Time-Wasting Habits to Ditch for a More Productive Workday

Common Time-Wasting Habits and How to Overcome Them

Habit 1: Multitasking

Multitasking is often required in different types of work. Customer service representatives having multiple chat windows open at the same time. Nurses monitor multiple patients’ vital signs while administering medications. Chefs preparing multiple dishes at once in a busy kitchen. The list could go on and on.
Multitasking may seem productive. But in reality, it actually slows you down. Your brain has to refocus each time every time you switch tasks. Once you lose your zone, you tend to make more mistakes, slow down, and lose your efficiency.
The solution? Single-tasking.
Focus completely on one significant task at a time.

You can give this a go: Experiment with the Pomodoro Technique by setting a timer for 25 minutes of concentrated work. When your timer goes off, pause for a quick 5-minute break. You can take an extended break of 15 to 30 minutes after completing four Pomodoros.

Habit 2: Frequent Meetings

The average employee spends 31 hours a month in unproductive meetings.
Why do meetings take you away from being productive?

Well, they often take up a significant portion of your workday, are physically and mentally exhausting, and interrupt deep work.
To combat this, be selective about who needs to attend each meeting. Consider alternatives like email or chat for things that don’t require a full meeting.
When meetings are necessary, set clear goals, stick to an agenda, and use time management tools.

Habit 3: Constant Email Checking

Every time that email ping sounds, you’ll lose concentration as you are taken away from what you’re doing. It would then take over 23 minutes to refocus after an email distraction.
To prevent this, ensure that you establish specific schedules for checking your email. For instance, you can do it as soon as you wake up. Another ideal time is right before you finish work for the day. Adding in lunch time would also be beneficial if you need to attend mid-day emails.
Also, don’t forget to turn off notifications and use email management tools to filter and prioritize messages. You may schedule your emails to be sent at appropriate times using email scheduling tools.

Habit 4: Procrastination

Procrastination, especially at work, is when you consistently or purposefully delay beginning or finishing a task. Even when employees are aware that it could cause delays, they may still do it. Each individual may have varying reasons, but the most frequent ones include lacking motivation, fearing failure, and striving for perfection.

There are methods to address it. To begin with, experiment with the Eisenhower Matrix. It is alternatively labelled as the Urgent-Important Matrix and classifies tasks according to their level of importance and urgency.

Basically, you have four quadrants:

1. Urgent and Important (Do First): Crises, pressing problems, deadline-driven projects
2. Important but Not Urgent (Schedule): Long-term planning, personal development, relationship building
3. Urgent but Not Important (Delegate): Interruptions, some meetings, some phone calls
4. Neither Urgent nor Important (Eliminate): Time wasters, trivial tasks, some mail, some phone calls

How to use the matrix:

1. List your tasks.
2. Assess each task’s urgency and importance.
3. Place each task in the appropriate quadrant.
4. Act on tasks according to their quadrant.

Your goal would be to focus on the first and second quadrants and reduce time on not-so-important tasks.

Habit 5: Ineffective Use of Technology

Too many apps and notifications can be distracting. Conduct a “digital decluttering.” You’d need to uninstall apps that don’t boost productivity.
Focus on a core set of tools for communication, project management, and your specific work needs. Track your time spent on various apps and websites to identify digital time sinks.

Habit 6: Poor Task Management

Lack of organization in managing tasks results in deadlines being missed, work being duplicated, and stress. Transfer your tasks from your mind to a structured system. Think about using methods such as Getting Things Done (GTD) to record, clarify, arrange, and check tasks. Project management software can provide visibility and help coordinate work.

Habit 7: Lack of Prioritization

Lacking clear priorities can lead to becoming disoriented by insignificant tasks. Utilize strategies such as the Eisenhower Matrix to prioritize tasks based on their level of urgency and significance. For example, the ABCDE technique allows for prioritizing tasks in order of importance. Using prioritization software capable of creating lists of tasks, providing reminders, and organizing schedules can help.

Habit 8: Unnecessary Social Media Use

The average person spends over 2 hours per day on social media. Set boundaries by allowing yourself to check social media only at set break times. Use website blocking tools to prevent access to distracting sites during work hours. Turn off social media notifications on your phone and computer.