Everyone has ambitious goals, yet the relentless pace of everyday tasks often prevents us from thinking big. We could all benefit from a little more time. Here’s how to uncover it:
STRATEGY #1: Decline tasks that do not align with your objectives.
We have been conditioned to constantly agree to requests, neglecting the fact that it’s perfectly acceptable—and sometimes necessary—to decline. For instance, if you’re asked by a colleague to join a new committee that holds no relevance to your goals, reconsider. Such commitments might prove to be a time drain, hindering you from engaging in more meaningful work related to your career.
Though it may feel awkward at times, the reality is that saying yes to everything can rob you of the time needed for what truly matters. Statistically, only 30% of individuals who set goals actually achieve them! To assess whether it’s appropriate to say no, ponder these two questions:
1. What motivates me to take this on?
If your response isn’t compelling enough to express in a brief statement, it might be wise to decline!
2. What negative consequences might arise if I opt out?
Perhaps your supervisor expects a yes on this committee. If it’s crucial, you may need to comply. But if it’s likely they wouldn’t be concerned, why should you be? There are several types of tasks you can confidently decline:
- Composing emails that recipients aren’t reading or didn’t request.
- Sorting through unimportant emails.
- Completing forms that hold no significance.
- Attending meetings where productivity is lacking.
The last point regarding meetings is particularly significant. 47% of people identify excessive meetings as their biggest time waster, consuming around 15% of an individual’s day—and in some cases, much more. To mitigate this, avoid equating meetings with importance. Prioritize written feedback over attending in person and delegate attendance whenever possible. Empower yourself to decline as much as possible.
STRATEGY #2: Delegate tasks when it is practical (and ensure completion).
The crucial question here is: Can someone else assist you in accomplishing a task?
This strategy encourages you to think about how quickly you can extricate yourself from a responsibility, thereby becoming less indispensable for certain tasks. By doing so, you not only save time but also gain perspectives and skills from others that complement your own. While no one enjoys feeling replaceable, the sooner you can “delegate” your duties, the more time you’ll free up to explore the areas where you can provide the most value.
We all aspire to have the flexibility to focus on critical tasks and consider exciting new possibilities, rather than feeling obligated to handle everything for everyone. Your aim isn’t to prove your worth, but to safeguard your time and channel your energy meaningfully.
When contemplating if a task can be delegated, set practicality aside initially. Focus instead on the potential for collaboration. Is there anyone out there with the skills and capabilities to handle this task?
It’s crucial to differentiate between what you typically do, what you must do, and what no one else can possibly do. Aim to invest your time only in those uniquely suited to you. While making these distinctions can be challenging at first, consider these delegation scenarios:
- A coworker seeks your feedback on a marketing document. Are you the sole expert in marketing? Definitely not; someone else can assist.
- Your workspace needs tidying. Are you the only person who can organize it? Certainly not; this task can be delegated.
- You have a daily coffee craving. Can someone else brew it for you? Absolutely.
- You need to engage in regular exercise. Can someone do that for you? Unfortunately not. (And you should—only 23% of U.S. adults meet the recommended amount of exercise.)
Most tasks can be delegated, and even those that can’t be entirely assigned may have parts that are. A guiding principle I follow is: “Can I clarify this task to someone in less than sixty seconds?” If the answer is yes, it’s typically worth taking that moment to explain and delegate.
Once you identify what you can delegate, you need to figure out how to go about it. When ready to pass on a task, you generally have two options: a colleague you know or a service that may be complimentary or fee-based.
If it’s a known colleague, fantastic—simply shoot them an email or place a call. For instance, if someone requests your thoughts on a presentation, do you have a coworker knowledgeable about that topic? Just send the link: “Hi, I’d greatly value your feedback.”
Otherwise, there may be services available to handle it. Assuming confidentiality isn’t a concern, many services can assist with tasks you’d be surprised to find. For instance, they can conduct quick online research, create slide decks, write or edit content, or manage your calendar. The convenience of the last task can be as simple as sending out a meeting request link:
When you delegate, establishing accountability is essential. Whether you’re entrusting a colleague or a service, ensuring they are held accountable for delivery is crucial.
Otherwise, you risk spending even more time managing the situation than if you had completed it yourself (leading to delays and unnecessary stress). Verbal agreements matter, but written ones are even better.
If you’re on a call, request due dates for action items, confirm them verbally towards the end of the conversation, draft a follow-up email during the meeting summarizing the commitments made, and dispatch it promptly.
Send an automatic reminder email a few days prior to the agreed delivery to check on progress and ensure everyone stays on task, and if the task isn’t completed on time, follow up with the original group email to seek clarification on delays and establish a new delivery date.
This method will help keep your assignments on track.
STRATEGY #3: Automate as much as possible.
In contrast to delegation, here the pertinent question is whether a machine or software can take over tasks entirely, freeing you from having to deal with them again. Automating specific processes can save you an impressive 90% of the time currently spent on them. If I can utilize a tool to accomplish something more quickly and efficiently than I could manually, it’s worth doing.
For example, tools like Boomerang, a Gmail extension for managing emails, can schedule messages and automate reminders; SummarizeBot, which leverages AI to condense lengthy texts; and automated Slack reminders, useful for gathering updates from your team or preparing for meetings, are all available.
Exploring these strategies for everything on your to-do list—saying no, delegating, and automating—provides a strong foundation for reclaiming valuable time to focus on what truly matters.
