Want to get more done in less time?  Time is the one constant in all our goals that  raises problems. We waste it daily on different tasks that should be done in much less time. I’ve just read a book called “175 Ways to Get More Done in Less Time”. While many of those tips are just to fill the space and don’t do that much, I checked those that I think are truly valuable and I’ve made my own version of that list. The result is a list of 60 ways to improve your productivity.

Getting Started On The Right Foot

1. Know how you spend your time

Much of our daily time goes on unimportant tasks that don’t help us in any way to get the work done. Observe how you spend your day and which are the areas that you can improve.

2. Focus on starting tasks rather then finishing them

Rather then thinking in the terms of doing something, focus on trying to start it first. That’s usually the hardest part, starting to work on something. Once you get it going you’ll find that it’s easier to actually finish it.

3. Expect the unexpected

Unexpected events will take place every single day and they will eat some of your time. Don’t plan all your day in advance. Instead, leave 20% of your work time unscheduled. If there are only minimal interruptions then use that extra time to work on tasks that are more enjoyable or get a head start on the next day with something more important.

4. Write it down

Relying solely on your memory isn’t the best way to remember to get things done. We forget things all the time, so it’s best to write down your to-do lists and the problems that you need to fix.

5. But don’t write it on pieces of paper

When you write down something that needs to be done don’t do it on pieces of paper that can be lost. Use a spiral-bound notebook or an agenda and a pen. Take them with you wherever you go and write everything down in it, from to-do lists to phone numbers.

6. Learn to speed read

Being able to read documents and books faster will definitely bring you extra time. Plus, it’s something that it’s useful your entire life. Take a course on speed reading or look for ways on how to do it online. I think this will be my next article.

7. Less clutter, better productivity

Ask yourself this question “What’s the worst that can happen if I throw this away?”. If you can live with the answer then throw it away. We cling to lots of things from our past that don’t make sense on keeping. Unless it’s got sentimental value, it’s not worth keeping.

8. Date stamp what you can’t decide to throw away

If you can’t decide to throw something away because you might need it again, put a sticky note on it with the current date and store it in a special drawer for all this stuff. If in 90 days you didn’t need it, get rid of it.

Your Work Space

9. Order your files, either by priority, alphabetical order or frequency of use

Order your files so you never spend more then a few minutes finding them. Loosing half an hour to find a document or a receipt is time that you can put to much better use.

10. Organize your desk and optimize for better use

If you’re right handed, keep the phone on the left side, so you have your right hand free to take notes. Keep the calculator on the left side so you do it faster.

11. Don’t tell stories in your reports.

If you have to write a report and you only need 1 page to make your point, don’t use 5. Keep it short and write enough to get your point across. Your boss will not be bored to death and you’ll save both your and his time by doing this.

The Work Environment

12. Learn to say No when it’s called for

Don’t say Yes to everything. Consider the time investment that you have to  make first and see if it’s really something that needs to be done. Unnecessary requests can be turned down.

13. Perfection isn’t always the best way to go

If you want more done in a shorter period of time then you’ll have to do the job well, but don’t spend hours polishing it and making it perfect. A balance has to be reached between quantity and quality when it comes to work. Doing a job fast is as important as doing it well. Spending three hours on a task just to do it slightly better then you would’ve done it in one hour is a waste.

14. Learn how to get your point across fast

Limit your sentences to fifteen words and make sure they’re clear. Clutter in writing wastes time and may lead to phone calls from those that didn’t understand what you meant. More time wasted.

15. Pay attention

If you have to ask for clarifications or you make someone repeat what they said you’re wasting time. Pay attention and clarify everything the first time.

Minimize Interruptions

16. Make the interruptions short

When someone asks you if you got a minute, don’t be angry if you’re answering “Sure”. Either say “Is it important?”, or try to reduce the interruption as much as possible.

17. Stand up

If you want to reduce an interruption stand up until you decide if you want a longer conversation. Standing up makes people uncomfortable and the length of the interruption is in direct proportion with their comfort level.

18. End it after you get all the facts

If the conversation tends to go in areas that aren’t related end it politely. Say you got something important to finish and don’t waste any more time on it.

19. Give yourself a break

If you spend long period of time without a break you’ll get bored. Do things faster in more productive bursts rather then using entire hours.

20. Make the first step

Henry Ford was always dropping into the offices of his company’s executives. When asked why he didn’t have them come to him, he replied, `Well, I’ll tell you. I’ve found that I can leave the other fellow’s office a lot quicker then I can get him to leave mine.

Phone and E-Mail

21. Stop checking your e-mail

Once or twice a day is enough for tasks like checking mail. Or you can use your breaks for that.

22. Stand up when you’re on the phone

Studies have shown that the brain’s information processing speed is up by 5-20% when you’re standing up.

23. If you’re on hold, don’t stare at the ceiling

Do some minor tasks while you’re on hold. Revise your to-do list, reduce the clutter on your desk or check your e-mail. Otherwise it’s just wasted time.

24. Use a headset for your phone.

Having your hands free can lead to a much better time management,  especially if you’re on the phone a lot. Taking notes faster or doing some other minor tasks while your working will improve your productivity.

25. Use gadgets

Look out for time saving gadgets and learn to use them properly. Yes, that includes setting some time aside to read the manual for your organizer.

Meetings - Make The Most Of Them

26. Use the best way to accomplish an objective

Analyze the task or the problem before you begin work on it. Calling a meeting for something that might be done more easily uses up everyone’s time. At the same time, don’t use routine meetings. Meet with the others only when it’s necessary.

27. Look for meeting alternatives

Try to get things done over the phone, instead of calling a meeting if possible. Also works by using instant messaging or e-mails.

28. Dismiss participants after they complete their portion of the meeting

If a meeting takes 1 hour, and someone finishes their part in the first 5 minutes, then clearly they’re wasting 55 minutes by hanging around. Once they’re done, let them go.

29. Start on time and think of the costs of the meeting

If you get six people in a meeting and they’re paid $25 per hour, then a two hour meeting costs the company $300. Further more, if they weren’t in a meeting they might bring the company $1000 or more in the same period of time by working. Keep in mind the costs of the meeting and respect that. Don’t spend time solving hundred dollar problems when the meeting costs the company thousands of dollars.

 

On The Road

30. Stick with what you know

Get used to an airline or car rental company and be a regular customer. If you’re familiar with them you’ll waste less time. The same goes for hotels, since you don’t have to fill in the same redundant information every time you check in.

31. Stay on the first three floors of the hotel.

Save time by using the stairs and exercise at the same time.

32. Create two checklists for travel

Write down everything you need to pack or do before you travel. Make two copies, laminate them, and keep one at home and one at the office. When you need to travel just check the list.

33. Take only carry-on bags when possible

This will save you 20 minutes per flight in average.

34. Carry an extra laptop battery

This way you can keep working even when unexpected delays occur.

35. Get an aisle seat as close to the front of the plane as possible

It can take you up to 10 extra minutes to get off the plane if you’re in the back.

36. Keep a travel folder with projects you can do while in the taxi or airplane

No point in wasting time while you’re traveling. In a cab, on the train or in the air, you’re usually sitting down and doing nothing. Use that time!

37. Learn something new

Listen to some audiotapes or take a training course on your laptop while you fly.

38. Spend less time catching up

Make sure everyone knows what needs to be done before you leave and ask your staff to sort and condense the mail for when you get back.

Organize yourself

39. Work smarter, not harder

Instead of working hard to complete a task, think how you can do it smarter. Try to eliminate steps or combine parts. Inflict as less pain on yourself as possible, while doing the job right.

40. Don’t work on things just to get them off your to-do list

Prioritize and get the most important things done first. Working on tasks that are not essential just to get them off your list is not a good way to spend your time. While you’re fresh work on the most important part of your list.

41. Organize contacts

Keeping dozens of business cards for when we might need them will waste us time when looking for that information. Copy the information off the business cards into your organizer and throw away the card.

42. Ask yourself “What’s the best use of my time… RIGHT NOW?”

Ask yourself that question as often as possible.

43. Do everything faster

Walk faster and shorten your e-mails or phone calls. Try to reduce the length of everything you do and earn precious time every day.

44. 80% of your results will come from 20% of your activities

See which are the most important 20% of your activities and spend your time mastering them.

45. Use your personal peak times

Use your best time to do the creative stuff, and your mundane stuff when you’re not as sharp. Not everyone is a morning person.

46. Everything should have its own place

Keep the stapler, the calculator, pens and any office supplies in their regular place. Don’t waste time looking for them.

47. If it takes less then 5 minutes get it done now

While being wary of starting something that will take you hours, those small 5 minute tasks should be done as soon as possible if they’re important.

48. Group similar tasks together

Shorten transition periods between tasks by grouping similar ones together. For example, if you have to make some calls, do them all in one chunk. Taking breaks every half hour to make a call will waste you time.

49. Recognize spam when you see it

There’s way too much spam flowing around these days. Don’t open mail from people you don’t know or those that look suspicious. Spend less time reading mail and sorting through it this way.

50. Attack procrastination

Putting things off doesn’t improve on the quality of work. It’s also extra stress when you know you have something that needs to be done.

51. Give yourself rewards

Reward yourself when you finish tasks that you wanted to delay. Get some sort of incentive for finishing unpleasant tasks.

Time For Yourself, And What’s Important

52. Take care of yourself

No work is worth killing your health over. One month ago there were two cases in my country of young women that actually died because of exhaustion at work. One of them was working in a large company, and for the last few years she’d been working 16-20 hours per day, sleeping couple of hours and then back to work, 6 days a week with no vacations. Then she got sick, and ignored the advice of the doctors. She was found dead by her boss who was looking for her in a Saturday morning because she didn’t show up at work. If you ignore your health, rest and family over work then you need a reality check.

53. Minimize the time you spend working in your free time.

Use your weekends to rest and recharge your batteries. Productivity suffers if you work all the time.

54. Use a home delivery grocery service

Unless you consider shopping for milk relaxing, don’t waste time on it. Or at least, buy once a week everything you need.

55. Pay your bills online

It’s a huge time saver for me, as I used to spend a couple of good hours every month running from one place to another to pay my bills.

56. Worry less, do more

Instead of worrying about something, just do it. Less stress and more free time.

57. Turn off the TV

If you’re just flipping through channels, turn it off. Watch your favorite shows and ignore the rest. Do a fun task instead.

58. Tape your favorite shows and watch them later

For every hour of TV you save 15 minutes by fast forwarding through the commercials.

59. Use shortcuts

Don’t drive across town to get something done. Find services along your regular route and save both time and money.

60. Show this article to your friends, family or co-workers. If they also spend time more wisely you’ll have more time together.

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