Develop a Routine to Stop Wasting Time

Maybe you’re a student with a full course load who is trying to be better at time management or you’re an employer who is trying to get your employees to stop wasting time. No matter what your role, you are likely focusing on how you can create a daily routine that will allow you to stop wasting time and make the most of your day. Organizational strategies like lists and schedules can be useful, as well as taking steps to eliminate any distractions that are eating up valuable time.

Steps

Using a List

1. Create a list of your tasks for the day. Start by sitting down with a piece of paper and a pen. Think about the tasks you are planning to get done that day or your commitments for that day and write them all down. This could be a list such as: “Groceries, laundry, cleaning, homework” or “Status reports for clients, emails, check in meeting, paperwork.”
   • Add as many tasks you can think of to the list, from minor tasks to bigger tasks. You should try to think of every commitment or task for the day so you can be sure to add it into your list of priorities.
2. Order the tasks from highest priority to lowest priority. One way to work smarter is to concentrate on the highest priority first and then move down your list to the lowest priority items. This is called the 80/20 rule, where activities that lead to the greatest benefit should consume 80% of your time. The activities that lead to the least benefit should consume 20% of your time.
   • Go through your list and number each task from the highest to the lowest priority. You should then move them around so they are ordered from highest to lowest in terms of priority and benefit.
3. Group related tasks together. Once you have a numbered or ordered list of priorities, you should start to group smaller tasks together to form one process. For example, you may group together tasks such as responding to emails and phoning clients into one hour-long process called “client communication.” You can then work through each task within the allotted time frame smoothly and easily.
   • You should try to do this for all your tasks so you do not need to switch to different processes and waste time trying to figure out which task to tackle next. Grouping related tasks together will help you improve your time management and reduce your stress level as you get through your list of priorities.
4. Give yourself less time for each task. According to Parkinson’s Law, having less time to complete a task will shorten the amount of time it takes for you to get it done. Rather than over-budget your time, limit the amount of time you block out for each task so you are forced to get it done faster. You can do this slowly by shortening the amount of time you allow for each task over time until you reach a sweet spot where you do not feel rushed but you also do not have enough time to procrastinate or waste time.
   • After a certain point, you will develop a good sense of time management, especially if you are forced to only spend a limited amount of time on each task. This is useful if you tend to have the same routine, or a similar list of tasks, every day.
5. Reward yourself once the list is complete. Once you check off every task on your list, usually at the end of your work day, you should give yourself a small reward. This could be a nice dinner, a glass of wine, or leisure time to do something fun and relaxing. Rewarding yourself will ensure you have an incentive to finish all your tasks every day.
   • You can also determine what your reward will be prior to beginning your day, so that you can use the reward as motivation to complete your tasks. For example, say you have to study for a test and have dinner plans with friends. Use your dinner plans as a reason to keep studying and complete the task during the day so you don’t have to miss out on dinner.

Using a Schedule

1. Block out a schedule for every hour of your day. Take out a piece of paper or use a calendar tool on your computer to create slots of every hour of your work day, or the hours of the day that you are awake. This could be from nine to five or ten to seven. Though you do not need to fill up each time period down to the minute, it can be helpful to make sure each hour of your day is accounted for in your schedule.
   • Start to fill each hour of the day with your required tasks for the day. You may start with the most important tasks first and work your way down to the least important tasks. As well, if you consider yourself a morning person, you may decide to put the more complicated tasks earlier in the day, but if you know you usually get a second wind after lunch, you may place complicated tasks later in the day. Try to customize your schedule to fit your needs and work habits, as this will set you up for success when you use the schedule.
   • You may want to create a template for your schedule on a whiteboard or a calendar tool so you can update it every day according to your schedule for that day.
2. Give yourself a ten minute break every hour to two hours. It can be difficult to focus on one task or a group of tasks for longer than one to two hours. Make sure you schedule in a ten minute break every hour or every two hours so you do not feel overworked or stressed out. During the mini break, you should get up and walk around the office, or talk to a coworker in the break room. You may go get a coffee or go for a quick walk outside. Try to keep the break to 10 minutes or less so your schedule is not thrown off.
   • You can also take 10 long, slow deep breaths at the top of every hour to clear your mind and pause. This may help you to get some perspective on a task you are doing or going to do and ensure you are checking in with yourself despite your busy work day.
3. Try to do each task correctly, the first time. Rather than try to rush through your schedule and address every item quickly, take the time to do each task correctly, the first time. Rushing through your emails could lead to prolonged email exchanges, especially if you send cryptic or confusing emails to a client. Slow down and take some time to compose clear emails, or do a thorough read of your school notes. Doing a task right the first time can save you lots of wasted time in the long run.
4. Ask a friend or coworker to check in with you so you stay on track. Sometimes we need the support of others to stay focused on the tasks at hand. Ask a close friend, a parent, a sibling, or a coworker to check in with you every couple of hours to ensure you are sticking to your schedule.
   • They may bring you a cup of coffee or toss out a friendly word so you can take a moment to laugh or smile and then get back to your daily tasks. Though you may be busy, having a small moment with a friend can lift your spirits and lead to better time management.

Eliminating Distractions

1. Avoid checking your emails at random. Random email checks can create a “start-stop-start” pattern to your work day, and lead to wasted time. Avoid opening your email constantly throughout the day, especially if you are supposed to be focusing on a different task. Schedule in three time slots in your schedule for checking email: early morning, after lunch, and mid-afternoon. This will ensure you are not distracted by a continuous stream of emails throughout the day and that you have time set aside to address your emails.
   • This same principle can be applied to other means of communication, like your voicemail, your text messages, or phone calls. Try not to be available all the time, unless you are expecting an important text message or phone call. This will limit any interruptions to your workflow and help you stick to your schedule.
2. Silence your phone and turn off the Internet. If possible, choose at least one hour of your workday where you silence your phone and turn off your internet connection. This can then allow you to focus on work that needs to be done with complete concentration and without any distractions from your phone or from the internet.
   • Removing yourself from these easy distractions can also be helpful when you are writing a paper for school or a long report. Keeping your phone on silent will ensure you do not have an excuse to check your phone every five minutes or get sucked into scrolling through social media.
3. Let others around you know you should not be interrupted. Try not to encourage others to distract you or be a distraction to others, by letting everyone around you know that you are working. This may be by closing your door or putting up a busy sign. You can also send out an email in the office to remind everyone that a certain time period is a silent work time in the office.
4. Try not to deviate from your routine. Once you have established a work list or a work schedule and have put safe guards in place to eliminate distractions, draw on willpower and focus to stick to your routine. Most people can recognize the difference between well used time and wasted time, so try to avoid falling into a time wasting trap. Lean on your schedule and at the end of the day you will be able to savor a feeling of accomplishment and time well spent.

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Sources and Citations

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