Create a Productivity Checklist for Maximum Efficiency


Distractions can come from anything and anywhere. To-do lists may be never-ending, but productive people make time for anything they want to achieve. A productivity checklist will help you avoid feeling overstretched, overwhelmed and overworked.

What is a productivity checklist?

Do away with being “busy” and get productive. You can be busy doing just about anything, but you can only get productive working on the project at hand. To become productive, you need to remain focused and efficient.

Aim to cross items off your list. This will prevent a backlog and help declutter your brain. Productivity means getting tasks done and ticking them off your to-do list within an allocated time frame. To effectively become productive, you must first work out what you need to achieve.

Productivity at work means figuring out how effective and efficient an organization is and making it even better. This will result in a higher output of work, leading to larger sales volume, market expansion, overall prosperity and increased industry authority and reputation.

A productivity checklist is a set of items you need to keep track of to ensure you complete important tasks each day. Creating and adhering to a productivity plan will help you maintain good practices. A checklist that will improve productivity must have more energizers in the mix and fewer blockers. A simple checklist will help you stay productive. One task at a time helps you remain super productive the entire day. Don’t forget to also account for your staff’s absences and manage this effectively, like with TimeTrack’s absence management software.



TimeTrack Absence Management

Should you care about a productivity checklist?

Checklists ensure you maintain true productivity while focusing on the most important tasks of the day. Anyone can forget a simple step. Checklists help you eliminate distractions, allowing you to remain focused on essential tasks. A daily checklist will free your mind from the struggle to remember the steps you need to complete and prevent worrying about forgetting important jobs. A productivity checklist promotes efficient time management and minimizes errors, indecision and needless wasted time on fixing issues.

For those who struggle with discipline, a productivity checklist is like a teacher keeping you in line to maintain consistency. It helps you set priorities correctly, boost productivity and promote the satisfaction associated with completing your daily routine.

How to craft a checklist for super productivity

Focus on your urgent work first. Start with the difficult areas of your business where you would like to complete the process that leads to higher efficiency and productivity. Focus on small but important steps that guarantee success. Every item on your checklist must be your single focus of attention and non-negotiable. Test your checklist to ensure it delivers the needed outcome.

Plan each day before it starts

Brian Tracy, the Canadian-American motivational public speaker and self-development author believes that every minute of planning saves 10 minutes of work. This shows the importance of planning, which promotes efficiency, productivity and success.

Complete important work first

Perform the crucial tasks first, no matter how difficult. Mark Twain captures it with his statement that if you have to eat a frog, it’s best to do so first thing in the morning; and if you must eat two frogs, it’s best to eat the bigger one first.



Make your productivity checklist work for you

Work with an attitude of urgency

Professor John Kotter’s study revealed that the number one personality trait of successful CEOs is their sense of urgency. Demanding proactivity is crucial in cutting through the complexity and inertia of business enterprises.

Tighten time frames for all tasks

Set a limited time to get jobs done because we do things quickly when we have a limited time frame. This is where Parkinson’s Law of Time becomes relevant: “Work expands to fill the time allotted to it.”

Take a break every 90 minutes

This may sound ridiculous, but many people work better when they take frequent breaks for at least one hour. Regular breaks can improve efficiency as you refresh and refuel.

Check emails in an ordered block of time

Effective executives only respond to emails in an organized block of time. Responding to emails as they come in breaks your concentration.

Perform daily evaluations

Reviewing your daily performance will keep you on your toes and help you pinpoint and correct common mistakes.

Tips on starting a personal productivity list

Everyone wants to be productive but we all have limited time. A personal productivity list means doing everything within your power to enable you to complete your tasks efficiently and on time. You need to realize that working longer hours does not mean high personal productivity.

Keeping an updated to-do list may be all you need to prioritize projects and get your vital tasks done on time. Focus on getting things done in the correct order. Deciding on the best time to complete certain tasks during the day is a key energizer for higher productivity.

For instance, you may decide to do analytical work early in the morning when focusing full attention on project completion helps create an effective schedule and lower stress. Set goals to gain clarity, good structure, motivation and focus for the day’s work.

One key to enhancing productivity is to avoid multitasking. Trying to do everything at the same time will waste your time, create more confusion and drain your mental energy. Pay full attention to one task at a time.

Sleep well, rest, eat healthily and exercise to maintain a good overall state of health. Try to sleep for at least seven hours a night to ensure you’re alert and healthy.

Productivity list to improve time management

Checklists serve as visual reminders

A visual checklist helps your sense of sight to help you understand and focus on important tasks. Write out and display your hourly, daily, weekly and monthly routines and share with your team.

Reduces errors

The checklist permits you to move step by step through the timeline of tasks and check off each step one at a time. A checklist can also help leaders, managers and employees save time, reduce errors and enhance efficiency and productivity.


Routinize your day

Checklists provide you with defined and clear instructions for your project timeline, schedule and routine. When you follow your checklist, you can easily track each item on the list to know what step to follow to achieve your goals.

Pause and evaluate

Pause and evaluate points are different points in a project’s life cycle when managers and their teams stop everything to evaluate performances. Go over the to-do lists with your team and figure out steps to achieve productivity. Proper evaluation is better with the right tool. TimeTrack helps your employees to record working hours and gives managers a better overview of the company work processes, making projects transparent.

Keep to-do lists short and simple

Avoid drawing up checklists with lengthy items. Condense the tasks to fit on one page and make them easy to remember. The tone should be exact and direct but easy to read. Get rid of imagery and colors or keep them at the barest minimum.

Tips for success

Plan in advance

Planning is vital to effective time management. Understand your key productive and active moments. Work more during your active, productive moments, whether morning, noon, or night. Planning also means you have a clear idea of your schedule.

Timebox and prioritize

Timeboxing is a goal-oriented time management strategy in which you complete your work within timeboxes. This strategy is very effective when you are not sure of how much time you need to spend on a particular task but wish to be intentional about your to-do lists.

You must allocate each task a unique timebox with a maximum of three hours. After you have allotted time to smaller units of your tasks, revisit your to-do list and categorize the items based on their order of priority. Complete the urgent and most important ones first. Avoid scheduling multiple tasks at the same time.


Learn to delegate no matter what position you hold in any organization or business. Delegating tasks saves time and helps you cut through the minutiae of small bits of work that do nothing for your overall productivity. Simplify your tasks and schedule by getting others to do specific work. Assign duties based on interest, experience, skills and authority.

Track workflow

How much time do you assign to completing projects? How effective and productive are your teams and employees? Evaluation of organizational resources is critical to high efficiency and productivity. Timesheets helps you to track workflow, monitor how working hours are spent and assess how much time and money you spend per project.


Time tracking made simple with Timesheets

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Finally, incorporate a reward system into your management style. Reward yourself and employees to empower your workforce.

TimeTrack makes it simple and practical to boost your time management skills.