Work smarter, not harder • 3 min read
Harvard Business Review (HBR) published a survey of 10,000 people, revealing that working longer hours does not necessarily correlate to increased productivity. Working smarter emerged as the key factor to accomplishing more top priorities within the day.
Reasons for the higher productivity scores included strong habits in areas such as daily schedules, minimising the time checking messages, and thinking carefully before reading or writing.
Introduction
In today’s fast-paced business environment, slipping deadlines and ever-growing to-do lists can hinder productivity and impact organizational performance. Often, it feels like there aren’t enough hours in the day to accomplish all the critical tasks.
This article explores how your workforce can work smarter, not harder, by rethinking time management strategies. These approaches can help your employees increase their productivity, achieve professional goals, and maintain a stress-free work-life balance.
Time management in practice
When employees attempt to do everything, burnout can become an inevitable outcome. However, there are ways to optimize how your workforce uses time, reducing inefficiencies while allowing room for meaningful breaks. Consider adopting the following strategies to support your team:
Plan ahead
Preparation is a cornerstone of productivity. Encourage your employees to create succinct to-do lists to outline their priorities for the day ahead.
Why it works: A clear plan helps your workforce focus on essential tasks, reducing wasted time.
How to implement: Support your team in categorising tasks based on priority. This ensures critical activities are addressed promptly, while less urgent responsibilities can wait.
Win back time
A typical workday often includes small, time-draining activities that distract employees from high-value tasks. By identifying and addressing these inefficiencies, your organisation can reclaim valuable time.
For example, encourage your workforce to:
1. Turn off unnecessary notifications: Limiting non-work-related phone use during focus periods can drastically improve concentration.
2. Schedule dedicated email time: Employees should avoid frequent checking of emails and instead respond during specific time blocks, ensuring non-urgent messages don’t disrupt workflow.
3. Streamline meetings: Aim to hold meetings only when necessary, such as for strategic discussions or critical announcements.
Take time to unwind
Well-being is directly linked to productivity. By promoting mindfulness and regular breaks, your workforce can manage stress and maintain high levels of concentration.
Short breaks matter: Encourage employees to take five-minute breaks away from their desks every hour or longer breaks when they feel mentally drained.
Physical activity counts: Activities like meditation or light exercise can significantly reduce stress and improve focus.
Key takeaways
Here are actionable steps to help your employees make the most of their workday:
Use focused to-do lists: Encourage prioritised task planning to help employees stay on track and reduce stress.Try cutting out the small but significant distractions, e.g., leave phone activity to your next break, and set aside a specific time to write back to non-urgent emails.
Minimise distractions: Advocate for limiting non-essential phone use and scheduling specific times to address emails.
Emphasise breaks: Short, consistent breaks can re-energize employees, improving overall productivity and concentration.
Think big, act small
As organisational leaders, you play a critical role in enabling your workforce to maximise their time. By fostering an environment that limits distractions, streamlines processes, and values well-being, you empower your employees to achieve better results.
Begin by implementing small changes, like supporting planned focus periods and encouraging short breaks. These efforts can lead to meaningful, long-term improvements in your organisation’s overall productivity.
Content sources
Forbes, 2021, Pia Silva, ‘5 Ways to Greatly Improve Your Productivity (In Less Than A Week)’
Forbes, 2021, Council Members, ‘Five Tips to Increase Productivity In The Workplace’ Forbes, 2020, John Hall, ‘Maximise your productivity with these 4 Methods’
Forbes, 2021, David Villa. Five Time Management Tips To be More Productive Each Day’
Harvard Business Review, 2020, Steve Glaveski, ‘Productivity Skills to Help You Gain Time Back’
Harvard Business Review, 2020, Erich C. Dierdorff, ‘Time Management is about more than life hacks’
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