When I first started writing this week’s post, I was thinking about all the different software available—after all, there’s an app for everything! But instead of focusing on another download, I wanted to shift the conversation to something more personal: the tools that actually work for you.

Productivity isn’t just about the latest tech—it’s about finding the right tools that fit your work style and help you stay focused, organized, and creative. Some of the most effective productivity boosters aren’t digital at all. My essential productivity toolkit blends traditional and modern tools to help professionals stay on top of their game.

1. A Pen and Notebook

Let this be whatever works for you. I love my iPad (yes, an Apple user here) and tried to go fully digital with my planning. Etsy and other platforms have the most beautiful life-planning templates, and GoodNotes makes using them a dream. But no matter how hard I tried, I kept coming back to pen and paper.

There’s something about physically writing things down—it frees up mental space and energy. Whether it’s for to-do lists, brainstorming, a mid-meeting doodle, or journaling your thoughts before diving into work, putting pen to paper just works.

My personal favorites:

• Notebook: Leuchtturm 1917 A5 (dotted grid, bullet journal style)
• Pens: TUL fine point (0.5 mm) or medium point (0.7 mm), always in black

2. A Whiteboard and Markers

I love a whiteboard. I know digital versions exist (shoutout to Microsoft Whiteboard), but nothing beats mapping out the ridiculousness of my brain onto a wall.

When I started at my current company, someone showed me my office and mentioned they could remove the whiteboard if I didn’t need it. My immediate response? Don’t you dare—I LOVE this whiteboard.

Having a visual space to mind-dump, map out workflows, or sketch ideas helps me find clarity. Sometimes, I’ll write something out and just stare at it until it makes sense—or until I figure out what needs to change. If you’re a visual thinker, don’t underestimate the power of a whiteboard.

3. A Timer (Physical or Digital)

The Pomodoro Technique is a well-known productivity method:

• Work for 25 minutes
• Take a 5-minute break
• Repeat 4 times, then take a longer break

While 25-minute sprints work for some, research suggests our brains need a break after 45-50 minutes of focused work. Experiment and see what timing works best for you.

My favorite? A cube timer from Amazon with multiple preset options—you just flip it to the side with the time you want, and it starts counting down. But a phone timer, kitchen timer, or even an hourglass works too.

4. A Go-To Focus Playlist or Noise Machine

My boss was surprised when I told him I listen to music while working. Not during meetings, of course, but for routine tasks like pulling reports, data analysis, or email management. It satisfies the part of my brain that’s easily distracted, allowing me to focus.

Finding the right kind of background sound is key.

• For me: Soft pop/rock or alternative/folk
• For others: White noise, brown noise, nature sounds, or complete silence

Spotify has focus playlists, different colors of noise (who knew there were so many?), and even AI-generated soundscapes. Whatever keeps you in the zone, embrace it.

5. A Comfortable, Distraction-Free Workspace

I can’t focus if my space is cluttered, dusty, or if what I need isn’t within reach. Productivity isn’t just about what you use—it’s also about where you work.

Set yourself up for success:

• Declutter your desk
• Invest in a comfortable chair
• Optimize lighting
• Keep essentials within reach (charger, post-its, planner, caffeinated beverage of your choice)

Small tweaks make a huge difference.

6. Email and Calendar Organization (The System, Not Just the App)

It’s not about which app you use—it’s about how you use it.

One of my biggest productivity shifts was organizing my inbox and task list. As an HR professional, I get tasks from every direction—emails, calls, Teams messages, texts, in-person drop-ins. I used to start working on everything immediately, but I’d end up overwhelmed with half-finished tasks.

Now, I use Action Folders:

• To Do: Needs action within 1-2 business days
• Waiting For: Follow-up in 1-2 business days if no response
• Later: Low-priority items
• Reading List: Reports, newsletters, and non-urgent updates

I also collapse emails into conversations (to reduce duplicates) and use rules to auto-sort less urgent emails into my Reading List folder. This method helps me stay on top of things without feeling buried.

But productivity isn’t one-size-fits-all. My best friend tried this system and totally forgot about an important email in her To Do folder. For her, we built a different system—sorting emails by category instead. The key is finding what works for you.

7. A Daily “Reset” Routine

Organization isn’t a one-time effort—it’s about maintaining systems. The same applies to productivity.

For me, my reset routine is:

☕ Morning: Review my calendar over coffee & list my top 3-5 priorities for the day

🌙 Evening: A quick desk tidy-up & inbox review before logging off

Find a reset routine that keeps you on track.

8. An Accountability Partner (or Group)

We all need a work bestie. Mine is in the office next door, and we joke about needing a garage door wall to combine our spaces.

But beyond venting, an accountability partner can be someone who:

• Checks in on your goals
• Helps you stay motivated
• Celebrates your wins with you

A coworker, mentor, or group chat for goal-setting can make a huge difference in staying on track.

9. Movement and Mindfulness Tools

I’m a yoga-doing, daily-meditating, hiking-in-the-wilderness (as long as my Nikes can handle it) granola girlie. Sunshine is my favorite thing.

But when I’m stuck inside my windowless office all day, a little movement or mindfulness break helps me reset.

• A yoga mat for mid-day stretching
• A meditation app (Calm, Headspace, or Insight Timer)
• A walk around the block for fresh air
• A walking pad for indoor steps

It may seem counterintuitive, but taking breaks keeps your energy up and prevents burnout. Productivity starts with taking care of you.

10. A “Do Not Disturb” Strategy

Whether it’s noise-canceling headphones, turning off notifications, or putting a sign on your desk, set boundaries for deep work.

One leader I work with has an “On the Air” sign—it’s fun, a conversation starter, and lets people know she’s in focus mode.

It can feel overwhelming at first to not respond to emails immediately or decline unnecessary meetings, but protecting your focus time is key to actually getting things done.

Closing Thoughts

Productivity isn’t a one-size-fits-all effort. It’s about finding tools that work with your natural workflow.

Try new methods, but give them time—a couple of weeks or a month—to see if they truly work for you. If something almost works, tweak it instead of abandoning it entirely. Sometimes, it’s just about shifting your approach.

Now, I’d love to hear from you: What’s one tool—digital or not—that you can’t live without? Let’s chat in the comments!

Tune in next week for Minimalist Workspace Hacks to Increase Focus.

Mindfully,
MK