep in mind that what works for one person may not work for another, so try different strategies to find what works best for you.

Remember, flexibility and patience are key when adapting to this type of work environment.

You can also check out our article on tips to stay organized and productive.