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Can you imagine a day when your to-do list doesn’t feel intimidating… and focus feels natural?

I know, it sounds dreamy. But stick with me, because this can be your reality with a few productivity hacks that actually work. These are the exact strategies that have helped me (a multi-tasking entrepreneur, mom, self-diagnosed over-thinker, and actually diagnosed ADHD neurodivergent.) I am sharing a few ways I stay focused and follow through without losing my joy or sanity in the process.

If you’ve ever opened your laptop and immediately felt pulled in 17 directions, this one’s for you. If you’ve downloaded five productivity apps and still feel like you’re not getting anywhere, this is for you. And if you’ve ever said, “I’m just not a focused person,” yep, still for you.

You don’t need a new personality type or a magic planner. You just need systems that work with your brain (not against it). Let’s get into the real-life productivity hacks that actually work and how you can make them your own.

Hack #1: The 20-Minute Pomodoro Technique with a Twist

If you’ve never heard of it, the Pomodoro Technique is a simple time-management method that helps you focus in short, manageable bursts, kind of like sprints for your brain. The idea is that you set a timer, work without distractions for a set amount of time (traditionally 25 minutes), then take a short five-minute break. After a few rounds, you take a longer break to reset completely.

It’s called “Pomodoro” because the creator used a tomato-shaped kitchen timer (pomodoro means tomato in Italian). I love that it’s not fancy or complicated, which can happen fast in the ‘productivity hack’ world, oddly enough. This method is literally just structured focus time.

Here’s how I’ve adapted it to actually work for me (and my sometimes easily-distracted brain):

Instead of forcing myself into the standard 25-minute block, I start with something shorter, like 10 or 20 minutes depending on the task. I set a timer and tell myself, “You can stop when this goes off.” It’s wild how that tiny bit of permission changes everything. Usually, once I start, I gain enough momentum that I don’t even want to stop.

Try my Pomodoro flow:

• Pick one task (yep, just one!) and set a timer for 10 or 20 minutes.
• Close every other tab and silence notifications.
• When the timer goes off, stand up, stretch, breathe, and move your body. 

Another twist that’s worked for me? I tell myself I can quit after 10 minutes when I don’t feel like exercising or cleaning. Spoiler: I never quit. Starting is the hardest part, but once you’ve started, you’re already winning.

Hack #2: Mise En Place for Your Mind

I first learned about the idea of mise en place from my friend Marie Forleo, and no joke, it completely shifted how I work (and honestly, how I do a lot of things).

In French, mise en place means “everything in its place.” It’s what chefs do before they ever start cooking: they chop, prep, and organize every single ingredient so that when it’s time to actually cook, they’re not scrambling to find the garlic or wondering where they left the salt. It keeps them on-schedule and flowing forward.

That idea translated so beautifully to the way I work. Because let’s be real, how many times have you sat down to finally be productive, only to realize your desk is cluttered, your files are buried, or your brain is jumping between fifteen (or more) open tabs?

When I started “mise en place-ing” my work life, I began setting the stage before the show. Before recording a podcast, I’d clean off my desk, set up my mic, pour a glass of water, and make sure my notes were open. Before writing, I’d open the one document I needed and close the rest. Before tackling a big project, I’d take a few minutes to gather anything that could distract me during my focus time and move it out of sight.

It’s amazing how something so simple as just getting things ready can change everything about how you show up. Focus is so much easier when your environment whispers, “you’re ready.”

Hack #3: Visual Timelines and Color-Coded Checklists

I’ve always been drawn to beautiful, organized spaces. It’s no surprise that my brain thrives on visual cues. When things look clear, I feel clear. So, instead of fighting that, I’ve leaned into it.

Color-coding has become one of my favorite ways to create calm out of chaos. My calendar isn’t just a list of dates and meetings; it’s a visual map of my priorities. Pink means personal, blue means meetings, green means creative work. At a glance, I can spot where my energy is going, see trends, and make adjustments before overwhelm hits. It helps me prepare mentally for what’s ahead instead of being blindsided by my own schedule.

I also love bringing those visuals into my physical world. I’ll tape my supplement list next to my vitamins or keep a printed workbook nearby so I can write, highlight, and check things off. There’s something about having a tangible reminder of progress that clicks in a different way… it’s grounding and satisfying.

And honestly, the biggest game-changer for me and my team has been using Monday.com as our visual project management system. It keeps everything (deadlines, ideas, and tasks) in one place, but it also shows our progress. Each color, column, and timeline gives us a snapshot of where we’re headed. It’s structure, but it’s also creative, like a vision board for our goals. It functions like a second brain for all of us.

Seeing the work laid out visually helps us manage time more effectively and, maybe most importantly, feel a sense of accomplishment along the way. That feeling of, “we’re moving forward,” is what keeps motivation alive, especially for ADHD brains like me or anyone who struggles with staying focused in the long game.RELATED: Surprising Signs You Might Have ADHD

Hack #4: The Tools and Apps That Actually Help Me Stay Focused

I’ve always loved discovering tools that make life and work just a little bit easier. Some people collect shoes; I collect systems. And while I’ve tested more apps than I can count, a handful have truly earned their spot in my daily rhythm.

Here’s why I think tools work so well: they take what’s swirling around in your brain and give it a home. They provide structure when your thoughts are scattered and accountability when your energy dips. For someone like me who toggles between creative chaos and hyperfocus, they bridge the gap between good intentions and real follow-through.

I also lean on a few tools that help me focus, unplug, and actually feel good about the time I spend working:

• Forest App: I love this one because it gamifies focus. You plant a virtual tree every time you set a timer and stay off your phone. Leave the app early, and your little tree dies (sad but motivating!).
• Aro Box: We use this at home to track phone-free time, turning screen breaks into something tangible and rewarding.
• Clearspace: This one has been huge for my mental health. It encourages intentional tech use by creating a pause before you open apps, so instead of mindlessly scrolling, you take a breath, remember what you’re here for, and decide if you still want to go there. It’s wild how that moment of mindfulness can change your whole relationship with your phone.
• Core Meditation Trainer: This might sound a little unique, but I think it’s perfect for us folks who need a physical diversion, something to literally hold onto. The Hyperice Core meditation ball vibrates in sync with your breathing. It’s my go-to when I need to quiet my mind between tasks or shift from “work” to “home” mode.

These aren’t just apps and gadgets. For me, they’re guardrails, but not the kind that make me feel like I’m a ‘bad person’ for the ways I need to focus or disconnect.

Hack #5: Get Clarity on ONE Project

If you’ve ever looked at your to-do list and thought, “How on earth do I get all of this done?”, believe me, I’ve been there more times than I can count. But here’s what I’ve learned: when everything feels important… nothing really is.

For a long time, I tried to juggle too many things at once: new launches, content ideas, inbox zero, meal planning, motherhood, all of it. And instead of feeling productive, I just felt exhausted. Even if I surpassed my loftiest goal, I didn’t even have the energy to celebrate. (And sometimes, I’d catch myself thinking that my effort still wasn’t good enough.) That’s how burnout talks. 

It wasn’t until I started practicing ruthless clarity (choosing one main project or focus at a time) that I finally began to see momentum again.

Here’s the truth most productivity advice misses: you don’t need to do more to make progress. You need to decide what’s most important right now and give that thing your best energy.

When I sit down to plan my week, I ask myself: If I could only move one thing forward, what would make the biggest impact? That becomes my North Star. Everything else either supports it, gets scheduled later, or gets deleted entirely.

It’s that 80/20 principle in action, where 80 to 90% of your results come from just 10 to 20% of your efforts. When you focus on the right thing, you stop scattering your energy and start seeing real results.

Productivity Resources and Podcast Episodes to Help You Go Deeper

If this post got your wheels turning and you’re ready to dive deeper into focus, time management, and routines that actually work, here are a few resources to keep you going:

• Balancing Motherhood and Entrepreneurship: My Top 5 Productivity Hacks
• My Morning Playbook: Routines, Rituals, and Productivity Hacks
• Productivity Hacks for Business Owners with ADHD
• How to Find Joy and Peace Without Sacrificing Productivity or Progress
• How to Set Up Your Environment to Eliminate Distractions & Increase Productivity
• You Can’t Afford to Ignore These Productivity Tips

If you prefer listening while you work (hello, task stacking!), check out some of these episodes on The Goal Digger Podcast on Spotify or Apple Podcasts, or simply search for any inspiring episodes on “productivity,” “time management,” or “work-life balance.” With almost 1000 episodes in the library, I think you’ll find something to hook your attention and give you actionable tips!

Real Productivity Is About Focus, Not Hustle

The biggest shift in my own productivity came when I stopped trying to do more and started focusing on what actually mattered. I used to believe that being productive meant staying busy, or that movement equaled progress. But constant motion without direction is just another form of distraction. Real productivity starts when you pause long enough to ask, “What truly deserves my energy right now?”

When I look back on the seasons where I’ve felt the most aligned, it wasn’t because I checked every box or worked from sunrise to sunset. It was because I simplified. I gave myself permission to do fewer things but to do them fully. I created rhythms that worked with my energy instead of against it, and I built space for rest and creativity to coexist with ambition.

That’s what I want for you, too. Not a life filled with perfectly scheduled days or color-coded calendars for the sake of it, but a life that feels steady, grounded, and fulfilling because your time reflects your values. Because your work has meaning, not just momentum.

You don’t need another app or planner to tell you how to manage your day. You need to trust yourself, to believe that focus, clarity, and peace are already within reach when you stop measuring your worth by your output. Productivity isn’t about hustling harder. It’s about aligning what you do with who you’re becoming.

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