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Last Updated on January 29, 2019

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

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.

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 September 18, 2019

15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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Featured photo credit: Alesia Kazantceva via unsplash.com

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