More than 60 percent of workers have admitted to wasting up to an hour of time every workday. There are a variety of reasons that this happens, and some of them are inadvertently caused by the tools that they are given to perform their job. After all, even if someone is actively working on an assigned task, this does not mean that time is not being wasted by a less than desirable setup. The good news is that there are numerous ways to reduce time waste, ranging from keeping employees focused on their job to eliminating work-related time suckers.
1. Keep Meetings Short
The typical meeting is twice as long as it needs to be, and this causes 91 percent of attendees to end up daydreaming instead of focusing on the topics at hand. Therefore, it is critical to make your meetings a more realistic length, and you also need to stop inviting people who do not absolutely need to be there. Take a moment to think about mandatory team meetings and the people who actually attend them. If someone is going to be in a meeting who will not gain any useful information to fulfill their role, then they should not be forced to attend. This combined with shorter meetings will minimize wasted time and help boost productivity.
2. Invest in Proper Tools
The software and other tools that you provide your employees with can either help them excel or drastically hinder their performance. For example, if you are using an outdated point of sale machine, your employees may end up being forced to waste time on getting everything to run properly. On the other hand, modern iOS and Android POS setups such as those offered by mSteamPOS.com are designed specifically to be simple yet powerful tools that anyone can utilize.
3. Have Notification Free Times
The typical office environment causes employees to spend a whopping 28 percent of their day reading and responding to emails. Although this is a good way to share information, being constantly plugged into emails can actually be the root cause of a lot of wasted time. This is because people tend to automatically respond to each new notification that they receive, whether it is for an email or a comment on their latest Facebook status update. To help combat this problem, you can designate certain notification free times during the workday. Having everyone close their inbox and turn off the notification sound for an hour or so at a time will enable them to pay closer attention to other tasks.
4. Consider Changing Your Schedule Parameters
Have you ever had a specific task to complete in one day that you knew you could finish in four hours but waited until after lunch to focus on? The truth is that many people are motivated by deadlines, and they will also waste any extra time that they receive. To remove this issue, you may wish to consider changing your schedule parameters to encourage speedy and accurate work. When it comes down to it, if people could go home early if their work was performed in a satisfactory manner, many of them would stop wasting so much time. If you actually need to get eight hours out of everyone, you could consider offering rewards for meeting certain faster deadlines.
5. Implement Several Short Breaks into the Day
Surveys have shown that the majority of workers can only focus for one hour or less at a time, so it actually makes sense to offer a five minute break every hour to help purposefully concentrate wasted time. In other words, allowing your employees to goof off for the last five minutes of every hour should help them stay more on task throughout the rest of the day.
6. Install a Social Media Blocker
Installing a social media blocker can help reduce wastefulness. However, if you leave the blocker in place all the time, employees will simply turn to their cellphones or personal laptops to get their social media fix. A good compromise is to turn the social media blocker off during scheduled breaks or to install a blocker that allows you to input specific time variables. This will give workers some flexibility but will also instill the message that most of their day needs to be productive instead of wasteful.
7. Create a Training Culture
Surveys have shown that approximately 40 percent of employers do not place a major emphasis on training. This is one of the biggest mistakes that your company can make, especially if you want to reduce wasted time on the clock. Consider for a moment how inefficient employees tend to be when they do not have the necessary training to attend to all of their daily tasks. Not only does this reduce productivity but it also causes job satisfaction to plummet. As a result, even well-trained employees will suffer due to the actions of those around them, and your company will lose more time finding replacement employees. You can avoid these problems by creating a training culture.
8. Provide Solid Instructions for Each Task
Most people want to do a good job, but this becomes very difficult if they are not given good enough instructions. In fact, spending a few minutes giving a thorough overview of how a task needs to be completed can end up saving you tons of wasted time in the long run. Keep in mind that each employee has different needs when it comes to instructions. Therefore, repeat instructions when it is necessary and allow other employees to take the ball and run with it after they have exhibited a high level of competency in the desired area.
9. Tie Goals and Timely Completion into a Bonus Structure
It has been proven that a realistic goal and bonus structure can boost productivity and reduce time waste, so this is definitely something that companies of all types should consider implementing. One study by the Harvard Business School found that quarterly bonuses are more effective than annual ones, and you may even want to look into switching to a monthly structure to get the best results.
10. Utilize Vacation Time and Flextime to Minimize Burnout
Professional burnout can happen for a variety of reasons, ranging from repetitive tasks to constantly working long hours. The good news is that vacation time and flextime can be used to help prevent burnout from occurring. Essentially, you need to make sure that each of your employees has a break every so often because this will be good for their mental and physical health, and it will also make them waste less time when they are on the clock.
Now that you have a better grasp of how to prevent employees from wasting time, it is also wise to give them time management tips that they can put to work in every aspect of their life. Always remember that the training, breaks, bonuses and other tools that you put in place can be instrumental in reducing wasted time and improving employee morale.
This article was written by Holly Chavez for Lifehack.
Photo credit: Viktor Hanacek via picjumbo.com