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10 Effective Techniques To Cut Your Working Hours In Half

10 Effective Techniques To Cut Your Working Hours In Half

One of the biggest things people in our incredibly busy and fast paced lifestyles today yearn for is free time. Whether it’s to spend time with family, friends, or by ourselves, we all need more hours in the day. Wouldn’t it be great if you could leave work early every day and have more time for yourself without having to sacrifice your pay or productivity? Ah, to have more time to enjoy your life!

If you’d like to know how you can optimize your work life, put in fewer hours a week and still be productive at work, we’ve got a few tips for you. Here are quick and easy techniques that together can cut your working hours in half, affording you more time to do the things you love.

Remember, being productive and efficient is really more about working smarter, rather than working harder.

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1. Plan your day the night before.

Every night before you go to sleep, create a to-do list for the next day. This doesn’t have to be anything complicated. A list of three to five core objectives that you intend to accomplish the next day will do. Focus on what’s necessary and what will push you to meet your objectives. This way you won’t have to spend hours trying to figure out what’s important and what you need to do next. As Tim Ferriss, author of The 4-Hour Work Week advocates, spend 20 percent of your time plotting the things that will bring in 80 percent of the results.

2. Keep your workstation neat and organized.

This should go without saying. You need to keep your workstation neat and organized to ensure you operate more smoothly. Organization creates more time in your day and plays an important role in how much you accomplish. Spend time arranging your desk in a way that you can easily access what you need fast. Get rid of stuff you don’t use and keep only those items that you need and use often. Even if you have to invest a few hours in getting organized, do it. It will pay off in a big way.

3. Come a little early to work.

The early morning hours when it’s nice and quiet is a good time for productivity. Many people say they can leave two hours early if they add an hour at the beginning of the day. Arrive at work early and you will reap similar benefits. Besides, do you really need eight hours of sleep per night? Train your body to only sleep six hours a night so you can wake early before 6 a.m daily and prepare for work. You’ll create more time in your day.

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4. Work your best hours.

Just because early morning is a great time for productivity doesn’t mean it’s the only time. Figure out your most productive time of day and milk it. If you’re most productive 7 a.m. to 12 p.m., work then. If you hit your peak in the afternoon when most people are shrugging off, work then. Don’t feel constrained to work the traditional early bird schedule. Work your best hours to safeguard your productivity. It doesn’t make sense to work when you’re the least productive just because others work best then.

5. Stick to your day’s to-do list.

Many people create wonderful daily to-do lists, but don’t actually follow through and stick to them. Don’t be one of those people. Create your daily to-do list and follow it. Efficiency says to start with the most important or most challenging project of the day first so you can tackle it when you’re the most productive. Make it urgent and get it out of the way then move on to the smaller, less challenging and more pleasant tasks.

6. Focus intently on tasks.

A study examining the practice habits of musicians discovered that a violinist who practices intensely for four focused hours gets more done than those who practice for seven hours but less intently. This finding typifies most other endeavors in life, including work habits. Focus more intently on the hours you put in at work and you’ll be likely to need to put in fewer of those hours. Value your “focus time” at work and be frugal with that resource.

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7. Stop multitasking.

Focusing on tasks intently means no multitasking. When you multitask and try to do 10 things at once, you destroy your productivity and end up doing none of them well. The human brain is not designed for multitasking. Multitasking hinders the brain from processing and retaining information as it should. Often you’ll have to go back and reread or redo something just to complete it well. This wastes time and slows you down. Do one task at a time and stay present. You’ll do it better and much faster this way.

8. Limit interruptions.

Every interruption, however brief, means you have to spend time regaining focus. That is lost time that you won’t recover. Limit your accessibility when working and stop checking your phone every five minutes and your email every 10 minutes. Let people know you are not to be disturbed during your “focus time” at work. You can give them a schedule of “open-door office hours” when you are available to engage with others and respond to issues. This way you’ll protect your focus and avoid distractions.

9. Respond to e-mails in batches instead of immediately as they came in.

E-mail is a big time suck in the office. It can take you hours to compose and answer all the messages in your inbox. Cut the hours you spend a day on e-mails and also prevent e-mail distractions by lumping the messages and answering them in batches instead of immediately as they come. For instance, read and compose e-mails on three set times in the day, such as 11 a.m, 3 p.m and 10 p.m. You’ll notice it will take you significantly less time to clear out you inbox and send all necessary e-mail.

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10. Track your time and repeat what works.

Productivity and efficiency is a matter of experimentation. What will work for you might not work for another person. Therefore, it is necessary that you track your time and know not only how you are spending your time, but also which techniques are helping you save time. When you find something that works, repeat and strive to improve it. In the same breath, review and change what doesn’t work. As Aristotle said, “We are what we repeatedly do. Excellence is not an act, but a habit.”

More by this author

David K. William

David is a publisher and entrepreneur who tries to help professionals grow their business and careers, and gives advice for entrepreneurs.

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Published on January 16, 2019

How to Effectively Manage a Heavy Workload at Work

How to Effectively Manage a Heavy Workload at Work

We’re all busy, but sometimes we go through periods where the work piles up and it seems like it might never end.

You might have such a heavy workload that it feels too intimidating to even start.

You may have said yes to some or too many projects, and now you’re afraid you won’t be able to deliver.

That’s when you need to take a step back, take a deep breath, and start looking at what’s working and what’s not working.

Here’re 13 strategies you can use to get out from under your overwhelming workload:

1. Acknowledge You Can’t Do It All

Many of us have a tendency to think we can do more than we actually can. We take on more and more projects and responsibility and wear numerous hats.

We all have the opportunity to have and take on more work than we can reasonably expect to get done. Unfortunately, our workload is not static. Even now, while you are reading this article, I’m guessing that your inbox is filling up with fresh new tasks.

To make real, effective progress, you have to have both the courage and resourcefulness to say, “This is not working”. Acknowledge that you can’t do it all and look for better solutions.

At any given time in your life, there are likely many things that aren’t going according to plan. You have to be willing to be honest with yourself and those around you about what’s not working for you, both personally and professionally.

The more you exercise your ability to tell the truth about what’s working and what’s not working, the faster you’ll make progress.

2. Focus on Your Unique Strengths

Whether you’re an entrepreneur, a leader or working as part of a team, every individual has unique strengths they can bring to the table.

The challenge is that many people end up doing things that they’re simply not very good at.

In the pursuit of reaching your goals or delivering a project, people end up doing everything themselves or taking on things that don’t play to their unique strengths. This can result in frustration, overwhelm and overwork.

It can mean projects taking a lot longer to complete because of knowledge gaps, or simply not utilizing the unique strengths of other people you work with.

It is often not about how to complete this project more effectively but who can help deliver this project.

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So, what are your unique strengths that will ensure your workload is delivered more effectively? Here’re some questions to help you reflect:

  • Are you a great strategist?
  • Are you an effective planner?
  • Is Project Management your strength?
  • Is communication and bringing people together your strength?
  • Are you the ideas person?
  • Is Implementation your strength?

Think about how you can bring the biggest value to your work and the projects you undertake.

3. Use the Strengths of Your Team

One of the simplest ways to manage your workload effectively is to free up your time so you bring your highest level of energy, focus and strengths to each project.

Delegation or better teamwork is the solution.

Everyone has unique strengths. It’s essential to think teamwork rather than working in isolation to ensure projects can be completed effectively. Besides, every time you give away a task or project that doesn’t play to your unique strengths, you open up an opportunity to do something you’re more talented at. This will empower both yourself and those around you.

Rather than taking on all the responsibilities yourself, look at who you can work with to deliver the best results possible.

4. Take Time for Planning

“Give me six hours to chop down a tree and I will spend the first four sharpening the axe”. – Abraham Lincoln

One hour of effective planning could save hours of time. Rather than just rushing in and getting started on projects, take the time to map everything in.

You can take the time to think about:

  • What’s the purpose of the project?
  • How Important is it?
  • When does it need to be delivered by?
  • What is the best result and worst result for this project?
  • What are the KPIs?
  • What does the project plan and key milestones look like?
  • Who is working on this project?
  • What is everyone’s responsibilities?
  • What tolerances can I add in?
  • What are the review stages?
  • What are the challenges we may face and the solutions for these challenges?

Having absolute clarity on the project, the project deliverables and the result you want can save a lot of time. It also gets you clear on the priorities and timelines, so you can block out the required amount of time to focus and concentrate.

5. Focus on Priorities

Not everything is a priority, although it can often feel, in the moment, that it is.

Whatever you’re working on, there is always the Most Urgent, Important or Most Valuable projects or tasks.

One tool you can use to maximize your productivity and focus on your biggest priorities is to use the Eisenhower Matrix. This strategic tool for taking action on the things that matter most is simple. You separate your actions based on four possibilities:

  1. Urgent and important (tasks you will do immediately).
  2. Important, but not urgent (tasks you will schedule to do later).
  3. Urgent, but not important (tasks you will delegate to someone else).
  4. Neither urgent nor important (tasks that you will eliminate).

James Clear has a great description on how to use the Eisenhower Matrix: How to be More Productive By Using the Eisenhower Box

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    The method I use with my coaching clients is to ask them to lay out their Top Five priorities for the day. Then to start with the most important priority first. At the end of the day, you review performance against these priorities.

    If you didn’t get everything accomplished, start the next day with your number one priority.

    If you are given additional task/projects during the day, then you will need to gauge their importance V the other priorities.

    6. Take Time Out

    To stay on top of a heavy workload, it’s important to take time out to rest and recuperate.

    If your energy levels are high and your mind and body is refreshed and alert, you are in more of a peak state to handle a heavy workload.

    Take time out of your day to go for a walk or get some exercise in. Leave early when possible and spend time with people who give you a lot of energy.

    In the background, it’s essential to get a good night’s sleep and eat healthily to sharpen the mind.

    Take a look at this article learn about The Importance of Scheduling Downtime.

    7. Maintain a Healthy Work-Life Balance

    Maintaining a healthy work-life balance can be tough. The balance we all crave is very different from one another.

    I’ve written before about 13 Work Life Balance Tips for a Happy and Productive Life. Working longer and harder doesn’t mean achieving more, especially if you have no time to spend with the people that matter most. The quality of who you are as a person, the relationships you have, the time you spend in work, deciding on what matters most is completely within your control.

    Work-life balance is about finding peace within yourself to be fully present, wherever you are, whether that be in the office or at home, right now. It’s about choosing what matters most and creating your own balanced life.

    If you feel there is not enough balance, then it may be time to make a change.

    8. Stop Multitasking

    Multi-tasking is a myth. Your brain simply can’t work effectively by doing more than one thing at a time—at least more than one thing that requires focused attention.

    So get your list of priorities (see earlier point), do the most important thing first, then move to the next item and work down your list.

    When you split your focus over a multitude of different areas, you can’t consistently deliver a high performance. You won’t be fully present on the one task or project at hand.

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    If you allocate blocked time and create firm boundaries for specific activities and commitments, you won’t feel so overwhelmed or overworked with everything you have to do.

    9. Work in Blocks of Time

    To keep your energy up to produce your best results it’s essential to take regular breaks.

    I use the 60-60-30 method myself and teach it to my coaching clients.

    Work on a project for a sustained period of 50 minutes.

    Then take a 10-minute break. This could be taking a walk, having a healthy snack or just having a conversation with someone.

    Then continue to work on the project for a further 50 minutes.

    Then take another 10-minute break.

    Then take a complete 30-minute break to unplug from the work. This could be time for a proper lunch, a quick bit of exercise, reading or having a walk.

    By simply taking some time out, your energy levels stay up, the quality of your work improves and you reduce the risk of becoming burned out.

    10. Get Rid of Distractions

    Make an estimation on how many times you are distracted during an average working day. Now take that number and multiply it by 25. According to Gloria Mark in her study on The Cost of Interrupted Work, it takes us an average of 23 minutes and 15 seconds to return to the original task after interruption.[1]

    “Our research has shown that attention distraction can lead to higher stress, a bad mood and lower productivity.”

    Distractions don’t just take up your time during the distraction, they can derail your mental progress and focus for almost 25 minutes. So, if you are distracted 5 times per day, you could be losing almost 2 hours every day of productive work and almost 10 hours every week.

    If you have an important project to work on, find a space where you won’t be distracted, or try doing this.

    11. Commit Focused Time to Smaller Tasks

    You know sometimes, you need to simply tackle these tasks and take action on them. But there’s always something more pressing.

    Small tasks can often get in the way of your most important projects. They sit there on your daily To Do list but are often forgotten about because of more important priorities or because they hold no interest for you. But they take up mental energy. They clutter your mind.

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    Commit to spending a specific period of time completing all the small tasks you have on your To Do list. It will give you peace of mind and the space to focus more on your bigger priorities.

    12. Take a Time Audit

    Do you know exactly where your time is going each day? Are you spending too long on certain projects and tasks to the detriment of bigger opportunities?

    Spend a bit of time to analyze where you are spending your time. This insight will amaze you and give you the clarity to start adjusting where you focus your time and on what projects.

    You can start by taking a piece of paper and creating three columns:

    Column A is Priority Work. Column B is Good Work. Column C is low value work or stuff.

    Each day, write down the project or task and the time spent on each. Allocate that time to one of the columns.

    At the end of the week, record the total time spent in each column.

    If you are spending far too much time on certain types of work, look to change things so your focused time is in Column B and C.

    13. Protect Your Confidence

    It is essential to protect our confidence to ensure we don’t get overwhelmed, stressed and lose belief.

    When you have confidence as a daily resource, you are in a better position to problem solve, learn quicker, respond to anything, adjust to anything, and achieve your biggest opportunities.

    Confidence gives you the ability to transform fear into focused and relaxed thinking, communication, and action. This is key to put your mind into a productive state.

    When confidence is high, you can clearly see the possibilities at hand and create strategies to take advantage of them, or to solve the challenges you face each day.

    Final Words

    A heavy workload can be tough to deal with and can cause stress, burnout and ongoing frustration.

    The key is to tackle it head on, rather than let it go on and compound the long-term effects. Hopefully, you can take action on at least one of these tips.

    If it gets too much, and negatively affects your physical and mental health, it may be time to talk to someone. Instead of dealing with it alone and staying unhappier, resentful and getting to a point where you simply can’t cope, you have to make a change for your own sanity.

    Featured photo credit: Hannah Wei via unsplash.com

    Reference

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