My Personal productivity hacks with Apple Devices

Smartphones, tablets, smartwatches — all are competing to grab our attention. The problem is that when it happens, it takes more time to get back to the state of flow than it does to check the latest post of our friend on Twitter or delete from our inbox the newsletter from an online grocery shop.

Scientists have estimated that it takes an average of 15 minutes to get back into deep focus after being distracted by something.

So, we must be careful and create an environment that allows us to strive!

Devices are not just distractions; we can leverage them to work for us instead of against us. Let me show you how I organized myself, and I am sure you can do the same or even better.

Use iOS Focus Modes to Enter the Flow

During my Christmas break, I decided to refresh my knowledge on iOS devices and see if other features could be integrated into my daily routines. At the end of the day, we have devices that cost hundreds or even thousands of pounds or dollars, and their main function is to exchange information. I started asking myself, can they do better? Can they help us achieve more by simplifying our lives? I truly believe so!

When I want to reduce noise because I want to enter the flow quickly, there are three things I do:

1. Play Lo-Fi Music: I turn on my favorite Lo-Fi playlist. Having a continuous musical background instead of silence aids my concentration by preventing distractions. The absence of vocals helps keep my mind from shifting focus. If you want to give it a go, I suggest trying the following playlists:

• Lo-Fi covers of popular songs on Spotify
• Lo-Fi beats playlist on Spotify
• Kiroku Radio, which has three volumes. My favorite is the first one, and you can find it on any app you use for listening to music or even on YouTube.

1. Declutter My Desk: I remove all distractions from my desk. The cleaner, the better. I don’t want anything that could grab my attention nearby. By maintaining a tidy workspace, I ensure that my environment is conducive to productivity.
2. Turn on Focus Mode: I activate Focus mode on my Mac or iOS device. Before Christmas, I always ignored Focus mode, but now it’s essential for my productivity. Focus modes can be customized and scheduled to turn on automatically at certain times of the day, such as during work hours or when you’re sleeping. This can help you maintain a healthy work-life balance and reduce stress.

By default, you have some focus modes like “Do Not Disturb” or “Personal,” and you can customize them. Let me show you a few I created. You can create your own focus modes based on your specific needs and preferences, sharing your Focus Status with others to manage communication more effectively and reduce interruptions.

Example Focus Modes

1. Work Mode: This mode silences all non-work-related notifications and only allows calls from specific contacts. I also set it to activate automatically during my work hours.
2. Writing Mode: Similar to Work Mode but tailored for deep study sessions. It blocks all notifications except for essential ones and activates a specific screen layout with writing-related apps.
3. Relax Mode: This mode blocks all work-related notifications and activates in the evenings. It allows me to unwind without being disturbed by work emails or messages.

Remember to have all your devices with the same Apple ID, so the moment you apply a focus mode, it will be applied to every Apple device with the same Apple ID. You can customize them based on their capabilities, for instance, a different watch face when you are sleeping or one with plenty of information in the morning. For me, it’s an absolute game-changer.

Leverage Widgets for Quick Access

With the ability to associate different screens to different focus modes, iOS widgets can be incredibly useful. For instance, when I activate the writing focus mode, I create a screen with all the apps I use for that specific activity like mind mapping or Google Drive.

Widgets are small apps that have become even more useful with iOS 17 because they are now interactive. You don’t have to open the application to perform a specific action. Using Smart Stacks, you can have multiple widgets in the same spot, allowing you to quickly swap through different information. Here are some tips for using widgets effectively:

Tips for Using Widgets

1. Prioritize Important Apps: Place widgets for the most important apps at the top of your screen. This ensures that you can access crucial information quickly without having to scroll.
2. Use Smart Stacks: Combine multiple widgets into a Smart Stack to save space and access different types of information by simply swiping up or down.
3. Customize Widgets: Some apps allow you to customize which part of the application you want to see. For instance, you can have a widget that shows your to-do list when you’re in writing mode and another that shows your calendar when you’re in work mode.

Another powerful tool is the Shortcuts widget, which can automate various tasks. For instance, creating a short URL from a link copied from the browser can be done with a single tap. Shortcuts app is available since iOS 12, so it’s been a while there but I don’t know many apple users in my circles that are leveraging them extensively. However, investing time learning them can drastically simplify your work and your life as well.

Add Shortcuts to Automate Your Daily Routines

This year, I bought a few smart plugs to reduce energy costs. I have two of them in my home office — one for the Apple Studio Display and another for the standing desk and lights. I created a shortcut that checks every morning where my iPhone is located and turns on the Apple Studio Display if I’m in my zip code. This automation runs only during weekdays, saving energy when I’m out of town or in the office.

When I activate the focus mode called “external monitor,” it customizes my iPad screen to show only widgets, providing quick access to the latest files or my inbox. Additionally, an automation opens Spotify to my favorite Lo-Fi playlist, helping me feel relaxed and ready to work on side projects.

Examples of Useful Shortcuts

1. Morning Routine: A shortcut that turns on specific lights, starts your coffee machine, and plays your favorite news podcast.
2. Work Setup: A shortcut that opens all the apps and websites you need for work, sets your device to Work Mode, and starts your Lo-Fi playlist.
3. Exercise Routine: A shortcut that starts your workout playlist, opens your fitness app, and sends a notification to a workout buddy.

If you’re new to shortcuts, Apple’s gallery in the Shortcuts app offers many ready-to-use options. You can combine them with your existing ones to create richer automations without spending too much time. There are many websites that allow you to download pre-made shortcuts, making it easier to get started.

Conclusion

As you have seen, the devices we use daily can make us more productive when leveraged properly. There is a bit of a learning curve and time investment, but there are plenty of resources to help you configure these devices exactly how you want them.

To help you see these tips in action, I’ve created a video that demonstrates how I use these productivity hacks in my daily routine. In the video, you’ll get a detailed walkthrough of how I set up focus modes, customize widgets, and create shortcuts to automate tasks. Watching the video can provide you with a visual guide to implement these techniques effectively.

Let me share three key learnings you should remember when configuring your devices for productivity:

1. Make it Easy to Access Important Apps: You want to be able to get things done quickly. If you have to dig through multiple screens or menus to open an app, it’s not going to happen!
2. Use Focus Modes: When you’re working on something important and have nothing else planned, turn on Do Not Disturb or another focus mode to prevent interruptions. Focus modes help remove the noise and apps that complicate your life, allowing you to focus on what really matters.
3. Create Widgets for Quick Access: Information should always be at hand without having to open an app first. For instance, create a widget for your to-do list for quick access in your focus mode. Remember, we want a frictionless system that allows us to accomplish tasks quickly.

Now that you know what tools are available to help you be more productive, it’s time to put them into practice! Try out different combinations of apps and widgets until you find what works best for your needs. Remember, there is no one-size-fits-all solution when it comes to productivity tools. Everyone has different priorities and needs when working on projects or tasks. The key is finding the right combination of apps and gadgets that make your life easier, allowing you to focus on doing good work.

If you have any shortcuts, favorite widgets, or apps you use daily, please add a comment so everyone can benefit from that! Thanks for reading, and I can’t wait to see you in the next episode of my productivity tips.