How To Maximise Productivity with Apps & Devices: Tips for a Distraction-Free Workflow

BY MUFARO MHARIWA
Oct 3, 2024
4 min read

As powerful as our devices are, they can easily become sources of distraction. Notifications that catch our wandering eyes or a few innocent scrolls can quickly turn into a social media binge. Whether it's our phones or the laptops we rely on for work, these tools can derail our focus. But here's the good news: the same devices that distract us can also become our greatest allies in boosting productivity. With the right apps and settings, we can take control and turn technology into a force for efficiency.

Whether you're a busy professional, a student, or an entrepreneur, these insights will equip you with the knowledge to take control of your productivity and achieve your goals with clarity and precision. Let’s explore how you can harness these tools to get more done and stay on track.

1. Use Two Monitors

Using two monitors allows you to spread out your work and avoid cramming everything onto one screen. This is particularly useful for writers like me: I can have one monitor displaying research and notes, while the other is dedicated to writing. Just as you would organise your desk with different tools, having two monitors lets you organize your digital workspace effectively.

2. Play Music/White Noise

For some, working in silence is impossible. They need the rhythm of a good tune or background noise to help focus. According to Phyllis Medina, PhD, “The right choice of music, such as instrumental or ambient music, can help block out distractions, improve concentration, and maintain attention during study sessions.” Whether it’s music or white noise, having a steady background sound can enhance focus and productivity.

3. AI Assistants

Love it or hate it, AI is here to stay. From assistants like Siri, Alexa, and Google Assistant to more advanced tools like ChatGPT, AI can streamline your workflow. Simple voice commands can save time, like asking Google to search something quickly or dictating notes on the go. These tools can reduce the time spent navigating distractions, allowing you to focus more effectively.

4. Use Focus Modes

Smartphones now come with built-in focus modes designed to help you stay on task. These modes allow you to filter which apps or contacts can send notifications during work hours. You can even create custom home screens with only the apps you use for productivity, reducing the temptation to scroll through non-work-related apps.

5. Integrate Apps with Gmail

Many apps like Slack, Asana, Google Tasks, Google Calendar, and Zoom can be integrated directly into Gmail, allowing you to access them from your inbox. This helps minimise the number of open tabs and speeds up your workflow by keeping everything in one place.

6. Use Ecosystems To Your Benefit

If you’re an Android user, it’s beneficial to connect your phone to your computer using Samsung DeX or Microsoft’s Phone Link (also known as Link to Windows). This feature allows you to access your phone’s apps and notifications directly from your computer, letting you keep your phone out of sight while still receiving important alerts. Apple users can achieve a similar level of integration by connecting their iPhone to a Mac through iPhone Mirroring or using features like Handoff, which enables you to seamlessly copy content from one device and paste it onto another. iPhone users can also connect to Windows computers using the Phone Link app, ensuring cross-device connectivity regardless of platform.

7. Use the Pomodoro Technique

The Pomodoro technique is popular in schools and universities among students. This technique is structured for you to focus on one task in short bursts (usually 25 minutes) with breaks in between, rather than working in a continuous stretch. It’s more like sprinting through your work, with regular pauses to recharge, instead of running a marathon. The benefit of using this method is that long work sessions can become tedious, leading to a drop in focus and productivity. Taking short breaks allows you to refresh your mind and return to your tasks with renewed energy. You can easily implement this technique by adding timers to your phone or computer to manage your work and break intervals, ensuring a more productive workflow.

8. Make Use of Time Management Apps

Apps like Toggl and RescueTime track how much time you spend on each task or website, offering valuable insights into where your time is going. These apps can generate reports to help identify patterns, enabling better time management. Plus, Toggl has a Pomodoro feature, combining the benefits of both time tracking and structured work intervals.

Take Control of Your Productivity

With the right tools and strategies, it’s possible to turn the very devices that often distract us into powerful productivity boosters. Whether it's using two monitors to organise your work, leveraging AI for quick assistance, or integrating apps to streamline your workflow, these small changes can have a big impact. Implementing techniques like Pomodoro, using focus modes, and tracking your time with apps will not only help you stay focused but also enhance your overall efficiency. By making the most of what your devices offer, you can work smarter, not harder, and create a distraction-free workflow that maximises your productivity.