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A practical guide to improving productivity

Productivity is often misunderstood. It’s not about doing more tasks, working longer hours, or being constantly available. It is about protecting your focus, managing your energy, and making sure the important work gets done well.

Andrew Rose recently shared his thoughts on productivity during a workshop delivered for EMG Solicitors in Newcastle. Drawing on the experience of AKA Case Management and Social Return Case Management, he explored practical strategies to help professionals in the sector work smarter, not harder.

Why productivity matters

In 2022, AKA Case Management introduced a four-day working week. Staff worked four days without increasing their hours, while continuing to receive five days’ pay.

The results were impressive. Average weekly hours reduced from 40.5 to 30.4, while case management hours increased by more than 14%. Alongside this, improvements were observed in physical health, work-life balance, job satisfaction, and overall well-being.

The message was clear: productivity is not about spending more time at work. It is about using that time effectively.

Six tools to improve productivity

Think of productivity as a toolbox. You don’t need to use every tool every day. Instead, choose one or two approaches that fit your circumstances and experiment with them.

1. Monotasking: Focus on one thing at a time

Many of us pride ourselves on multitasking, but research suggests it’s largely a myth. We switch between tasks, and every switch carries a cost. Studies suggest that changing tasks can reduce efficiency by up to 40%.

Case managers are particularly vulnerable to interruptions. Emails, Teams messages, phone calls and multiple screens can quickly fragment attention.

Some simple ways to improve focus include:

  • Silence unnecessary notifications.
  • Put your phone out of reach.
  • Close applications and tabs you do not need.
  • Let colleagues know when you need uninterrupted time.
  • Schedule complex work during the part of the day when you feel most alert.

The Pomodoro technique can also help. Work in focused 25-minute blocks, followed by a short break before returning to the next session.

2. Take control of your diary

Work expands to fill the time available. This is known as Parkinson’s Law. Instead of allowing the week to dictate your schedule, use your diary proactively.

Good diary management includes:

  • Putting breaks and wellbeing activities into the diary first.
  • Colour coding different types of work.
  • Naming tasks clearly rather than simply writing “admin”.
  • Allowing time for travel and thinking.
  • Scheduling specific times to check emails instead of responding constantly.
  • Avoiding empty spaces that quickly fill with other people’s priorities.

A well-managed diary makes it easier to say “no” when necessary and creates space for the work that matters most.

3. Make meetings count

Many professionals spend hours every week in meetings that achieve very little. Before arranging a meeting, ask yourself whether it is necessary. Could the information be shared another way?

Every meeting should have three elements:

  • Purpose – why are we meeting?
  • Agenda – what will we discuss?
  • Outcomes – what decisions need to be made?

Shorter meetings are often better. Starting meetings five minutes past the hour and finishing ten minutes early gives people time to reset and prepare for their next task.

Andrew also highlighted the 40/20/40 principle:

  • 40% preparation.
  • 20% discussion.
  • 40% follow-up and action.

The meeting itself is only a small part of the process. Real value comes from preparation and ensuring agreed actions are completed afterwards.

4. Build a shutdown routine

Working from home has blurred the boundary between work and personal life. Without a commute, many people struggle to switch off. A simple end-of-day routine can improve both productivity and wellbeing.

At the end of each day:

  • Reflect on what you achieved.
  • Decide on the most important task for tomorrow.
  • Schedule that task in your diary.

Research has shown that this type of deliberate shutdown routine can significantly increase productivity and improve wellbeing. Even something as simple as taking a short walk before and after work can help create separation between work and home life.

5. Manage your energy, not just your time

Time management only works when you have the energy to perform well. Basic self-care matters:

  • Eat regularly and avoid skipping meals.
  • Stay hydrated.
  • Move throughout the day.
  • Take genuine breaks.
  • Practice self-compassion rather than self-criticism.

5.1 Procrastination

Everyone procrastinates. When we avoid tasks, there is usually a reason.

Last year, the team at AKA took part in a training session with Graham Allcott from Think Productive, who shared a tool called the DUST model.  This tool can help identify why you’re stuck in procrastination mode: Difficult, Unclear, Scary or Tedious. Identifying which of these applies often makes it easier to get started.

Another useful tool is the Eisenhower Matrix. This is a productivity framework that categorises tasks into four quadrants based on their urgency and importance.

  • Urgent and important – do immediately.
  • Important but not urgent – schedule it.
  • Urgent but not important – delegate where possible.
  • Neither urgent nor important – remove it altogether.

Many professionals spend their lives firefighting urgent issues and neglecting the important work that creates lasting value.

6. Small changes can make a big difference

Sometimes productivity improvements come from tiny adjustments.  Andrew suggested several simple hacks:

  • Use Microsoft To Do as a “second brain” to capture tasks.
  • Learn keyboard shortcuts to save time.
  • Take calls while walking.
  • Read important documents aloud to spot errors.
  • Shape your environment to encourage good habits.

Our surroundings influence our behaviour more than we realise. Small changes can lead to significant improvements over time.

Start with one change.

Productivity is not about becoming superhuman. It is about making small, sustainable improvements. Trying to change everything at once rarely works. Instead, pick one idea from this article and commit to trying it this week.

Because working smarter is not about squeezing more into the day.

It’s about protecting your energy, maintaining your wellbeing and creating the space to deliver your best work for the people who rely on you.