20 Tips to Reduce Time Wasters

Before you start, ask yourself five simple questions:

1. Why are we doing this? Only do something if it needs to be done, fits in with your objectives, and can be justified with clear outcomes which provide benefit.
2. Are our objectives SMART? Specific, Measurable, Achieveable, Relevant, Time-bounded.
3. Is it clear which activities deliver results? In relation to our objectives. Remember the 80/20 rule.
4. Is this activity reviewed regularly? Anything run by human beings will tend towards complexity. Reducing time wasters is an ongoing activity.
5. Are we confusing activity with productivity? Or allowing others to do so.

Here are some simple steps to take to help reduce your own wasteful activity. It’s easy for busy managers to be distracted by low value activities and tasks. Things that don’t really produce optimum use of your valuable time. What should you do?

1. Ask yourself: why am I doing this. The best and most effective way to deal with time wasters is not to do the task.
2. Get someone else to do it. If it has to be done then find someone else to do it. Don’t be afraid or reluctant to delegate. Work to your strengths and agenda.
3. Do it quickly! Low value activities can usually be done to acceptable standards quite quickly. Don’t waste precious time on things that don’t really matter.
4. Simplify then automate. If the activity needs to be done make it as easy as possible, then automate it. Develop and implement simple, standard procedures.
5. Do low value activities when your energy is low. Schedule your most meaningful work for times when you feel most productive.

Whether they phone you, come into your office, or stop you in the hall, make sure you watch out for time wasters when dealing with your people.

1. Watch the clock. Not theirs, yours! Remember, it’s your time they’re taking so stay conscious of time passing.
2. Allocate time. Whether the meeting is informal or formal, state how long you can give and stick to it!
3. Get to the point. As quickly as possible summarize the purpose of the discussion and decide if it requires immediate or deferred action. Preferably theirs!
4. Ask why? Nicely and often, especially if you are being asked to do something. Beware of “upward delegation”.
5. Say no! One of the least used but most effective words for time-pressed managers. Say it nicely but often, as often as is needed to keep your time under control.

Firstly your boss will need your time and that is legitimate. What isn’t legitimate is an over loading, or wasting of your time. So what things can you do, and what do you need to look out for? Tell your boss when you are reaching saturation point.

1. Make your boss aware of the consequences. If she/he tries to overload you try saying: “yes I could get that done by then, but that would delay this…”
2. Don’t say yes to everything your boss asks you to do, negotiate!
3. Ask your boss to prioritise when she gives you a list of tasks.
4. When asked to do something: find out details and, if possible, say you’ll get back to her, or take a look at it.
5. Then: work out what the job involves; think about how best to tackle the task; go back with the answer – “here’s what I can do”.