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What Science Can Tell Us About How to Allocate Time to Achieve Highest Efficiency

What Science Can Tell Us About How to Allocate Time to Achieve Highest Efficiency

Although different people may have different working habits, scientists have discovered many key ingredients which everyone can learn to structure an efficient working day. In today’s fast paced, high expectations, profit pressure economy, we all need to be super productive at our work. So, how can we structure our day overall to have the best chance at the highest productivity possible?

Personally, for about a decade of my career I just gave up on sleep. I didn’t see any other way to get all that had to be done completed. I ignored people who told me that I would burnout and couldn’t live like that forever. I was known to get up at 3:00 a.m. and was often living on four hours of sleep during the week. I would try to catch up a bit on weekends by sleeping in until maybe 6:00 a.m. Kids don’t recognize weekend hours! Eventually, I just gave up out of sheer exhaustion. I was miserable. I was unhappy, and it was affecting those around me. The more years that past me by, the more I realized I hated living that way. So I gradually made healthier choices and started sleeping a normal, healthy amount each night. I went to bed even if I wasn’t caught up at work.

What I did do after that change was focus on productivity. I now had less hours to work with, so I became devoted more than ever to making the most of my time.

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Here are some ideas to implement into your own work day and some of the science behind why they are likely to work:

Fuel Yourself

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    Research has shown that low glucose levels can affect our willpower and that restoring low glucose levels can reboot willpower. Let’s face it, much of our workday involves willpower to stay on task and not let ourselves get distracted with the multitude of other more entertaining options. We can check our phones, check social networking, shop online or visit with our co-workers. Or, we can focus and work on the tasks at hand, getting more done. So, if willpower is highest when our bodies are properly fueled, then the time invested in eating healthy meals and snacks is worth it. There are also good arguments about how proper nutrition can also affect our decision making. Dehydration also has a negative affect on our functioning levels, so make sure you are getting your daily water intake as well.

    Work on the Right Priorities

    to do list

      The Pareto Principle has been applied in many facets of life. The basics of the principal says that you get 80% of your results from 20% of your actions. So, we need to be very sure we are working in our top 20% and doing the right things. Do you know what your boss’s top three priorities are for you? How will you be your job performance be judged? Determine what you have to do to get your next raise or promotion. Those tasks are the top priorities you have for the day. If anything remains undone, they need to be tasks that matter the least to you and your team. It may make you feel good to clean up your stale e-mail, but if it comes at the cost of serving your top client….. well, that’s not a good task to work on.

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      Many of us have a tendency to work from a master to-do list. This technique is not very efficient because it is not designed to identify your top priorities. So while you keep a master list of all your to-do items, you should also have a short list of those items that accelerate your work performance the most. The rest can be set aside for another day.

      Quit All Multi-tasking

      Some people pride themselves, and even brag about, their ability to multi-task. They truly believe they are working through two tasks at once. What science tells us, though, is that the human brain is not well equipped to multi-task. When you multi-task research has shown that it takes longer than if you did the two tasks sequentially, and quality is lost in the process as well. So quit multi-tasking altogether. The only exceptions would be times when your brain is involved in a more passive than active activity. For example, while you wait in the school pick up line, you can listen to audio books or articles. When you are running on the treadmill, you can listen to motivational speeches. When you cook dinner, you can listen to the news on TV. Those types of passive activity tasks can be layered together.

      Eat the Frog

      frog

        “The most valuable tasks you can do each day are often the hardest and most complex. But the payoff and rewards for completing these tasks efficiently can be tremendous.” ― Brian Tracy, Eat That Frog!: 21 Great Ways to Stop Procrastinating and Get More Done in Less Time    

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        In his book, Brian Tracy explains his theory of why we should “eat the frog” first thing. By this he means to pick the biggest, ugliest task on our list that we are avoiding. The task you are avoiding is often the one that needs to be done the most. The avoidance tendency comes from the fact that it’s difficult and daunting. Its daunting because  there are some risks involved or we know its very important. So, the first thing we do every day should be to “eat the frog.” Then the day has to get better!

        Take breaks

        take break

          Although we can’t get more than 24 hours in a day, we can manage the energy that we have during each hour. Many studies have shown that the mind works most effectively when given frequent breaks. One study indicated that the brain requires approximately 20% of our energy to run, using a huge amount of energy for an organ of its size! The brain is even working hard while we are resting, which may explain why sometimes the answers you needed hours before suddenly come into your thoughts when resting or sleeping. Further, our focus can be helped by taking frequent breaks. Some studies correlate our waking cycles to our sleep cycles. These cycles tend to move in 90 minute increments. So, many productivity experts suggest a work period of 90 minutes followed by a significant break of 20-30 minutes.

          Some experts use The Pomodoro Technique , which utilizes shorter work periods of 25 minutes and shorter breaks of 5 minutes. Experiment with what seems to produce the best results for you. One very helpful tool if you have trouble focusing for periods of time is set a timer and don’t change tasks until the time is up.

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          Capture Ideas

          How many times have you had an amazing idea at an inopportune time? Do they actually come at any other time? It may be when you awaken in the middle of the night or during your morning shower, and you think, “I will remember that. That is a great idea!” How many times do you forget what it was later? Our minds hold a miraculous amount of information in very fine detail. The tricky part is accessing it. Science tells us some reasons for why that is so difficult. What if instead of rely on our hit and miss ability to recall our ideas we turn our inopportune times of amazing ideas into more opportune times? Keep a notebook by your bed. Keep a notepad in your car or purse, and as soon as you have something brilliant pop into your head, take thirty seconds to write down as much as you can about it.

          Finding success in our lives is all about working smarter, not harder. Take advantage of the fact that your brain is literally working around the clock for you. Set up tools to gather up those great ideas! These are just a few of the most crucial tools to consider when trying to get more productivity out of your day. Other techniques many experts suggest include the following:

          • Have an end time to your work day
          • Group similar tasks together
          • Done is usually better than perfect
          • Rise early and have a morning routine
          • Exercise daily

          What have you discovered that works for you that has catapulted your productivity? I would love to hear about them!  Everyone can benefit from accomplishing more in less time!

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          Dawn Hafner

          Dawn is a Practical Life Coach who offers concrete tools to help people implement life changes.

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          Last Updated on June 1, 2021

          7 Signs That You’re Way Too Busy (And Need to Change That)

          7 Signs That You’re Way Too Busy (And Need to Change That)

          “Busy” used to be a fair description of the typical schedule. More and more, though, “busy” simply doesn’t cut it.

          “Busy” has been replaced with “too busy”, “far too busy”, or “absolutely buried.” It’s true that being productive often means being busy…but it’s only true up to a point.

          As you likely know from personal experience, you can become so busy that you reach a tipping point…a point where your life tips over and falls apart because you can no longer withstand the weight of your commitments.

          Once you’ve reached that point, it becomes fairly obvious that you’ve over-committed yourself.

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          The trick, though, is to recognize the signs of “too busy” before you reach that tipping point. A little self-assessment and some proactive schedule-thinning can prevent you from having that meltdown.

          To help you in that self-assessment, here are 7 signs that you’re way too busy:

          1. You Can’t Remember the Last Time You Took a Day Off

          Occasional periods of rest are not unproductive, they are essential to productivity. Extended periods of non-stop activity result in fatigue, and fatigue results in lower-quality output. As Sydney J. Harris once said,

          “The time to relax is when you don’t have time for it.”

          2. Those Closest to You Have Stopped Asking for Your Time

          Why? They simply know that you have no time to give them. Your loved ones will be persistent for a long time, but once you reach the point where they’ve stopped asking, you’ve reached a dangerous level of busy.

          3. Activities like Eating Are Always Done in Tandem with Other Tasks

          If you constantly find yourself using meal times, car rides, etc. as times to catch up on emails, phone calls, or calendar readjustments, it’s time to lighten the load.

          It’s one thing to use your time efficiently. It’s a whole different ballgame, though, when you have so little time that you can’t even focus on feeding yourself.

          4. You’re Consistently More Tired When You Get up in the Morning Than You Are When You Go to Bed

          One of the surest signs of an overloaded schedule is morning fatigue. This is a good indication that you’ve not rested well during the night, which is a good sign that you’ve got way too much on your mind.

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          If you’ve got so much to do that you can’t even shut your mind down when you’re laying in bed, you’re too busy.

          5. The Most Exercise You Get Is Sprinting from One Commitment to the Next

          It’s proven that exercise promotes healthy lives. If you don’t care about that, that’s one thing. If you’d like to exercise, though, but you just don’t have time for it, you’re too busy.

          If the closest thing you get to exercise is running from your office to your car because you’re late for your ninth appointment of the day, it’s time to slow down.

          Try these 5 Ways to Find Time for Exercise.

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          6. You Dread Getting up in the Morning

          If your days are so crammed full that you literally dread even starting them, you’re too busy. A new day should hold at least a small level of refreshment and excitement. Scale back until you find that place again.

          7. “Survival Mode” Is Your Only Mode

          If you can’t remember what it feels like to be ahead of schedule, or at least “caught up”, you’re too busy.

          So, How To Get out of Busyness?

          Take a look at this video:

          And these articles to help you get unstuck:

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          Featured photo credit: Khara Woods via unsplash.com

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