Improving your efficiency on the job requires being more deliberate about how you manage your time. Below are three (3) effective ways to increase your efficiency at work.
1. Avoid Multi-Tasking
Multi-tasking is the enemy of productivity. According to studies, people who multi-task waste 25%- 40% more time than people who focus on tasks individually. When you try to do two things or more at once, your brain lacks the capacity to perform these multiple tasks successfully. Focusing on an individual task and seeing it through until completion before starting another task is the best formula for becoming more productive.
To stop multitasking, try using some of the techniques below:
- The Pomodoro technique – This involves breaking your work down into time intervals followed by short breaks. For example, you work for 25 minutes uninterrupted and then break for 5 minutes. This is a great way to kick start productivity and eliminate any urge to multitask.
- Scheduling – Schedule time in your calendar for individual tasks. This helps you to work on one project at a time.
- Turn off distractions – This means turning off all phone and email notifications. Avoid internet surfing or keeping too many tabs open in your browser.
- Mind your environment – Seek out a quiet and comfortable place to complete tasks. If you work in an office with others, consider wearing headphones (without music). Ensure that you workspace is clean and decluttered to allow your mind to focus on the tasks at hand.
2. Limit Meetings
Meetings are time killers. More often than not, meetings are disorganised, unnecessary and exhausting. Efficient people avoid meetings as much as possible. Unfortunately, meetings are still the default mode for discussions and sharing information within the workplace. Thus, here are a few tips to make your meetings more efficient:
- Ask yourself ‘Is it really necessary?’ – Meetings are often a default mode of communication; however, many times a clear and concise email to staff and colleagues is more than enough.
- Set an agenda and time limit – Create a clear agenda and stick to it. Be sure to set a reasonable time limit that motivates everyone to be more focused and efficient. The shorter the meeting, the better.
- Be flexible – Getting everyone in the same room, on time, can be quite stressful. You can avoid this by hosting meetings remotely. Skype and Zoom are affordable and easy to use video conferencing apps that you can and should utilise.
- Be prepared – Ensure that all the necessary information and data is gathered before the meeting. Finally, be sure to always establish a clear action plan before closing any meeting. This will help to avoid having further meetings on the same topic and boost productivity.
3. Work Smarter Not Harder
Studies have shown that working fewer hours actually increases productivity. Furthermore, studies have also found that the more hours worked, the faster productivity declines. Why the loss in productivity? The key factor is stress. Stress created by the nearly constant demands of the modern workplace leads to disengagement from work, anxiety, depression, and sleep deprivation. Employees who are unable to manage their stress at work are more likely to be impatient, uncooperative, defensive, hyper critical and pessimistic, all of which hampers personal and team productivity.
These findings highlight the importance of taking regular time off from work. This includes not only vacations but also disconnecting from work on the weekends. Turn off the email and work text notifications during these periods. It is important to use this time to unplug, clear your mind and enjoy your life outside of work. Remember, taking time off is not a sign of weakness or lack of commitment. It is an investment in your health, happiness and productivity. Time away from work makes for healthier and more efficient employees.
