Some people manage to stay on top of everything in life without breaking a sweat.
They don’t have any magical secrets, but they do have their executive functioning skills locked down. These mental processes — which include organisation, problem-solving, focus, planning, adaptability, self-control, memory, and emotional regulation — come in handy not just at work but in their personal lives too. The best part is that literally anyone can master them, and developing these abilities in your own life will make things so much easier.
1. Find your “time of day” sweet spots.
Instead of dragging yourself through big projects at the wrong times, figure out when your brain’s at its best. Are you most focused in the morning? Dive into big tasks early. Night owl? Save your creative work for later in the evening. Working with your natural rhythms makes productivity feel effortless, so each hour’s used to its fullest without forcing things.
2. Break down your to-do list into more manageable chunks.
Lists used to look like daunting reminders of everything waiting to be done. Now, break things down into actual, bite-sized steps. Instead of “clean the house,” it’s “vacuum the living room” or “wipe down worktops.” Each task feels doable, so the list becomes a guide instead of an overwhelming wall of words. It’s about tackling life step-by-step instead of all at once.
3. Don’t rely on memory alone for important stuff.
“I’ll remember it later” is the brain’s biggest trick, so stop giving it the chance to forget. Capture important thoughts, reminders, or ideas right away—whether it’s on your phone, in a planner, or a quick note. External reminders take the mental load off and keep you from chasing down forgotten tasks, so you can free up mental energy for things that matter.
4. Prep in advance to make mornings easier.
Instead of waking up to a chaotic morning, try getting a few basics ready the night before. Set out clothes, make lunches, and plan the essentials. With fewer morning decisions, everything flows smoothly, and you’ll thank yourself for it. A little prep goes a long way toward making each day start stress-free.
5. Organise your space for easy access.
Give everything a “home” so you’re not constantly searching for lost keys or important papers. Create a system where everything has its place, and clutter doesn’t build up. Suddenly, your space feels like it’s working with you, not against you, and finding things is easy because you’ve set it up that way.
6. Manage distractions before they manage you.
Whether it’s endless phone notifications, social media, or random thoughts, distractions don’t have to derail your day. Turn off notifications when working, set social media limits, and keep a notebook nearby to jot down distracting thoughts to revisit later. By controlling distractions, you protect your focus and keep your mind on track.
7. Use calendar reminders as your back-up brain.
Keep important dates and reminders in your calendar so nothing slips through the cracks. You can set reminders for regular tasks or special events, helping you stay on top of everything from work deadlines to birthdays. Relying on a calendar lightens your mental load and lets you focus on the present.
8. Make starting tasks a bit easier.
Getting started can be the hardest part, so make it feel as easy as possible. For big projects, begin with tiny, manageable steps like “write one paragraph” or “research for five minutes.” By lowering the barrier to entry, you build momentum naturally, so even huge tasks start feeling easier.
9. Reduce decision fatigue by simplifying your daily choices.
Some decisions, like what to have for breakfast or what to wear to work, don’t need to be a daily debate. Try setting up simple routines or prepping essentials so you can save mental energy for the choices that actually matter. The fewer choices you have to make on autopilot, the fresher your mind stays for more important decisions.
10. Plan for smoother transitions between tasks.
Jumping from one thing to another can feel jarring, so give yourself time to wrap up before moving on. Whether it’s a quick break, a stretch, or just noting what’s next, build in mini-reset moments to ease each transition. This helps your day flow instead of feeling rushed or chaotic.
11. Match tasks to your energy levels.
Productivity isn’t about working non-stop; it’s about working smart. Figure out when your energy is naturally high or low and plan tasks accordingly. High-energy moments are great for challenging work, while slower times are better for simple or routine tasks. Working with your energy levels helps you stay productive without burning out.
12. Know when to call it quits.
Perfectionism can be a productivity killer, so learn to recognise when something’s “good enough.” You don’t need every detail polished if the job is finished and functional. Knowing when to stop lets you complete more without spending extra hours on unnecessary tweaks.
13. Develop resilience to bounce back more quickly.
Life doesn’t always go as planned, and setbacks happen. The key is having systems in place so one bad day doesn’t throw off your whole week. When something goes wrong, adapt your plans and keep going. This flexibility helps you move forward without losing momentum, making it easier to tackle whatever comes next.
