Boost Your Productivity with Digital Tools

Tools for Overcoming Procrastination and Boosting Productivity

Technology can be a double-edged sword when it comes to productivity. While it offers easy access to entertainment, information, and communication, it can also lead to distractions and procrastination. However, when used mindfully, technology can be a powerful ally in tackling tasks and staying focused.

Working more efficiently frees up time for other well-being activities such as getting outdoors, spending time with people close to you, journaling, or sitting down with a good book or movie.

Whether you're looking to increase productivity at work, in your studies, with personal admin, or around the house, this blog explores digital tools designed to help you plan, organise tasks and stay accountable.

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Benefits of Technology for Productivity

When harnessed effectively, technology can provide significant advantages:

• Efficient Processing: Tools and programs allow for fast and accurate handling of information.

• Instant Access to Knowledge: A wealth of resources is available at your fingertips.

• Focus-Enhancing Tools: Apps and systems designed to minimise distractions and maximise output are widely available.

• Connection with Others: Technology can help you collaborate, share ideas, and find motivation through like-minded communities.

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1. Virtual Coworking

If Working Alone Feels Isolating

Virtual coworking might be the solution for those who crave connection or accountability. These digital platforms enable people to work alongside others, on their own tasks or collaboratively, in a shared virtual space. This approach can ease feelings of isolation, enhance focus, and provide a sense of accountability.

Virtual coworking can be arranged with friends, colleagues, or strangers.

Here’s how virtual coworking platforms typically work:

• Modes of Communication: Options may include video calls, audio, text-based messaging, or a mix of these.

• Session Structures: Some platforms offer group sessions, while others are designed for one-on-one sessions.

• Session Durations: You might have the flexibility to choose session lengths or there may be a fixed schedule.

• Availability: Certain platforms operate 24/7, while others have set working hours.

Exploring Virtual Coworking: My Experience with FocusMate

If you're interested in virtual coworking but are struggling to find people to join you, there are platforms designed to connect individuals for focused work sessions. These platforms allow you to work alongside others in a structured way, either in groups or one-on-one sessions.

While researching for this blog, I discovered several virtual coworking options, and the platform I decided to try was FocusMate.

What is FocusMate?

FocusMate is a web-based platform (not an app) that connects you with a coworking partner for scheduled work sessions. At the time of writing, it offers three free sessions per week, with additional sessions available for a fee.

During a FocusMate session, you’re required to keep your camera on and be visible throughout the session, though breaks are allowed if you let your partner know. You can choose to keep your microphone off, which is what I opted for.

How It Works

Here’s the step-by-step process I followed to use FocusMate:

1. Set Up an Account: I created a free account to get started.

2. Choose Session Details:

• I selected a date and time when I wanted to work with a partner.

• Choose a session length (options are 20, 50, or 75 minutes).

• Specified the type of task I wanted to focus on (options are desk, moving, or anything else).

3. Show Up:

• I joined the session

• Greeted my coworking buddy on the platform’s text messenger

• We briefly shared what we aimed to accomplish during the session.

4. Work Together:

• Both of us worked silently. 

• A sound played when the session ended.

• We checked in to share what we’d achieved and said goodbye.

What I liked about Focus Mate:

• Free for Light Users: Perfect if you only need a few sessions each week.

• Ease of Matching: I had no trouble finding a buddy at my preferred time.

• Varied Session Lengths: Flexibility to choose a duration that suits your needs.

• Accountability: Knowing someone is relying on you to turn up and working alongside you helps you stay on track.

• Reduces Isolation: Great for solo tasks that can feel isolating.

Potential challenges with Focus Mate

• Camera Requirement: Some users may feel self-conscious about having their video on while working.

• Buddy No-Shows: If your partner doesn’t show up or leaves mid-session, it might disrupt your motivation.

Final Thoughts

FocusMate offers a practical solution for anyone seeking accountability and connection while working on individual tasks. Whether you’re tackling admin work, studying, or pursuing creative projects, this platform can help you stay focused and productive.

If you’re curious about virtual coworking, FocusMate is a great place to start. Try out the free sessions and see if you find it helpful.

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2. An AI Assistant

When tasks feel overwhelming

While researching for this blog, it was suggested I have a look at Goblin.Tools.

What is Goblin.Tools?

Goblin Tools is an AI-powered assistant originally designed with neurodivergent individuals in mind. However, it’s a tool I believe can be helpful for anyone who feels overwhelmed by tasks or making decisions.

What Does Goblin Tools Offer?

Goblin Tools provides a range of features to simplify and organise your workflow, including:

• Converting a stream of text into a structured to-do list.

• Breaking down large tasks into smaller, manageable steps.

• Evaluating the tone of a message before you send it.

• Offering pros and cons for actions or decisions you are considering.

My Experience with Goblin.Tools

2a. Magic ToDo

I started with Magic ToDo, which was surprisingly effective. I entered the phrase “write a blog on tools for productivity,” and the Magic ToDo generated a detailed list of subtasks, such as:

• Research tools.

• Organize information into categories.

• Write an introduction.

For larger tasks, the breakdown could help reduce the overwhelm of figuring out where to start. Even for smaller tasks, Magic ToDo may suggest substeps you might not have considered, making it a valuable tool for planning.

2b. The Judge

The Judge tool analyses the tone of written words entered into the text box. AI will inform you of the tone it thinks you’re using (e.g. friendly, professional, or motivational), and provides suggestions for potential improvement. 

This tool could be especially useful for those who struggle with tone or want to ensure their communication lands as intended. Being more confident about the tone may reduce stress and time spent deliberating over how the writing may come across. 

2c. The Consultant

The Consultant tool generates a list of pros and cons based on a statement you provide. For instance, when I input “Should I go for a walk?”, it suggested pros like “improves mental well-being” and “promotes better sleep,” and cons like “needing the right gear” or “walking familiar routes may be monotonous.” It even offered a recommendation based on the AI analysis.

This can be a helpful tool when feeling torn or unsure about a decision you are considering or need to make.

What I liked about Goblin.Tools

• Free to Use: The website is free, with a low-cost app option that helps keep the site accessible.

• User-Friendly: Intuitive design and easy to navigate.

• Task Breakdown: Excels at breaking large tasks into smaller ones and creating to-do lists.

• Versatile Features: Helpful for decision-making, email tone analysis, and more.

Possible limitations

• Limited Accountability Features: I only used the web version for this writeup but Goblin Tools appeared to lack reminders, notifications, or tracking tools beyond time estimation and task completion.

• AI Accuracy: As with any AI tool, the quality of suggestions can vary. It’s essential to use your own judgment, especially for critical decisions or tasks.

Final Thoughts

Goblin Tools is a fantastic resource for reducing overwhelm and gaining clarity on tasks and decisions. Its tools are practical, effective, and easy to use. While it may not provide comprehensive accountability features, its strengths in task management and decision support make it a valuable addition to anyone’s productivity toolkit.

If you’re curious, I recommend giving it a try for free on their website.

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3. Task Motivation & Accountability

Habitica: A Habit Tracker and To-Do List RPG Game

While searching for a tool to boost my motivation to tackle outstanding tasks, I came across Habitica. This fun yet practical app combines habit tracking and to-do lists with Role-Playing Game (RPG) elements.

Habitica aims to help you build better habits and manage tasks by gamifying the process. The app’s free version offers complete functionality, making it accessible to everyone. Optional subscription plans and one-time purchases are available for those who want to enhance their experience, such as accelerating progress in the RPG aspects.

The paid features are subtle and easier to ignore than with some other apps I’ve used, which is ideal for users on a budget. However, if you tend to overspend on in-app purchases, you may want to approach this app cautiously.

The gaming elements strike a good balance between motivating me to stick to habits and complete tasks whilst not being overly time-consuming or distracting. This was exactly what I was looking for in a productivity app.

Habitica rewards users for completing actions and avoiding unhelpful behaviours with in-game incentives, such as inventory items, level-ups, and gold coins. However, engaging in negative habits or failing to complete certain tasks can result in gaming penalties (discussed in more detail later). 

I found the app was a bit of a steep learning curve. I found adding habits and tasks straightforward, but I struggled initially to navigate some gaming features, like accessing my inventory, hatching eggs, and feeding pets. An internet search quickly resolved my questions, but I would have welcomed a more detailed tutorial when first using the app. Once I understood the mechanics, it was smooth sailing.

Although the app’s concept is simple, it contains a variety of features that make it versatile. Here are some key aspects I explored:

Features of Habitica

Habit Tracker

You can add habits you want to form or break, such as “Meditate for 10 minutes daily” or “Stop checking social media after 7 PM.” Positive actions earn rewards like experience points and gold while engaging in negative habits reduces your character’s health. 

If your character’s health drops to zero, you are penalised by being downgraded a level, losing all your gold, and forfeiting a piece of your unequipped equipment. However, there are ways to restore health before it reaches zero. These include using a health potion, having a party member with the Healer class actively restore your health, or staying on top of completing your Dailies to avoid further health loss.

Dailies

Dailies are recurring tasks you can schedule daily, weekly, or monthly. Examples include cooking meals, cleaning the kitchen, or grocery shopping. Completing these tasks on schedule earns rewards, while missing them can deduct health points.

To-do’s

This section is for one-off tasks, such as “Paint the hallway,” “Call the plumber,” or “Book cinema tickets.” While there’s no penalty for missing deadlines, completing To-Do items earns rewards. 

Role-Playing Game

When you set up your Habitica account, you create an avatar to represent your character. Sticking to habits and completing tasks earns gamified rewards, such as experience points, coins, and inventory items. These include eggs, hatching potions, and pet food. Eggs can hatch into animals, like a bear, dragon, or tiger, which can grow into rideable mounts when fed the correct food.

RPG quests are available by obtaining in-game scrolls. Although these often require party participation.

Joining a Party

You can join or create a party with friends or other Habitica users. Parties allow members to collaborate on quests and challenges, adding an extra layer of support and accountability. In certain group quests, failing to complete Dailies can negatively affect the mission, which adds consequences to missed tasks. However, not all quests impose penalties for incomplete tasks.

Pros & Cons

After using Habitica for a week, I personally feel the strengths and challenges of the app include:

Strengths

• Provides gaming incentives to complete tasks and stick to habits.

• The gamified elements are engaging without being time-consuming.

• Easy to enter habits, Dailies, and To-Do items.

• Flexible options for one-off, recurring, or habit-forming tasks.

• The party feature adds additional accountability and support.

• Fully functional free version.

Challenges

Again, after a week of using Habitica, I personally feel some of the potential challenges of this app might include:

• A steep initial learning curve for navigating the gaming features of the app.

• Potential temptation to spend on in-app purchases.

• Some users may find it stressful, as missing tasks can reduce health and, in party quests, may affect the group depending on the quest type.

Final Thoughts

Habitica is an app that combines habit tracking and to-do lists with RPG-style gameplay to help users build better habits and complete tasks. It rewards users with experience points, gold, and inventory items for engaging in positive habits and completing outstanding tasks. Failing to complete certain tasks or engaging in negative habits can result in penalties like losing health points.

To boost motivation and accountability, Habitica allows users to join parties with other members, where they can collaborate on challenges and quests, fostering a sense of community and support.

The app strikes a good balance between motivation and fun, making it a great tool for productivity. Habitica is free to use but offers optional subscriptions and one-time purchases to enhance gameplay.

If you enjoy gaming and are mindful of in-app spending, Habitica can be a fun and effective way to build new habits and stay on top of your to-do list.

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This blog is a work in progress. Check back at a later date for more digital productivity tools.

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Counselling

If you’re struggling with stress, burnout, procrastination or some other well-being challenge you might find counselling helpful. I provide sessions in person (in Central Durham), online, or by telephone.

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