There’s a reason productivity hacks are so popular. Search “how to be more productive” and you’ll find page after page of recommendations for apps, methods, tips and guaranteed-to-work secrets guiding you to better time management. But I’ve found something that, for me, works better than any high-tech gadget: focusing on one task at a time, old-school style.
I work in an office and can easily spend almost 100% of my day on the computer. After a couple hours, I can feel my focus getting fuzzy and my eyes darting to different windows: check Outlook for new messages. Switch to Twitter to respond to mentions. Search for a file on the shared drive. And let’s be real: even those with the most iron-clad of wills can get sucked into the internet rabbit hole if they aren’t careful.
A change of scenery has always helped me regain focus, even if it’s a move to the conference table six feet away. Given all those hours logged on my laptop, in particular on web 2.0 tools, I figured out that the best ways for me to work don’t require much technology at all. So if you want to talk productivity tricks, get out your pen and paper, sonny–it’s time to get old school.
1. Use a white board to plan large projects and keep track of moving parts.
c) tasks that will need to be accomplished on an upcoming date; for example, website updates, promotion around a certain event, etc.
When I’m doing something like a week-long social media campaign around an event, I keep each day’s activity or topics written on the white board. I know there are a million high-tech ways to keep things organized, but I prefer to have it all spread out and hanging on the wall.
2. Make the most of your last five and first five minutes of the day.
When I’m on top of my productivity game, I spend the last five minutes of the day looking over my accomplishments and making a list of what needs to be done the next day. When I sit down at my desk in the morning, I look at my calendar, then use a steno pad to draft a rough schedule for how I’ll spend my time. This helps keep me on track, and it also helps me learn about which tasks take longer than expected.
3. Tired of brainstorming in front of a screen? Talk it out.
If you have a coworker to join you, going for a walk around the office or grabbing a conference table to brainstorm can be a huge help. Even if you work alone, though, you can still talk it out: it might sound weird, but I sometimes talk through complicated scenarios on a voice memo. Ok, that sounds really weird. But it really helps me to process out loud and that brings up new ideas I wouldn’t have thought of otherwise–even if I’m basically talking to myself.
4. Plan on paper.
Right now I’m working on a social media calendar covering most of the important events of the year. Are there plenty of apps that could do this for me? Yes. Could I easily share a Google or Outlook calendar, or assign tasks on Trello? Double yes. But I’ve found that I can work through this project more easily when I’m writing on a big sheet of legal paper. I don’t have a glaring screen in my face or Facebook notifications tugging at my eye, so I can focus on the task at hand. Later, I’ll split it into topics, platforms and tasks using a more high-tech solution.
5. Start the day offline.
This is one I got from a friend who doesn’t check email or social media until after noon. I struggle with this every time I want to implement it, but I see the strategic purpose: I’m most creative in the morning. I have tons of energy and ideas. This would be the ideal time to work on a strategic project, write a new blog post or generate a list of new ideas…but I squander it firefighting and meticulously archiving my email in folders. I’d like to practice this one for a week and see how it goes.
Do you struggle to stay productive in the face of so much technology? What other old school productivity tips do you recommend?
Why Old-School Methods Still Matter in a Digital World
It's easy to dismiss pen-and-paper approaches as outdated, but there's a growing body of cognitive research that supports their effectiveness. When you write by hand, you engage your brain's reticular activating system, which filters information and helps you focus. This tactile experience slows you down just enough to think more deeply about the task at hand. Additionally, the physical act of crossing off an item on paper provides a tangible sense of accomplishment that clicking a checkbox on a screen rarely matches.
Moreover, analog tools are inherently free of digital distractions. A paper notebook won't buzz with notifications, tempt you with a web browser, or tempt you to check just one more email. By removing the temptation altogether, you create a workspace where sustained concentration becomes the default rather than the exception.
More Analog Tools to Boost Your Focus
The five tips above are just the tip of the iceberg. Here are a few more time-tested, low-tech strategies I've found useful over the years:
- The Kitchen Timer Hack: Use a simple mechanical timer to work in focused bursts. Set it for 25 minutes and commit to one task until it rings. The ticking sound creates a gentle pressure that keeps you on track, and the satisfying bell marks a clear transition to break time.
- Index Cards for Task Management: Write each task on an index card. Keep them in a stack, and when you finish a task, tear up the card. The physical destruction is oddly satisfying and gives you a visible measure of progress. You can also reorder the cards easily to reprioritize.
- A Pocket Notebook for Idea Capture: Keep a small notebook in your pocket to jot down ideas, thoughts, and tasks as they occur. This prevents you from breaking focus to type a note on your phone, which often leads to checking other apps.
- The "Two-List" Method: Split your to-do list into a "must-do" list with only three items and a "could-do" list with everything else. Focus exclusively on the must-do items first. This forces you to prioritize ruthlessly and avoids the overwhelm of seeing 20 tasks on one page.
These methods are simple, but their power lies in their ability to keep you present and engaged with your work rather than scattered across a dozen screens.
Resisting the Pull of Digital Distractions
Even with the best intentions, the siren call of notifications can derail any productivity plan. One old-school trick is to create physical barriers between you and your devices. For example, place your phone in a drawer or another room while you work on a paper-based task. If you need to be reachable, set specific times to check messages and inform colleagues of your schedule.
Another strategy is to use a dedicated analog workspace. If possible, clear your desk of all digital clutter and keep only the tools you need for the current project: paper, pen, and maybe a reference book. This signals to your brain that it's time for focused work, much like entering a library silences chatter.
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Blending Analog and Digital for Best Results
You don't have to ditch your smartphone entirely to benefit from old-school techniques. In fact, a hybrid approach often works best. For example, you might plan your week on a paper calendar but set digital reminders for important deadlines. Or you could write meeting notes by hand and later photograph them into a note-taking app for searchability.
The key is to use each medium for what it does best. Digital tools excel at storage, search, and collaboration, while analog tools shine in areas requiring deep thought, creativity, and undivided attention. By intentionally choosing the right tool for each task, you can harness the strengths of both worlds.
Making the Shift: Small Steps to Go Old-School
If you're ready to try a more analog approach, start small. Choose one of the tips above and commit to it for a week. It might be as simple as using a paper to-do list instead of an app, or implementing the last-five/first-five routine described earlier. Notice how you feel: do you feel more focused? Less anxious? More in control?
Gradually integrate more analog practices that resonate with you. Over time, you'll develop a personalized system that plays to your strengths and helps you do your best work. Remember, productivity isn't about using the trendiest tool; it's about finding what truly helps you make progress on the things that matter most.