The need to manage a day through the elimination of non-value, redundant task is often forgotten. This is a very important step for effective time management. The time saved by eliminating non-essential and redundant tasks can be used for personal development or as a gift to yourself so as you can enjoy with your family, friends. You can use this time to learn the new art or can study for some course in which you have interest. I always insist on spontaneity in work because in such case it is our inner voice, that guides us. But for the tasks which are to be done at any cost should be planned properly. In this article, we are learning the elimination of redundant tasks.
Start by defining your situation what a value-added task is. Once you have decided the value-added tasks all other tasks should be categorized as non-value for now. You may have a temptation to keep some tasks on the value-added list, even if they are non-essential. Hence, you should be very critical when applying this step.
Create two lists. One heading Value-Added tasks and other Non-Value added tasks. Think and write five tasks of your daily routine in each category. All value Added tasks should be written in the list with a deadline. Keep adding to these two lists as situations or tasks present themselves during each day for a week. In few days you will able to pinpoint the tasks on which you are wasting your valuable time. After completion of the week, read both the lists carefully. Delete all the tasks which are not essential and continue with the list.
Following Considerations should be done during elimination of Non-Value added tasks
Imagine all possible consequences of the elimination of this task.
Find the persons getting affected by the elimination of task.
Find whether this task makes any sense.
Find whether this task is in accordance with your big picture (Goal).
What is the cost of excluding this task?
Are you the only person who can do this task? If not delegate.
Check with all parties involved.
If any of the non-value category task you mark as essential keep it in a list. Find whether this task can be automated, delegated or can be modified so that it may give you added value. This exercise reduces your workload. Set periodic review of this task list. This will help you to keep yourself away from non-value task. For Value added tasks you have written deadline in the list. It will help you in keeping track of the task you have completed and of those which you have not completed.
Some Non-essential tasks and method of their elimination:
Don’t read or answer non-essential emails:
How much time do you spend typing and replying to work emails each day? Now, ask yourself how much of your time is spent on essential emails? By essential emails I mean, emails that are directly related to the execution and completion of your job and your priorities. It is estimated that only 10% to 20% of emails that most people get at work each day require their attention and are essential to their job (80/20 rule).
If you are spending the majority of your time on non-essential email, you have less time for your other job-related activities. You could have an assistant filter your emails to eliminate. Unsubscribe from non-essential bulk emails lists. The idea is to spend as close to 100% of your time devoted to essential email only. This goes for personal email as well.
Don’t waste time in reading all submissions to Facebook and Whatsapp Chats:
If you are a member of the non-essential group on social media, get out of it immediately. Because you yourself know reading the post and chats in such group is time-wasting activity. I am not against social media use. But time used for this activity can be minimised by viewing only those submissions which are in your interest or which give you some knowledge. It is found that 80% submissions to Facebook or chats on Whatsapp are not worth seeing it or reading it. If we become choosy we can save a lot of time.
Watch less TV:
Another popular time-waster is watching TV. This is one of the hardest habits to break, but there is a simple much more effective ways to spend your time. Unless you’re on vacation, turn the TV off. Besides, removing the exposure to devastating and negative news will greatly benefit your outlook on life and help you sleep better at night. Try it for a week and see if you notice improved sleep and reduced nightmares. Experience it yourself. You can use this time by playing or enjoying with your family, reading a book. Make a list of the things you would like to do and arrange them in order of importance. The ones that make you feel the best should go at the top of the list and should be the first thing you do when you create the time.
Make TO-DO list:
Writing a To-Do List before you go to sleep every night will help your mind run through the day and organize it. While you’re sleeping, your brain is organizing how to create successful outcomes for the next day‘s tasks. If you give it a task, it will figure out a way to complete it successfully – and be more focused on success supporting actions instead of time-wasters.
Prioritize everything on the list so if you don’t have time for everything, you at least get the most important (and not easiest) items done.
Delegate your work:
If you have assistants at work, find if there are additional tasks you can delegate to them. Have your assistant look through your email, check phone calls or walk-ins, schedule all appointments, or research something you need more information about.
If you are self-employed, find an assistant! For non-essential delegation, you can hire a college student at a reasonable rate. For vital tasks, stick with professionals. If you have young adults in the house, offer a part-time job to one or more of your kids. Hire an experienced virtual assistant to help you part-time or full-time. There are many good people out there if you can live with them not being physically located in your office.
Learn to say NO
You have to learn to say “No.” You cannot always take care of everyone else. Talk less on phone particularly at works. Do one task at a time and avoid multitasking. If you’re multitasking while talking on your phone – someone or something is missing your full attention.
Use App Like Truecaller to block unsolicited calls:
Answering unsolcited from telemarketers and service providers always waste lot of time, block them.
Decide how much to talk on a phone.
Phones and particularly mobiles were developed for an emergency. Hence the talk on mobiles and phones should be precise. If you want to have long chat, keep time aside and meet them personally.
Conclusion:
If you want to be successful in life, then set your priorities and develop your activities around these priorities and your life goal. Time saved can be used to work on your goal.
