Productivity Hacks That Actually Work!

Boosting Productivity and Leadership in the World of Engineering: A Personal Reflection and Practical Insights

As we move further into 2025, I find myself reflecting more on the journey of being both a software engineering leader and a contributor in a fast-paced, technology-driven world. We often dive into these roles with expectations and goals to innovate, develop, and lead teams to success. But what I've come to realize is that being a great leader isn't just about technical prowess; it's about managing people, processes, and—perhaps most importantly—yourself.

A while back, I created a presentation called "Prioritizing & Scheduling Your Tasks and Tickets" which is something I now hold dear. It was a collection of tips and strategies I believed would help me and others manage work better. Over the years, I've learned that effective task prioritization, setting clear goals, and dealing with daily distractions are crucial to maintaining productivity. The insights I’ve gathered throughout my career have shaped not only how I manage my own tasks but also how I guide teams. I’m excited to share those insights with you.

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Prioritizing & Scheduling Your Tasks: A Reflection

When work starts piling up, it's easy to feel overwhelmed. The constant stream of meetings, tickets, code reviews, and urgent fixes can easily turn into a mental mountain that seems impossible to climb. One of the first things I learned is the power of just making a list. By jotting down every task, big or small, it allows the brain to stop overthinking and get into “assessment-mode.”

There’s something liberating about organizing your to-dos on paper or a digital platform. It's simple, yet it provides clarity. After making a list, the next step is determining which tasks are most urgent. As engineers, we deal with multiple tickets and tasks, and understanding how to prioritize is essential.

I’ve learned to evaluate tasks based on two major factors: urgency and effort. What needs to be done today? What can wait until tomorrow? Sometimes we are forced to drop everything for an urgent issue. That’s okay. The trick is not to let that emergency drag on too long. After taking care of the emergency, quickly get back on track to the things that matter. Re-prioritization is part of the job—embrace it.

In our engineering world, urgency is often linked to fixing production issues or delivering features by deadlines. But don't lose sight of what's truly important. Some tasks may not seem urgent, but if they’re foundational to a project or critical for a long-term vision, they must also be addressed.

Breaking Bad Work Habits: What We’ve Discovered

While prioritizing tasks and managing a full plate is key to productivity, we also need to recognize the bad work habits that sabotage our efforts. I think it’s crucial to acknowledge that sometimes, the biggest roadblocks to success aren’t external—they’re internal habits we’ve developed over time.

I’ve experienced firsthand how constantly checking emails or multitasking can derail productivity. It feels like you’re getting things done, but in reality, you're scattering your focus, which slows down progress. The truth is that multitasking doesn’t help you achieve flow—it hinders it. It may feel productive, but it's a productivity killer. Switching from one task to another repeatedly can break your concentration and prolong the completion of both tasks.

From my experience, sticking to a single task until it's completed is far more effective. And, rather than constantly checking emails, I learned to schedule specific times during the day to address my inbox. An uncluttered mind leads to clearer thinking, and an empty inbox gives a sense of accomplishment.

On top of that, I’ve also struggled with not sticking to my time blocks. We set time blocks for deep work or project milestones, but how often do we allow ourselves to go beyond those blocks, spilling over into other tasks? Over time, I’ve come to realize that the trick isn't just in setting the time block but in sticking to it.

Building a Routine: A Game-Changer for Efficiency

Another powerful lesson I’ve learned in my journey is the importance of building a solid routine. It’s not just about ticking tasks off a list but setting a framework for your day. We all know the power of starting the day with a plan, but it's easy to get sidetracked or throw the plan out the window. But here's the thing—if you commit to sticking to a schedule, you'll be amazed at how much more productive and efficient you can be.

I’ve developed a routine of reviewing my tasks daily at 4 PM. It’s my “check-in” moment, where I look over all my tickets, check my email inbox, and make sure I’m on track. This consistency helps me ensure nothing falls through the cracks, and I have a clear understanding of what needs to be tackled the next day.

The Power of Task Transparency and Team Collaboration

In leadership, visibility is essential. As I mentioned earlier, prioritizing and scheduling tasks is an individual effort, but it’s also a team effort. We often work in collaboration with others, and when everyone has clear visibility into the progress of ongoing tasks and projects, it makes managing workloads much easier.

We’ve learned that a project’s success often depends on its transparency. When we share our schedules, priorities, and progress with others, it becomes easier to identify bottlenecks and align on solutions. Whether it’s through shared dashboards, project management tools, or weekly check-ins, communication and visibility remain crucial in ensuring that the right tasks get the attention they need at the right time.

Avoiding the Pitfalls: Seven Habits to Break for Greater Efficiency

Now, let’s talk about habits that can ruin productivity—not just for individuals but for entire teams. From constantly checking emails to multitasking, we've seen it all. One key habit that we can all agree on is prioritizing the wrong tasks. It’s tempting to push off the hard tasks in favor of easier ones, but that only prolongs the inevitable.

Here’s something I’ve learned: The Eisenhower Matrix has been a game-changer for me in determining what to focus on. Tasks that are important but not urgent should be prioritized for the week, while those that are both important and urgent should be tackled immediately. This way, I can avoid procrastination and ensure that I’m always working on what matters most.

Another bad habit is doing it all yourself. Perfectionism often leads us to believe we have to manage everything. However, delegating tasks and trusting team members with responsibilities not only reduces our stress but also helps grow the team. Over time, I’ve learned to lean on my team more and trust their capabilities, which has made all the difference in ensuring we move forward efficiently.

Conclusion: The Continuous Journey of Improvement

In conclusion, the road to becoming a more efficient leader and productive worker is a continuous journey of learning and adaptation. It's about finding ways to prioritize tasks effectively, break bad habits, and create routines that help us stay on track. It’s about finding the right balance between urgency and importance, and always striving for clearer communication and collaboration.

I hope these insights and personal reflections can help you, as they’ve helped me, become more effective in your role as an engineer, leader, and team player. Every challenge we face is an opportunity to grow, and with the right mindset, we can turn any obstacle into a stepping stone towards success.

Let’s continue learning, adapting, and evolving together.

That’s it!

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