You start the day like a productivity machine – notebook open, coffee in hand, to-do list sharp enough to cut glass. But by lunchtime? You’re knee-deep in half-finished tasks, emails, distractions… and wondering what on earth happened to the plan.
Here at Evolve Document Solutions, we see this all the time. We run a photocopier leasing business, but you’d be surprised how much time management plays into what we do. Between helping clients, managing our own schedules, and keeping a fast-paced team running smoothly, we’ve tested just about every productivity method under the sun.
So, here are 15 practical productivity tips we actually use – the ones that help get our days back on track when things start unravelling by mid-morning.
1. Start With Just Three Priorities
We’ve stopped pretending we can do 25 things in a day. Each morning, we choose three non-negotiables – the things that have to get done. Everything else? Bonus points. It’s simple, effective, and stops overwhelm in its tracks.
2. Break Down the Big Stuff
That chunky project you’ve been avoiding? Try breaking it into micro-tasks. “Create proposal” turns into “Open old proposal,” “Update pricing,” “Email Sarah for approval.” Less scary, more doable.
3. Time Block Like You Mean It
One of our team swears by blocking out 10–12 for focused work, no meetings, no chat notifications, nothing. It’s not always perfect, but it’s miles better than constantly switching gears.
4. Work in Sprints (Pomodoro Style)
Set a timer for 25 minutes. Work flat out. Then take a 5-minute break – stretch, grab a brew, whatever. Rinse and repeat. It keeps your brain fresh and stops that post-lunch slump sneaking in early.
5. Get Brutal With Distractions
We’ve all had that “I’ll just check this quickly” moment spiral into 20 minutes of scrolling. Our advice? Airplane mode. Do Not Disturb. Shut the tabs. Your to-do list will thank you.
6. Midday Check-In
Around 12-ish, take stock. What’s done? What’s stuck? What can shift to tomorrow? This five-minute pause can rescue your afternoon from spiralling.
7. Be Realistic
You’re not a robot. Don’t expect to finish a full project, clear your inbox, and organise your Dropbox all before tea. It’s fine to roll things over. Progress > perfection.
8. Tidy Space, Tidy Head
Honestly, an organised desk changes everything. Pens where they should be. No 17 coffee mugs. You don’t have to be Marie Kondo, but clear surfaces = clearer thinking.
9. Celebrate Tiny Wins
Finished something? Tick it off. Out loud if you like. Small victories add up. That little buzz of satisfaction can keep the wheels turning.
10. Take Actual Breaks
And no, we don’t mean a break where you switch to answering emails on your phone. Get up. Go outside. Walk around the office. Your brain needs proper downtime to recharge.
11. End the Day With a Review
At Evolve, we often wrap the day by looking at what worked, what didn’t, and what tomorrow’s top priority is. A 2-minute debrief that saves 20 minutes of floundering the next morning.
12. Life Happens – Adjust Accordingly
We’ve had days when the printer exploded (not literally… well, once), and all plans went out the window. That’s life. Be flexible. Don’t punish yourself for changing direction.
13. Ask for Feedback
Stuck in a rut? Ask a colleague how they stay on top of things. Some of the best hacks we’ve found came from casual chats over a brew.
14. Use Tech – But Keep It Simple
We love Trello for quick visual planning. Todoist for daily tasks. Google Calendar for blocking out time. Just don’t fall down the rabbit hole of installing more productivity tools. One or two good ones will do.
15. Stop Trying to Multitask
We’ve tried. It doesn’t work. You think you’re doing two things at once, but really, you’re just doing both badly. Do one thing properly, then move on. Simple.
Let’s be honest – no system works perfectly every single day. Some mornings you’ll fly, some you’ll flop. But the trick is to notice when things start slipping, pause, and reset with a strategy that suits the moment.
In our office, we each have our go-to. One of the team swears by Pomodoro. Another sets her three priorities while the kettle boils. Me? I’m a time-blocking convert – it’s changed how I handle chaotic days.
So here’s a thought: Pick one of these to try tomorrow morning. Just one. See how it goes. Tweak it, test another. Before long, you’ll have your own personal system that actually works – not just one that looks good on paper.
And if all else fails? Put the kettle on, have a biscuit, and try again in 15 minutes.
Evolve Document Solutions
Helping businesses across the North West stay productive – one printer (and one time-blocked hour) at a time.
