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Published on October 23, 2019

How to Complete Any Task in the Most Time Efficient Manner

How to Complete Any Task in the Most Time Efficient Manner

It’s not just you: We’re all busier than we used to be.

Whether you’re a working mom, a college student, or a small business owner, managing your time can be challenging. Between classes, meetings, doctor appointments, and kids’ after-school events, how does anyone find time for exercise or, heaven forbid, fun?

We all get 24 hours in a day. So how do some people seem to breeze through their tasks while the rest of us flounder? They’ve learned how to be both time efficient and effective.

What Does it Mean to Be Time Efficient?

Merriam-Webster Dictionary defines “efficient” as, “Capable of producing desired results with little or no waste (as of time or material).”[1] But what does it mean to actually be efficient in how you spend your days?

To me, “efficiency” means negotiating each day’s circumstances while ensuring I have enough time for non-negotiables like sleep and self-care. This nuance is especially important for working professionals. Efficiency doesn’t always mean sitting down at a desk in the morning, whittling down a to-do list, and leaving the office by 5 p.m. Efficiency means doing your best despite internal and external factors, leaving ample time to take care of yourself.

I start my work days by writing down my deliverables. Inevitably, though, I get roped into an unexpected meeting or investor call. Yes, I could stay up all night doing the work to hit my deadlines — but if I did, I’d be too tired the next day to get anything done. That’s being effective, not being efficient (we’ll talk more about that later). To be efficient, I might divide the work with a colleague, or complete half the assignment and request an extension.

When you’re juggling work, parenthood, and a social life, you have to continuously optimize your days and hold yourself accountable. But of course, you still have to be effective as well.

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Effective vs. Efficient: What’s the Difference?

There’s a fine line between what it means to be effective and efficient. Let’s start with the dictionary definition: “Effective” means “producing a decided, decisive, or desired effect.”[2]

Put simply, being effective is about accomplishing a specific result; being efficient means accomplishing that result without wasting time or effort. In theory, you have to be efficient in order to be effective, but that’s not always the case.

Look at it this way: You have a task to complete that should take you an hour. But between distractions like the internet and office chatter, that task winds up taking you four hours. You accomplished your end goal, but you didn’t exactly do so efficiently.

If you think about it, we’re all “effective” in one way or another. If you have a job that keeps a roof over your head and food on your table, it means you’re effective enough at work to get a monthly paycheck. But your paycheck probably doesn’t reflect how much time you spend on social media each pay period.

The exception is entrepreneurs and freelancers. To make more money, people who own a business need to be not only effective, but efficient. So how do they do it?

6 Ways to Be Both Efficient and Effective

Effectiveness is a byproduct of efficiency. Although it’s safe to say that most entrepreneurs are efficient, it’s a skill that takes practice.

Even if you aren’t trying to run a profitable business, you can still benefit by operating the way successful business leaders do:

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1. Set Measurable Goals

Although every entrepreneur has his or her own method, productivity experts suggest setting SMART goals. Specific, Measurable, Attainable, Realistic, and Time-dependent goals promote both efficiency and effectiveness — not only can they be realistically achieved, but progress toward them can be quantitatively checked.[3]

Say you want to bring in $100,000 per quarter. You might set weekly milestones of $8,000, making the goal more manageable and giving you a cushion in case you fall short one week.

Setting goals helps you be efficient because it focuses your energies on what you want. That, in turn, improves your ability to achieve those goals. And if you’re a leader, you set the example for how your employees can get more done, too.

2. Communicate on Your Terms

Whether it’s meal-planning or product development, most projects take a team. But that doesn’t mean you have to refresh your email every five minutes for updates. Working professionals waste an average of 21 minutes per day simply over-checking their inboxes.[4] Over four work weeks, that’s nearly 7 hours a month you could claw back.

Entrepreneurs, in particular, need to be careful with email. Investor messages might merit a quick response, for example. Does it actually matter how quickly you read that employee-welcome email you were copied on, though? If an employee needs something immediately, ask that they call you or stop by your office in person. Dedicate one or two hours per week to combing through your full inbox to ensure you don’t miss something crucial.

3. Default to Trust

Even if you aren’t working with a team, you still depend on others. When my wife and I added a laundry room upstairs in our home, I had to trust that the contractors I’d hired to do their jobs. I had to trust my wife to answer all those “Where do you want it?” questions that inevitably came up. If I hadn’t defaulted to trust, I would’ve slowed the project down and perhaps even scrapped it completely.

Learn to trust others the same way you would your romantic partner. Be clear about your intentions. Make sure your actions match your words, and assume others’ do as well.

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Be sincere in how you communicate. Most importantly, accept that others are their own people. Not everyone works or communicates in the same way, and that’s okay. That doesn’t mean they’re failing you or attempting to undermine your efforts.

4. Take Regular Breaks

The more time you spend on a project, the faster you accomplish it, right? Not necessary.

Research suggests that the most productive workers actually take the most breaks. A study by the Draugiem Group showed that the ideal work rhythm is actually 52 minutes followed by a 17-minute break.[5] Although the study didn’t look at other types of work, it’s a fair bet that breaks promote efficiency across the board.

Set a timer to remind you once an hour to take a break. If shorter intervals are more appropriate for your task, try the Pomodoro Method. Work for 25 minutes, then do something else for the following five. Not only will you get more done, but you’ll be less stressed to boot.

5. Use Your Resources

Not long ago, I had to cut down some trees in my yard to protect my house. I could have pulled out the bow saw and spent the next hour slowly slicing my way through the trunk, but I didn’t. Why not? Because I had a chainsaw sitting in the garage. Once I fired it up, the tree work took about ten minutes.

Take the same approach at work. If you need to transfer information between multiple browser windows on your computer, you could constantly click back and forth between multiple tabs. Or you could hook up the spare monitor sitting in storage, which would help you work quicker and make fewer errors.

6. Know When to Say ‘No’

Small projects have a bad habit of ballooning into bigger ones. If all you set out to do is mow your yard, stick to that. Don’t tell yourself (or let anyone else tell you) that you also have to trim the bushes and pull weeds. Get done what you want, and move on. That’s being effective as well as efficient.

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What if it’s a work project? You may not be able to say “no” directly to your boss, but you can suggest alternatives. If you’re worried a task is a waste of time, throw out a different idea. If you truly don’t have time on your calendar, ask your him or her to help you prioritize your project list. Get it right, and your boss may thank you for saving company time.

Having a full understanding of time management is key to knowing when to say “no” and when something could make sense for a time investment.

Bottom Line

Planning is key. Whether you’re an entrepreneur like me or a stay-at-home dad, you’ve got a job to do. The work itself may differ, but the value of being efficient and effective does not. If you want to succeed — and have time for yourself to spare — think before you grind the day away.

Working wisely is better than working hard. Learning to trust others is more important than the outcome looking exactly like what you had in mind. Efficiency and effectiveness may differ definitionally, but both boil down to two things: having a plan and pivoting as needed.

More About Time Management

Featured photo credit: Alex Presa via unsplash.com

Reference

[1] Merriam-Webster dictionary: Efficient
[2] Merriam-Webster dictionary: Effective
[3] Calendar: How to Set Business Goals You’ll Actually Reach
[4] Harvard Business Review: How to Spend Way Less Time on Email Every Day
[5] Inc: For the Most Productive Workday, Science Says Make Sure to Do This

More by this author

John Hall

John Hall is the co-founder and president of Calendar, a leading scheduling and productivity app that will change how we manage and invest our time.

7 Ground Rules of Setting Goals (And Reaching Them) How to Master Your Management Skills and Build a Strong Team How to Complete Any Task in the Most Time Efficient Manner Deep Work: 9 Grounding Rules to Stay Focused How to Quit Social Media for a Happier and More Focused Life

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Last Updated on January 24, 2020

10 Good Habits To Have in Life To Be More Successful

10 Good Habits To Have in Life To Be More Successful

Habits are behaviors and patterns that you showcase by default. They enable you to carry out crucial activities like taking a shower, brushing your teeth, getting prepared for work.

Interestingly, you follow this routine every day without considering them. Your unconscious habits create room for your brain to perform more advanced activities like problem-solving and choosing what book to read.

Everyone has habits, and several of those habits are activated every day. I would classify them into three groups:

  • The first category includes the habits that you hardly notice as they have become a major part of your life- such as brushing teeth or wearing clothes.
  • The second category comprises good habits to have to be more successful-like eating healthily, exercising your body and reading books.
  • The last group consists of those habits that are harmful-like procrastinating, smoking or overeating.

Habits are fundamental to becoming successful in life — or probably ending up a failure. Yet, as significant as habits are, some lack the knowledge of their capabilities.

Habits are default activities that you engage in without giving an afterthought. They are automatic behavioral or mental activities. They help you carry out some actions without exerting too much energy. They simplify your life.

Several people aspire to break bad habits. For instance, some people diet to stop overeating. They exercise to reduce obesity. Habits can hinder or impact your performance and productivity.

That’s why I would share 10 good habits to have to be more successful in life.

1. Begin Your Day with Meditation

I recommend mindful meditation early in the morning. This practice helps you to be in the present moment. Consequently, it enables you to be mindful of challenging situations during the day.

Different stressors may trigger as you go through the day; meditation helps you to remain calm before taking on the challenges.

Personally, it helps me to devise strategies and think about ideas. Meditation is a good habit to have if you want to be connected to what’s significant in your life.

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2. Be Grateful for What You Have

Sometimes, you waste time thinking of what’s not enough. You become immersed in those daunting challenges. However, challenges justify the presence of hope. When you have life, you have expectations. You will be free from challenges when you are six feet under. The only strategy you have to stop focusing on your problems is to focus on what you have.

Gratitude is a time-tested pathway to success, health, and happiness. It redirects your focus to what you have from what you lack. Here’s what James Clear does every day,[1]

“I say one thing I’m grateful for each day when I sit down to eat dinner.”

3. Smile

Can you pause and smile before you continue reading this?

Now here is what just happened based on research conducted by the Association for Psychological Science; you set a pace for living a happier life when you smile. A genuine smile or what’s called a Duchenne smile is a good habit to have if you want to find spiritual, emotional and mental peace of mind.[2]

Smiling induces the release of molecules that function towards fighting stress. The physiological state of your body determines the state of your mind. When you slouch or frown, your mind takes cues relating to unhappiness and depression. But, once you adjust yourself by putting up a smile, you begin to feel a new level of excitement and vibrancy.

Can you smile again?

4. Start Your Day with a Healthy Breakfast

Starting your day with a healthy breakfast is a good habit to have and forms a crucial part of your life. Nevertheless, about 31 million Americans skip their breakfast each day.[3]

If you are fed up hearing that breakfast is a crucial component of your day, you are only fighting the truth. If you want to become more successful, you need to ‘break your fast’ with healthy foods every morning.

This habit is not difficult to form if you usually rush out the door every single morning. You can wake up earlier to fix yourself a meal so you don’t break down during the day.

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Get inspired by these 20 Healthy Breakfast Choices That Will Save You Time.

5. Exercise Daily

One of the good habits to have is to exercise your body and muscles every day. You don’t have to run a marathon or lift a weight. You only need to engage in less strenuous activities that oxygenate your blood and inject endorphins in your body.

Jack Dorsey, the CEO of Twitter, classified exercise as a good habit to maximize his already jam-packed schedule.[4] He said,

‘I wake up by 5, meditate for 30 minutes, seven-minute workout times three, make coffee, and check-in.’

He said on Product Hunt that he follows this routine every day as it gives him a steady-state that empowers him to be more productive.

6. Manage Your Time as You Manage Your Finance

Another good habit is the act of managing your time effectively. This goes a long way to impact your achievement.

Time management is what separates the successful from the rest of the world as we all possess the same amount of time. How you leverage time determines your potential to succeed in life.

So how do you manage your time effectively?

Here’s Jack Dorsey’s recommendation in one of the Techonomy events;

“I accomplish effective time management by theming my days and practicing self-discipline. These themes help me handle distractions and interactions. If a request or task does not align with the theme for that day, I don’t do it. This sets a cadence for everyone in the company to deliver and evaluate their progress”.

And this is Dorsey’s weekly theme:[5]

  • Monday – Management
  • Tuesdays – Product
  • Wednesday – Marketing and growth
  • Thursdays – Developers and partnerships
  • Fridays – Culture and recruiting
  • Saturdays – Taking off
  • Sundays – Reflection, feedback, strategy, and preparing for Monday

No wonder he was able to run two companies when others were struggling with one job.

7. Set Daily Goals with Intentions

Everyone has goals. It may relate to business or personal life. The truth is, we’re all tending towards a particular direction or another. Nevertheless, while long-term goals can offer you direction, it’s your daily goals that you establish that help you develop short-term goals that are essential for your success.

Long-term goals may not give you the motivation you need to keep on. But when you implement your short-term milestones daily, you become fired up, and you can overcome the challenges that come with taking on bigger tasks.

Here’s the main truth:Successful people don’t set goals without establishing their intentions. According to Jennifer Cohen of Forbes,[6]

“What helps you to achieve your desired expectation is ensuring intentions accompany your daily goals.”

Be intentional about your daily goals!

8. Seek Inspiration

It is usually difficult to be inspired for a considerable length of time. Sometimes, you become discouraged and feel like giving up on your goals when things are not working out as intended.

A practical approach to stay on top of the situation is to inspire yourself each day. When you wake up in the morning after meditation, watch some motivational videos, and let the story of great leaders inspire you.

Establish what Anthony Robbins called the ‘hour of power.’ Determine how many minutes you spend but make it count. Inspiration is the fuel for achievement because when you can conceive it in your mind, you can accomplish it.

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Michal Solowow, an investor and the founder of Mitex, a construction company puts it this way,[7]

“The problems I encounter in everyday life motivates me to find solutions. This is a self-propelling mechanism. becoming a billionaire was never a motivating factor.”

9. Save Steadily, Invest with All Prudence

I can exhaust the good habits to have without talking about saving and investing. Most times, you overlook the significance of saving for the future when you are living in your present moment. According to CNBC, a $1000 emergency will propel several Americans into debt.[8]

However, it is not enough to save, and you must invest your fund and be wise with it. If you pay attention to this now, you will set yourself for a life of success in the future. Ensure you save at least six months in your emergency account so you can be prepared for any future emergency.

10. Budget and Track Your Spendings

Benjamin Franklin warned of taking the precaution of little expenses. He said,

“A small leak sinks a great ship.”

It is easy to discard little expenses, but the truth is they always add up. This happens when you fail to budget.

Budgeting is a good habit to have, which can impact your financial life significantly. The money you spend on extravagant lifestyles can be saved and invested in your future.

The Bottom Line

Endeavor to cultivate these good habits to have to become more successful as you journey through life. The quicker you cultivate them, the faster you achieve your goals.

More About Habits

Featured photo credit: Andrijana Bozic via unsplash.com

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Reference

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