Discover practical technology tips that can transform your daily workflow and boost productivity. This comprehensive guide offers expert-backed strategies, from mastering keyboard shortcuts to leveraging AI-powered tools. Learn how to optimize your digital environment and reclaim valuable time in your workday.
- Master Keyboard Shortcuts for Daily Efficiency
- Schedule Tasks Directly into Your Calendar
- Time-Box Your Day for Focused Work
- Customize Focus Mode to Boost Productivity
- Implement Batch-Scheduled Communication Windows
- Upgrade to Noise-Cancelling Headphones for Concentration
- Store Your Phone Away to Minimize Distractions
- Utilize AI-Powered Task Management Tools
- Build AI-Integrated Project Dashboards in Notion
- Use Voice-to-Text for Technical Note-Taking
- Create Recurring Digital Triage Days
- Employ Text Expansion Tools for Repetitive Tasks
- Leverage AI for Structured Brainstorming Sessions
- Integrate AI-Driven Automation into Daily Workflows
- Train Manual Backups for Automated Processes
- Combine Keyboard Shortcuts with Clipboard Managers
- Streamline Operations Through WhatsApp Communication
- Use Scheduled Send to Control Email Flow
Master Keyboard Shortcuts for Daily Efficiency
Sometimes small changes can make a big difference. Everybody is looking for the next automation that will change everything, but fails to see how something as small as learning keyboard shortcuts would yield significant productivity improvements. Learning how to perform the most common computer tasks via keyboard shortcuts instead of moving the mouse cursor will save you a few seconds each time. Considering you’re probably doing hundreds or even thousands of actions each day, keyboard shortcuts alone can save you 1-2 hours each day. I’m still surprised that most people don’t learn the basic shortcuts for the apps they are using each and every day.
Ionut-Alexandru Popa, Editor in Chief and CEO, BinaryFork
Schedule Tasks Directly into Your Calendar
If I have a task at work, I schedule it directly into my calendar in a time block or blocks. By doing this, I ensure that I get the most important work done when I’m focused (which is in the morning for me).
Joel Polanco, Senior Product Manager, Intel
Time-Box Your Day for Focused Work
As a business founder, I have to juggle virtually all aspects of the workplace simultaneously, which includes meetings, employee engagement, customer service, and a fair bit of web design. To manage this, I time-box my day to focus on one task at a time.
Web design requires me to spend long hours in a creative mindspace, and I can’t focus if I’m interrupting the work with calls and meetings. Therefore, I schedule this work when I’m feeling my most productive, early in the mornings.
I also allocate an hour every day for miscellaneous or less productive tasks like going through mail or social media. This serves two purposes: it gives me a mental break and ensures that I’m not distracted by these activities later in the day.
Manasvini Krishna, Founder, Boss as a Service
Customize Focus Mode to Boost Productivity
One tech trick that has completely transformed how I work is using the “Focus Mode + App Limits” combo on my phone and Mac.
It sounds simple, but pairing these two features has helped me reclaim hours of deep work time every week. I’ve customized Focus Mode to activate during my peak productivity hours — usually 9:30 AM to 1 PM. During that window, only essential apps like Notion, Google Docs, and Slack (for urgent messages) remain accessible. Social media, email, and even certain websites are blocked or grayed out.
I also use Screen Time’s App Limits feature to cap time on distracting apps like Instagram to just 15 minutes a day. Once the limit is reached, the app shuts down with a reminder that it’s break time — not scroll time.
What’s made the biggest difference is the sense of control. Instead of trying to rely on willpower, I’ve created an environment that works with me, not against me. I find myself completing more high-focus tasks in less time, and I’m far less mentally drained by the end of the day.
It’s not about doing more — it’s about doing what matters, with clarity. And this small tech habit has made a surprisingly big impact.
Nidhi Thakur, Co-Founder & Editor, Earthtechy
Implement Batch-Scheduled Communication Windows
Batch-scheduled communication blocks have completely transformed my workflow as a CEO.
In recruiting, it’s easy to get pulled in every direction — clients need quick updates, candidates are on tight timelines, and internal teams always have questions. Early in my career, I tried to do it all at once, thinking being instantly available made me more effective.
However, now I have the experience to know this kind of “drop everything” approach only fragments my focus and slows me down in the long run.
So, with the help of Boomerang for Gmail, I began scheduling communication windows only two to three times a day. It was a significant shift mentally. Although nothing prevented me from drafting responses throughout the day, I felt less inclined to switch tasks frequently. Nothing seemed as pressing once clients and candidates understood that emails came at specific times only, barring an emergency, of course.
The result has been larger blocks of uninterrupted time to focus on the deep, strategic work that really moves the business forward, as well as less work anxiety overall.
Linn Atiyeh, CEO, Bemana
Upgrade to Noise-Cancelling Headphones for Concentration
This may seem minor to some, but I recently upgraded from earbuds to real noise-cancelling headphones.
The difference is honestly incredible. Being able to fully tune out all distracting or irritating sounds has helped me to stay on task for longer sessions of focused work. Whether you are a student in a busy library/cafe or working remotely while leaf blowers thrum outside, the ability to completely tune out distractions has made me more efficient and productive.
I highly recommend a pair of large noise-cancelling headphones with “Beta Waves” white noise.
Olivia Chiavegato, Founder, CMO, Head Writer, The Vitallist
Store Your Phone Away to Minimize Distractions
Who among us hasn’t felt tethered to their phones at one point or another? If you need a productivity pick-me-up, one of the easiest things you can do is simply put your phone out of sight, out of mind. Pop it in a drawer or in a different room, and you’ll realize just how often you were reaching for your phone during the day purely out of reflex. You’ll find that you weren’t even using it for anything in particular most of the time, and storing it away will give you an instant boost of efficiency.
David Bishoff, President, E.V. Bishoff Company
Utilize AI-Powered Task Management Tools
For a long time, I was drowning in meetings, Slack messages, and decision requests. My calendar looked full, but I wasn’t moving the needle where it mattered. Then I started using an AI-powered task management tool that ranks priorities based on business impact, deadlines, and collaboration dependencies. Think of it like having a smart chief of staff who constantly reshuffles your day based on what really needs you and what doesn’t.
The first week was awkward. I had to let go of my old way of working. But by week three, I noticed a major shift: fewer things slipped through the cracks, and I stopped starting my day in reactive mode. Within two months, I’d reduced non-essential meetings by 40%, responded to critical team needs faster, and freed up 6-8 hours a week for strategy and client focus. That space led directly to closing two major deals we’d previously stalled on.
Here’s the advice I’d give:
Don’t wait for burnout to rethink your daily workflow. Start tracking how your time is spent for just one week, then look for patterns. What’s noise, and what’s truly necessary? Tools like Motion, Reclaim.ai, or even a well-set-up Notion workspace can make a surprising difference if you let them handle the small decisions for you.
You don’t need to be in tech to benefit from AI or automation. You just need clarity on what you should be doing and the willingness to let software handle the rest.
John Russo, VP of Healthcare Technology Solutions, OSP Labs
Build AI-Integrated Project Dashboards in Notion
One tech tip that has significantly improved my productivity is building AI-integrated project dashboards in Notion. Running multiple platforms and a suite of digital products means I’m constantly managing dozens of moving pieces. Before I streamlined my systems, I was juggling endless spreadsheets, sticky notes, and mental to-do lists. But once I built a custom Notion setup — complete with automation via Zapier and embedded AI prompts — everything changed. I now have a content operations board that tracks interview submissions, blog progress, and potential PR leads.
It even auto-tags founders who could be a fit for us, making follow-up seamless. This dashboard doesn’t just organize tasks; it surfaces what matters most and helps me respond faster with pre-drafted templates and next steps. It’s drastically reduced decision fatigue and freed up my energy for creative and strategic work. Especially during high-demand seasons — like managing a newborn and rebranding an agency — this tool became essential. For anyone balancing multiple brands or business models, a smart Notion system isn’t just helpful — it’s transformational.
Kristin Marquet, Founder & Creative Director, Marquet Media
Use Voice-to-Text for Technical Note-Taking
One simple but powerful trick that has changed the game for me is using voice-to-text for technical notes and architectural thinking.
When I’m mapping out a system or problem-solving, I’ll walk and talk using voice dictation, especially through tools like Otter or even built-in iOS voice-to-notes. This approach allows me to get ideas out quickly, capture raw thinking, and review it later with clarity. It’s faster than typing and more natural for brainstorming complex flows or edge cases.
That raw stream becomes the blueprint, whether it’s for documentation, specifications, or team handoff. It has massively reduced context-switching and helps me think in systems without staring at a blank screen.
Daniel Gorlovetsky, CEO, TLVTech
Create Recurring Digital Triage Days
I suggest creating recurring triage days in your workflow where you dedicate a specific amount of time each week to go through your inbox and prioritize emails. This way, you can stay on top of important messages without constantly being interrupted by new emails.
I block one half-day per week as “Digital Triage,” a tech-enabled session using tools like Clean Email, Tab Wrangler, and Readwise to clean up inboxes, tabs, and saved content. It prevents digital overload from sabotaging productivity and keeps your workspace fresh and responsive.
Stefan Van der Vlag, AI Expert/Founder, Clepher
Employ Text Expansion Tools for Repetitive Tasks
Text expansion tools are a total game changer. I use something like TextExpander or built-in keyboard shortcuts to instantly drop in common replies, code snippets, or templates with just a few keystrokes. No more hunting for old emails or retyping the same lines all day.
It’s made repetitive work vanish and lets me answer messages or fill out forms in seconds instead of minutes. For anyone juggling lots of communication or routine tasks, this one tweak adds up to hours saved every week and keeps your focus where it matters.
Borets Stamenov, Co-Founder & CEO, SeekFast
Leverage AI for Structured Brainstorming Sessions
One simple but powerful productivity tip that has made a huge difference for me is using AI tools for structured brainstorming. Whenever I’m working on a complex problem — whether it’s a product strategy or an investment decision — I use AI-based writing assistants to map out ideas, explore angles, and refine my thinking.
The key isn’t to let the tool do the thinking for you, but to use it as a fast-thinking partner that accelerates clarity. This approach has saved me countless hours and dramatically improved the quality of my decisions.
Igor Trunov, CEO, Atlantix
Integrate AI-Driven Automation into Daily Workflows
Automating routine tasks with AI-powered tools has been a game-changer for my productivity — what used to take hours now happens in minutes, freeing up time for strategic work that truly moves the needle.
By integrating AI-driven automation into workflows, repetitive tasks like data entry, email sorting, and content scheduling become seamless, allowing teams to focus on creativity and growth.
Leveraging smart automation is how we scale impact without burning out.
David Quintero, CEO and Founder, NewswireJet
Train Manual Backups for Automated Processes
My biggest productivity tip is to always train my team on manual backups for every process we automate.
The goal isn’t avoiding technology — it’s about not becoming helpless when it fails you. I’ve watched entire teams freeze when their main tool goes down or suddenly changes a feature they depended on. It’s painful to see.
Here’s what often happens: you become attached to one specific tool, then the company increases their pricing or removes a feature you love, and you’re left scrambling to figure out what to do next. However, if you understand the basic function you actually need, such as “automated reminders” or “video calls with screen sharing,” finding a replacement becomes simple.
We stay productive because we’re not held hostage by any company’s business decisions. Technology supports our work, but it never controls whether we can actually get things done.
Rashi Prasad, Project Manager, WrittenlyHub
Combine Keyboard Shortcuts with Clipboard Managers
You know what has saved me from pulling my hair out more times than I can count? Keyboard shortcuts paired with a solid clipboard manager. Trust me, if you’re constantly bouncing between support tickets, emails, or that giant spreadsheet that haunts your dreams (we’ve all been there), this combination is a total game-changer.
I stumbled upon clipboard managers a few years ago when I was working at the service desk of a recruiting firm. Back then, I was juggling a ridiculous amount of text — responses to candidates, troubleshooting steps, random code snippets — and I kept overwriting information I actually needed. I almost cried the day I realized I could just pull up my clipboard history and, bam, there it was. No frantic searching or starting from scratch.
Right now, I use CopyClip on my Mac, but if you’re on Windows, there are plenty of options available (Ditto is a solid one). The idea is simple: instead of your clipboard acting like a goldfish with a three-second memory, it remembers everything you copy for a while. Pure magic.
And when you pair that with keyboard shortcuts — like Command + Shift + V so you can paste without that weird formatting, or quick combinations to jump between apps — it’s like unlocking cheat codes for your workday. Seriously, my coworkers always laugh when they see me fly through tasks like some caffeinated keyboard ninja.
If you want to look like the office tech wizard (and save yourself from those, “Oh crap, where did that text go?!” moments), learn your shortcuts and get yourself a clipboard manager. You’ll feel like you’ve discovered a hidden superpower — and hey, who doesn’t want that?
Try it out and let me know how it goes. You might just wonder how you ever lived without it.
Kira Aiello, Recruiting Technology Blogger, makethehire.com
Streamline Operations Through WhatsApp Communication
Two years ago, I began running 90 percent of my operations through WhatsApp. Although it was never intended to be a productivity system, it outperformed every project management tool I had tried. I adopted this approach because people actually respond on WhatsApp.
Voice notes replaced meetings. Group chats evolved into agile project threads. Quick video messages added clarity. I started starring key messages as a low-fi to-do list and used pinned chats to track important projects. It became a mobile, real-time dashboard I could check anywhere — without logging into five different platforms.
While it may not be suitable for everyone, it eliminates the overhead of tools that attempt to structure creativity. WhatsApp provided me with speed, clarity, and immediacy. When working across time zones and managing multiple projects, responsiveness is more crucial than perfect organization. That shift alone significantly increased our output and dramatically improved communication.
Deepak Shukla, CEO, Pearl Lemon
Use Scheduled Send to Control Email Flow
Entering your email inbox can be likened to diving headfirst into treacle. Once you’re in that digital quagmire, it can be hours before you navigate your way out.
You reply to nine or ten emails, and by the time you’re done, the first few people have already responded, pulling you straight back into another round. Before you know it, you’re stuck in an endless email rally with the trigger-happy repliers.
One simple tech trick changed that for me: I now use the “Schedule Send” feature by default.
My rule is: if it’s not going to get me fired, it gets filed for just one day. I still write all the emails I need to, even when I’m the one initiating contact, but I queue them to go out the next morning unless I actively choose otherwise.
This gives me breathing room and slows the tempo. It also trains clients and colleagues not to expect immediate replies. That subtle shift has dramatically reduced unnecessary back-and-forth and stopped the inbox from hijacking my day.
If you’re drowning in emails, try using technology not to reply faster, but to reply more slowly and deliberately. It’s been one of the most effective changes I’ve made to protect my focus.
Janet Milton, Product Technologist, Simba Sleep