7 Productivity Hacks for Planners

Planning meetings demands a certain level of organization that few other tasks require. Keeping a sharp focus while speedily accomplishing your work is key.

Here are 7 hacks to stay on track and  improve your productivity:

1. Start with a Prioritized Daily Checklist

One of the most important parts of the day is the 20-30 minutes you spend planning out the tasks you need to accomplish. Set aside time every morning to organize your day by making lists. For some, it helps to spend the first half of the day working on projects and the second half focusing on emails and calls. If you do the opposite, you could find yourself so caught up in responding that you never get to what you need to do.  

2. Mute Non-Essential Notifications

With all the email, inter-office, and social media notifications you get in a single day, it’s amazing you can get anything done. Turn off anything but essential pings during your work day. If you have committed to starting a new project or are on a deadline, turn off your phone and email alerts until you are done.

Obviously, the ability to be unplugged varies depending on your setting, such as when you are running an event. One hack to limit your notifications on site is to make everyone aware that you will only be replying to texts.

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3. Break Big Projects Into Bite-Sized Wins

The most effective way to not be overwhelmed by large-scale projects is to break them down into smaller, more attainable tasks. Breaking down a big project will help you to focus on one step at a time, while you are thinking in advance about what’s next.

4. Organize Your Calendar

Keeping a well-organized calendar can help you keep track of tasks and plan out your day. Having your entire schedule available at a glance allows you to focus on upcoming projects and to properly plan out new ones as they arise.

Whether you're Team Google Calendar, Outlook, or still rocking a paper planner, your calendar should be more than just a meeting log. Use color coding, recurring reminders, and time-blocking to structure your day with intention. Review your schedule weekly to plan around your busiest times.

5. Create a “Focus Zone” in Your Workspace

Your environment affects your efficiency. Keep your workspace clean, noise-controlled, and distraction-free. Add a “do not disturb” sign or use noise-canceling headphones during high-focus periods. A clutter-free desk equals a clutter-free mind.

Read More: How to Find More Hours in a Day as an Eventprof?

6. Identify Your Most Productive Time of Day

Understand what time of day you are most productive and plan your schedule accordingly. Morning people might be more comfortable accomplishing their work before the sun even comes up, while others might need a cup (or two) of coffee before they swing into gear. No matter what time of day you work best, being self-aware and honest about your most productive hours will help you to increase your output and improve your concentration.

7. Stop Multitasking!

That’s right: Contrary to what most people believe, multitasking does not lead to higher productivity. The time you spend jumping from task to task can actually be wasteful and lead to a lack of concentration. Try to focus on one project at a time and see that through to completion before moving on. 

Beyond the Basics: Extra Tips for Smarter Planning

Being a meeting planner means managing chaos with calm and creativity. These productivity strategies will help you stay ahead of deadlines and keep your focus sharp.

Before you close your laptop for the day, here are a few bonus habits that top planners swear by:

• Reflect on your wins. Take five minutes at the end of each day to note what you accomplished. It helps you see progress and spot patterns in your workflow.
• Plan tomorrow, tonight. Spend a few minutes reviewing your calendar and prepping your to-do list before you leave. You’ll sleep better knowing you’re set up for the morning.
• Build in recovery time. Planning and executing events is demanding, so schedule breaks, even short ones, throughout the day to recharge.
• Keep learning. Explore one new productivity tool or technique each month to refine your system.

Small, consistent improvements like these compound over time and can help you work smarter without working longer.

The earlier version of this content was written by Kelli White.