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15 Ways You Are Wasting Time During the Day (And How to Stop)

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15 Ways You Are Wasting Time During the Day (And How to Stop)

Do you ever feel like you just don’t have enough time? Are you always rushing from one responsibility to the next with no time for yourself? Do you just have the feeling that you are wasting time?

You’re not alone.

According to a Gallup poll, 61 percent of working Americans claim they don’t have enough time to do what they want.[1]

On top of that, 68 percent of people feel they aren’t getting enough rest (with significant crossover between these populations likely). [2]

But is this really a result of being overloaded with responsibilities? Or is it simply a product of poor time management?

In this article, we’ll examine all the ways that you’re wasting time, and how to stop doing so… starting right now.

Compensate for Wasted Time

Chances are, you gravitated to the first possibility—after all, being busy has become a kind of status symbol in the United States.

But if there’s even a chance that you’re wasting time without realizing it, you could be saddling yourself with far more hours’ worth of responsibilities than necessary on a daily basis.

Accordingly, you owe it to yourself—and the people around you—to take notice of the time-wasting habits you didn’t even know you had and start applying solutions to correct them.

You might be an effective time manager, but that doesn’t mean you’re perfect. Chances are good that at least some of these tricks can help you stop wasting time:

1. Track Your Bad Email Habits

You’re probably wasting time on email without realizing it, whether it’s taking too much time to draft your messages, allowing your email threads to spiral to unmanageable proportions, or allowing unproductive contacts to interfere with your day.

We spend 6.3 hours a day checking email, so it’s almost certain that a large chunk of wasted time is happening in your inbox. [3] The only way to tell for sure is to use an analytics app such as EmailAnalytics to analyze your email habits and pinpoint where you’re wasting the most time.

Once you recognize your problem areas, come up with a plan for how to address it. For example, you might resolve to start fewer conversation threads, or set a 10-minute limit for yourself when drafting a new email.

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2. Just Say No

It’s hard to say “no” to anything, whether it’s a new assignment from a boss, or a social gathering from one of your best friends. Unfortunately, each “yes” you give is a new segment of time you’ll have to spend doing something that may or may not be beneficial for you in the long run.

Saying “no” could free up hours of your time with each instance, and as long as you’re polite and respectful, there likely won’t be any consequences. As an added bonus, saying no can empower you to make fewer accommodations, and possibly command more respect from your boss and teammates.

3. Make Faster Decisions

You spend more time in a state of indecision than you realize. You might have an internal debate over whether to start that project now, at 4 pm, or just wait to start it tomorrow morning.

You might not take action on a task because you know there’s a possibility you’ll delegate it in the future.

In any case, every minute you spend thinking about your decision is a potential minute wasted—assuming there’s no new information to consider. Aim to make faster decisions, and you’ll cut this time waste out of your life immediately.

4. Set Limits and Stick to Them

How often do you check your social media feeds throughout the day, or find yourself wandering to that mobile game you downloaded?

Chances are, you waste more time on these intentionally time-sucking apps than you know. Fortunately, there are ways to set time limits for yourself so you can reduce this time to a fixed, reasonable figure.

If you use an iOS device, you can use Apple’s Guided Access to restrict the accessibility of other apps on your phone, or if you’re on Android, you can use an app like AppDetox to set careful limits for specific apps you know to waste your time.

5. Take Plenty of Breaks

In the middle of your workday, it’s natural to think that spending just one more hour on work, rather than taking a lunch break, will result in higher productivity—but that’s not necessarily the case.

Working too long without a break will make it harder for you to focus on work, which means a task that ordinarily takes 30 minutes might take 45 minutes or even longer.

Research suggests the ideal work-break ratio is working for 52 minutes, then breaking for 17—but this is going to vary based on the type of work you’re doing and, of course, your individual preferences.

The bottom line is that you need to take more breaks throughout the day if you want to make the most of your working hours; otherwise, you’ll waste energy.

6. Flip Complaints Into Action

Everybody complains from time to time, whether it’s a cathartic venting session or a bid to gain social support for a common problem.

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Unfortunately, complaining is a poor way to spend your time; complaints generally won’t make you feel better, and won’t do anything to change the situation that frustrated you in the first place. Instead of complaining, create an action item.

For example, if you’re angry that you’re stuck in traffic, make a mental note to leave for work earlier tomorrow. If the deli gets your order wrong, opt to try a different deli next time. If your app isn’t working, switch to a different task temporarily.

7. Disable Distracting Notifications

Distractions may seem like they only waste a few seconds of your time, but research shows it takes more than 23 minutes to fully recover your focus after getting distracted. [4]

Notifications from things like email and instant message platforms, regardless of their intended purpose, will almost certainly pull you away from whatever task you’re focusing on.

Consider turning them off; you might be offline for a few hours, but you’ll get so much more done. Depending on your workplace culture, you may need to send a proactive heads-up to let people know when and for how long you’re going offline.

8. Maximize Your Commute

Unless you’re working from home, you’re spending time commuting every morning.

With the average commute in the United States being roughly 25 minutes each way, that probably means you’re wasting around 5 hours a week just in necessary travel. Since there’s no way to get rid of that time, your best option here is to maximize that time.

Taking public transportation could free up your hands and attention so you could focus on work on your way in (and save you money at the same time).

Riding your bike to work could save you a trip to the gym later. And if you’re stuck driving, you can take hands-free conference calls or catch up on audiobooks to make the most of every minute.

9. Skip Meetings

Meetings are prime opportunities for time waste because they include so many people, are often poorly organized, and take up a significant portion of your day.

The average worker spends a third of their time in meetings, and that time is often spent unproductively. If you spend 9 hours a day working, that equates to 3 hours a day in meetings, or 15 hours per week.

Imagine if you cut the number of meetings you attended in half, or if you reduced your hour-long meetings to 30-minute meetings—you’d instantly save 7.5 hours every week.

Turn your meetings into email updates to keep information flowing.

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10. Cut Your Losses

Human beings are subject to the sunk cost fallacy; it’s a cognitive bias that makes us reluctant to cut our losses on projects and battles that we’re already heavily invested in.

For example, let’s say you’ve spent 10 hours working on a new advertising strategy, but it’s not seeing above-average returns.

Logically, you’d be better off switching to a new strategy, but because you’ve already invested so much time into it, you might be tempted to spend even more in an effort to recoup your losses.

Learning how to cut those losses and get out early can save you countless hours—and thousands of dollars.

11. Delegate Tasks to Others

Many modern professionals are reluctant to delegate, under the pretense that training someone to do the task would take longer than doing the task yourself.

This may be true, but it’s a short-term strategy; training someone to do a frequently recurring task is an investment that will spare you from ever having to do that task again.

You may take a time loss in training today, but you’ll avoid time losses indefinitely in the future. Don’t be afraid to delegate your low-priority tasks if it means getting more time to spend on what you do best.

12. Do One Thing at a Time

Multi-tasking is demonstrably proven to harm your performance in each task you try to coordinate; in other words, doing one task at a time ends up being a more effective option.

It may seem like managing two separate windows at the same time is the most productive thing to do, but it’s putting undue stress on your brain and is probably decreasing the quality of your work in both areas.

Instead, focus on just one task at a time; you’ll make fewer mistakes, and will probably end up finishing both tasks faster anyway.

13. Declutter Your Space

Whether you manage a physical workspace or all your important files are digitally stored, organization matters.

If it takes you an extra 5 minutes every time you need to track down a piece of information, you won’t be able to get much done throughout the day.

Taking an hour to systematically reorganize your workspace will save you far more than an hour of time in the long run. And, if you’re still working with paper filing systems, consider switching to a cloud-based program; it’s hard to beat the efficiency of a digitally assisted search.

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14. Lower the Bar

The common advice is to “shoot for the moon,” aiming for high objectives to motivate yourself to perform better.

But constantly struggling to achieve these high goals could be counterproductive.

Not only will you spend time on tasks that aren’t optimized for your own abilities, you could end up damaging your own morale when you don’t achieve them; after all, the real secret to happiness is setting modest expectations, both for yourself and the people around you.

Setting lower, more achievable goals will help you use your time more effectively, and allow you to set more realistic timelines.

15. Mind Your Phrasing

When you claim that you’re “busy,” you probably aren’t thinking about all the tiny responsibilities that make up your day, or all the optional tasks you elect to take on (either unwittingly or out of habit).

Changing your phrasing can help draw your attention to these micro-time wasters. Instead of saying “I’m too busy” for a given task or opportunity, say, “that’s not a priority for me right now.”

It’s a subtle psychological trick that will help you realize where your own priorities lie, and draw attention to the daily habits and routines that are taking up more time than you notice.

Are you really too busy?

You’re the one setting your schedule.

Reclaim Your Time

Many of these strategies require you to change a habit, or make new ones, which isn’t easy no matter how committed you are to solving your time-waste problem.

Fortunately, improving your awareness of these problems is half the battle, and any steps you take to improve those problems are going to have a measurable effect on both your productivity, and your work-life balance.

If you’re having trouble getting started, start with just one of the tips above and try to optimize your working style to improve it over the course of the next week.

There’s no shame in a gradual approach, and it might ultimately be better for helping you retain positive habits. So stop wasting time today; you’ll be much better off.

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Featured photo credit: Pexels.com via pexels.com

Reference

[1] Gallup: Americans Perceived Time Crunch No Worse Than in Past
[2] Mental Floss: 68% of People Don’t Get Enough Rest
[3] Huffington Post: U.S. Workers Spend 6.3 Hours a Day Checking Email
[4] Inc.: It Takes 23 Minutes to Recover from a Distraction

More by this author

Anna Johansson

Anna specializes in entrepreneurship, technology, and social media trends.

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Last Updated on October 7, 2021

Are You Addicted to Productivity?

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Are You Addicted to Productivity?

“It’s great to be productive. It really is. But sometimes, we chase productivity so much that it makes us, well, unproductive. It’s easy to read a lot about how to be more productive, but don’t forget that you have to make that time up.”

Matt Cutts wrote that back in 2013,[1]

“Today, search for ‘productivity’ and Google will come back with about 663,000,000 results. If you decide to go down this rabbit hole, you’ll be bombarded by a seemingly endless amount of content. I’m talking about books, blogs, videos, apps, podcasts, scientific studies, and subreddits all dedicated to productivity.”

Like so many other people, I’ve also fallen into this trap. For years I’ve been on the lookout for trends and hacks that will help me work faster and more efficiently — and also trends that help me help others to be faster. I’ve experimented with various strategies and tools . And, while some of these strategies and solutions have been extremely useful — without parsing out what you need quickly — it’s counterproductive.

Sometimes you end up spending more time focusing on how to be productive instead of actually being productive.

“The most productive people I know don’t read these books, they don’t watch these videos, they don’t try a new app every month,” James Bedell wrote in a Medium post.[2] “They are far too busy getting things done to read about Getting Things Done.”

This is my mantra:

I proudly say, “I am addicted to productivity — I want to be addicted to productivity — productivity is my life and my mission — and I also want to find the best way to lead others through productivity to their best selves.

But most of the time productivity means putting your head down and working until the job’s done.” –John Rampton

Addiction to Productivity is Real

Dr. Sandra Chapman, director of the University of Texas at Dallas Center for BrainHealth points out that the brain can get addicted to productivity just as it can to more common sources of addiction, such as drugs, gambling, eating, and shopping.

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“A person might crave the recognition their work gives them or the salary increases they get,” Chapman told the BBC.[3] “The problem is that just like all addictions, over time, a person needs more and more to be satisfied, and then it starts to work against you. Withdrawal symptoms include increased anxiety, depression, and fear.”

Despite the harmful consequences, addiction is considered by some experts as a brain disease that affects the brain’s reward system and ends in compulsive behavior. Regardless, society tends to reward productivity — or at least to treat it positively. As a result, this makes the problem even worse.

“It’s seen like a good thing: the more you work, the better,” adds Chapman. “Many people don’t realize the harm it causes until a divorce occurs and a family is broken apart, or the toll it takes on mental health.”

Because of the occasional negative issues with productivity, it’s no surprise that it is considered a “mixed-blessing addiction.”

“A workaholic might be earning a lot of money, just as an exercise addict is very fit,” explains Dr. Mark Griffiths, distinguished professor of behavioral addiction at Nottingham Trent University. “But the thing about any addiction is that in the long run, the detrimental effects outweigh any short-term benefits.”

“There may be an initial period where the individual who is developing a work addiction is more productive than someone who isn’t addicted to work, but it will get to a point when they are no longer productive, and their health and relationships are affected,” Griffiths writes in Psychology Today.[4] “It could be after one year or more, but if the individual doesn’t do anything about it, they could end up having serious health consequences.”

“For instance, I speculated that the consequences of work addiction may be reclassified as something else: If someone ends up dying of a work-related heart attack, it isn’t necessarily seen as having anything to do with an addiction per se – it might be attributed to something like burnout,” he adds.

There Are Three “Distinct Extreme Productivity Types

Cyril Peupion, a Sydney-based productivity expert, has observed extreme productivity among clients at both large and medium-sized companies. “Most people who come to me are high performers and very successful. But often, the word they use to describe their work style is ‘unsustainable,’ and they need help getting it back on track.”

By changing their work habits, Peupion assists teams and individuals improve their performance and ensure that their efforts are aligned with the overarching strategy of the business, rather than focusing on work as a means to an end. He has distinguished three types of extreme productivity in his classification: efficiency obsessive, selfishly productive, and quantity-obsessed.

Efficiency obsessive. “Their desks are super tidy and their pens are probably color-coded. They are the master of ‘inbox zero.’ But they have lost sight of the big picture, and don’t know the difference between efficiency and effectiveness.”

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Selfishly productive. “They are so focused on their own world that if they are asked to do something outside of it, they aren’t interested. They do have the big picture in mind, but the picture is too much about them.”

Quantity-obsessed. “They think; ‘The more emails I respond to, the more meetings I attend, the more tasks I do, the higher my performance.’ As a result, they face a real risk of burnout.”

Peupion believes that “quantity obsessed” individuals are the most common type “because there is a pervasive belief that ‘more’ means ‘better’ at work.”

The Warning Signs of Productivity Addiction

Here are a few questions you should ask yourself if you think you may be succumbing to productivity addiction. After all, most of us aren’t aware of this until it’s too late.

  • Can you tell when you’re “wasting” time? If so, have you ever felt guilty about it?
  • Does technology play a big part in optimizing your time management?
  • Do you talk about how busy you are most of the time? In your opinion, is hustling better than doing less?
  • What is your relationship with your email inbox? Are you constantly checking it or experience phantom notifications?
  • When you only check one item off your list, do you feel guilty?
  • Does stress from work interfere with your sleep?
  • Have you been putting things off, like a vacation or side project, because you’re “too swamped?

The first step toward turning around your productivity obsession is to recognize it. If you answered “yes” to any of the above questions, then it’s time to make a plan to overcome your addiction to productivity.

Overcoming Your Productivity Addiction

Thankfully, there are ways to curb your productivity addiction. And, here are 9 such ways to achieve that goal.

1. Set Limits

Just because you’re hooked on productivity doesn’t mean you have to completely abstain from it. Instead, you need to establish boundaries.

For example, there are a lot of amazing productivity podcasts out there. But, that doesn’t mean you have to listen to them all in the course of a day. Instead, you could listen to one or two podcasts, like The Productivity Podcast or Before Breakfast, during your commute. And, that would be your only time of the day to get your productivity fix.

2. Create a Not-to-Do List

Essentially, the idea of a not-to-do list is to eliminate the need to practice self-discipline. Getting rid of low-value tasks and bad habits will allow you to focus on what you really want to do as opposed to weighing the pros and cons or declining time requests. More importantly, this prevents you from feeling guilty about not crossing everything off an unrealistic to-do list.

3. Be Vulnerable

By this, I mean admitting where you could improve. For example, if you’re new to remote work and are struggling with thi s, you would only focus on topics in this area. Suggestions would be how to create a workspace at home, not getting distracted when the kids aren’t in school, or improving remote communication and collaboration with others.

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4. Understand Why You Procrastinate

Often, we procrastinate to minimize negative emotions like boredom or stress. Other times it could be because it’s a learned trait, underestimating how long it takes you to complete something or having a bias towards a task.

Regardless of the exact reason, we end up doing busy work, scrolling social media, or just watching one more episode of our favorite TV series. And, even though we know that it’s not for the best, we do things that make us feel better than the work we should do to restore our mood.[5]

There are a lot of ways to overcome procrastination. But, the first step is to be aware of it so that you can take action. For example, if you’re dreading a difficult task, don’t just watch Netflix. Instead, procrastinate more efficiently,y like returning a phone call or working on a client pitch.

5. Don’t Be a Copycat

Let’s keep this short and sweet. When you find a productivity app or technique that works for you, stick with it.

That’s not to say that you can’t make adjustments along the way or try new tools or hacks. However, the main takeaway should be that just because someone swears by the Pomodoro Technique doesn’t mean it’s a good fit for you.

6. Say Yes to Less

Across the board, your philosophy should be less is more.

That means only download the apps you actually use and want to keep (after you try them out) and uninstall the ones you don’t use. For example, are you currently reading a book on productivity? Don’t buy your next book until you’ve finished the one you’re currently reading (or permit yourself to toss a book that isn’t doing you any good). — and if you really want to finish a book more quickly, listen to the book on your way to work and back.

Already have plans this weekend? Don’t commit to a birthday party. And, if you’re day is booked, decline that last-minute meeting request.

7. Stop Focusing on What’s Next

“In the age when purchasing a thing from overseas is just one click and talking to another person is one swipe right, acquiring new objects or experiences can be addictive like anything else,” writes Patrick Banks for Lifehack .

“That doesn’t need to be you,” he adds. “You can stop your addition to ‘the next thing’ starting today.” After all, “there will always be this next thing if you don’t make a conscious decision to get your life back together and be the one in charge.”

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  • Think about your current lifestyle and the person you’re at this stage to help you identify what you aren’t satisfied with.
  • By setting clear goals for yourself in the future, you will be able to overcome your addiction.
  • Establish realistic goals.
  • To combat addiction, you must be aware of what is going on around you, as well as inside your head, at any given time.
  • Don’t spend time with people who have unhealthy behaviors.
  • Hold yourself accountable.
  • Keep a journal and write out what you want to overcome.
  • Appreciate no longer being addicted to what’s next.

8. Simplify

Each day, pick one priority task. That’s it. As long as you concentrate on one task at a time, you will be less likely to get distracted or overwhelmed by an endless list of tasks. A simple mantra to live by is: work smarter, not harder.

The same is also accurate with productivity hacks and tools. Bullet journaling is a great example. Unfortunately, for many, a bullet journal is way more time-consuming and overwhelming than a traditional planner.

9. Learn How to Relax

“Sure, we need to produce sometimes, especially if we have to pay the bills, but, banning obsession with productivity is unhealthy,” writes Leo Babauta. “When you can’t get yourself to be productive, relax.” Don’t worry about being hyper-efficient. And, don’t beat yourself up about having fun.

“But what if you can’t motivate yourself … ever?” he asks. “Sure, that can be a problem. But if you relax and enjoy yourself, you’ll be happier.”

“And if you work when you get excited, on things you’re excited about, and create amazing things, that’s motivation,” Leo states. “Not forcing yourself to work when you don’t want to, on things you don’t want to work on — motivation is doing things you love when you get excited.”

But, how exactly can you relax? Here are some tips from Leo;

  • Spend 5 minutes walking outside and breathe in the fresh air.
  • Give yourself more time to accomplish things. Less rushing means less stress.
  • If you can, get outside after work to enjoy nature.
  • Play like a child. Even better? Play with your kids. And, have fun at work — maybe give gamification a try .
  • Take the day off, rest, and do something non-work-related.
  • Allow yourself an hour of time off. Try not to be productive during that time. Just relax.
  • You should work with someone who is exciting. Make your project exciting.
  • Don’t work in the evenings. Seriously.
  • Visit a massage therapist.
  • Just breathe.

“Step by step, learn to relax,” he suggests. “Learn that productivity isn’t everything.” For that statement, sorry Leo, I say productivity isn’t everything — it’s the only thing.” However, if you can’t cut loose, relax, do fun things, and do the living part of your life — you’ll crack in a big way — you really will.

It’s great to create and push forward — just remember it doesn’t mean that every minute must be spent working or obsessing over productivity issues. Instead, invest your time in meaningful, high-impact work, get into it, focus, put in big time and then relax.

Are You Addicted to Productivity? was originally published on Calendar by John Rampton.

Featured photo credit: Christina @ wocintechchat.com via unsplash.com

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Reference

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