• You must pay attention to what has your attention.

This is much easier said than done. In just the span of the last several minutes, I’ll bet your mind has wondered and thought about several other things. The first step to being more productive is paying attention to what has your attention.  Identify what is distracting you from focusing on one specific task.

Write everything down that occupies your thoughts into one extensive list to clear out your head. Now you can begin prioritizing what needs to get done and start moving toward focusing on just one task at a time.

• If something is continuously bothering you, it’s because you haven’t given it the attention it deserves.

By thinking through whatever the problem is you can produce a solution. Or you concede that it’s still a problem and can’t do anything about it now.  Then decide to put it to rest for now and focus on another task.

The worst approach toward these lingering thoughts is continuing to ignore them or to try and forget them. This will only allow thoughts to persist and prevent you from giving your full attention to something else.

• Your head is for having ideas, not for storing them.

Your mind is the worst calendar or to-do list you possess. Because your memory is often scattered if you try and keep all the things you’re supposed to do in a day in your head, then you’ll have flashes of anxiety throughout the day.  You will forget something or that important task.

Take the pressure off your mind by creating a to-do list or a calendar. When you have an idea that’s only half-done, write it down so you can refer to it later. Let your mind take on big tasks like being creative or focusing on strategy, instead of the menial stuff a piece of paper could handle.

• If you have a task that will take you less than two minutes to do, just do it.

When I first heard this piece of advice, I looked at my to-do list. There were a surprising number of items that would take less than two minutes to complete, and I systematically went through them and knocked them out.

Afterwards, I felt so much lighter.

It takes energy to organize and prioritize tasks. If you’re using a to-do list or calendar it will take more energy than completing a two-minute task. So, if you have a short task, don’t think about it, just do it. Don’t let the 90-second task sit in the back of your mind for 90 minutes – sapping your energy along the way.

• Build in reflection time.

Schedule reflection time on your calendar. Reflection time is where you can be the most strategic by asking questions like, “Are the actions we’re taking really going to move the needle the most?” This process also allows you to become more creative by asking questions like, “We need to do this, but is there a better way to do it?”

If you don’t have these times of reflection built into your day, then your life will be eaten up by many tasks competing for your attention. But, if you can take some time and really think through things, you can gain perspective and ensure you are making the absolute most of your and your team’s talents.

From David Allen’s learning course “Getting Things Done – 5 Productivity Tips That Will Make You Rethink Your Day.”