How to be More Efficient and Effective.
How to be more efficient and effective
1. Before you do anything else, set clear, specific and measurable goals.
2. From then on, ensure that everything you do is related to the achievement of your goals.
3. Avoid doing anything that is NOT directly related to the achievement of your goal.
4. Recognise that NOT all tasks are of equal value. Some are more valuable than others.
5. Avoid the many trivial distractions and waste-of-time-conversations that would slow you down.
6. Recognise that every task contains an ideal sequence of activities; some things logically must precede other things.
7. Figure out the most logically efficient sequence.
8. Recognise that most things do NOT have to be perfect to be functionally effective,
9. Therefore, for most things, it is a mistake to delay action, because it is "not yet perfect".
10. Some things do have to be done perfectly.
11. Recognise that you cannot do everything yourself, therefore you should delegate as much work as possible, to the right people.
12. Recognise that you can and should, utilise the skills, enthusiasm and talents of other people.
13. Recognise that you must balance work with recuperation.
14. Remember you are NOT paid for how much work you do, but rather for how much VALUE you add.
1. Before you do anything else, set clear, specific and measurable goals.
Everything you do should be for a definite purpose.
Your purpose in life is to achieve your goals, and the first step to achieving goals is to specify them, in writing.
2. From then on, ensure that everything you do is related to the achievement of your goals.
Once you have your goals specified in writing, ensure that all your actions correspond to those goals.
You have only a limited amount of time, money and energy. Therefore, you should target your efforts.
3. Avoid doing anything that is NOT directly related to the achievement of your goals.
Don't waste your time, money and effort by engaging in activities that contribute nothing to your success.
Especially avoid those activities that are counterproductive to your success.
4. Recognise that NOT all tasks are of equal value. Some are more valuable than others.
Every task is composed of a multitude of smaller tasks. Some add more value than others. Some are major, some are minor. Do the major-tasks first.
5. Avoid the many trivial distractions and waste-of-time-conversations that would slow you down.
Everyone wants a piece of your brain. Everyone is vying for your attention.
Don't allow anybody to have your attention.
Give-up the "bitch, moan and winging sessions" with the gang by the coffee machine.
Instead, concentrate your attention into making the maximum progress, in the minimum time.
6. Recognise that every task contains an ideal sequence of activities; some things logically must precede other things.
You cannot do multiple things simultaneously. Therefore, you must prioritise.
One way to prioritise is by discovering the ideal logical sequence for a given set of tasks. For example, when dressing you always put your socks on before your shoes.
Doing the right things BUT in the wrong order is often the cause of problems.
7. Figure out the most logically efficient sequence.
For every task there is a CRITICAL PATH ANALYSIS, which is defined as "the sequence of stages determining the minimum time and effort, needed for the successful completion of a task".
Think about the critical path analysis and do things in their most efficient order.
8. To be functionally effective, most things do NOT have to be perfect.
Many people are perfectionists. They like everything to be "just so", but if taken to extremes, perfectionism becomes an error.
Please recognise that most things need NOT be perfect.
Most things need to be functionally effective, not perfect.
9. It is a mistake to delay action because it is "not yet perfect".
Many intellectual people become inefficient by indulging their irrational desire to be perfect.
Don't fall into this trap.
The question is, "How good is good enough, to be functionally effective?".
10. Some things DO have to be done perfectly.
In order to have time to do those things perfectly, you must be prepared to do other things imperfectly.
Only a very few things have to be perfect (eg a surgeon's scalpel must be perfectly sterile).
But in order to have some things perfect, you must abandon the attempt to have everything perfect.
11. Delegate as much work as possible, to the right people.
Recognise that you are not required to do everything yourself, therefore you should delegate as much work as possible, to the right people.
You are a limited resource facing an unlimited demand. You cannot do everything yourself and it is a mistake to try.
Instead of trying to do it all yourself, get help.
Trust others and train them to do elements of your job.
12. Utilise the skills, enthusiasm and talents of other people.
It is true that other people do things differently that you, and it is tempting to label their way as "wrong".
But maybe you are wrong. Maybe there is value to be gained, by asking other people to do the same job, in their way.
It might be that their way is MORE efficient than yours.
Try it and see.
13. Balance work with recuperation.
Working too hard, for too long, will inevitably lead to fatigue, faults, errors and eventually, meltdown.
It is an erroneous, but common belief that "more work is better than less".
But the truth is, "more work is NOT necessarily better". Only useful work is better.
If you are working too hard, or too long, you're probably doing something wrong.
Remember that its quality, not quantity, that counts.
14. Remember you are NOT paid for the volume of work you do.
Rather, you are judged (and paid) for how much VALUE you add to your colleagues and customers, or how much value you can induce OTHERS to add.
Most millionaires work less than poor people.
The rich have discovered multiple ways to harness the efforts of other people.
It is the ability to harness the productive power of other people that brings riches, ie rich people usually work smarter, not harder.
You could do the same.
Definition: Time management
Time management is a work skill. It means setting clear goals, ranking tasks by value, planning the best order and time to act, and saving space for rest. Together these steps make sure limited hours create high value results; if any step is missing, wasted effort grows.
Show CG4D Definition
- Sets specific, written goals that give clear purpose
- Ranks tasks by value so the most important come first
- Plans and schedules tasks in the most efficient order
- Includes regular rest to keep energy and quality high
Article Summary
Work smarter, not harder: set clear goals, link every action to them, rank tasks by value, act in the right order, accept "good enough" for most jobs, delegate, rest well and focus on adding value; these habits turn limited hours into strong results.
Frequently Asked Questions
Here are some questions that frequently get asked about this topic during our training sessions.
What is the first step to improve work efficiency?
How do I check if a task supports my goals?
Why is perfectionism bad for time management?
How can I decide which task to do first?
When is striving for perfection necessary?
What is critical path analysis in simple terms?
How does taking breaks improve work efficiency?
Thought of something that's not been answered? Ask Us Today!
Did You Know: Key Statistics
The 2024 Microsoft Work Trend Index reports that knowledge workers now spend 57% of their working hours in meetings, email or chat, leaving only 43% for focused, productive work. The 2024 CIPD Good Work Index finds that employees who take regular short breaks during the day record a 22% higher self-rated performance score than those who do not, even though 42% feel chronically overloaded.About the Author: Chris Farmer
Chris Farmer is the founder of the Corporate Coach Group and has many years' experience in training leaders and managers, in both the public and private sectors, to achieve their organisational goals, especially during tough economic times. He is also well aware of the disciplines and problems associated with running a business.
Over the years, Chris has designed and delivered thousands of training programmes and has coached and motivated many management teams, groups and individuals. His training programmes are both structured and clear, designed to help delegates organise their thinking and, wherever necessary, to improve their techniques and skills.
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Further Reading in Time Management
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How do you judge what is "important"?
Learn how to prioritise tasks, balance personal and organisational goals, and use long term thinking to avoid short term traps in time management decisions.
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Time Management Skills: Planning Ahead
Learn how planning ahead sharpens time management, sets clear goals and guides action with seven simple questions so you achieve more and save time every day.
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The 80/20 Rule - Pareto Principle - Explained
Learn how the 80/20 rule helps you spot the few tasks that drive most results, cut busywork, and boost work efficiency, time management and business productity.
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What is the Action Priority Matrix?
Learn how the Action Priority Matrix ranks tasks by impact and effort to secure quick wins, advance major projects, delegate chores and sharpen time management.
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Good Time Management is Stress Management
Discover proven time management tips to reduce work stress, prioritise tasks and defeat procrastination so you work smarter, meet deadlines and feel calm daily.
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Looking for Time Management Training?
If you're looking to develop your Time Management Skills, you may find this Time Management Training Course beneficial:
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