The Effectiveness of Productivity Apps and How to Avoid Common Traps
The Effectiveness of Productivity Apps and How to Avoid Common Traps
There is no question that the growth in AI has helped fuel an explosion in the number of “Productivity Apps” such as Briefmatic. Many promise fabulous results for any and all. However, for all the potential benefits, does the hype match reality or do these productivity apps actually make you less productive?
Having over indexed in this space here is my (slightly biased) view on the key issues you need to consider when searching for a productivity tool like Briefmatic and what you can do to make sure you’re one of the success stories.
Productivity apps are just tools: They don't inherently make someone more productive. Their effectiveness hinges on the user's approach and how well the app aligns with their needs and work style. Like any tool, a productivity app still requires you to take action and "do the work." Thanks to AI, this may be less critical in the future but for now, it remains an important factor.
Overreliance on productivity apps can hinder productivity. Many individuals become preoccupied with trying out new apps, constantly switching between different tools, and getting bogged down in managing tasks rather than focusing on actual work. Don't be this person. Testing one or two apps i.e. Briefmatic + one other, makes sense. Testing ten apps does not.
- A 2022 Reclaim survey found that managers and team members spend over nine hours a week navigating between task lists, communication platforms, and email, leading to frequent context switching and decreased focus.
- A study across three Fortune 500 companies revealed that employees switch between apps and websites nearly 1,200 times a day, spending approximately 40 minutes daily on this task, which equates to about 8% of their total work time.
Many people fail to use productivity apps effectively. They neglect to learn the app's full functionality, leading to wasted time and suboptimal utilization. Additionally, they may not integrate their apps, resulting in constant switching between tools and a loss of valuable time. This is the reason the team at Briefmatic focus on making the app simple, intuitive and easy to connect to your favourite work apps.
Notifications from productivity apps can be a major distraction. Constantly checking emails, messages, and updates disrupts focus and pulls individuals away from important tasks. Research suggests that the average office worker checks their email 36 times an hour, with each interruption requiring an average of 16 minutes to regain focus.
Productivity apps can exacerbate the issue of context switching, which is already prevalent in modern work environments. Constantly shifting between tasks and applications reduces efficiency and can contribute to burnout. At Briefmatic we try to make it easy to manage as much of the task within the app as possible so as to limit distractions and switching.
Mitigate the potentially negative effects of productivity apps with these simple steps.
- Recognize that productivity apps are tools, not magic solutions. Their effectiveness depends entirely on how YOU use them.
- Select apps that align with your preferred productivity system and work style. Avoid adopting tools that feel cumbersome or that require significant adjustments to your existing workflow.
- Schedule specific times for checking emails, messages, and app updates. Avoid constant monitoring and resist the urge to immediately respond to every notification.
- Regularly review and weed your task lists. Remove completed, irrelevant, or low-priority items to maintain a manageable and focused list of current tasks.
- Develop and strengthen your executive function and self-regulation skills. Don't solely rely on apps to manage your time and attention. Practice techniques like mindfulness, time blocking, and prioritization to enhance your focus and self-control.
Ultimately, the key to maximizing productivity with apps lies in intentional and mindful use. It's crucial to recognize that apps are tools to support productivity, not a guaranteed solution. Individuals must actively manage their workflows, prioritize effectively, minimize distractions, and continuously evaluate the role of apps in their overall productivity strategy. At Briefmatic we just to support your intentional and mindful use as best we can. Learn a little more about Briefmatic here.
