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Don’t Work Harder; Work Smarter with These 12 Tips

Don’t Work Harder; Work Smarter with These 12 Tips

I imagine that, like me, you say that you never have enough time and that you just cannot cope with 60 dozen things all at once. How on earth do you get out of that spiral? Many people never sit down and look at how to work smarter, rather than harder and even longer hours. Here are 12 tips you should be following:

1. Improve your time management skills

Easier said than done? Well, no actually, because there are a few simple rules that can really help you to manage time better. For example, when setting up a top priority task, you need to switch off the phone and ignore your email first. Then you need to abandon any ideas of multitasking as that will slow you down and ruin your focus. Finally, set a reasonable deadline and do everything in your power to meet it.

“When you’re born, you’re born with 30,000 days. That’s it. The best strategic planning I can give to you is to think about that.” -Sir Ray Avery

2. Speed up your typing and use shortcuts

These days we’re all keyboard slaves. So, why not speed up your typing and try to get rid of the two finger syndrome. This is exactly what I am doing now, so I cannot honestly say I am practicing what I preach! But help is at hand. One of the best sites is Typing.com, which gets you going with free tutorials.

Using shortcuts on the keyboard is another time saver and can speed up your work. For example, press F2 to rename a selected file, while CTRL + I will put selected text in italics. There are so many of these; if you make the effort to learn them, they really can be helpful.

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3. Learn how to use MACROS

It is well worth downloading this program because when you have to do a long series of boring repetitive tasks (especially with programs like Excel), a MACRO will do it with one click. Now that is really a great way of working smarter, not harder.

4. Use the phone more often

Instead of writing emails, it is often much better to pick up the phone and talk to the person responsible. It saves time. If that colleague works in the same office, it is even better to go and talk to him or her. It gives you a break, you get some exercise and you actually make human contact which is becoming quite rare in this electronic world.

5. Keep a tab on your tabs

If you are like me, you might well find that you have a ton of tabs open at the top of your browser. In order to find the one you want, you have to search for them as they are off screen. Having all these tabs open slows down your browser too. One solution is to use OneTab which can keep a neat list on the screen of all these tabs when you want to quickly get to one of them or you want to remind yourself which ones you have open.

6. Use a “to don’t” list

We all know about to do lists and I find that they are generally great. They give me a great sense of achievement as I cross off the tasks done. But often we find that we are doing nonessential tasks or ones that can easily be postponed. That is why many people recommend the to don’t list. Some people prefer to savagely prune the to do list while others prefer to have two separate lists, to do and to don’t. You just have to work out what works best for you when you are trying to save precious time to become more productive.

7. Expect failure and fight paranoia

When failure rears its ugly head, some people get a bit paranoid and fear that this may become a trend. Projects will go wrong and failure should be expected rather than feared. Learning lessons from failure and analyzing what went wrong is the best way forward.

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“Do not be embarrassed by your failures, learn from them and start again.” -Richard Branson

8. Be concise

Rambling on at meetings, in emails and even when introducing yourself to new clients can waste a lot of people’s time. One way is to practice and sharpen your “elevator speech,” which tells people in 30 seconds or less why they need your skills and how they can benefit from doing business with you. Just think of the many situations where this could be useful:

  • Making new contacts
  • Talking about yourself at a job interview
  • Meeting people at conferences or parties
  • Phone calls to new clients

9. Ask the right questions

“You can tell whether a man is clever by his answers. You can tell whether a man is wise by his questions.” -Naguib Mahfouz

How do you get feedback? The secret is to ask the right questions at the right time. When you do this, you are gathering the information you need to help in decision making. This will save you time and you will be able to cut meetings to a minimum.

Forbes magazine reports on research that they carried out on asking the right questions. When that happens, the positive effects are increased by 400%. There are also other benefits in staff motivation and a positive impact on the company’s bottom line.

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“If I had an hour to solve a problem and my life depended on it, I would use the first 55 minutes determining the proper question to ask, for once I know the proper question, I could solve the problem in less than five minutes.” -Albert Einstein

10. Learn as much as you can

You should always be on a steep learning curve. Look at your skills profile and determine where you need to fill a gap. Talk to important connections and network in your niche. Keep up to date on trends and developments. It is a fact-changing world. When an opportunity arises, you will be the best equipped to seize it because you have never stopped learning. Just another way of working smarter.

“Live as if you were to die tomorrow. Learn as if you were to live forever.” -Mahatma Gandhi

11. Look after your greatest resource

No, your greatest resource is not time. It is YOU. If you do not get enough sleep, exercise and relaxation, you find that you become less and less productive. You begin to work longer and longer hours, which is the exact opposite of what you want.

What you should be doing is making sure you are in the best shape. It is useful to remember that you need a break of 15 minutes after every one and a half hours of work. Taking breaks and getting fresh air and exercise is one of the best ways of working smarter, not harder.

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12. Don’t fall into the trap of working smarter and harder

As a society we are obsessed with doing everything smarter so we are more efficient and we save time all around. Great! The most important thing to remember is to accept when we are ready to switch off that computer and not fill up the time with even more work.

Let us know in the comments how you have managed to work smarter, not harder.

Featured photo credit: Rio the Black Mixed-Breed Dog with Newspaper/Found Animals Foundation via flickr.com

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Robert Locke

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Last Updated on August 20, 2018

What Highly Successful People Do Every Day To Perform At Their Best

What Highly Successful People Do Every Day To Perform At Their Best

What separates highly successful people from the “average crowd?” This is a topic that is widely discussed.

If you want to be successful, you have to watch carefully what other successful people do and imitate them. While every successful person has his or her own unique approach, there are a couple thoughts and actions they have in common.

Here are 7 habits many successful people have!

1. They make a difference

If you have an idea, that idea has to change peoples life’s. As long as you’re not helping other people, it’s useless. Don’t start with an activity or business primarily to make money, it won’t work. When you create fans by offering your expertise, they are willing to pay for it. The problem with today’s entrepreneurial mindset is that’s all about “quick” money and not necessarily about making a difference.

“Strive not to be a success, but rather to be of value.” — Albert Einstein

2. They focus on productivity instead of on being busy

Do you know those people who always say they can’t meet up with you or help with a certain thing because they’re always busy? I do, and to be honest I was one of them.

When I look back, I don’t actually know with what I was being busy. I thought I was being busy, but now I realize I could have done many things in a much more productive way.

Is 8 hours of work actually 8 hours when you’re checking your Facebook, Twitter, or Instagram updates every 30 minutes? It’s necessary to take a rest once a while, but don’t get lost in hundreds of status updates that make you forget about your priorities.

Looking for some tips? Check out this infographic: How to be productive by doing more and working less

3. They keep setting S.M.A.R.T. goals

You can never reach the success you want if you’re not setting goals. The trick is to set up a couple small, achievable goals and a couple of bigger ones. If you only set up huge, unachievable goals, you’ll get unmotivated and fall back into your old mindset. The small goals keep you motivated and give you the feeling you’re being productive once you achieve them.

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Try setting S.M.A.R.T. goals, which is an acronym for Specific, Measurable, Attainable, Relevant, and Timely. These goals are concrete and well-defined measures of your progress.

A while ago, I asked a friend of mine what his goal was this year. He told me he wanted a sports car. I told him he will have much trouble reaching that goal because it isn’t specific. He needs to know the brand, the model, the color, what kind of rims etc. Only then he can define how long it’s going to take and what he needs to do in order to buy that car.

4. They take action

There is a big difference between talking or actually taking action. I’m pretty sure you have people around you who’ve said, “This year, I’m going to lose weight, become fit, and look like I’ve never looked before!” Or, “I’ve got such a good idea, I’m planning to start a new business, but first I’m going to do some research,” which probably results in never taking any action.

Many of those people do take action, but the majority do not. It could be many things that keep them from taking action, like fear, no money, or no motivation. The trick is to make a plan and take action right from the start—choose to put in the effort to overcome those obstacles.

5. They exercise and eat right

The better you treat your body, the better you will feel, which results in better results. Successful people take time to prepare healthy meals and work out for at least 30 minutes a day.

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Not having time to work out or prepare a healthy meal is nonsense. If you have time to watch TV or check your social media profile, you also have time to care about your body.

You don’t necessarily need to lose weight or gain muscle, but try to stay in shape and watch your junk food intake.

6. They always step out of their comfort-zone

Successful people are willing to do everything they have to succeed. If they fail, they try it again and learn from it. The vast majority of people think differently and want to stay in their comfort zone.

You can’t expect magic is going to happen when you always do the same things over and over again. You need to step up and start doing new things. The fear of failure is usually the reason that keeps people from acting.

Think about something you’ve done in the past. Something that was so scary that it made you sweat, feel nauseous, or become overly nervous. That could be giving a speech in front of a big crowd or asking someone on a date. In the end, it wasn’t as scary and difficult as you thought, right? And you’ve learned from it.

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Approach everything in your life this way. If you really want to become successful, you need to step out of your comfort zone.

“Move out of your comfort zone. You can only grow if you are willing to feel awkward and uncomfortable when you try something new.” — Brian Tracy

7. They lead

Successful people are also incredibly good leaders. How can you stand out of the crowd if you follow the herd like anyone else does? The main thing successful people do differently is that they think and act differently from the rest. But they do it in a way that creates fans who follow and support them.

You don’t have to be a born leader, but you can learn to be one. An example of a great leader and entrepreneur is Elon Musk. He is the founder of SpaceX and co-founder of Zip2, PayPal, and Tesla Motors. By following his example, you just might find the great leader inside you.

Have these tips helped you? Share them!

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Featured photo credit: Steve Jurvetson via flickr.com

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