How to be Productive: 11 Ways to Manage Tasks, Time, and Workflow

Sometimes, you start the day feeling unmotivated. Other times, you’re overwhelmed by an endless to-do list. Maybe you’re simply lacking the drive to push through the day.

But, as they say these days, it's time to LOCK IN (translation: focus with intensity).

We all have moments when we want to be more productive, streamline our work, and manage our time better. But how do you actually make that happen? Improving your productivity is more than just a good intention — it’s about finding the right strategies to manage your tasks, time, and workflow effectively.

Whether you're a high school student or a busy professional, here are 11 proven tips to help you stay productive and in control.

Time Management Strategies

As Louis Armstrong famously sang, "There's so little time and so much to do!" When time feels like it’s slipping away, the pressure can feel overwhelming. The key is to learn how to use time wisely — it’s your most valuable, yet limited, resource.

Here are five powerful strategies to manage your time effectively:

1. Pareto Principle (80/20 Rule)

Italian economist Vilfredo Pareto discovered that 80% of outcomes are driven by just 20% of actions. Apply this concept to your workload by identifying which tasks have the greatest impact on your goals. Focus your energy on those high-impact tasks, and you’ll see greater results with less effort.

2. Pomodoro Technique

This time management method involves working in 25-minute intervals followed by 5-minute breaks. By breaking your day into short, focused bursts of work, you avoid burnout while staying productive. Simply set a timer, work until it rings, then take a break. Repeat the cycle for an efficient and manageable workflow.

3. Parkinson’s Law

Ever notice how tasks take longer when the deadline is far away? That’s Parkinson’s Law: “Work expands to fill the time available.” To combat this, set shorter, more urgent deadlines and break larger projects into smaller steps to keep up momentum and avoid procrastination.

4. Time Blocking

Organize your day by assigning specific tasks to designated time slots. By creating blocks of focused work time, you ensure that every important activity gets the attention it deserves. Don't forget to schedule breaks, too!

5. Time Management Apps

Sometimes, implementing these strategies can feel challenging. That’s where technology comes in handy. Apps like Clockify, RescueTime, and Forest help you stay focused and productive, whether you need help with time tracking, scheduling, or gaining insights into how you’re spending your time.

Task Management Techniques

Managing your time is one thing, but knowing how to organize your tasks is just as important. Here are six strategies to help you stay on top of your workload:

1. SMART Goals

Make your goals SMART: Specific, Measurable, Achievable, Relevant, and Time-bound. This framework ensures that your goals are clearly defined and reachable, setting you up for success.

2. Eisenhower Matrix

Struggling to prioritize? The Eisenhower Matrix helps you sort tasks by urgency and importance. Focus on tasks that are both urgent and important, delegate tasks that are important but not urgent, and eliminate those that don’t matter.

3. Task Batching

Group similar tasks together to avoid switching between unrelated activities. This minimizes context switching, which can waste time and energy, and allows you to focus deeply on one category of tasks at a time.

4. Kanban Method

The Kanban Method visualizes your workflow with columns like “To Do,” “Doing,” and “Done.” By tracking your progress on a Kanban board, you can see what needs attention, what’s in progress, and what’s complete — helping you avoid procrastination and stay organized.

Achieving a Productive Work State

Being productive also means finding the right mental space to do your best work. Here are two approaches to help you get into that flow:

1. Deep Work

Cal Newport’s concept of "deep work" emphasizes uninterrupted focus. To achieve this state, log out of communication tools, avoid distractions, and dedicate time to deep concentration. This strengthens brain connections, making your work more efficient.

2. Flow State

Not everyone can eliminate distractions completely, especially in a team setting. Mihaly Csikszentmihalyi’s flow state is an alternative — a state of immersion where you lose track of time and the task feels effortless. Choose work that interests you, matches your skill level, and focuses on the process, not just the outcome, to reach flow.

By implementing these strategies, you can effectively manage your tasks, time, and workflow — and unlock the productivity you’ve been striving for.

I’m all locked in. Now what?

You might need the right tools to actually use and implement these strategies. Oneboard is an AI-powered productivity platform perfect for doing just that. Find us on the App Store.