The true meaning of productivity
February 19, 2025
Working without a burn-out
“Being productive is also knowing when to stop,” is a quote that I had written down as a constant reminder during my year as a master’s student.
It’s always struck me how school can demand so much from students without really teaching them how to juggle it all. For a long time, I was stuck in the cycle of endless assignments and projects, constantly overwhelmed, and unsure of when or how long I should take breaks. The feeling that there was always something more to do for university made it hard to step away. I often found myself staying late at the university, thinking that if I just kept working, I was maximizing my day. Looking back, I realize how much I missed out on simply by not knowing when to stop and recharge.
I learned the hard way how to balance my university workload with other responsibilities, and now I wish someone had told me how to work smarter, not harder. The truth is, productivity isn’t about doing more; it’s about doing things more efficiently and in a way that doesn’t drain your energy.
If you’re tired of feeling burnt out from endless late-night study sessions and constant stress, let me share the habits that have helped me stay productive and still feel like I’m taking care of myself. It’s not just about working harder—it’s about learning to prioritize, set boundaries, and know when to rest.
Here are some productivity habits that can help you get things done without the burnout:
1. Planning and prioritizing: set yourself up for success
The foundation of productivity starts with clear planning and knowing what to focus on. To make sure you’re working on the right things, use methods like time-blocking and setting realistic goals. Time-blocking helps you allocate specific time slots for tasks, ensuring that each task has its own dedicated focus period. And yes, as a master of overestimating my own capabilities, I know this might be hard. However, with time, you’ll start to get a better sense of how long certain tasks will realistically take you. When setting goals, keep them SMART (Specific, Measurable, Achievable, Relevant, Time-bound) to give yourself clarity and focus. Here’s an example to make it more concrete:
What has also helped me is the Eisenhower Matrix. The matrix helps prioritize tasks based on their urgency and importance, making it easier to focus on what truly matters.
- Important and Urgent: Do these tasks immediately.
- Important but Not Urgent: Schedule time to work on these tasks.
- Not Important but Urgent: Delegate these tasks if possible or postpone.
- Not Important and Not Urgent: Consider eliminating these tasks.
Tip: Break larger goals into smaller, achievable tasks, and prioritize based on urgency and importance. This way, you’re not just busy; you’re working on things that truly matter.
2. Batch tasks together: efficiency at its best
Rather than switching between tasks all day, try batching similar tasks together. Whether it’s answering emails, making phone calls, or tackling small, repetitive tasks, batching helps streamline your day and reduces decision fatigue. Additionally, use the Two-Minute Rule—if a task will take two minutes or less, do it immediately to prevent small tasks from piling up.
Tip: Combine tasks that require similar skills or focus, like writing multiple blog posts or meal prepping for the week, to stay in a productive flow.
3. Create a productive work environment: synergy and cleanliness matter
A productive work environment can make all the difference. Start with a clean, clutter-free workspace—this helps you focus better and reduces distractions. If possible, work alongside people who inspire and motivate you, creating an environment of synergy. This can be with a group of peers or by going to the library or other place that encourages your work ethic. When you have the right environment and people around you, you’ll be more inclined to produce your best work.
Tip: Take regular tidying breaks to keep your workspace clean and organized, and don’t underestimate the power of a well-lit, comfortable setting.
4. Knowing when to stop: rest is part of productivity
Productivity isn’t just about working harder; it’s about knowing when to step away. Setting boundaries between work and rest is key to preventing burnout. Schedule time to pause, recharge, and reflect. Remember, the most productive people also know when to stop and take breaks to maintain energy levels. This might include the Pomodoro Technique, where you work for 25 minutes and then take a 5-minute break. I like to listen to Lo-Fi music and often use YouTube for Pomodoro sessions:
study with me with lofi music | Pomodoro (25 min study x 5 min rest)
Tip: Don’t let the pressure of constantly working overwhelm you. Listen to your body and give yourself permission to rest.
5. A clear line between professional and private time: balance is key
In today’s world of remote work and constant connectivity, it’s easy for professional life to bleed into personal time. Establishing a clear boundary between work and private time is crucial for mental well-being and productivity. When your workday ends, make an intentional switch from professional mode to personal mode—whether that means turning off notifications or physically leaving your workspace. This might bring back memories of the COVID era: I enjoy taking a 10-minute walk in the morning to shift from my personal life into my professional life, even though it all happens in the same space. It helps me mentally transition, almost as if my home is transforming into my “office” for the day.
Tip: Create rituals to mark the beginning and/or end of your workday, like going for a walk or turning off your computer, to help transition into personal time.
By incorporating these five principles into your daily routine, you’ll be able to stay on top of your tasks, reduce stress, and find more balance in your life. Productivity isn’t about doing more—it’s about doing the right things at the right time.
How do you manage to set boundaries and take breaks to maintain productivity without feeling guilty or overwhelmed?