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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.

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 How to Kill Endless Meetings and Stay Productive How to Create an Action Plan and Achieve Your Personal Goals

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Last Updated on November 5, 2019

5 Learning Management Systems (LMS) for Effective Learning

5 Learning Management Systems (LMS) for Effective Learning

Businesses rely on talent to generate and sell value. Without skilled people to create its products, manage its operations and execute its strategies, a business would inevitably fizzle out of the game and leave better-staffed competitors to take the field.

This is the reason why ambitious companies go great lengths to attract top talent,[1] shelling out millions of dollars in the process and bending traditional work policies just to bring highly skilled but demanding candidates into the fold.

Clearly, the contours of business are changing. But so are the demographics of work.

Millennials have become the dominant generation in the job market in terms of population, and some have already transitioned into leadership roles. Most millennials consider opportunity to learn and grow more important than overall compensation.[2]

Companies also today expect employees to come equipped with razor sharp business acumen.[3] Unfortunately, there is an alarming discrepancy between the actual skills businesses need and those currently possessed by job candidates.

To stay in the game, employers need to continually upgrade their training and skills development strategies to cover the entire employee lifecycle.

What are Learning Management Systems (LMS)?

Learning management systems are software-based solutions for authoring, presenting, consuming, storing, and tracking educational content and training materials. These systems aim to centralize all instructional content (e.g., lessons, training modules, instructional videos, presentation slides, worksheets, online quizzes, ebooks, takeaway notes, etc.) in one place.

LMS enable instructors to design and deliver learning experiences to students, with the added capability of evaluating the effectiveness of the instructional materials and grading the learning progress of students.

On the other side of the equation, learners use LMS to develop skills and acquire new knowledge virtually anytime and anywhere via the different channels and content formats made possible by digital technology.

Over the years, a wide range of features and technologies have been integrated into learning management systems to help enhance the experience of training designers, instructors, and learners. These include cloud and mobile technology, artificial intelligence, responsive design, scheduling, gamification, data analytics, and interoperability with other applications.

5 Best All-Purpose Learning Management Systems

There are dozens of LMS vendors catering to the general market or to specific segments such as K-12 learning, higher education, and corporate training.

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With so many options available, selecting the right LMS solution for your needs can be complicated and costly, especially when you end up adopting a platform that doesn’t exactly match your goals or requirements.

Short of conducting a comprehensive audit of your needs and finalizing a learning roadmap, the safest bet would be to adopt full-featured but affordable LMS solutions.

Based on user reviews, here are the 5 best LMS to help people gain knowledge, build skills, and achieve mastery:

1. Canvas Network

Launched by Instructure as an open source software in 2011, Canvas is an end-to-end cloud-based service originally engineered for the education sector.

Widely adopted for K-12 and Higher Ed learning, Canvas can be repurposed for anything that involves an instructor, a subject matter, and a student.

Used around the world by people of all ages and organizations of all types, Canvas arguably has the largest learning and support community in its class. It works on desktop computers, tablets and mobile phones.

To get a glimpse of the platform’s fresh interfaces, you can visit the Canvas Network, a learning community that provides educational and instructional materials created by colleges, universities, corporate businesses, independent course developers, and other knowledge-sharing entities around the world.

Hosting hundreds of interesting topics from data science to horticulture, the learning network also serves as evidence to the scope, capabilities, and popularity of the Canvas LMS platform.

Canvas is hosted on Amazon Web Services (AWS) infrastructure, which enhances the platform’s reliability, speed, scalability, and overall online performance.

Additionally, platform adopters enjoy a low-risk environment since cloud-based solutions require no hard stops for version updates, upgrades, or system migrations.

The Canvas website does not show a price matrix but says the service adopts a simple formula for computing fees: a one-time implementation fee and an annual subscription fee based on total number of users. It also promises free basic services for teachers who want to use the platform.

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In addition to Canvas, Instructure also offers Bridge (an LMS designed for corporate environments), Arc (a video platform for online learning), and Gauge (an assessment management system).

Check out this video if you want to learn more about Canvas Network:

2. Google Classroom

This free service from Google aims to improve the teaching and learning process using cloud technology, web apps, workflow simplification, and seamless communication between students and instructors.

Using Classroom, educators can easily create and schedule classes, distribute assignments, send feedback, and grade quizzes all in one place. By streamlining processes, Classroom helps teachers save time and organize classes more effectively. Both students and teachers can also work using any device anytime and anywhere.

Classroom works perfectly with other Google tools, having been launched initially as part of Google’s G Suite for Education. This LMS solution taps Google Drive for content storage and distribution, as well as Google Docs, Sheets, and Slides for the creation and sharing of instructional materials. Meanwhile it integrates Google Calendar for scheduling and Gmail for communication.

With G Suite, other communication channels such as chat messaging, video conferencing, and a dedicated website are enabled.

Easy to set up and manage, Google Classroom is free to use. One of my very first courses was actually hosted on Google Classroom.

Going beyond the classroom environment, Google offers G Suite Enterprise for Education for large institutions. This suite provides enhanced search and analytics capabilities as well as advanced tools for enterprise communications.

3. Moodle (Modular Object-Oriented Dynamic Learning Environment)

If budget and capability equally top your list of LMS adoption criteria, then Moodle might just fit the bill. Which is to say there’s none (i.e., bill).

Moodle is a free and open-source learning solution for distance education, workplace training, flipped classrooms, and other pedagogical environments.

It is also a full-featured LMS supported by a robust community and a thriving developer ecosystem. Not surprisingly, Moodle is used in more than 15 million courses by more than 130 million users in 230+ countries.

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Among other things, Moodle enables administrators and educators to create a dynamic and dedicated website to host organic, easily accessible, and highly customizable courses that can be experienced on desktops and mobile devices anytime and anywhere.

Moodle provides a personalized and intuitive dashboard as well as a host of collaboration tools for content designers, teachers, and learners. A universal calendar, an efficient file management system, an automatic notification system, multimedia integration, and a progress tracking tool all come with the package.

Check out this video if you want to learn more about Moodle:

4. Absorb

This platform recently bagged PC Magazine’s Editors’ Choice Award for Best LMS.

Co-designed and built by former course authors, Absorb takes learning experience to the next level. This turnkey LMS solution is responsive, full-featured, and highly customizable for maximum impact.

Course developers can orchestrate a wide range of experiences depending on audience or learning situation. In addition to surveys, polls, and e-commerce integration, Absorb supports formal online learning and certifications standards such as AICC, SCORM, and Tin Can.

The user interface can also be modified to match the learner’s location, group, or department, allowing for a different look and feel for customers, channel partners, management trainees, and newly hired employees.

Absorb supports all personal computing devices from desktops to mobile phones. There are also native or hybrid apps for iOS and Android.

The only possible drawback to the platform’s powerful feature set is its pricing. The service reportedly implements a flat, one-time setup fee depending on your business and training requirements. According to the site, any plan comes with a dedicated success team for your account.

Although small companies are welcome to try, midsize to enterprise-scale organizations are probably the best segment to readily adopt this LMS solution.

Take a look at some examples of Absorb in this video:

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5. Watershed Collaborative

Created by a group of educators, this nonprofit rethinks the priorities of an LMS, asserting that too many systems miss the most essential elements of what makes learning stick. They promise a better user experience – emphasizing Learning before Management and System.

Watershed aims to support an inquiry-based learning experience through an integrated mix of online and in-person learning strategies and interactions designed expressly for teams – including collaboration, reflection, and dialogue.

While Watershed was founded initially to serve the K-12 education market, the company has since expanded its scope to cater to all types of teachers and learners with its video-rich, state-of-the-art platform.

If you’re a mission-driven educator, content creator, institution, or business, this LMS may be the one for you.

Watershed specializes in assisting you with the instructional design of courses and provides content production services to ensure top-quality video assets with lasting value. Their LMS makes it easy for course creators to continuously update and tailor content to support small and large groups, while ensuring the technology and instructional strategy supports communities of learners.

Pricing varies based on products and services, but revenues support the nonprofit’s ability to make its platform and courses available at little or no cost for high-need educators and educational settings.

Honorable Mentions

There are dozens of LMS vendors in this growing market and the brands included in foregoing list are by no means the only viable options for companies or learning institutions looking to upgrade their learning infrastructure.

Many other excellent services are worth checking out. These include:

  1. Docebo is an LMS designed for hyper-engaging students, employees, customers, and other learners. The system helps organizations identify and resolve competency gaps with strategic learning interventions.
  2. Cornerstone OnDemand is a talent, training, and performance management solution offered as an SaaS (Software-as-a-Service). This service enables learners to create personalized playlists of instructional content.
  3. Lessonly is an LMS solution that makes it easier to recall and reinforce whatever skills or knowledge you have learned through quizzes, coaching, and constant practice.
  4. Skillsoft is an online training and corporate learning platform developed by a two-decade old and billion-dollar company with the same name.
  5. D2L BrightSpace is a learning management system that has all the basics for delivering excellent, rich-media experiences for classroom or workplace training.

Conclusion

There are many ways to learn but some are more effective and meaningful than others. Whether you are a teacher looking to enhance classroom learning or an HR manager creating a long-term talent development plan for employees, the key to impactful learning is to understand and bridge the needs of learners, the goals of your institution, and the actual capabilities of the learning tools you are considering.

Note that using multiple LMS platforms is possible although not recommended. On the other hand, adopting other learning solutions beyond LMS (such as podcasts, mentoring, and onsite in-person workshops) may significantly improve learning outcomes. Always go for products and plugins that seamlessly integrate into your core LMS tool.

Featured photo credit: Unsplash via unsplash.com

Reference

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