Having a PC is one thing, and making it perform at its best is another. Your PC’s default settings don’t give you the highest productivity, especially as a heavy user.
To maximize your machine's productivity, you need to change some configurations and follow some specific tips.
I’ve created this guide to explore the best productivity tips for your PC, so read on and make the most out of your laptop or desktop.
The best PC productivity tips
Use keyboard shortcuts
Keyboard shortcuts are seemingly trivial, but they are productivity multipliers. PCs have default keyboard shortcuts, and they’re similar across different operating systems.
For example, Ctrl + C is the shortcut to copy highlighted text on Windows, and Command + C is the same shortcut on macOS. Ctrl + V pastes the copied text on Windows, and Command + V does the same on macOS.
However, you don’t have to stick to your operating system’s default shortcuts. You can create custom shortcuts on Windows by installing Microsoft PowerToys. This app, fondly called Windows 11’s best secret, lets you create custom key sequences to perform specific tasks, such as launching an app. You can also remap existing Windows shortcuts to your taste with PowerToys.
On macOS, you can create custom shortcuts from the built-in System Settings app. Follow these steps:
- Open the System Settings app, click on Keyboard, and then select Keyboard Shortcuts.
- On the Keyboard Shortcuts menu, choose App Shortcuts on the left sidebar.
- Click on the + button.
- On the menu that pops up, select All Applications to create a global shortcut, or select a specific app from the dropdown menu to create a keyboard shortcut for that app only.
- In the Menu title field, type the menu command that you want to create a shortcut for, exactly as the command is, including any relevant punctuation. For instance, to create a general shortcut for exporting an open document in PDF format, type File->Export as PDF… in the field.
- In the Keyboard shortcut field, type the exact keyboard combination you want to set as the shortcut. For example, your custom shortcut can be Command + Shift + Z. Notably, you can use each key only once in a shortcut, and the key combination must not be a shortcut that already exists.
- Press Done and test your newly created shortcut.
Alternatively, you can use a third-party app, such as Karabiner-Elements, to create shortcuts on macOS. Third-party tools enable you to create more complex shortcuts.
With custom keyboard shortcuts, you won’t have to scroll and click multiple buttons to perform simple PC tasks. You can simply press the relevant key combination to perform the task in one go. It’s a major productivity booster when working with a PC.
Declutter your files
You likely have some files downloaded a long time ago, which you no longer need. These files take up unnecessary space and can slow down your PC. You should delete them to free up both short and long-term memory for your PC to process tasks faster.
Check your folders carefully for unused files, particularly in the Downloads folder. To make it easy, sort the file content by date added and scroll to the ones that have been their the longest. Then, you can delete these files piece by piece or in one swoop.
Files aren’t the only thing you can delete to declutter your PC. You should also delete apps that you no longer use. These apps often run background processes that clog your PC’s random access memory (RAM), which is the short-term memory it uses to store and retrieve data for current tasks.
The more clogged your PC’s RAM is, the lower its performance. Removing unused apps helps deliver optimal performance at all times.
On both Windows and macOS, you can easily scroll through your app list and delete the unnecessary ones.
On macOS, open the Finder app and enter your Applications folder. Alternatively, you can use the shortcut Command + Shift + A to open Applications.
To uninstall any app, drag it from the Applications folder into the trash icon at the bottom of your homepage. You’ll be prompted to confirm the uninstallation. Then, empty the Trash to complete the process.
On Windows, open the Settings app, then head to Apps > Installed apps to view your complete list of installed apps. Select any app you want to remove and click Uninstall.
You’re not alone if you downloaded an app for a one-time task but forgot to delete it afterward. Such apps take up unnecessary space, so here’s your reminder to delete them to make your PC perform better.
Keep your desktop and folders organized
A cluttered desktop is a productivity drag. It makes it difficult to find the simplest apps and generally slows you down. The drag may seem minor, but it adds up significantly as you frequently use your PC.
An ideal desktop should only have the apps you use most, while the other apps should remain within your main menu, where you can access them occasionally.
The same applies to your downloaded files. Only the files you frequently open should be on the desktop, while the rest should be arranged within your Files app on Windows and Finder app on macOS, where you can access them when needed.
Within the Files or Finder app, you can create folders and subfolders to arrange your files neatly. For instance, downloads should be stored within the main Downloads folder, pictures should be stored in the main Photos folder, etc.
Within the main folder, you can then create subfolders, sorting the items via type, format, size, and other factors. For example, under the Downloads folder, you can have separate subfolders for PDF and Word documents, making them easy to access.
You would appreciate a neat desktop and folder arrangement when working on a project that requires juggling a lot of files and apps, such as video editing. These tasks work more smoothly when you have a neatly arranged desktop.
Install antivirus software
Security is non-negotiable for your PC, particularly in an era of increasing malware threats. Any insecure PC is vulnerable to malware that can cause severe damage.
To avoid this problem, you should install antivirus software that serves as your PC’s defender against cyber threats.
Antivirus tools scan every incoming file on your PC for potential threats. They use a mix of techniques, including signature-based detection and real-time analysis, to identify suspicious patterns in any file.
If any suspicious pattern is detected, you’ll be alerted immediately, and the incoming download will be blocked to prevent damage.
Windows and macOS PCs have built-in tools to fight against malware. However, a designated antivirus software provides extra protection for your PC.
You can choose from many free antivirus tools that provide core protection against malware, or paid tools that provide more features, such as Firewalls or a VPN service to encrypt your browsing data.
Use password managers
Here is another productivity tip that concerns security and also convenience. You should use a password manager to manage passwords for your online accounts.
This way, you wouldn’t have to bother about remembering the password for each account you create. You can simply open a website and auto-fill the password stored in your password manager.
Password managers also suggest strong passwords to use for each online account. By adopting this tool, you’ll eliminate any stress involved in remembering complex passwords and performing frequent password resets for accounts where you’ve forgotten them.
You’ll also enjoy complementary features like getting alerted if any of your passwords are detected in a breached database.
Remove unnecessary notifications
Notifications are major distractions when using your PC. Every app you’ve installed seemingly wants to notify you about every activity happening in the background.
Social media apps are a major culprit, where every like, comment, and share generates a notification. These notifications disrupt your attention, so removing the unnecessary ones is always advisable.
You can turn off notifications for all apps except the essential ones, such as your email and messaging platforms. You can also temporarily or permanently turn off all notifications to avoid distraction.
Follow these steps to control notifications on Windows:
- Open the Settings app.
- Click System in the Settings menu, then Notifications.
- Under Notifications, you’ll see a list of the apps installed on your PC, with an “On” and “Off” switch next to each one. Then, you can turn off the notifications switch for any app. Alternatively, you can toggle the main Notifications switch off to disable all notifications.
Follow these steps to do the same on macOS:
- Open the System Settings app.
- Select Notifications on the left menu.
- Scroll down and select any app you want to turn off notifications for.
- Toggle off the Allow notifications button.
On macOS, there’s no button to permanently turn off all notifications at once, so you’ll have to repeat this step for all apps if that’s your go.
However, you can temporarily halt all notifications by opening the Control Panel at the upper-right corner of your homepage, then clicking on Focus > Do Not Disturb.
Use cloud storage
You don’t have to keep all important files on your PC, especially the bulky ones. Bulky files consume significant memory and can slow down your PC’s performance. A good alternative is uploading files to a cloud storage platform, where they can easily be retrieved.
There’s no shortage of cloud storage platforms, both free and paid. For instance, Google Drive gives you 15 GB of free storage (this storage covers all the files you’ve stored on various Google apps). If you surpass the 15 GB limit, a Google One subscription unlocks up to 2 TB of storage for a reasonable price.
A cloud storage platform declutters your PC to maintain optimal performance. It’s also a convenient solution for storing all important files, eliminating the need to search your PC endlessly when these files have been mixed with less important ones.
Customize your taskbar
The taskbar is the rectangular bar at the bottom of your screen that provides quick access to various applications.
Customizing this taskbar is a simple productivity hack with many benefits. You can place the applications you use most within this taskbar, giving you quick access. This arrangement saves those few seconds you would have otherwise spent searching for the same apps in your main menu. A few seconds here, a few seconds there, and soon we’re talking about serious time saved.
Use voice typing
You’d be surprised at how much time you've spent typing, even on mundane tasks. You can save some of this time by using voice commands instead of typing every word.
Windows has a built-in voice typing feature that you can summon with the Windows key + H shortcut. Then, click the microphone icon and begin talking. If you’re a first-time user, Windows will immediately install speech-recognition software to power this feature.
With a clear voice, your words, phrases, and sentences will be converted accurately into text. Even when mistakes are made, you can quickly correct them and still save time compared to typing everything with your keyboard.
Notably, when using voice typing on Windows, it won't automatically include punctuation in the sentences you state.
Instead, you'll need to enable Automatic punctuation in the settings menu. Then, during your speech, you'll say "full stop" to voice-type ".”, “comma” to voice-type “,” “period” to type “;” and so on.
macOS also has its built-in voice typing tool. To access and enable the feature, go to the System Settings app > Keyboard > Dictation. Then, pick a custom shortcut to open up the Dictation app.
Press your chosen shortcut and begin dictating, and watch your words get transcribed. The transcription isn’t perfect, but it works most of the time when you speak clearly. You can always correct any mistakes in the final version.
Create virtual desktops
Virtual desktops enable you to manage separate desktop environments on the same PC. It’s akin to having different workstations, but accessible on the same PC.
For example, you can create separate virtual desktops for work and personal activities. The work desktop environment will have all the apps required for work, and the personal desktop will only have the necessary apps for personal use.
This separation helps you focus on one at a time, as you'll only see the notifications that are relevant to how you're currently using your PC.
The above is just one of many examples. You can create virtual desktops for as many activities as you need. For example, if you’re a freelancer, you could even have separate desktops for each project you’re working on.
On Windows, you can create a virtual desktop by clicking on the Task View icon (two overlapping rectangular bars) in your taskbar. In the Task View window, click the +New desktop button to create a new virtual desktop.
If multiple virtual desktops are open, you can switch through them by using the Windows key + Ctrl + left/right arrow shortcut. Likewise, Windows key + Ctrl + D lets you create a new desktop, and Windows key + Ctrl + F4 closes your virtual desktop.
Creating a virtual desktop is similarly easy on macOS. Firstly, open the Mission Control Center by swiping up on your trackpad with four fingers. Mission Control looks exactly like the picture below, with all open desktops highlighted:
Then, click on the + button in the upper-right corner:
The + button opens a new virtual desktop where you can begin using your macOS PC afresh. You can open multiple desktops, called “Spaces” on macOS, by clicking the same button. To move between different Spaces, swipe left or right with four fingers or press Control + Left/Right on your keyboard.
Final words
Making your PC perform optimally requires active effort, but fortunately, it isn’t overly challenging.
I’ve explored effective tips to keep your PC in good shape, enabling you to work smoothly. Apply these tips and prepare to enjoy the most productive use of your PC from now on.
