Advertising
Advertising

Productivity Tip: How Not to Overspend Your Time On a Task

Productivity Tip: How Not to Overspend Your Time On a Task
Overspending Time

    Have you ever felt that you spend way too much time on something? You started reading a book, but eventually realized that the time you spend on it far exceeds the value you get. Or maybe you worked on a project, but after completing it you realized that the project could actually be finished much sooner.

    Why do such things happen? While there might be external factors that contribute to the situation, I believe that there is one main cause: we waste our time on unnecessary stuff. We spend our time on things which do not contribute to the final results, and that eventually causes us to overspend our time. Obviously, the cure is:

    Do no more than what is necessary

    Advertising

    It is easier said than done though. Here are some tips to help you do that:

    1. Set a clear expected output

    An important reason why we overspend our time on something is not knowing precisely what the final result we expect is. If we don’t even know what we want, how can we decide whether or not something is necessary? As a result, we do things which will later be found as unnecessary. So the important first step is to set a clear expected output. It should be specific so that you can know for sure whether or not you have achieved it.

    2. Write down the expected output in a prominent place

    Advertising

    Google Desktop

      Having a clear expected output is good, but it’s often not enough. The problem is we may forget it once we dive into work. So we need to somehow remind ourselves about it.

      One way to do so is by writing the expected output in a prominent place you can easily see. For example, if you are working on computer and use Google Desktop, you can write it in Scratch Pad (see screenshot). Since Scratch Pad is always visible, you can easily reread the expected output of what you are doing.

      3. Realign yourself with the expected output every now and then

      Advertising

      While you are busy working on something, it’s easy to get off track. So you need to regularly realign yourself with the expected output. To do so, whenever you are about to do a subtask you should ask: “Do I really need to do this to get the job done? Can I just skip it or do it in a different – more efficient – way?” These questions help you evaluate the way you work and get yourself back on track.

      If asking these questions before doing a subtask is difficult, you can alternatively ask them at a regular interval. For example, if you usually do 50 minutes of work followed by 10 minutes of break time, you can then ask these questions whenever you enter the break time.

      4. Set a deadline and work with inverted pyramid structure

      Advertising

      Setting a deadline is another way to help you do only what is necessary. By setting a deadline, you are forced to prioritize the things you are doing. The best way to work within a deadline is using inverted pyramid structure: do the subtasks from the most important down to the least important. This way, if the time is up you can still deliver the best possible output.

      Working in this way is actually similar to the way newspaper articles are written. By placing the most important facts first and the least important ones later, a newspaper editor can easily trim an article to fit into the available space. Similarly, by using the inverted pyramid structure you can easily trim your work when you hit the deadline.

      5. Stop when you already get the expected output

      It may seem obvious, but when we already get the output and still have some time left, we may be tempted to spend more time to polish it. At the end, it may introduce some unnecessary stuff into your otherwise productive day.

      Donald Latumahina is an avid learner who blogs regularly about personal growth and effectiveness. Read his articles on 26 Tips to Stay Calm When Situation Goes Bad, and How to Develop Your Ideas Exponentially.

      More by this author

      How to Enjoy What You Are Doing No Matter What 4 Reasons Why Curiosity is Important and How to Develop It How to Be a Friend of Yourself Determine Never to Be Idle: A Simple Productivity Strategy 6 Lessons on Making Smooth Transitions in Life

      Trending in Featured

      1 How to Get out of a Rut: 12 Useful Ways to Get Unstuck 2 15 Ways to Cultivate Lifelong Learning for a Sharper Brain 3 How to Get Promoted When You Feel Stuck in Your Current Position 4 Building Relationships: 11 Rules for Self-Promotion 5 7 Steps For Making a New Year’s Resolution and Keeping It

      Read Next

      Advertising
      Advertising
      Advertising

      Last Updated on March 13, 2019

      How to Get out of a Rut: 12 Useful Ways to Get Unstuck

      How to Get out of a Rut: 12 Useful Ways to Get Unstuck

      Have you gotten into a rut before? Or are you in a rut right now?

      You know you’re in a rut when you run out of ideas and inspiration. I personally see a rut as a productivity vacuum. It might very well be a reason why you aren’t getting results. Even as you spend more time on your work, you can’t seem to get anything constructive done. While I’m normally productive, I get into occasional ruts (especially when I’ve been working back-to-back without rest). During those times, I can spend an entire day in front of the computer and get nothing done. It can be quite frustrating.

      Over time, I have tried and found several methods that are helpful to pull me out of a rut. If you experience ruts too, whether as a working professional, a writer, a blogger, a student or other work, you will find these useful. Here are 12 of my personal tips to get out of ruts:

      1. Work on the small tasks.

      When you are in a rut, tackle it by starting small. Clear away your smaller tasks which have been piling up. Reply to your emails, organize your documents, declutter your work space, and reply to private messages.

      Whenever I finish doing that, I generate a positive momentum which I bring forward to my work.

      2. Take a break from your work desk.

      Get yourself away from your desk and go take a walk. Go to the washroom, walk around the office, go out and get a snack.

      Your mind is too bogged down and needs some airing. Sometimes I get new ideas right after I walk away from my computer.

      Advertising

      3. Upgrade yourself

      Take the down time to upgrade yourself. Go to a seminar. Read up on new materials (#7). Pick up a new language. Or any of the 42 ways here to improve yourself.

      The modern computer uses different typefaces because Steve Jobs dropped in on a calligraphy class back in college. How’s that for inspiration?

      4. Talk to a friend.

      Talk to someone and get your mind off work for a while.

      Talk about anything, from casual chatting to a deep conversation about something you really care about. You will be surprised at how the short encounter can be rejuvenating in its own way.

      5. Forget about trying to be perfect.

      If you are in a rut, the last thing you want to do is step on your own toes with perfectionist tendencies.

      Just start small. Do what you can, at your own pace. Let yourself make mistakes.

      Soon, a little trickle of inspiration will come. And then it’ll build up with more trickles. Before you know it, you have a whole stream of ideas.

      Advertising

      6. Paint a vision to work towards.

      If you are continuously getting in a rut with your work, maybe there’s no vision inspiring you to move forward.

      Think about why you are doing this, and what you are doing it for. What is the end vision in mind?

      Make it as vivid as possible. Make sure it’s a vision that inspires you and use that to trigger you to action.

      7. Read a book (or blog).

      The things we read are like food to our brain. If you are out of ideas, it’s time to feed your brain with great materials.

      Here’s a list of 40 books you can start off with. Stock your browser with only the feeds of high quality blogs, such as Lifehack.org, DumbLittleMan, Seth Godin’s Blog, Tim Ferris’ Blog, Zen Habits or The Personal Excellence Blog.

      Check out the best selling books; those are generally packed with great wisdom.

      8. Have a quick nap.

      If you are at home, take a quick nap for about 20-30 minutes. This clears up your mind and gives you a quick boost. Nothing quite like starting off on a fresh start after catching up on sleep.

      Advertising

      9. Remember why you are doing this.

      Sometimes we lose sight of why we do what we do, and after a while we become jaded. A quick refresher on why you even started on this project will help.

      What were you thinking when you thought of doing this? Retrace your thoughts back to that moment. Recall why you are doing this. Then reconnect with your muse.

      10. Find some competition.

      Nothing quite like healthy competition to spur us forward. If you are out of ideas, then check up on what people are doing in your space.

      Colleagues at work, competitors in the industry, competitors’ products and websites, networking conventions.. you get the drill.

      11. Go exercise.

      Since you are not making headway at work, might as well spend the time shaping yourself up.

      Sometimes we work so much that we neglect our health and fitness. Go jog, swim, cycle, whichever exercise you prefer.

      As you improve your physical health, your mental health will improve, too. The different facets of ourselves are all interlinked.

      Advertising

      Here’re 15 Tips to Restart the Exercise Habit (and How to Keep It).

      12. Take a good break.

      Ruts are usually signs that you have been working too long and too hard. It’s time to get a break.

      Beyond the quick tips above, arrange for a 1-day or 2-days of break from your work. Don’t check your (work) emails or do anything work-related. Relax and do your favorite activities. You will return to your work recharged and ready to start.

      Contrary to popular belief, the world will not end from taking a break from your work. In fact, you will be much more ready to make an impact after proper rest. My best ideas and inspiration always hit me whenever I’m away from my work.

      Take a look at this to learn the importance of rest: The Importance of Scheduling Downtime

      More Resources About Getting out of a Rut

      Featured photo credit: Joshua Earle via unsplash.com

      Read Next