Technology can either increase or reduce your productivity depending on how you use it. The same tools that help you automate repetitive work and collaborate with people across time zones can also pull your attention in a dozen directions and leave you less focused than when you started.
The difference is intentionality. Here are some strategies that actually help.
General Productivity Strategies
- Use an app blocker: Block access to distracting applications during work hours or dedicated focus time. Focus apps that limit screen time and restrict certain sites during set periods can help rebuild the habit of sustained attention.
- Use a password manager: Storing all your credentials in one encrypted location eliminates the time wasted on password resets and the security risk of reusing weak passwords. Options like Dashlane make it straightforward.
- Use an online calendar: Track meetings, appointments, and deadlines in one place. Color coding and reminders reduce the mental overhead of remembering what is coming up. Outlook works well within Microsoft 365.
- Block 90 minutes for focused work: Research consistently shows that working intensively for roughly 90 minutes before taking a break produces better results than constantly switching between tasks. Schedule these blocks deliberately.
Microsoft 365 Tools Worth Using
Microsoft 365 includes several built-in tools that address common productivity problems without requiring additional software.
- OneNote: A flexible digital notebook for meeting notes, drafts, ideas, and reference materials. Notebooks can be shared with your team and accessed from any device.
- To Do: A personal task management tool that integrates with Outlook and Planner. It surfaces the tasks that need attention based on due dates and flags from your email.
- Planner: A team-level task board that integrates with Microsoft Teams and individual To Do lists. Good for tracking shared project work without needing a dedicated project management tool.
- OneDrive: Cloud storage that keeps your files accessible from any device, enables real-time collaboration, and provides automatic backup for anything you are working on.
The Underlying Point
The tools available to you through Microsoft 365 are capable enough to handle most of what a typical team needs. The question is whether your team knows how to use them well. If people are still managing tasks through email threads or storing files in ways that make collaboration difficult, a short coaching session focused on these specific tools can make a noticeable difference.