Are You Struggling to Get Enough Done at Work? 8 Ways Work Smarter – Not Harder
Are you feeling overwhelmed, falling behind, and caught in the struggle between wanting success and achieving work-life balance? Do you wish you just had a little more time? One undeniable fact remains: we can’t create more time. There are only 168 hours in a week and 24 hours in a day.
But you can make better use of the time you have. You don’t need to work long hours to be successful. In fact, research shows that the average American worker is productive for just under three hours a day. Yes, you read that right! Many of us work long hours but waste a lot of time. That time could be better spent on what truly matters, like spending time with friends and family, exercising, or pursuing hobbies.
Saving time helps you make time for what matters
Working smarter involves applying simple, proven time management and productivity techniques. By doing this, you could save 1 to 3 hours at work each day. Imagine reclaiming that “saved time” for activities that enrich your life—whether it's exercising, spending quality moments with loved ones, or diving into a passion project.
Here are some straightforward steps to work smarter, improve your productivity, and get more done. The key is to take the time you save and dedicate it to you! Remember, it’s not about how much you work; it’s about how you work.
It’s not how much you work, it’s HOW you work.
The average American worker is productive for only 2 hours and 53 minutes each day. Moreover, working long hours isn't the key to success. A study from Stanford found that productivity sharply declines after work hours exceed 50 hours a week, and there’s virtually no benefit to working beyond 55 hours. This means that people working 60-70 hours a week achieve the same output as those who work 55 hours.
Time-Saver #1: Shift Your Focus to Real Priorities
Your to-do list may be long, but only a subset of those tasks will truly propel you forward. Identify the essential tasks and prioritize them, especially at the beginning of your day. Consider focusing on 3 or 4 big milestones you want to achieve in the next quarter to advance your career or business. Structure your weekly and daily plans around these goals.
Time-saver #2: Follow the 80-20 rule
The Pareto Principle states that 80% of our output comes from just 20% of our effort. By focusing on the activities that drive results, you can avoid wasting time on less effective tasks. Evaluate your daily activities and identify those that move you forward. Be ruthless in eliminating or reducing activities that don’t yield effective outcomes. This article by Career Contessa sheds more light on this principle.
Time-saver #3: Create uninterrupted time and monotask
Interruptions waste valuable time, costing you up to 40% of your productive hours. Email, social media, smartphone notifications, and unexpected visits from colleagues can derail your focus. The solution? Create time blocks in your schedule for priority work. Turn off email notifications and resist task-switching for these periods.
Monotasking—focusing on one task at a time—is crucial in a society that often glorifies multitasking. Research consistently shows that monotasking is more effective. Pair time blocking with monotasking, and watch your productivity soar.
Time-saver #4: Take a break from work
Frequent breaks can actually enhance your productivity. This means taking a proper lunch, stepping away from your desk for a quick walk, or even getting some fresh air after 30-60 minutes of focused work. One study found that the most productive employees worked for 52 minutes and then took a 17-minute break.
Time-saver #5: Plan your activities – not just meetings and calls
Take time to map out your hourly activities beyond just meetings and appointments. Schedule "appointments" for priority tasks to combat the reactive mode of focusing solely on urgent demands from others. If your day starts without a plan, it will likely unfold in ways you didn't intend. By scheduling time for your to-do list, you increase the chances of accomplishing your goals.
Time-saver #6: Identify and ditch time-wasters at work
Let’s be honest: everyone wastes time at work. Whether it’s spending too long on email or attending unnecessary meetings, these activities add up. According to the McKinsey Global Institute, the average American worker spends 28% of their workweek (about 13 hours) reading and responding to emails. With the average number of business emails sent/received daily at 122, it’s essential to be selective about which ones deserve your attention.
Start by limiting your email use. If possible, check your inbox just 3-4 times a day and close the program when it's not in use.
Time-saver #7: Disconnect from work:
Creating time to disconnect from work is vital for refueling. While working smarter involves uninterrupted focus, it’s equally important to carve out "white space" in your day to clear your mind. Being plugged in 24/7 leads to diminishing returns. A well-balanced individual returns to work with renewed energy and intention. Here are some ideas for your workday:
Take lunch away from your computer, ideally with a friend or colleague.
Plan personal days to care for yourself, spend time with loved ones, or escape the routine.
Time-saver #8: Avoid negativity at work
A key aspect of working smarter is maintaining focus. If you're overwhelmed by negativity or workplace conflicts, your productivity suffers. To work more effectively, you need to clear out negative thoughts. Arrive at work with a fresh attitude and concentrate on what matters most. Set aside worries—at least temporarily—so you can stay on task.
These steps work: I promise you
Let me share a little secret: success in your career doesn’t require long working hours. While it’s possible to grind away at work, achieving a better work-life balance doesn’t mean sacrificing your personal life.
I used to pull 60-hour weeks regularly—long before I had a family, when I prided myself on my work hours. Today, I work significantly less but still get everything done. Through a long and bumpy journey, I’ve learned a few key tools that all circle back to one simple principle: how I use my precious time.
Want to work smarter? Choose one time-saver from the list above and commit to trying it for a week. What do you have to lose?