Optimizing Mac Productivity System Settings for Business Tasks

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MacBook is one of the most efficient computers on the market, from the external design to the internal components. It is, therefore, not surprising that business people and those working from home often opt for this PC.

Despite its efficiency, many users do not know how to utilize or even clean up their MacBook efficiently. As a result, their computer does not function up to its fullest potential. This may result in an unpleasant user experience.

There are several simple measures that people can incorporate to improve the productivity of their Mac. Taking these steps will enable people to utilize their PC in a far more efficient manner. Even better, these are very initiatives that average computer users can employ by themselves.

This article will point out ways of optimizing the Mac system setting for productivity for business tasks. Some of these measures are explained below.

Create Multiple Users on Your Mac

One of the first steps to improve your efficiency when using a MacBook — creating separate environments for work and leisure. 

Almost every Mac user is guilty of wanting to do everything in one place. To most people, this approach is convenient and encompassing. However, working and watching your favorite TV series tends to distract us and decrease productivity. 

Follow these steps to add a new user on Mac:

  1. Click the Apple icon at the top left of your screen and navigate to System Preferences

2. Select Users and Group

3. Unlock the lock icon to make changes and click on the Guest User

4. Customize the settings and click on the plus sign

5. Input the necessary information and click on Create User.

This feature is very beneficial to parents working from home. They can manage the level of internet access their children can access via a Mac. More so, they can use this setting to prevent other people from accessing your files.

Only Keep the Necessary Icons on Your Desktop and Dock

Even after creating multiple users on a computer, people can still malign their productivity. One easy way to do this is by littering the desktop and dock with too many icons. It becomes overwhelming that they find it difficult to access vital applications, features, and files.

The process is very simple when it comes to your desktop. Only add icons you frequently use to your home screen. If you get an alternative, replace the old app with the new one instead of keeping both.

For the Dock, you should manually remove existing icons that were added by default. In addition, ensure to remove apps you launch from the dock if you do not frequently use them.

  1. Double-click the target app
  2. Go Options > Remove from Dock.

The system may add certain apps to the Dock when you launch them for the first time. While some apps are automatically removed, the system still keeps others in the Dock after you quit. Therefore, users will need to remove them manually.

Streamline Notifications Using the Focus Feature

Notifications can be very distracting, especially when you are focused on meeting tight deadlines. It is only human to be curious and check the notification to identify if it is something important. The only problem is that not every message that pops up from the right-hand side of your screen is essential.

To the benefit of Mac users, there is already an in-built feature that allows them to streamline the notification that they get. Focus is a setting in the system preference that enables people to decide which applications on their Mac will send up pop-up messages to notify them.

To activate the feature:

  1. Open your System Preference and Click on Notification and Focus

2. Select the list of software programs that will send notifications to your computer from the Notifications submenu

3. You can also modify the kind of notices you want to receive from each app.

More so, there is an option that works similarly to the DND feature on mobile phones. When people need to work without distractions, they can enable focus iconic in the menubar at the top-right side of their screen.

Customize Your Browser Settings

There is no Mac user who does not access the internet. Considering the importance of this tool, it is only wise that users customize them. In fact, your browser should be an extension of your preferences.

One way to do this is by saving your login details, i.e., your username and password for respective websites. Doing this means that people neither require an external password management system nor have to remember all their passwords. Web browsers like Safari are designed to be very secure and come with sophisticated password protection.

In addition to password management, people can also customize web browsers to block ads when surfing the internet. They can block all website promotions or select the specific URLs that they want to restrict advertisements.

Only Install the Necessary Applications on Your Mac

The available storage space on a computer significantly affects its performance. As applications run and execute tasks, they create temporary and permanent files. Therefore, the lack of required storage space will reduce how well they function.

People need to learn how to reduce system storage on Mac. More so, they need to be proactive in how they optimize available SSD space on their computer. One way to do this is by limiting the number of applications they install on their PC.

Unlike Windows-powered PC, software packages on Apple computers command significant storage space. For example, Microsoft Office 365 requires a whopping 4.7 GB of available space for a successful installation. This is why it is vital that people only install the software packages that they need.

Avoid Opening Too Many Windows Simultaneously

One bad habit Mac users have is opening multiple apps at once. Worse still, they leave the applications running and do not properly close them. These programs run in the background and cause the computer to lag.

To improve productivity, only launch programs you require at that point in time. Ensure to close the window once you are done by using the Quit option from the doc. This prevents it from running in the background.

Restrict The Number of Applications That Open When You Login

If you are observant, you will notice that some applications launch automatically once you power your computer. This feature is beneficial for programs you use for business. However, having too many programs open after you log in can cause your computer to lag.

To stop this from recurring:

  1. Navigate to the System Preferences > Users and Groups

2. Choose the Login items on the upper menu

3. To add a new one or delete a current one use the +/- icons below the app list.

Disable the Reopen Windows Feature Before Shutting Down your MacBook

Whenever you use the Apple icon to shut down your computer, you will receive a prompt asking if you want to reopen your current windows when you log back in. This attribute is essential if you are still working on something important but have to turn off your PC.

However, it can hinder productivity when users abuse it. Too many apps launching when the computer is just powering up causes it to lag. They are already consuming RAM space before the PC starts to run

Unless you have critical windows currently open, it is best to disable this feature. Simply unselect the box before turning off your PC. Even if you want to retain certain windows, ensure to close the other ones that are open but are not as essential.

Set Automatic iCloud Backup Storage

People working from home or running a business often work with confidential information. Keeping vital enterprise information on your local storage exposes them to Vulnerabilities. In addition, people will need to take their computers with them to access such information easily.

Instead of keeping critical data on the SSD, people can store essential information on iCloud. This method ensures the maximum security of essential documents. In addition, unlimited access to these files will make people more productive.

To make the most of their iCloud storage, people can set their Mac to back up certain files automatically. Simply access your Apple ID and select the type of files you want to back up.


As shown above, people can improve their productivity on Mac by simply adjusting some settings. These modifications can turn the computer into their personal workstations. These recommendations are straightforward and have been proven to be very effective.

I'm Allison Dunn,

Your Business Executive Coach

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