I've been researching tools for getting more out of less time and to have a more productive day, month, year, and life. If you can get a full day's work done in 3 hours, why sit around at your desk for 8? Think of what you could do with the extra time; workout, get in shape, start a(nother) company, learn a new skill/language/hobby, etc.
Off we go:
Break up Complicated Tasks Into Smaller, More Achievable Ones:Many times when it's hard to wrap our heads around a large project we get what's called 'analysis paralysis', we do nothing because it's unclear where to start, and we don't have a defined path of work.
Define the path!This works on many scales. Do you have a big presentation due? Break it up into small segments and set a schedule to finish each one. Designing a new building that's bigger than one you've ever done? Break it up into phases; plans, elevations, sections, details, schedules, etc. Want to develop an apartment building? Again, break it up; find average rental rates in your target area, look for available properties, ensure that it can produce cash flow, then onto the design and build. See
this article on achieving something amazing.
Multi-Tasking:
Many people consider multitasking the ability to send emails, talk on the phone, and do work at the same time. Often when practicing this you'll make mistakes and not fully ingest the information that's coming at you. On top of that it normally takes much longer to complete your tasks. Set aside a time period to focus on each item and knock it out without distractions.
Re-Organize Your Work Day:
Does your typical day involve checking email every few minutes while juggling meetings and actual work? Set aside one or two times a day to check and reply to emails, say 10am and 4pm. Schedule meetings just before an event like lunch or a phone call or the end of the day, so there is a defined end point and it doesn't drag on. Again this follows our idea of focusing on one task at a time and completing it.
Avoid Meetings:
Like the plague.
They area waste of resources
. -If the meeting could take place over the phone or through a group email (and most can) make it so. Politely ask the other parties in the meeting if you can cover the topic over the phone or through email. Nowadays we have IM chat with video so many people don't have to leave their desks.
-Set a time limit for the meeting beforehand. Work expands to fill the time allowed (Parkinson's Law) so limiting it to a 30 or 45 minute window will make sure it's wrapped up without extra 'fluff'.
-Keep a list of items to cover so you have a path for the meeting in front of everyone to follow. This will make sure there are no unnecessary tangents in the conversation.
-Make a list of action items and who is responsible for doing what after the meeting. The avoids further complications and/or meetings!
Find your most effective time periods:Establishing the most productive time period during your day can help to pack the most work into the shortest time period, freeing you up to do whatever you want and pursue other interests.
Figure out what times of day you are most productive, and tailor your work day to meet that. I find I'm most productive from around 8-10am, and then from 9pm-midnight. I work from home, so I can split my day that way and field calls from clients while doing other things from 10am to 9pm.
Take a look at
this article from dumblittleman.com that gives some guides on focusing work into productive time periods, as well as
this post by author Tim Ferriss and
this article on Zen Habits
Utilize Software for Productivity:SelfControl is a tool that block you from accessing certain websites that burn up time, like facebook or twitter. You set the time for the allotted work period, and you can't access them until the timer counts to zero.
Dark Room and
Writespace are programs that hide and block all distractions on your screen: those blinking IM boxes, the Firefox icon begging for you to surf, the email inbox poking at you to check it, etc. This provides a focused working environment to write.
Manic Time is a background process program that provides reports in the form of graphs and charts. It records which programs are open and which files they are accessing, and also recognizes idle time.
Screen Shots of Manic Time:

Line item reports: