How to Be More Productive in 2025
I’ve noticed a trend that with each passing year, it becomes more and more difficult to stay focused. I don’t think I’m the only one who feels this way.
That’s why I decided to share a set of productivity apps that might help.
Unfortunately, there’s no single universal app that can turn you into a super-productive person. However, there are apps that can definitely assist you on that path.
It’s also worth remembering that simply using apps is unlikely to answer your question how to be more productive. A comprehensive approach is needed here.
And that’s exactly what I’ll try to break down in this article.
Rest – The Most Important Tool for Productivity
After years of struggling with procrastination and working with coaches and psychologists, I can say for sure: without quality rest, you will never be more productive in the long run. Of course, you can force yourself to work for a week or a month in a super-productive mode for 10 hours a day.
But what happens after that? Most likely, you’ll burn out and abandon your dream or goal for a long time.
It sounds very trivial and has been repeated millions of times already, but productivity is not a sprint—it’s a marathon that can last for decades. And let’s be honest: if you know you have to travel thousands of kilometers on foot or even by car, the most pointless thing you can do is to go full speed for the first couple of hours or days.
Is Quality Rest Really That Simple?
A very common belief is that resting is very simple. Say, after a hard workday, you scroll through TikTok or some other social network. But let’s be honest—is that really rest? I don’t think so. The same goes for computer games, alcohol, drugs, etc.—that’s not rest. You could call it entertainment or escapism, but is it truly rest?
For me, rest is something after which you feel a surge of motivation, inspiration, energy, and desire. After many years of searching, I still don’t know how to rest effectively.
Paradoxically, I personally feel rested both after an intense hour of playing soccer and after an hour of a relaxing massage, a day at the spa, or half an hour of yoga. Everyone has their own way of resting. For some, it’s drawing or meditation; for others, it’s motocross, golf, or floating, etc.
How Do You Know This Actually Helps You Rest?
As I mentioned above, it’s something that leaves you feeling light, energized, and motivated. I suggest you pay attention to how you feel after “resting” on social media and compare that to how you feel after every new activity you try.
Over time, you’ll understand what works for you. The main thing is not to stop. And importantly, it shouldn’t be something that gives you a quick dopamine hit or involves substances. That never works in the long run.
You have to look for what genuinely allows you to rest. Without it, you probably won’t achieve true productivity.
The Hardest Part Is to Start. Is That Really the Case?
Once you’ve found your source of energy and rest, we move on to the next stage: beginning to implement your plans.
Everyone says the hardest part is to start. But I strongly disagree. Starting something is a one-time action. You begin, and that’s it—no more is required of you in that moment. You can literally “start” something in three minutes. Well, I started, right?
But what’s truly difficult is continuing. The realization that you have to do something on a constant basis is very demotivating—at least for me. Feeling obligated is the worst thing for me.
So instead of jumping straight into icy water, you need to gradually “temper” yourself. There’s a great book you’ve likely heard about many times, Atomic Habits. The whole book essentially boils down to one idea: the main thing is to start doing something on a regular basis.
The author gives an example: want to start running? At least put on your running shoes and step outside.
And it actually works, because our brain is programmed to conserve resources, and if it doesn’t realize it will be asked to expend a lot of them all the time, it will be more compliant. What I mean is: when you get yourself used to something in small steps, your brain automates those actions and spends almost no resources on them. This way, you can keep moving forward and expend minimal resources while still making progress.
Decomposition – The Key to Sustainable Progress
After more than 12 years in IT, I’ve realized that setting a task properly is already 70% of its completion. By “properly,” I mean not only technically correct, but also motivationally correct.
Let’s look at a few different examples:
First example – I want to learn programming.
Wrong approach:
“I want to learn programming in 3 months.
To learn it in 3 months, I need 1,000 hours of study. That means 10 hours a day to meet that goal.
Starting Monday, I’ll study 10 hours a day alongside my main job and household chores. If some YouTuber could do it, why can’t I?”
In the best-case scenario, you’ll burn out in a month.
Even if that blogger really studied 10 hours a day for 3 months, you have no idea how long it took them to get to that point. You’re not planning to do what Shaolin monks do after 3 months, right? They’ve been training since childhood.
The same goes for productivity.
Correct approach
Determine how much time you can realistically study productively. This is roughly 80% of the point at which you get tired. You must finish studying before you reach real fatigue. Forget forever about working or studying to the point of exhaustion on a regular basis—it doesn’t matter whether you’re 20 or 60. That never ends well. Of course, there are urgent deadlines, but they should be the exception. I started with 20 minutes.
Decomposition: break the task down into subtasks. For the programming example, it depends on the language, but for instance: learn variables, classes, OOP, databases, etc. Then break each of these points down even further. Ideally, you want each subtask to be something you can complete in one day, i.e., in about half an hour.
Planning. Let’s imagine you want to learn programming by studying 30 minutes a day, gradually increasing that to longer sessions. Let’s say on average you end up studying 2 hours per day. That means the entire learning process might take around a year and a half. And at this point, you’re probably thinking, “What? A year and a half? I’d rather just do 10 hours a day for 3 months and be done with it.” Well, good luck with that. Learning is a marathon. Until you stop pressuring yourself and allow enough time, you won’t be able to achieve your goals.
Start with whatever amount of time you can, but do it regularly.
Apps That Will Help You Be Productive in 2025
And only at this stage does it make sense to look for apps that can help you achieve productivity.
If you want a curated list of some of the best tools to boost focus and efficiency, check out our Best Apps for Productivity guide.
Let’s figure out what types of productivity apps are out there:
Task Managers
For example, Todoist. It’s a simple yet functional app that helps you keep all your tasks in mind. You can use it both for work and personal errands.
As I mentioned earlier, tasks need to be decomposed and broken down into small subtasks. Todoist is perfect for this.
Even if you don’t like Todoist, you can try any other task manager or a built-in app on your phone, or even Google Sheets/Docs, or a paper notebook. The main point is: don’t keep your tasks in your head. They occupy your “working memory,” increase anxiety, and add unnecessary tension.
Another plus is the satisfaction you get from completing a task and ceremoniously crossing it off the list. That’s wonderful!
Apps That Help With Productivity
I consider these to be apps that can create the right atmosphere for work, such as Momentum Dash with its incredible collection of various background sounds that help you concentrate.
Also in this category are different Pomodoro timers (by the way, Momentum Dash has them as well).
There are apps that can either help you be more productive or distract you. For example, Spotify. You can use it to procrastinate, or you can find the perfect music and sounds for productivity. Overall, I see it as a positive tool. I have several favorite playlists, and when I turn them on, I automatically get into work mode.
Restricting Apps
Usually, these are just separate features of more comprehensive apps. First, they can inform you about your behavioral patterns; second, you can configure them to limit usage of certain apps or certain behaviors. I wrote more about that [here].
The main idea of such apps is to show you where you waste the most time so you can decide what to reduce.
This is my favorite category because, for me, it’s more effective to set limits than to outright forbid something. Mainly, these apps either limit the time or the number of uses of a certain app, or they make the app unappealing—something annoying.
Some great examples are RescueTime, One Sec, Freedom.to, and others. They’re all good in their own way; you can read more about each of them [here].
But you can also manage without apps entirely. For example, set your screen to black-and-white, delete an app every time after you use it, set a long password, and so on. I wrote more about this [here].
Blocking Apps
Again, this is more of a specific feature in complex apps, but I want to highlight the difference in approach. Blocking apps literally forbid something. For example, not letting you access TikTok or Instagram on weekdays, or stopping you from doing certain things during work hours, or completely blocking something so you simply can’t use it.
This is a very radical approach that definitely won’t work for everyone. It requires a lot of internal resources and willpower. But if you feel it’s right for you—go for it!
My experience is that whenever I tried blocking apps, it always felt like a temporary challenge, and I would eventually relapse even harder into using that app. In other words, I experienced hypercompensation.
Some good examples of blocking apps are FocusMe App, StayFree App, etc.
Be Honest with Yourself
If you feel like you can’t forbid yourself something and absolutely need to open that app—it’s okay. It’s impossible to change patterns that have formed over years in just three days. Be kind to yourself and try other approaches. Maybe this one will suit you better later.
There’s no need to torture yourself if you feel you just can’t do it. This applies to all areas of life, not just how you block unwanted apps.
Conclusion
So, how to be more productive?
The main factor that can boost your productivity is you. So take care of yourself. Rest, get inspired. Once you’re ready, you can choose the app that suits your needs and your state the best.
Don’t force yourself, gathering all your willpower, to avoid Instagram entirely, for example. It doesn’t work.
Start small. Begin increasing your productivity gradually, even if it’s just 10 minutes at first. Over time, you can expand that.
Have a clear understanding of your goal—why you want to be more productive. And also clearly understand which apps or things are hindering you from achieving it.
There will be many ups and downs, but that’s completely normal. The only person who never makes mistakes is the one who does nothing. So give yourself permission to be different and keep moving toward your goal. You will definitely succeed.
FAQ: how to be more productive?
How to actually be more productive?
To be more productive, start by focusing on quality rest, as it is essential for long-term productivity. Instead of relying on apps alone, ensure that you have a comprehensive approach, which includes setting clear goals, breaking tasks into smaller steps, and staying consistent. Regularly engage in activities that genuinely refresh you, like yoga, sports, or meditation. Use productivity tools like task managers and Pomodoro timers, but make sure to prioritize self-care and pace yourself for sustainable progress.
Why is it so hard to be more productive?
Being productive is challenging because our brains are wired to conserve energy, making constant, high-effort tasks feel overwhelming. Additionally, distractions are abundant, and it’s easy to fall into patterns of procrastination or burnout. Without proper rest and a well-structured approach, staying focused and motivated becomes increasingly difficult. Overcoming these challenges requires consistency, self-compassion, and a mindset shift towards gradual progress rather than forcing drastic changes.
How to be productive when tired?
When you’re tired, it’s crucial to focus on the quality of rest rather than pushing yourself too hard. Engage in relaxing yet energizing activities like meditation or light exercise. Avoid quick fixes like social media or substances, as they can leave you feeling drained afterward. If you must work, break tasks into smaller, manageable chunks and use tools like Pomodoro timers to stay focused for short periods. Prioritize self-care, and give yourself permission to take breaks when necessary to recharge.