Do you find yourself being busy all day with endless to-do’s? Are you constantly stretched for time?
If yes, it’s possible that you’re not making the best use of your time. It’s likely that you have too many distractions that have been masked as ‘tasks’. And it’s these tasks that are eating away your time and energy.
For example, do you believe you are being super-productive when you’re checking your emails or sitting in meetings? You might think so, but at the end of the day – how much have you really accomplished?
Fortunately, as you’ll see shortly, it’s possible to eliminate (or at the very least shrink) the unimportant stuff so that you can make space for the tasks that have real impact and bring about tremendous results. However, before we get to that, let’s take a brief look at what happens when we allocate too much time to low-impact tasks.
Procrastination, Parkinson’s Law and More
The Oxford Dictionary describes procrastination as: “The action of delaying or postponing something.” Clearly, it’s not a trait that successful people are associated with.
Now, to be fair, from time-to-time we’re all guilty of procrastination. It really only becomes an issue when procrastination starts to be our default way of working. I’m sure you’ve had colleagues like that. Whatever the task or project that they’re supposed to be working on – they constantly find reasons and excuses for failing to get started.
You may not be one of those people, but…
I bet you don’t feel that you’re procrastinating when you’re working on low-impact or low-return tasks like checking emails. I know this, because I used to be like that too! I distinctively remember feeling productive when I was working on these type of tasks – even though they never led me to accomplish anything worthwhile.
It took me years to realize this, but focusing time and energy on low-impact, unimportant tasks is a form of procrastination. This is because – if we’re honest with ourselves – it’s easier to work on the maintenance stuff rather than tackling the bigger more important tasks and assignments.
Parkinson’s law states that your work expands to fit the amount of time you have available for it. In my previous working life, I found this law to be especially true with tasks that were low-impact.
Well, your limbic system (nerves and networks within the brain that control drives and emotions) puts up such a fight against working on your more challenging, highest-return tasks, that the low-impact tasks that support your work almost serve as work ‘crack’ or work candy. In other words, you feel productive when you work on them. This is understandable, as you’re most likely super-busy. But, as I stated earlier – being constantly busy on low-impact tasks means you’ll fail to accomplish anything of note.
There is no order
It’s Monday morning, you’re feeling tired, and you’ve just arrived at your office. You grab a strong coffee, go to your desk, log in to your computer and start working. However, you immediately fall into the common productivity trap that stops people from achieving their goals – namely, you fail to allocate any time for prioritizing or planning. Because of this, you’ll probably end up working on a whole list of unimportant tasks before reaching any genuinely important tasks.
For instance, how many times first thing in a morning do you find yourself just catching up with emails (and gossip from your colleagues)? The answer is probably – a lot! It may seem like a way to warm up before the real work, but in most cases, you’ll simply find that you lose an hour or more without really achieving anything. You may even find that by the time you’ve caught up with emails and gossip, that you’ve been called off to a meeting. And by the time the meeting finishes – you’ve probably already missed the deadline for completing a project.
Company culture and the dreaded meetings
I don’t know about you, but previous places I’ve worked have led me to realize that: People love setting up meetings to discuss, to present, to find solutions, etc.
But in many cases, these meetings may not be the best use of yours or other people’s time.
Although some meetings are important, the average employee wastes an incredible amount of time in them: 37 percent of the average office worker’s time is spent in meetings. (A shocking statistic!)
Furthermore, a survey of 150 senior executives found that they think 28 percent of meetings are an unnecessary waste of time. (I’d argue that number is north of 50 percent for the majority of employees, because senior executives aren’t invited to the most pointless meetings!)
Unproductive meetings are the opposite of high-return tasks like working on projects. These meetings use up a ton of your time, but have virtually no positive effects on your work output.
Everything in life has consequences. And this includes how you approach your work.
If you spend a lot of time working on unnecessary tasks – then you won’t see great results. In fact, your productivity is likely to be stagnant at best. Of course, the reason for this is obvious: you’re not producing your finest work because your time has been eaten up trying to finish those endless low-return tasks. Here’s the sad part about this. You may find yourself falling behind the rest of the pack (e.g., your peers, your colleagues) because your performance is increasingly below par.
So, what can you do to address this issue?
My Take on This
Having previously been a low-impact tasks addict, I now feel confident in being able to help you out of this hole.
Firstly, whatever your job, there will be low-impact tasks that you can eliminate.
That’s right. Every single support or maintenance task in your work can be either shrunk, delegated, or even – in a few cases – eliminated entirely. After you have gotten a better grip on how much time and attention you spend on these tasks, you’ll open up opportunities to work on what I like to call… the real stuff!
From my experience, here are some of the low-impact tasks that you’ll be able to shrink or eliminate:
- Recurring, low-return meetings.
- Low-return phone calls, and the productivity porn of social media and news websites and other time wasters.
- Tasks and projects that make little use of your time, unique talents or skills.
- Tasks and projects in which you contribute negligible value – but which suck up an abundance of your time.
Take email, for example.
In Chris Bailey’s The Productivity Project, he conducted an informal survey, where he asked several friends, to keep a tally of how often they checked for new email messages at work every day for a week. The average between them? An astonishing 41 times!
Another (and this time, more scientific) study found that most people check their email about every 15 minutes – which adds up to 32 times over an 8-hour day.
When you check for new email 32 times a day, that’s 32 times your attention is derailed from what you’re supposed to be working on. It’s pretty hard to maintain any mental clarity in those conditions. Email may be a vital support task, but you also shouldn’t be checking it 32 times a day.
Here’s How to Get Your Productivity Back on Track
The simple act of keeping a time log makes you more aware of what you’re working on daily. But time is only one part of the story. Low-return tasks also take up a boatload of your attention.
After you identify these low-return tasks, think about how frequently you focus on them throughout the day, by keeping a formal tally for a day or two.
List them in order of how much time and attention they consume. For example: replying to emails, attending meetings, paperwork, managing your calendar, etc.
Chances are that you have maintenance-type tasks like these that support your real work – pretty much every office worker on the planet is inundated with email and gets invited to too many meetings and events. But, as I highlighted earlier, it’s possible to shrink, delegate or even eliminate those support tasks. You can do it – and you definitely should!
I find the most effective answer to shrinking low-return support tasks is to become aware of how much time and attention you spend on these tasks – and then literally shrink them by setting limits.
Some support tasks in your work take up a disproportionate amount of your attention rather than your time. For instance, most emails only take a minute or two to respond to, but when you check your email dozens of times a day, those are countless times you’ve had to transition from focusing on something important to focusing on email.
The switching costs associated with multitasking can be enormous. (And not in a good way!)
Of course, there’s also the uncertainty that comes with not knowing whether you have new messages – which impacts your attention. And then there are the frequent email alerts that interrupt you when you’re actually trying to work on something more productive.
For tasks like email, the best way I’ve found to shrink their impact on time and productivity is to limit how often I focus on them throughout the day. I turn off my email alerts, and only check emails at a few specific times: in the morning, before lunch, and at the end of the day.
The same goes for meetings.
Don’t just accept every meeting invite you receive. Instead, limit the number of meetings you attend a week. Not only will you free up time to get on with your real work – but going forward, you’ll also discourage colleagues from inviting you to unnecessary meetings.
Over to You
So, please don’t let low-return tasks drag your productivity levels to hell. Start each working day, week and month with a plan. Know the things you want to achieve – and by shrinking and eliminating time wasting activities – go ahead and achieve them!
I promise you, you’ll be amazed at the uptick in your productivity when you put your focus on the big stuff. Your boss and colleagues will look at you with new eyes. They’ll wonder how you now manage to accomplish so much – with seemingly, so little time. One thing’s for sure. Your new super-productive work life will in time pay you handsome dividends. These could come in the form of increased job satisfaction, pay rises and even promotions.
As the saying goes… the world is your oyster!
Featured photo credit: janeb13 via pixabay.com