6 Productivity Hacks That Are Helping Me Succeed in a New Role

Starting a new job is both exciting and overwhelming. There’s the thrill of a fresh start—but also the pressure to prove yourself, absorb new information quickly, and deliver results from day one. That’s exactly where I found myself recently, stepping into a new position as an Office Manager in the insurance industry.

It’s a role I’m proud to have earned, but I also knew that if I didn’t put systems in place from the start, I’d quickly fall into a cycle of reacting to every fire drill and email ping. I didn’t want to just survive in this new chapter—I wanted to thrive.

So, I leaned into what I could control: my habits.

These six productivity hacks have become the backbone of how I manage my time, stay focused, and keep my head above water. If you’re navigating a new job, managing a heavy workload, or just trying to get more intentional with your time, these tools are a game-changer.

1. Start with MITs (Most Important Tasks)

Every morning, I begin by identifying the three Most Important Tasks (MITs) that I want to accomplish that day. These aren’t necessarily the most urgent things on my list—but they’re the things that matter most to my success.

This simple habit keeps me grounded in what really matters. Even on chaotic days, knocking out my MITs gives me a sense of control and accomplishment.

2. Time Block Your Calendar

Instead of letting my day happen to me, I now use time blocking to take charge of my schedule. I assign blocks of time for specific activities: deep work, email, meetings, even admin tasks.

This structure keeps me from bouncing around between tasks and losing focus. It also helps me protect time for the things that often get neglected when we’re in reactive mode.

3. The Two-Minute Rule

Borrowed from David Allen’s Getting Things Done, this rule is a lifesaver: If something takes less than two minutes to do—just do it immediately.

I apply this constantly: replying to a quick email, sending a file, confirming a meeting. These micro-tasks add up fast, and handling them right away keeps them from cluttering up my to-do list or my brain.

4. Inbox Zero (And Why It’s More About Mindset Than Perfection)

When I started this job, my inbox was out of control. Hundreds of unread emails, notifications coming in constantly—it was exhausting.

Then I committed to Inbox Zero. It’s not about having zero emails 24/7—it’s about regularly processing your inbox with intention. Here’s how I do it:

• I check email at set times—usually mid-morning and mid-afternoon.

• I process each message: Delete, Delegate, Respond, Defer, or Do.

• I don’t let email dictate my priorities.

This simple system keeps me in control of my inbox, instead of the other way around.

5. The Pomodoro Technique

I’ll be honest—I didn’t think this would work for me. But I was wrong.

The Pomodoro Technique is a time management method where you work in focused 25-minute intervals (called Pomodoros), followed by a 5-minute break. After four Pomodoros, you take a longer break (15–30 minutes).

It’s surprisingly powerful. Here’s why:

• The ticking timer creates urgency.

• Knowing a break is coming helps you stay focused.

• It’s easier to commit to 25 minutes than an open-ended block of work.

I use this for tasks that require deep focus or when I feel mentally scattered. It’s helped me beat procrastination and actually enjoy the rhythm of my work.

6. End the Day with a Shutdown Routine

This one was a game-changer. I used to end my days in a rush—closing my laptop mid-task, walking away with things half-finished. Now, I take 10–15 minutes to close out the day:

• I review what I got done

• Set up tomorrow’s MITs

• Clear my desk and digital space

• Log off with intention

It gives me a sense of closure and sets the tone for a better tomorrow. And when I show up the next morning, I’m not scrambling—I’m ready.

Final Thoughts: Progress, Not Perfection

If there’s one thing I’ve learned during this transition, it’s that productivity isn’t about doing everything. It’s about doing the right things—consistently, calmly, and with purpose.

I’m not perfect at these hacks. But even using them 70% of the time has helped me build momentum, protect my energy, and feel more in control in a season of change.

If you’re navigating your own new chapter—or just want a reset—try one or two of these hacks. You don’t need to do it all. You just need a starting point.

Let me know if you want a downloadable version of this list, or if you’d like help building a system that works for your day. I’m happy to share what’s helped me find my footing.