Eliminating time-wasters at work

A time waster is essentially anything that keeps you from doing something that is more important to you or the organisation.

Major time wasters include procrastination, interruptions, poor communication, meetings, clutter, email and poor analysis of a workplace situation.

Procrastination

There is nothing that stifles progress more than procrastination.  Habitual procrastination includes putting unpleasant tasks to one side, not tackling more difficult tasks and simply avoiding a problem altogether.

If you think procrastination is the problem, rest assured it isn’t.  Procrastination is always the symptom, not the problem!  So if you are procrastinating, you need to get to the root of your procrastination and resolve it.

Example:  You are procrastinating and putting off a task, because you’re not quite sure how to approach it (the root of the problem).  A potential solution to this type of procrastination is to seek guidance and help, so you are able to confidently approach this new task (the solution to the problem).

Meetings

Most meetings are poorly planned, get taken over by whiners or people who like the sound of their own voice, and very few ideas (if any) get followed up on.  If you feel a meeting is still essential, then follow our key tips on planning an effective meeting:

• Only plan meetings that are absolutely necessary – i.e. don’t have a meeting, just because it is Wednesday.
• Only invite participants that are required or can effectively contribute to the agenda.
• Develop a clear agenda and alert participants as to agenda content, so they can come prepared.
• Develop effective procedures and ground rules – e.g. minimise interruptions and implement effective strategies in order to ensure appropriate participation from all present.
• Appoint someone with authority to follow up after the meeting – e.g. don’t appoint the secretary to follow up on action requirements delegated to senior partners or management.  The secretary simply has no authority and will probably be ignored by the senior partners, or management. 

Clutter

How much time have you wasted looking for information, locating an email, or trying to get your hands on a relevant report?  Come on now - if you are honest, an enormous amount of time gets wasted, as a result of your clutter.

If your inbox, filing cabinet and desk are full of clutter, now is the time to implement a system and to tidy your desk and inbox. 

Poor Analysis

Poor analysis comes from a bombardment of information, false starts on tasks and projects and simply having too much to do. 

The challenge is sorting out priorities and assessing exactly the right approach to tasks and projects.  That way, you avoid wasting time on trying to figure out what to do next and have a process in place for the tasks and projects that you need to complete.

Poor Communication

Poor communication is probably the number one reason for lost time in companies today.  By not getting the message right the first time, you run a serious risk of wasting time on unnecessary activities, having major revisions take place and having to do work over again.

In few suggestions in relation to communicating more effectively include: 

• Taking the time to clarify any issues and expectations, by asking questions, so you know the exact nature, scope and priority of any particular task or project
• Using active listening skills
• When communicating, make sure the recipient understands your request and adapt your communication style to the audience in question.

Interruptions

Interruptions can be the bane of your life in particular when you need to deal with distractions that are not as urgent or as important as the work you are trying to complete. 

The best well to deal with those that interrupt you on a consistent basis with non urgent matters, or when dealing with unexpected visitors and telephone calls make sure you are clear about your own personal preferences. 

If the matter is not urgent, set your own timetable for dealing with the matter.  For example “I have a really urgent deadline, but I can look at your matter mid-next week.  When is a good time to meet up with you, say next Wednesday?”

If appropriate, suggest someone else who might be out to help out. 

Relevant Articles and Resources

• How to get a promotion at work
• Dressing for career enhancement
• How getting along with your colleagues and boss can result in job security and promotion
• Managing your email effectively - how to avoid becoming a slave to your inbox
• Effective email use in the modern office