Working in a shared office in Singapore offers plenty of perks—networking opportunities, a dynamic environment, and access to premium amenities. But staying focused and managing time effectively in a buzzing co working space can be challenging. Smart productivity strategies can help you tune them out and get work done. Here are some of them:
1. Plan the Day with Intent
Jumping into tasks without a game plan is a sure way to lose valuable time. Start the day by listing top priorities and structuring tasks into dedicated time blocks. Using the Eisenhower Matrix (urgent-important prioritization) or time-blocking methods can help allocate effort efficiently.
Tools like Trello, Notion, or Asana can help you get organised, set deadlines, and break up big projects into smaller chunks. A well-structured plan means you won’t have to make a million decisions a day. It keeps the day flowing smoothly without wasting precious work hours figuring out what to do next.
2. Leverage Noise-Canceling Tools
Shared offices have other people in them, so there will be some background chatter. While some people thrive in a lively setting, others need peace to concentrate. Investing in high-quality noise-cancelling headphones or using white noise apps like Noisli or Brain.fm can help drown out distractions and enhance focus.
If the noise is becoming a problem, head on to designated quiet zones within the workspace. Some co working spaces have soundproof booths specifically designed for deep concentration. Taking advantage of these spaces can make a big difference in productivity levels.
3. Master the Art of Deep Work
Shallow tasks like checking emails every few minutes drain productivity. Instead, schedule uninterrupted deep work sessions where concentration is at its peak. The Pomodoro Technique (25-minute focus sessions with 5-minute breaks) is a popular strategy that boosts efficiency by structuring work into manageable time slots.
Extend focus sessions to 90-minute cycles for even better results, allowing more in-depth work before taking a break. Establishing clear boundaries—setting devices to “Do Not Disturb” mode and informing colleagues of dedicated focus periods—stop most interruptions and enhance workflow.
4. Use Shared Resources Wisely
One of the biggest perks of a shared office in Singapore is access to high-quality facilities. You have hot desks, meeting rooms, breakout spaces, and phone booths.
Need deep focus? Move to a quiet zone. Need to collaborate? Use meeting rooms designed for teamwork. Switching up locations or hot desking instead of staying in the same spot the entire time can help reset your brain.
Access to various work settings allows you to choose an environment that is best suited to the task, improving both focus and efficiency.
5. Set Clear Communication Boundaries
Colleagues in a co working space are great for networking, but unplanned conversations can eat into work time. A simple yet effective strategy is establishing clear availability signals—wearing headphones, placing a time-blocked calendar on the desk, or setting status updates on Slack or other communication tools.
Another option is to dedicate specific time slots for socialising and impromptu discussions. Letting colleagues know when you’re open for casual chats helps strike a balance between collaboration and focused work.
6. Automate and Streamline Repetitive Tasks
Why manually handle tasks if you can automate them? Productivity apps like Zapier, Slack integrations, and scheduling tools can streamline repetitive processes, reducing time wasted on administrative work.
For example, email templates can save hours spent drafting similar messages, and auto-scheduling social media posts ensures marketing efforts run smoothly without constant manual input. Even small tweaks—like setting up auto-reminders for recurring tasks—can free up mental energy for more valuable work.
7. Incorporate Movement and Strategic Breaks
Sitting for long periods kills energy and focus. Incorporating micro-breaks—stretching, walking, or even switching to a standing desk—keeps productivity levels high. Regular movement promotes circulation and reduces mental fatigue, helping maintain efficiency throughout the day.
Try the 52-17 rule—52 minutes of focused work followed by a 17-minute break. This method has been shown to boost productivity by allowing the brain to recover between work sessions. Even stepping outside for a short walk or engaging in light stretching can make a big difference in maintaining concentration.
8. Optimise Work Hours for Peak Productivity
Everyone has different peak productivity windows. Some are morning warriors, while others hit their stride in the afternoon. Aligning demanding tasks with peak energy levels ensures higher-quality work. Flexible workspaces allow professionals to work when they’re at their best rather than sticking to rigid schedules.
Tracking productivity patterns using apps like RescueTime or Toggl can help identify peak performance hours. Once the most productive periods are identified, schedule high-concentration tasks during those windows and reserve less demanding activities (like email responses) for slower times.
9. Create a Personal Productivity Ritual
Having a routine before starting work can help you mentally prepare for the day. Whether it’s a short meditation, journaling, or reviewing goals, a simple habit helps set the right tone for productivity in a co working space.
A morning routine might include a five-minute breathing exercise, a quick scan of priority tasks, and a healthy breakfast to fuel focus. Meanwhile, an end-of-day ritual—such as reflecting on accomplishments or planning the next day—can help transition smoothly out of work mode.
Maximising Your Productivity in a Shared Working Space
A shared office in Singapore provides the perfect balance of community and professional resources, but maximising productivity requires strategy. By implementing these time management and focus-boosting techniques, professionals can work smarter, not harder, in any flexible workspace. The right approach ensures that distractions are minimised, time is optimised, and productivity remains at its peak.
