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Last Updated on December 1, 2020

What Is Delegation and How Does It Enhance Team Management?

What Is Delegation and How Does It Enhance Team Management?

The ability to delegate is one of the hallmarks of a successful leader. Delegation is one of the best management tools for increasing employee morale, job satisfaction, trust between team members and manager, and the company’s bottom line. It also helps with time management.

While effective delegation techniques are rarely taught, the good news is that delegation is a skill like any other that can be acquired.

What is Delegation?

Delegation can be defined as “the act of empowering to act for another.”[1] With this bestowed power, a person, usually a subordinate, is able to carry out specific activities (normally given by a manager or supervisor). Delegation is a management tool designed to increase the efficiency of an organization.[2] It allows for the goals of the organization to be broken down into tasks and assigned to the team member best suited for the duty. With that said, most entrepreneurs and managers are notoriously bad at delegating. But why?

As stated earlier, most organizations don’t teach their managers how to delegate. However, there are a number of other reasons why managers are hesitant to delegate, including:

They Believe No One Can Do the Job as Well as They Can

Managers need to delegate because their responsibility is to oversee employees. They can’t and shouldn’t do all the work themselves. A leader’s job is to guide, motivate, and oversee their team members in order to reach a goal.

They Think It Takes Too Much Time to Train Someone

Part of guiding and motivating team members includes training. Yes, it will take extra time to train an employee on a new task, but you need to think of it as an investment. Imagine it takes an extra hour a day to train someone to do a task, and that training lasts a week. That’s five extra hours spent doing the task. However, after the first five days of the employee doing the task, you will have freed up five hours per week to devote to other issues.

There Is a Lack of Trust in Employees’ Motivation

Another part of a manager’s job is to develop their employees’ abilities in order to identify future leaders, as well as discover their strengths and weaknesses. Without delegation, you’ll never know the level of motivation your employees have.

They Want to Make Themselves Indispensable

If you’re worried about making yourself indispensable, you shouldn’t be. You are indispensable. Good managers and leaders are notoriously difficult to come by, and so are naturally indispensable to organizations. If you’re in a leadership position and worried about your job, learn how to be a better leader.

They Enjoy Doing the Work Themselves

While a lot of people do enjoy doing the work themselves, they like the creative process or just the idea that they can control the outcome and take credit for it. That’s not a manager’s job.

You need to be willing to give up control, accept that other people have different (and sometimes better) ways of doing things, and accept your role as facilitator or overseer.

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They Feel Bad About Giving More Work to an Overloaded Staff

Feeling that your staff is overloaded or overworked is pretty common for a manager. So, giving team members more to do can feel like you’re just dumping more work on them. However, when done right (more on that later), delegation can increase their motivation and job satisfaction.

Now that we’ve answered the question of what is delegation, let’s move on to the second part of the question:

How Does Delegation Enhance Team Management?

Effective delegation is one of the most important managerial skills you can have. The benefits of proper delegation go deeper than the increased productivity. This effects can be seen in:

Greater Trust Between Manager and Employee

When you give an employee the authority and autonomy to do a task, it is implied that you are trusting them to get it done. It also says that you think that they are competent enough to handle the task. This show of trust and confidence builds a bond between supervisor and subordinate.

Increase in Job Satisfaction

Delegating tasks or assignments to your team members allows them to take ownership and pride in their work. No one wants to be thought of as a cog in the machine, doing a job that anyone could do. Giving them the responsibility and authority to get the job done will go a long way towards helping them take pride in their work.

Increased Motivation

By delegating tasks to the appropriate employees, they get to take ownership of the result. This is their chance to shine. Everyone wants praise from the boss, and knowing that the result they come up with will be evaluated as a reflection of themselves is great motivation.

More Time for Other Important Activities

Just like a ship captain, leaders assess the conditions, plot the course, and steer the vessel. They may jump in when there’s a man down, but their main job is to worry about the big picture. Let your crew worry about paddling, and you just make sure they are going in the right direction.

In this way, you can free up time to participate in more important activities.

Developing New Skills in Your Team Members

Part of any manager’s job is to help your employees learn and grow. As employees perfect and add to their skill sets, they become more valuable to the company and the industry as a whole. This is part of their career development. It also makes your team much more flexible.

Great Evaluation Tool

As a manager, part of your job is to identify top performers and those worthy of promotion. You should also be thinking about who should replace you when you get promoted. By delegating responsibilities to your employees, you are in a great position to see who takes the bull by the horns and who only does the bare minimum.

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Taken together, the positive effects of delegation can have a synergistic effect on the efficiency, productivity and profitability of an organization.

How to Delegate Properly

We’ve talked about what delegation is and its benefits, but how can you be an effective delegator and reap the benefits we discussed? Here are some effective delegation techniques to help you get started.

1. Start From the Result and Move Backwards

When delegating a new responsibility to an employee, start by explaining what the outcome should look like. For example: “I’m going to put you in charge of X, and the purpose of X is to have ABC converted to DEF within two weeks and for under $100.” This is a way to set the goal without telling them how they must achieve it.

2. Give Your Employees Autonomy

This can be hard for managers, but you should try to step back and recognize that there are many different ways to solve a problem. By letting them figure out their own way of doing it, they will learn, and there will often be a better outcome.

3. Give Them the Authority to Do What You Ask

This is very important! Delegating responsibility for a task without giving them the authority needed to complete it is really just dumping more work on an employee. Instead of increasing motivation and job satisfaction, you’ll be creating resentment and anger.

4. Match Their Personality and Skill Set

Don’t give an introvert the task of running a meeting. Likewise, don’t put the extrovert in charge of accounting. You should have a good idea of who your employees are and what skills they possess. Delegate the right task to the right person.

5. Make Sure They Have the Right Resources

Make sure that the people you delegate to have enough time, money, training, supplies, work space and help from others to get the job done. If they don’t, then failure is not on them, it’s on you.

6. Supervise, Don’t Micromanage

The best way to do this is to establish a timeline with regular check-ins. This allows the employee autonomy while still being held accountable for the project moving forward. It also allows the employee to ask questions and receive input at regularly scheduled intervals.

7. Create a Motivating Environment

The most successful delegators are the ones that know when to be a cheerleader or coach and when to step in or step back. They are also there to celebrate the successes.

8. Be Tolerant of Mistakes

You’ll never have innovation without risk-taking, and you can’t have risk-taking without mistakes. Be tolerant and use mistakes as a learning tool, not as something to be afraid of.

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So far, we’ve dealt with the what, why and how of delegation, but how do we decide what tasks should be delegated?

Knowing What Should and Shouldn’t Be Delegated

There are a few different thoughts on this subject, one view is that, at a certain point, everything that can be delegated should be; with rare exception.

What Should Be Delegated

Conduct an audit using the six T’s to determine what tasks make the most sense to offload. [3]

1. Tiny

These are tasks that are so small that they seem inconsequential to tackle, but they add up. They are never important or urgent, and even if they only take a few minutes, they end up taking you out of the flow of more strategic work. For example, registering for a conference or event, adding it to your calendar, and booking the hotel and flight — on their own each of these things may not take much time, but taken together, they all add up.

2. Tedious

Tasks that are relatively simple probably are not the best use of your time. Very straightforward tasks can (and should) be handled by anyone but you.

For example, manually inputting a 100-item list into a spreadsheet and color-coding it or updating the KPIs in your presentation deck are all simple tasks that can be handed off.

3. Time-Consuming

These are tasks that, although they may be important and even somewhat complex, are time-consuming and do not require you to do the initial 80% of research. You can easily step in when the task is 80% complete and give approval, oversight, and/or direction on the next steps.

4. Teachable

These tasks, although appearing complicated at first, can be translated into a system and passed along, with you still providing quality checks and final approval.

For example, teaching one of your direct reports how to draft the presentation deck for the monthly all-hands meeting, and even how to be the one to deliver those updates to the team, can be a good way to free up time for yourself.

5. Terrible At

Tasks that fall into an area where you feel unequipped should generally be passed on to someone with strengths in that area. For example, if you aren’t sure how to organize the visual design of those PowerPoint slides for the team meeting, someone on your team will likely be able to step in.

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6. Time-Sensitive

These are tasks that are time-sensitive but compete with other priorities. There isn’t enough time to do them all at once, so you delegate an important and time-sensitive task that can be done in parallel to your other project-based deadlines.

For example, leaving your iPad on the plane after a flight and working to recover it before it goes completely missing into the airport lost and found abyss by calling customer service daily can take a lot of time and can be delegated to a subordinate.

What Shouldn’t Be Delegated

In contrast to the above, there are some tasks that should never be delegated and should always remain as the manager’s responsibility. Some of these include:

Company Vision and Mission Statements

These play an important role in the reputation of the company and should be taken as seriously as possible. Therefore, the responsibility for creating these should always lie with a manager or other company leader.

Hiring Decisions

Too many managers rely on outside agencies for their hiring decisions. While skill sets are important, evaluating how an employee will fit into the corporate culture is equally important, and this is best done face-to-face.

“Onboarding” Employees

It’s important for managers to take an active role in making new employees feel welcome. They should always be available and accessible to new employees.

Discipline

Passing off disciplinary duties to an administrative assistant or HR is often a sign of poor managerial skills. Managers can generally gain more respect from employees by handling this themselves.

Performance Reviews

Having employees do their own reviews and just signing off on them is a disservice to everyone involved. Managers should be personally involved in this process in order to get the most out of it.

Conclusion

At first glance, delegation can seem like more trouble than it’s worth. However, when done properly, the scope, breadth, and quality of work produced more than make up for any inconvenience.

You’ll be amazed at what happens when you arrange the workload so that you can focus only on the tasks with the highest priorities while others are working on meaningful and challenging assignments.

By implementing the practices we’ve talked about here, you’ll be able to delegate the right projects to the right people in the right way, and that is a recipe for success.

More Tips About Delegating Tasks

Featured photo credit: CoWomen via unsplash.com

Reference

[1] Merriam-Webster Dictionary: Delegation
[2] Harvard Business Review: When Empowering Employees Works , and When It Doesn’t
[3] Harvard Business Review: How to Decide Which Tasks to Delegate

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David Carpenter

Lifelong entrepreneur and business owner helping others to realize the American Dream of business ownership

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Last Updated on February 17, 2021

50 Ways to Increase Productivity and Achieve More in Less Time

50 Ways to Increase Productivity and Achieve More in Less Time

If you feel like you don’t have enough time to do everything you want to do, maybe it’s time to check-in with your time management skills.

No one is born to be very good at time management, so that’s okay if you think you’re bad in it. But everyone can learn to boost their productivity and achieve more!

Here are 50 ways to increase productivity and add hours to your day.

1. Set a Timer

Estimate the time you need to tackle different tasks and set a timer for each of your tasks. How you go about this is up to you as there are many different ways. There is the Pomodoro technique where you focus on a task for 25 minutes followed by a five minute break afterwards.

In the event that you have a task that will take much longer than that, you can consider one of the many timer-based apps. One that comes to mind is Clockify. It’s used for freelancers and entrepreneurs alike, however it’s a good way to be setting yourself a timer. It provides reports and you can serve as a project manager of sorts too. Best of all, it’s free.

2. Eliminate All Distractions

Distractions include the phone, email notifications and having multiple web browsers open on the desktop. Just as it’s important to be organized offline, it’s key to have things organized online as well. This free guide End Distractions And Find Your Focus is a good tool to help you. With this guide, you’ll learn how to get rid of distractions and boost productivity. Grab your free guide here.

You can also learn more on how to get rid of all distractions in this guide: How to Focus and Maximize Your Productivity (the Definitive Guide)

3. Listen to Music That Boosts Productivity

Distractions should be avoided, but sometimes a bit of music in the background can help you focus.

Of course, it doesn’t need to be heavy rock music, but a bit of Beethoven may do you some good.

Here’s a complete guide to help you pick the right music for better productivity: How To Maximize Your Productivity With Music: A Complete Guide

4. Find Meaning in What You Do (And Love What You Do)

Enjoying what you do is the ultimate way to increase your productivity.

If you aren’t sure what you love doing yet, don’t worry. Leo Babauta has some unique ways to help you: How to Find Your Passion

5. Prioritize your tasks ahead of time.

By listing your tasks in order of importance, you can make sure that you finish all of your most important tasks during the day.

Learn a unique technique to Prioritize Right in 10 Minutes and Work 10X Faster.

6. Batch Similar Tasks into a Single Batch.

Tasks like blog writing, phone calls, email and errands can be grouped into a single batch. You will save time by completing similar tasks in one session. One way to help you with organizing all of those things is through the app Todoist. It’s an easy and simple way for you to plan out your day, set reminders, and group all of your most important tasks in a convenient spot.

7. Complete Your Most Dreaded Tasks First Thing in the Morning.

Whichever activity you are dreading the most is probably the one you need to complete first thing in the morning.

Many people tend to check emails in the morning because after checking a list of emails, they feel fulfilled. But that’s just an illusion of having achieved more.

Doing simple tasks like checking emails first in the morning is bad for you. Instead, do the difficult tasks because you have more energy in the morning to tackle them!

8. Reward Yourself for Finishing a Big Task

To stay motivated for whatever you do, reward yourself every now and then.

Keep track of your small wins and milestones and celebrate them. So whenever you struggle about your progress, you see how far you’ve come!

Find out more about this 2-Step Approach to Self-Motivation: Track Small Wins and Reward Yourself.

9. Don’t Multitask

Research has shown that multitasking is not productive. If you think you can multitask, think again.

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For optimum productivity, focus on one thing at a time.

10. Step Away from the Computer

The Internet has become one of the number one distraction. To increase your productivity, try to do as much of your work offline as possible.

I do this a lot when I try to brainstom new ideas and have found it to be very beneficial to simply unplug.

11. Use Focus Tools

Make good use of apps and technology to help you remove distractions.

Here’re 18 Best Time Management Apps and Tools to help you stay focused. This way, you’re not distracted by the web, e-mail, or IM.

Also, join the free Fast-Track Class – Overcoming Distraction, and you’ll learn the one simple method to work even when you’re surrounded by distractions. Join the free session now!

12. Just Start

Often times, starting is the hardest part. People tend to wait for the perfect time with perfect condition to start. But there’s no perfect condition.

Once you get going, you will quickly get into a rhythm that could last for hours.

13. Find out Your Productive Hours

Everyone has a certain time of the day in which they are more productive than others. For me, it’s the morning.

Find out when your prime time is for productivity and optimize your work schedule accordingly.

14. Keep a Notebook and Pen on Hand at All Times

This way, you can write down your thoughts, to-dos and ideas at any time. The key is to get everything out of your head and onto paper. Your subconscious mind won’t be reminding you about it every other second. Another consideration is getting the app Evernote. Not only does this save you on ink and paper, Evernote is a convenient place for you to jot down notes and thoughts and then share them with the team. In certain circumstances, this can prove useful if you’re the type of person that has a lot of ideas that you want to share.

15. Write a Blog to Chronicle Your Own Personal Development and Achievements

The blog keeps you accountable and always working towards self improvement and personal growth.

When you write down all the small achievements you’ve been having, you’re also more motivated to move forward.

And you know what, this is how I started Lifehack too! What also helped me in starting Lifehack is WordPress, which allows people to set up a website for free. WordPress has simplified a lot of the process of building a site to the point that virtually anyone can build a website now.

16. Write out a To-Do-List Each Day

I like to plan my day the night before. This way, I can get started on my most important tasks as soon as I wake up. The Full Life Planner is a nice tool to help you organize your days and get things that matter done. Check out the planner here and start to plan your day ahead easily!

Make sure you don’t make any of these common to-do-list mistakes!

17. Write Your Most Important Tasks and To-Dos on a Calendar.

The key to good time management is knowing where to be and what to be doing there at any given time. Effective calendar management goes hand in hand with good task list management.

Learn here How to Use a Calendar to Create Time and Space.

18. Reflect on Your Productivity Constantly

As you go throughout your day, repeatedly ask yourself:

“Am I currently making the best possible use of my time?”

This one simple question can be an excellent boost to your productivity.

19. Get up Early Before Anyone Else

I know it could be difficult for some to wake up early in the morning but nothing beats a quiet house!

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Here’s How to Start Your Day at 5:00 AM and some Simple Things Early Risers Do to make waking up early easier.

20. Get Plenty of Sleep

When you work online, sleep can become a long lost memory. However, it’s important to get plenty of sleep so that your working hours can be as productive as possible.

Try out this night routine which I highly recommend for productivity: The Ultimate Night Routine Guide: Sleep Better and Wake Up Productive

21. Exercise

Research has shown that midday exercise boosts productivity and morale in the workplace.

Take a short walk at lunch or do some simple stretches during your break to maximize your productivity.

Here I have some exercises recommendations for you:

22. Outsource as Much as Possible

If you want to achieve more in less time, learn to delegate or outsource work. Here are just a few of the companies that will help you outsource your everyday tasks:

Also, read this guide to learn how to delegate effectively: How to Delegate Work (the Definitive Guide for Successful Leaders)

23. Set Some Exciting Goals

Without worthy goals, you will never be motivated to get things done.

Set goals that are challenging and achievable. The best goal setting framework is a SMART goal. That said, there are other tools that can help you out as well. For example, The Dreamers’ Guide To Reaching Your Goal is a great guide to help you set and reach goals effectively. Grab your free guide and learn how to make your goals happen this year!

24. Tell Other People About Your Goals

When you tell others about your goals, you will instantly be held accountable.

25. Listen to Podcasts

Listen to educational podcasts or audio books while you’re driving to work, cleaning the house, exercising, or cooking dinner.

Audio learning has the power to add hours to your day. Not to mention, your cranium is sure to thank you for it.

Some recommendations for you: 11 Podcasts To Inspire Yourself

26. Read David Allen’s best-selling book Getting Things Done

This is one of the most important productivity books you will ever read. Read it, apply the tips in your daily lives and get more things done.

Here’re more great books about productivity too: 35 Books on Productivity and Organizational Skills for an Effective Life

27. Learn to Speed Read

When you can read faster, you will read and learn more! Check out these 10 Ways to Increase Your Reading Speed.

You can also make use of the app OutRead to help speed up your reading speed!

28. Learn to Skip When You Read

When you’re reading a book, just read the parts that you need and skip the rest. But you have to read with a purpose.

Learn how to make it work here: How to Read 10X Faster and Retain More

29. Focus on Result-Oriented Activities

Pareto’s law (also known as the 80 20 rule) states that 80% of the outputs result from 20% of the inputs. This means that 20% of our actions result in 80% of the results.

We must find the 20% that is creating the 80% of our desired outcomes and focus solely on those activities.

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30. Take a Break

You can’t always be working at optimum productivity. Instead, you should shoot for working in short bursts at your most productive times.

31. Start a Polyphasic Sleep Schedule

What is polyphasic sleep?

Polyphasic sleep is a sleep pattern specification intended to compress sleep time to 2-5 hours daily.[1] This is achieved by spreading out sleep into short (around 20-45 minute) naps throughout the day. This allows for more waking hours with relatively high alertness.

While you can learn more about it here, you’re recommended to take some naps during the day to recharge your energy too.

32. Learn to Say “No”.

We can’t do everything and therefore we must learn when to say no in order to save our sanity.

Learn the Gentle Art of Saying No from Leo Babauta.

33. Go on an Information Diet

Most of the world lives on information overload. We must eliminate mindless Internet surfing.

Stop reading three different newspapers a day and checking your RSS feeds multiple times a day. Otherwise, you’ll never get anything done.

The key is to limit yourself only to information that you can immediately take action on. Here’re some simple tips you can try: 10 Simple Productivity Tricks To Manage Overloaded Information

34. Organize Your Office

The piles of paper around your desk can be a huge barrier on your productivity. Optimize your time by organizing your office, setting up a system and dumping the junk.

Check out these 21 Tips to Organize Your Office and Get More Done and 20 Easy Home Office Organization Ideas to Boost Your Productivity.

35. Find a Mentor

By modeling after those who have already achieved success, you will save yourself a lot of time and energy.

A good mentor is hard to find, so here’s a guide to help you: What to Look for in a Mentor

36. Learn Keyboard Shortcuts

With technology’s help, you can double your work efficiency. Even better, you learn all the shortcuts when using technology, for example keyboard shortcuts.

When you use keyboard shortcut, you gain 64 hours every year!

Not sure what shortcuts to lear? Check out these 22 Tricks That Can Make Anyone A Keyboard Ninja.

Besides learning the shortcuts, you can also create keyboard shortcuts with AutoHotKey.

37. Improve Your Typing Speed to Save Time

Do you know you can save 21 days per year just by typing fast?

You don’t really need to take some serious courses to type faster, try these typing games online:

38. Work from Home and Avoid the Daily Commute

If your job is a flexible one, consider working from home. This saves you the commute time and you’ll find yourself more energetic throughout the day as you have saved the long ride.

Take a look at these tips to help you stay productive while working from home:

How to Work from Home and Stay Ultra-Productive

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39. Get Rid of Time Wasters

Common time wasters include Instant Messenger, video games, Flickr, checking your stats 10 times a day, television and extraneous Internet surfing.

Don’t rely on your willpower, make use of some of these useful tools to help you stay focus: 10 Online Apps for Better Focus

40. Plan Your Meals in Advance

Plan out all of your meals a week ahead and make your grocery list accordingly. This allows you to focus on the necessary – saving you time and money. You can also save yourself even more time through a wide variety of apps. One app that I find helpful is Mealime. It’s an app that provides you with a wide selection of recipes and also a convenient spot for your grocery list as well.

Considering the fact that over 4 million users have this app, it goes to show that there is a good selection of meal plans that you can follow and that the app is friendly to use.

41. Cook Your Meals in Bulk

When you cook your meals in bulk, you will have plenty of leftovers. This can avoid having to cook everyday.

Find out more about how to make cooking in bulk works: Once a Month Cooking: Productivity Hack or Overrated Time Suck?

42. Protect Yourself from Unnecessary Phone Time with Caller ID

The minutes you spend on picking up unnecessary phone calls are time wasted. You can prevent that from happening.

Check out this detailed guide how you can deal with those unnecessary phone calls: How To Lose the Useless Items that Weigh Down Your Day – Cellphone Calls

43. Take Shorter Showers

This one may sound silly but it’s actually something I struggle with. I spend up to 30 minutes in the shower. Think of the time I could save simply by speeding up a bit.

44. Save the Trips to Bank by Taking Direct Deposit

Many employers now offer direct deposit. If yours does, then be sure and take advantage of it and save yourself from a number of trips to the bank.

45. Auto Pay Your Bills

How many times have you been worried about whether you missed the bills deadline?

Auto paying your bills will save you time and eliminate late fees and increased interest rates.

46. Shop Online

Whenever possible, avoid going to the store. When you shop online, you can be more focus about what you’re getting.

47. Speed up your Internet With a Broadband Connection

Many people are aware of the slow speed of internet but aren’t doing anything about it. In fact, this is the number one Internet time-saver!

If you must use dial-up, then you can use accelerators like Propel and SlipStream to double or even triple your speed.

48. Keep up the Speed of Your Computer

If you’re a Windows user, use Windows hibernation feature to avoid the slowdown of exiting and restarting Windows.

Or maybe, consider switching to Mac as there’re plenty of Advantages You Probably Don’t Know About Switching To Mac From PC.

49. Turn off the TV

The average American watches more than 4 hours of television every day. Over a 65-year life, that’s 9 years glued to the tube.

For better health and productivity, turn off the TV. Here’re 11 more reasons to tell you to stop watching TV so often.

Turn off the TV and you are sure to get more out of life.

50. Use a Tivo or DVR

This can help you cut an hour-long television show down to just 40 minutes. You can save time while not missing the fun.

So, here’s the ultimate list of techniques you should learn to boost productivity. Pick the techniques that work for you and make them your daily habits. As time goes, you’ll find yourself being a lot more productive.

More Time Management Tips

Featured photo credit: Pexels via pexels.com

Reference

[1] Medical News Today: What is biphasic and polyphasic sleep?

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