Ask Us Anything: Productivity expert Donna McGeorge answers how to plan your year ahead 

This month we asked you for questions on productivity and planning for business success. Answering your Ask Us Anything questions this month, in partnership with Optus Business, is productivity expert Donna McGeorge.

We sent the three most common questions to Donna, and we hope her expert answers help you create the perfect work plan and flow for your business.

1. As a manager, I want to support my team in their workflows. Are there any platforms or suggestions which I can start implementing to help with structuring their workflows, goals and plans for the year?

Absolutely! The key is to trade energy for impact. Help your team focus on what matters most rather than just keeping them busy.

Here are three practical steps to get started:

• Use simple, visual tools: platforms like Trello, Asana, or Monday.com are great for structuring workflows. They provide a clear visual representation of tasks, priorities, and progress.
• Align with the natural flow of work: instead of forcing a tool onto your team, choose one that integrates with what they already use (e.g., Microsoft teams for collaboration or Notion for documentation).
• Keep it simple and agile: overcomplicated workflows lead to more busyness, less productivity. Encourage your team to focus on small, high-impact goals that align with your broader strategy.

Remember, the best tool is the one your team will actually use. Start small, get feedback, and refine as you go. My advice would be for the team to work together to research the options and conduct experiments over the course of a few months. See which tools are the best fit.

2. When my workload gets too much, I find myself procrastinating on tasks as I don’t know where to start. What tips do you have for me to overcome this?

You’re not alone. Decision fatigue and overwhelm are real. The trick is to break the inertia and get moving. Try these:

• Use the “first 2 hours” rule: your brain is at its best in the morning. Tackle your most important or dreaded task first, before the chaos of the day sets in.
• Apply the 5-minute rule: if a task feels overwhelming, commit to just 5 minutes. Once you start, you’re more likely to keep going.
• Batch similar tasks: switching between different types of work drains mental energy. Instead, group similar tasks together (e.g., emails in one block, deep work in another).
• Limit your to-do list: three key tasks per day — that’s it. Anything more is just bonus points.

At the end of the day, momentum trumps motivation. Just start, and the progress will follow.

3. With the number of platforms available for work efficiency and productivity, do you think we will become too dependent on them and how do we find the right balance of not being too  dependent?

The short answer? Yes, we’re already too dependent. But it’s not about using fewer tools — it’s about using them better.

Here’s how to keep tech in check:

• Be intentional: before adopting any new tool, ask: does this solve a real problem, or is it just another shiny object?
• Use tools to support thinking, not replace it: AI and automation are great assistants, but they shouldn’t make decisions for you. Keep human judgment front and centre.
• Create tech-free zones: block out distraction-free time (like the first 2 hours of your day) for deep, meaningful work. No notifications and no apps.

At the end of the day, tech should help you take back time, not steal more of it. Make work work, don’t let the tools work you.