Three Ways to Work Smarter Instead of Harder
There’s a sign at my work that asks, “Are you productive or just being busy?” It makes me think each time I walk by. For years, I’ve been pushing the teams I’ve managed to work smarter, instead of harder, and to focus on what really matters. As a manager of a large team, this is often the biggest challenge I face. It’s very rewarding when I can help a person who is used to wearing “busy” as a badge of honor to instead focus on how to truly be valuable in the workplace.
Here are three tips to tactically apply the “smarter not harder” adage to your workday:
Block your time
Productivity should be looked at backwards, instead of ticking off a laundry list of to-dos. Block your time throughout the day to match the importance of your tasks and stick to that plan. For example, instead of going item by item on your to-do list, and taking however long it takes to accomplish each task, figure out what you need to get done and block time accordingly.
I perfected this approach in high school because I was so busy with extracurricular activities that I often only had about an hour to do homework. I knew I couldn't spend a bunch of time on something until it was finished. Instead, I had to make the project work within the allotted timeframe.
This approach can completely change your productivity level. I look at each day with the goal of leaving my office at five and backup from there. If I have a crazy day filled with meetings, I know that I have to be very productive in the time slots I have.
2. Take a break
This may seem counterintuitive, but it’s the best thing to get your mind working well. Countless studies have proven that getting up and moving around or working on something different can actually save you time and make you more productive.
Set a calendar reminder to go on a daily walk, take a few minutes to walk around your office and say “Hi” to coworkers you don't speak with often, or read an article that has nothing to do with work. I'm always amazed at how much more motivated I am after a quick break.
3. Don’t take everything on
I often have to remind myself (and those I manage) that we don’t have to take on every problem or every project. In fact, we forget that we have the choice to take on workplace issues and even most deliverables. Just because you’re busy, doesn’t mean you’re adding value. Decide what is most important to you and your role, and stick to it.
Sometimes saying “no” is the best approach to make sure your work is done well.
Another way you can avoid expending unnecessary energy is by avoiding office gossip and politics. I often remind young employees that it’s not smart to be known as the hub of all the information in the office, whether it’s about someone’s relationship or an upcoming promotion. You’ll save a lot of time by focusing on your work and genuinely getting to know your coworkers when you have time.
Getting smart about what makes you productive will not only help you in your career, it will also help you to establish better boundaries in your personal life. When you begin to understand how long reoccurring tasks take, you feel much more in control of your life.
And no one ever gets frustrated figuring out how to do something a little smarter than before.