The Secret to Getting More Done

Boost your workplace productivity by working smarter, not harder – learn how to streamline tasks, leverage your strengths and make strategic decisions with your time

CREDIT: This is an edited version of an article that originally appeared in Entrepreneur

Whether you’re managing tasks, leading a team, or balancing multiple responsibilities, working smarter rather than harder can make a significant difference. Here are some practical strategies to help you optimise your workflow and make the most of your time:

Break the Linear To-Do List Habit

The risk with traditional to-do lists is that they often become linear, creating the illusion that tasks must be completed one after the other. This rigid approach can slow you down, especially when unexpected gaps in your schedule appear.

Instead, assign time estimations to each task. This small change allows you to be more flexible. Find yourself with ten minutes between meetings? Knock out a small, quick task. Meeting delayed by two hours? Use that time to tackle a more substantial item. Adapting your to-do list to fit the available time ensures that you stay productive even when your day doesn’t go as planned. By doing what you can when you can, you’ll be surprised how much you accomplish.

Focus on Your Strengths and Delegate the Rest

Many business leaders feel the need to be involved in every aspect of their ventures, but spreading yourself too thin can lead to burnout and inefficiency. The reality is that trying to be a jack of all trades often leaves you excelling at none. To truly thrive, identify your unique strengths and focus on honing that skill to the point where no one can do it better.

Once you have identified your core strengths, let go of tasks that do not align with your abilities. Instead, delegate them to team members who excel in those areas. By empowering others to take ownership of tasks they are passionate about, you allow the entire team to function more efficiently. Something remarkable happens when you focus on what you do best and let others handle the rest – productivity skyrockets, and projects move faster.

Automate and Innovate to Reduce Tedious Work

Repetitive and mundane tasks can drain your energy and time. Instead of slogging through tedious work, look for ways to streamline your processes. Think smarter, not harder – use automation tools, create efficient workflows and adapt approaches to reduce manual effort.

For example, instead of manually entering data into spreadsheets, set up automated data entry scripts or use integrated tools that sync your systems. Develop templates for common tasks or reports to save time on routine work. By investing time in creating these efficiencies upfront, you’ll free up more time to focus on complex problem-solving and strategic thinking.

Evaluate Commitments Based on ROI

Before committing to a new task or project, take a moment to assess the potential return on investment (ROI). Not every opportunity is worth pursuing, and it’s essential to be selective to maintain your productivity.

Ask yourself whether the effort required justifies the potential reward. Is the outcome valuable to your team or organisation? If not, it’s okay to say “no” or suggest an alternative approach. Prioritising your time based on ROI ensures that your energy is invested where it will have the most significant impact. It’s important to recognise that not all tasks are equally valuable. Declining a low-priority request doesn’t mean you’re unwilling to help – it means you’re strategically managing your time to focus on what truly matters. Practice setting boundaries and communicate clearly why you’re choosing to prioritise other tasks.

By breaking the linear to-do list habit, focusing on your strengths, automating tedious tasks and assessing your commitments, you’ll find yourself making smarter decisions with your time and resources. Remember, working smarter – not harder – allows you to stay ahead in a competitive environment while maintaining your well-being.