Going to work sometimes feels like trying to tread water in an extreme current. It’s not about willpower, necessarily. Something in your work setup often causes a snag in working efficiently, whether it’s getting started, wrapping up, or completing boring (but necessary) tasks.
It’s not burnout but more like a steady sinking of focus. The harder it is to focus, the harder it is to be mindful of everything we need to look out for when completing tasks.
Luckily, the 2020s are arguably the golden age of productivity and online safety tools. Tools can automate, streamline, protect, and even anticipate your needs. It’s not necessary to do things the manual, hard way any more.
Automation
If your day starts with a frustrating glance at a stuffed calendar, it’s time to consider outsourcing some basic tasks to automation. Finding ways to automate seemingly simple tasks can help reduce unnecessary mental exertion, which frees up a surprising amount of time once added up.
Some examples? Syncing your calendar ensures you never have to search for meeting links. Utilising email filters can help keep your inbox clean. Recurring invoices remove the necessity to chase payments.
Automation can also help minimise human error by handling repetitive tasks consistently and accurately. Over time, these small efficiencies compound, giving you more bandwidth to focus on creative or high-impact work.
Save yourself from having to push through morning brain fog by creating start-up rituals that are supported by automation tools. You can use macOS or Windows Task Scheduler to launch the necessary work apps as soon as you start your computer, so all you have to do to start your day is sit down and turn on your device.
Passwords
There is no greater annoyance and, frankly, greater waste of time than trying to remember an account password. Cycling through possible options, searching through various notes to see if you’ve written it down somewhere, or even going through the entire “forgotten password” process can be a major setback to reaching the flow state, and add up over time.
A password manager is the best way to keep track of various passwords without defaulting to using the same one across many accounts (which is a great way to expose yourself to a full-on data breach). A password manager can create and store complex, unique passwords for every account and autofill them securely when needed.
Many password managers also offer features like secure notes and password sharing, making it easier to manage sensitive information safely. By relying on one tool, you reduce the mental load and improve your overall digital security with minimal effort.
Cloud Storage
Your hard drive is probably one spilt beverage away from being lost forever. It’s time to start using the cloud. Services like Google Drive, Dropbox, or pCloud are better ways to store your files. They also allow you to collaborate, share, and back up important documents without having to keep them on a USB or send them to yourself via email.
Cloud storage also provides automatic syncing across your devices, so your files are always up to date no matter where you access them. Plus, many providers offer built-in version history, letting you recover previous versions of your documents if needed.
Just remember to use multifactor authentication to keep your files safe! According to Microsoft statistics, 99% of accounts that are compromised don’t have MFA. With many potentially important files in one place, the last thing you want is for a nefarious person to gain access.
Working Remotely
Cafes and coworking spaces can be wonderful, cosy places to write reports or do administrative tasks like sending invoices or updating records. If you’re a remote worker used to working alone, improving productivity by getting out of the house and working in a place with other people around can be useful.
However, Public WiFi networks create an opportune pathway for hackers to access sensitive data. Once you connect to a public network, almost anyone can snoop into your online activity. The best solution is to use a VPN download to encrypt your connection. Once downloaded to a device, it’s very easy to switch on in places where your connection may be vulnerable. Anyone trying to snoop will only see scrambled data.
Using a VPN, once an obscure service for techies and security experts, is now an essential tool for modern-day workers, especially remote workers. VPN services also have other benefits, such as changing your IP to a different geo-location (great for finding good deals on flights or getting the best of Netflix) or overcoming country-specific restrictions.
To stay even more secure and connected while traveling, many remote workers now opt for an international SIM card or eSIM, which offers safer mobile internet access without relying on risky public WiFi.
Better Habits
Good online habits are as much about sanity as they are about safety. Time tracking tools (Toggl, RescueTime) can help you record and track where your hours go when you sit at your computer to work. Browser extensions (StayFocusd) can be used to block distracting websites during periods in which deep work and steady focus are the best way forward.
Building awareness of your digital habits is the first step to making meaningful changes that improve productivity and reduce burnout. Over time, these small adjustments help create a healthier relationship with technology and promote sustained focus throughout the day.
Never underestimate the power of a structured break. The Pomodoro Technique is a favourite, you work for 25 minutes without distractions, take a five-minute break, and repeat. Use the small scheduled breaks to get up, stretch, take a walk, or scream into the void if that’s what you need.
One Less Thing to Worry About
The point is not to become a productivity robot. Prioritising healthy and safe work habits can improve overall well-being and allow you to put real time and effort into things that truly matter to you. Incorporating a few small, intelligent systems can make a huge difference to even one work day, imagine what it can do for your overall work life.
When you invest in building these systems, you create a foundation that supports both efficiency and creativity. This balance helps prevent burnout and keeps you motivated over the long haul.
Automation tools can help you remove tedious practices from your schedule and free up time. Network connection services can make risky practices more reliable and less likely to cause problems.
Working smarter and using all the tools at your disposal might even be able to make work fun, maybe not all of the time, but more of the time.
