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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

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    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

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    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

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      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

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      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

      Donald Latumahina

      Donald Latumahina is the founder of Life Optimizer, a self-improvement blog to help people reach their full potential.

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      Last Updated on September 18, 2020

      7 Simple Rules to Live by to Get in Shape in Two Weeks

      7 Simple Rules to Live by to Get in Shape in Two Weeks

      Learning how to get in shape and set goals is important if you’re looking to live a healthier lifestyle and get closer to your goal weight. While this does require changes to your daily routine, you’ll find that you are able to look and feel better in only two weeks.

      Over the years, I’ve learned a lot about what it takes to get in shape. Although anyone can cover the basics (eat right and exercise), there are some things that I could only learn through trial and error. Let’s cover some of the most important points for how to get in shape in two weeks.

      1. Exercise Daily

      It is far easier to make exercise a habit if it is a daily one. If you aren’t exercising at all, I recommend starting by exercising a half hour every day. When you only exercise a couple times per week, it is much easier to turn one day off into three days off, a week off, or a month off.

      If you are already used to exercising, switching to three or four times a week to fit your schedule may be preferable, but it is a lot harder to maintain a workout program you don’t do every day.

      Be careful to not repeat the same exercise routine each day. If you do an intense ab workout one day, try switching it up to general cardio the next. You can also squeeze in a day of light walking to break up the intensity.

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      If you’re a morning person, check out these morning exercises that will start your day off right.

      2. Duration Doesn’t Substitute for Intensity

      Once you get into the habit of regular exercise, where do you go if you still aren’t reaching your goals? Most people will solve the problem by exercising for longer periods of time, turning forty-minute workouts into two hour stretches. Not only does this drain your time, but it doesn’t work particularly well.

      One study shows that “exercising for a whole hour instead of a half does not provide any additional loss in either body weight or fat”[1].

      This is great news for both your schedule and your levels of motivation. You’ll likely find it much easier to exercise for 30 minutes a day instead of an hour. In those 30 minutes, do your best to up the intensity to your appropriate edge to get the most out of the time.

      3. Acknowledge Your Limits

      Many people get frustrated when they plateau in their weight loss or muscle gaining goals as they’re learning how to get in shape. Everyone has an equilibrium and genetic set point where their body wants to remain. This doesn’t mean that you can’t achieve your fitness goals, but don’t be too hard on yourself if you are struggling to lose weight or put on muscle.

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      Acknowledging a set point doesn’t mean giving up, but it does mean realizing the obstacles you face.

      Expect to hit a plateau in your own fitness results[2]. When you expect a plateau, you can manage around it so you can continue your progress at a more realistic rate. When expectations meet reality, you can avoid dietary crashes.

      4. Eat Healthy, Not Just Food That Looks Healthy

      Know what you eat. Don’t fuss over minutia like whether you’re getting enough Omega 3’s or tryptophan, but be aware of the big things. Look at the foods you eat regularly and figure out whether they are healthy or not. Don’t get fooled by the deceptively healthy snacks just pretending to be good for you.

      The basic nutritional advice includes:

      • Eat unprocessed foods
      • Eat more veggies
      • Use meat as a side dish, not a main course
      • Eat whole grains, not refined grains[3]

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      Eat whole grains when you want to learn how to get in shape.

        5. Watch Out for Travel

        Don’t let a four-day holiday interfere with your attempts when you’re learning how to get in shape. I don’t mean that you need to follow your diet and exercise plan without any excursion, but when you are in the first few weeks, still forming habits, be careful that a week long break doesn’t terminate your progress.

        This is also true of schedule changes that leave you suddenly busy or make it difficult to exercise. Have a backup plan so you can be consistent, at least for the first month when you are forming habits.

        If travel is on your schedule and can’t be avoided, make an exercise plan before you go[4], and make sure to pack exercise clothes and an exercise mat as motivation to keep you on track.

        6. Start Slow

        Ever start an exercise plan by running ten miles and then puking your guts out? Maybe you aren’t that extreme, but burnout is common early on when learning how to get in shape. You have a lifetime to be healthy, so don’t try to go from couch potato to athletic superstar in a week.

        If you are starting a running regime, for example, run less than you can to start. Starting strength training? Work with less weight than you could theoretically lift. Increasing intensity and pushing yourself can come later when your body becomes comfortable with regular exercise.

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        7. Be Careful When Choosing a Workout Partner

        Should you have a workout partner? That depends. Workout partners can help you stay motivated and make exercising more fun. But they can also stop you from reaching your goals.

        My suggestion would be to have a workout partner, but when you start to plateau (either in physical ability, weight loss/gain, or overall health) and you haven’t reached your goals, consider mixing things up a bit.

        If you plateau, you may need to make changes to continue improving. In this case it’s important to talk to your workout partner about the changes you want to make, and if they don’t seem motivated to continue, offer a thirty day break where you both try different activities.

        I notice that guys working out together tend to match strength after a brief adjustment phase. Even if both are trying to improve, something seems to stall improvement once they reach a certain point. I found that I was able to lift as much as 30-50% more after taking a short break from my regular workout partner.

        Final Thoughts

        Learning how to get in shape in as little as two weeks sounds daunting, but if you’re motivated and have the time and energy to devote to it, it’s certainly possible.

        Find an exercise routine that works for you, eat healthy, drink lots of water, and watch as the transformation begins.

        More Tips on Getting in Shape

        Featured photo credit: Alexander Redl via unsplash.com

        Reference

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