According to a recent McKinsey report, today’s workforce spends 61% of time managing their work rather than doing it. That’s insane. What this means is that every worker in the business world is spending more time for their mere survival (“treading water”) than they are spending getting ahead (“swimming”). Major culprits according to this article are emails, meetings, how people communicate, and how they respond to what is coming their way. In this blog I plan to provide some tips (hacks, really!) to make you more aware of how the time you spend, both at work and in your personal life, can be used more effectively.

Professional

1. Office emails are the biggest time wasters for most. Cryptic emails, especially from the bosses generate unnecessary anxiety among the ranks and people spend way too much time trying to understand the boss’s message or their intent. So, regardless of your station in your organization learn how to write concisely, unambiguously, and with effect that you desire. Always read what you write before sending it and wearing readers’ hats. There are many articles on how to manage your email box efficiently. Read and practice what works and stick to it.
2. Meetings are the next culprits in how they waste away hours of people’s time and no one gives it a second thought. The best way to manage a meeting is to avoid it in the first place. If you can get what you want with a single phone call or dropping by someone’s desk just do it. For many, meetings are a place to showcase their power, influence, authority, and position. Avoid this temptation and let your people do the work they are good at and get more out of them by managing your temptations better. Remember the “61% Rule” applies to everyone, so do your part to thwart it.
3. Have a collection of standard responses and store them in an application such as Text Expander by Smile. It is much more efficient to edit a “standard” response than to draft one from scratch. Also, many canned responses are sufficient to deal with “B” and “C” emails. Even for an “A” email you can use some of your creative passages from this stored repository of responses. Keep visiting these responses often just to refresh your memory of what is in that “stock responses inventory.”
4. Demand that those who communicate with you are disciplined about how they do it. Sloppy communication can waste time on both sides, causing unnecessary frustrations and yet people have become inured to it. As an example, I recently sent one client a revision to her LinkedIn Summary by writing in the body of the email the main reasons for my changes and then attaching the redlined Word document for her to see what was needed to be changed, with actual changes in the Summary. In the body I had also stated that redlined changes with my suggestions were attached. I got an email back saying that she did not understand my changes. In response I emailed back for her to look at the attachment. To that she curtly responded “ I did not see the attachment.” Now I’m wondering did she not see it first and now she saw it or what the problem was. If, instead, she had said: Sorry, I should have seen your attachment and now I know what changes you want me to make and why.” After two rounds of emails and a phone call we both realized that reading the short email and looking at the redlined changes in the Word attachment would have saved us both time and exasperation. So, you can see what sloppy communication can do to your precious time.
5. Avoid getting distracted by “pings” and “tings” on your various devices. Either shut them off or do something to avoid constant distractions. A distracted mind reduces your efficiency; it will take longer for you to attend and to do a task in such a distracted setting. Unless you have some important message coming that will decide the fate of your next promotion or you have someone in you family in need of urgent help, avoid getting your attention hijacked by these distractions. Studies after studies have shown that multi-tasking reduces your effectiveness and frustrates those around you in the way you engage and come across.
6. When you get someone’s voicemail leave a message and also send them an email when possible. You are more likely to get a response to the email than you are to a voice mail after your message. In the voicemail mention that you are also sending them an email and ask them to respond either way. Your response rate will go up dramatically.
7. Have a professional greeting in your own voice for your voice mailbox. Most people now dial from the mobile phones, often on the move. Misdial is common as is switching digits when dialing. When your voicemail greeting is a robotic canned message with just your number the caller does not know if they reached you or some random number. It also leaves the impression that you are too lazy to change to your personal greeting; not a good image!
8. Make sure that your outgoing emails have the right subject line and the first line with what you require from its reader(s). “Action Required,” “For Information,” or similar caveat, so that the reader(s) will know their role and obligation.
9. Always have your full name and contact # at the bottom in the signature space, so people (both inside and outside your group, business, or company) know who is writing to them. I often get emails from clients and others with a cryptic address (unemployedinHayward@yahoo.com), signed by a “Jim.” If the message is not compelling I merely delete such messages.
10. When you get an email with an urgent request for action, but are unable to provide speedy response they’re looking for, simply acknowledge that email with alacrity, notifying them of the time when you’ll send the response. Then beat that clock. This gesture will make you look more professional.
11. If you’re reconnecting with someone after long (sometimes even a month) first jog their memory with your last encounter with them and then start speaking about your needs. Reorienting one’s mind in an interrupted task takes more than a few seconds and those precious blank seconds, while the called party is searching their memory bank, can cost you their “inattention.”

Personal

1. If you watch YouTube videos that are talks, presentations, and pieces of information learn how to watch them at 2X to zip through them in half the time. You can adjust the speed by going to the “Settings” wheel in the bottom left side of the video. You can do the same with the TV shows: Instead of watching them in real time, record them first and zip through the shows. I watch two Sunday shows that last two hours in about 20 mins. this way.
2. If you have multiple bank and other accounts and you transfer money from one account to another always add some fixed amount after the decimal to recognize your own transfers. So, instead of transferring $450.00 to an account and wondering later where did that money come from if you transfer $450.13, instead (with $0.13 being your signature amount for such transfers) glancing at a column of numbers in a statement or a screen and recognizing this each time will save time.
3. When calling customer service for most companies do not go through the maze of push buttons to get to where you want to connect and then having to hold to listen to music. Find the number to get to a human who can talk to you by first going to http://www.dialahuman.com/

These are just some of the “hacks” I use to save time and frustrations. I am sure readers of this blog can share their own in the Comments column below to benefit others.

Good luck!