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Productivity Case Study

Writer's picture: ClairicalClairical

Client Background

My client, an Educational Psychologist, approached me seeking support with managing an increasingly demanding workload. Due to confidentiality, they cannot be named, but their challenges were clear and not unlike the majority of people I work with. As their business grew, they struggled to stay on top of tasks, manage their calendar effectively, and streamline their processes.


The aspect we tackled first was the need to implement a practical, straightforward system to regain control of their workday and boost their productivity. Keep reading to find out what this strategy was and how we worked together to implement it.


The Challenge

The client was overwhelmed by the volume of tasks they needed to handle daily. Despite their love of the job and their dedication, they often felt overwhelmed, unsure of where to start, and prone to neglecting high-priority tasks due to the sheer number of competing demands. They expressed a need for a method that would help them focus, prioritise, and track their progress throughout the day.


The Solution: Post-It Note Productivity

I know this might sound a bit simplistic, but it genuinely works. With all the technology and apps available, sometimes we need to take it back to basics. I introduced the client to a simple but effective method I personally use everyday for my own workload and recommend to clients: the Post-It Note Productivity System. This approach involves identifying and prioritising key tasks for the day, then using physical Post-it Notes to manage them visually and tangibly. But don't feel you are limited to Post-It Notes - the holy grail for me is to purchase the UGMONK system, but there is something about ripping a post note and chucking it in the bin which is so satisfying!


The idea is for this to become a simple habit - sit down at your desk first thing, cup of tea and your post it notes.


Step-by-Step Implementation

  1. Daily Review and Prioritisation: Each morning, the client began their day with a review of their emails. Anything that could be replied to in 5 minutes was and the rest either became a Post It note task or left to respond to later. Initially, we worked together to identify the three most critical tasks for the day - the ones that would have the biggest impact on their goals or deadlines. This was carried out via Zoom for half an hour each for morning for a week. And by the end of the week this task become shorter and shorter.


  2. Task Selection: This can be the tricky bit initially especially if you have a backlog of work but focussing on deadlines i.e when reports need to be submitted or preparation for client assessments was a good place to start. The client chose three tasks to write on separate Post-it notes and arranged them on their desk in order of priority (you can use different coloured notes for priority if you want to really go for it).


    If one task was particularly large or time-consuming, we limited the focus to just that single task for the day.


  3. Focus and Completion: The aim was for the client to start and focus exclusively on the first task until it was completed. Distractions like phone calls or unexpected interruptions happen frequently when you run a small business, but the key was to refocus on the task at hand as soon as possible.


    Once done, they would physically remove the Post-it Note from their desk, scrunch it up, and move on to the next task. This provided a satisfying sense of progress and accomplishment.


  4. Reflections and Adjustments: At the end of each day, the client would reflect on what they achieved and plan the next day’s tasks, refining priorities based on deadlines and workload changes. Occasionally, new urgent tasks would arise during the day that needed immediate attention. In such cases, one of the original Post-it notes would be replaced with the new priority, ensuring the system remained flexible and responsive to changing circumstances - one of the advantages of being a small business.


Results

The Post-it note system brought immediate benefits:

  • Clarity and Focus: By narrowing their focus to three key tasks, the client found it easier to avoid distractions and work with purpose and focus.

  • Motivation and Momentum: The simple act of scrunching up a completed Post-it note provided a tangible sense of accomplishment, motivating them to tackle the next task.

  • Improved Planning: The daily review process helped the client develop a clearer understanding of their priorities and deadlines, which positively influenced their broader planning and calendar management.


Additional Support

Once they felt comfortable with this new system we then looked at other areas of support:

  • Calendar Management: Creating time blocks for deep work, meetings, and personal commitments.

  • Process Mapping: In this phase of my work with the client, we focused on identifying repetitive tasks that can be automated or delegated. By carefully mapping out existing workflows (read more about this in my blog post), I was able to pinpoint areas where inefficiencies arose and where valuable time was being spent on low-priority activities. Through this process, we gained a clear understanding of the steps involved in day-to-day operations, highlighting those tasks that do not contribute to core goals.


Conclusion

This simple Post-it note method became a cornerstone of the client’s productivity strategy, enabling them to regain control over their workload. They have since reported feeling more organised, focused, and confident in their ability to manage their growing business.


For anyone feeling overwhelmed, this approach is a great way to start small, build momentum, and create a sense of achievement - one task at a time. Why not give it a try.

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