Tips and Tricks on How to Speed Up Your Workflow

Tips and Tricks on How to Speed Up Your Workflow

Even the most determined and focused employees sometimes struggle with the workload. Numerous deadlines never seem to leave us, and tasks may take longer than expected. Another common reason people need help with workflow problems is that we usually work with many colleagues. Depending on other teams creates some jams on the way to accomplishing the task. Fortunately, there have been more discussions on how to overcome workflow distractions. In this article, we will share some tips and tricks to help you speed up your work progress and stay ahead of the game.

Tips and Tricks on How to Speed Up Your Workflow

1. Visualize Things

Before diving into the guide, think about the most prominent time thieves you have at work. We bet that answering numerous emails and participating in calls where you must explain things multiple times was the first to cross your mind. Employees often complain they waste a plethora of time repeating the same things or finding the right ways to explain ideas and suggestions to colleagues with different backgrounds.

Visualize Things

Of course, the best solution to this challenge would be to boost your eloquence and ability to break down complicated topics into easier pieces. However, if you are pressed for time and want to streamline your day-to-day tasks immediately, start visualizing things. We all know that one picture is worth a thousand words. People say it for a reason.

Make a screenshot crop instead of describing things long and tedious. Learn how to capture an entire screen or its part and use it as a reference. People perceive and process visual information faster. Use shortcuts to speed this process up. Backing up your ideas with illustrations helps people understand your point and spares a huge amount of time.

2. Get Rid of Digital Trash

Have you ever noticed how much the order in our workplace or in the room influences our productivity? If the place looks neat, people are more likely to focus on things they need to do. Eliminating external distractions helps us dive into work and brush off unnecessary thoughts.

This rule applies not only to our working space but also to the desktop. Heaps of unsorted files sabotage efficiency.

Get Rid of Digital Trash

Imagine how much time one can lose trying to find the necessary documents and programs! On the other hand, having the right places for all crucial instruments spares time and energy.

The first step is to ensure nothing slows down your laptop. Delete all the files and suspicious programs from local storage and online accounts. Remember to establish an easy and clear archive process for backups so that documents aren’t accidentally discarded with regular housekeeping tasks like disk cleanup or maintenance. Get rid of the digital trash, and you will feel how much it improves your workflow.

3. Add Some Structure to Your Work

Once you manage to tidy up your workplace virtually and physically, the biggest challenge will be to keep things in order all the time. However, this habit will enormously boost your workflow productivity in the long run. There are several approaches to structuring your materials: sorting them out in separate folders or displaying them. Think through how you would like to access the necessary materials.

Add Some Structure to Your Work

Whatever method you choose, follow these instructions:

  • Name files correctly so you easily recall what’s inside.
  • Invent the method on how to group files; think about what works best for you. It could be a chronological, project-based, or department-based approach. The main point is your ability to find necessary files fast.
  • Think through the hierarchical folder structure; make it as intuitive as possible. Remember that once you hide some folders deep down inside others, you’re likely to forget how and why you put them there.
  • Experiment with tags and categories; fast search is easier with well-structured internal navigation.

Apart from improving the workflow and sparing much of your time and energy, you will get another non-obvious benefit from structuring necessary files. Visual representation of how much you have accomplished always positively affects our perception of work. Therefore, if you ever have some imposter syndrome symptoms, seeing how many things you have accomplished will make you feel much better!


Deadlines always stress us. To overcome the obstacles and feel more confident about your work efficiency, follow the tips described above. Visualize things by making screenshots instead of wasting hours on discussions and tedious emails. Present your ideas in the easiest ways. This approach is helpful, especially if you’re involved in a cross-team project when people have different backgrounds and struggle to find a common vocabulary for describing things.

If you feel like drowning in tasks, start with sorting out files and programs on your laptop. Delete all the irrelevant things and fill the space with new necessary documents. Speed up your laptop productivity by eliminating the things you don’t use anymore. Archive files that may come in handy later. If you feel like your laptop is too old, then it is time to buy a new laptop.

Think through the architecture of your work. Create the structure that would display your current workflow in the most transparent way. Thus, you will better track your tasks and clearly see how much has already been done.

Any complicated project consists of small tasks. If one manages to set reasonable goals, split them accordingly, and estimate the time of accomplishment, any workflow will look much more plausible and predictable. Unfortunately, obstacles are inevitable.

However, you can reduce them significantly and dedicate time to the long-run things rather than put out the fire. A transparent and structured workflow allows more time to figure out challenges that may arise within the project instead of being stuck on one issue for too long because of time constraints. Having a clear plan in mind prior to starting also leaves less room for indecision about what direction to take with your work — all this will lead to results far surpassing expectations!