Methods for Reducing Time Waste

I've tried 100s of time management techniques.  This is by far my favourite: I used to work 80 hrs/week and call it "productive." When really I was: - Attending pointless meetings - Fighting countless small fires - Being involved in every decision Now I work less than 70% the time and get 4x as much done. The Eisenhower Matrix helped me get there.  It teaches you to categorise tasks by importance and urgency. Here's how it works: 1. Do It Now (Urgent + Important) Examples: - Finalise pitch deck before investor meeting tomorrow. - Fix website crash during peak customer traffic. - Respond to press interview request before deadline. Best Practices: - Attack these tasks first each morning with full focus. - Set a strict deadline so urgency fuels execution. 2. Schedule It (Important + Not Urgent) Examples: - Plan quarterly strategy session with leadership team. - Map long-term hiring plan for next 18 months. - Build a personal brand content system for LinkedIn. Best Practices: - Protect time blocks in advance. Never leave them floating. - Tie them to measurable outcomes, not vague intentions. 3. Delegate It (Urgent + Not Important) Examples: - Handle inbound customer service queries this week. - Organise travel logistics for upcoming conference. - Update CRM with latest sales call notes. Best Practices: - Build playbooks so your team executes without confusion. - Delegate with deadlines to avoid wasting time. 4. Eliminate It (Not Urgent + Not Important) Examples: - Tweak logo colour palette again for fun. - Attend generic networking events with no ICP fit. - Review endless “best productivity tools” articles. Best Practices: - Audit weekly. Cut anything that doesn’t compound long-term. - Replace low-value busywork with rest, thinking, or selling. If you are always reacting to what feels urgent,   You'll never focus on what matters. Attend to the tasks in quadrant 1 efficiently,  Then spend 60-70% of your time in quadrant 2.    That's work that actually builds your business. Which quadrant are you spending too much time in right now?  Drop your thoughts in the comments. My newsletter, Step By Step, breaks down more frameworks like this. It's designed to help you build smarter without burning out. 200k+ builders use it to develop better systems. Join them here:  https://lnkd.in/eUTCQTWb ♻️ Repost this to help other founders manage their time.  And follow Chris Donnelly for more on building and running businesses. 

What if 20–30% of your team's time is being wasted every day? A conservative estimate suggests that's exactly what's happening. The good news? Much of this can be regained. I recently spoke to a group working on decarbonisation. One participant had a powerful realisation: "I'm spending too much time in meetings, this isn't why they hired me." She'd felt it for months. But only when she stepped back and examined her daily routines did it become undeniable. Here's what behavioural science teaches us: Environment beats motivation almost every time. Inefficiency isn't just about too many meetings. It's mental friction compounding across your day: - Task switching & attention residue - Decision fatigue is draining your prefrontal cortex - Information overload & ambiguity - Recovery time after interruptions - Cognitive biases you don't even notice Add environmental factors, noisy spaces, tool overload, misaligned incentives, and you've created a suboptimal neural environment for work. The solution isn't trying harder. It's designing smarter. Three quick self-checks to reclaim wasted time: 1. Audit your week: Where did you do your best thinking? Where did you feel drained? 2. Meeting math: For your last 5 meetings, ask: Was this the best use of collective brainpower? 3. Switching tax: Track how often you shift between apps/tasks in an hour. What's the hidden cost? These micro-reflections surface surprisingly big opportunities. Want to go deeper? We've developed the Wise Ways of Working assessment—a practical tool to help you identify hidden inefficiencies and spark conversations about brain-friendly ways of working. (see link in the comments) Imagine if everyone in your organisation freed up 20% more time for high-value work. What would that add up to? The first step is awareness. The second is redesign. What's one behaviour you could redesign this week by changing the cue, reward, or environment around it?

You could leave the office by 5pm every day in FP&A. Sounds impossible when you're drowning in variance analysis, last-minute requests, and 50-slide decks? After training 100s of finance professionals at companies like Google, Merck, and Lowe's, I've proven it's not about working harder - it's about fixing these 5 time wasters: 𝗧𝗶𝗺𝗲 𝗦𝗶𝗻𝗸 #1: 𝗖𝗿𝗲𝗮𝘁𝗶𝗻𝗴 𝗧𝗼𝗼 𝗠𝗮𝗻𝘆 𝗦𝗹𝗶𝗱𝗲𝘀 Nobody wants to review 60 slides every month. Ask them to mark with an X which slides to keep. Move the rest to the appendix. Watch your prep time drop by 60%. 𝗧𝗶𝗺𝗲 𝗦𝗶𝗻𝗸 #2: 𝗩𝗮𝗿𝗶𝗮𝗻𝗰𝗲 𝗔𝗻𝗮𝗹𝘆𝘀𝗶𝘀 𝗳𝗿𝗼𝗺 𝗦𝗰𝗿𝗮𝘁𝗰𝗵 Stop waiting for final numbers to start. Set up your comparisons ahead of time. Focus on the 20% of variances that explain 80% of the difference. Cut analysis time in half. 𝗧𝗶𝗺𝗲 𝗦𝗶𝗻𝗸 #3: 𝗗𝗶𝗿𝘁𝘆 𝗗𝗮𝘁𝗮 𝗦𝗲𝘁𝘀 Assign every metric an owner. Someone who ensures it's accurate and available when you need it. No more 2-hour data cleaning sessions. 𝗧𝗶𝗺𝗲 𝗦𝗶𝗻𝗸 #4: 𝗘𝗻𝗱𝗹𝗲𝘀𝘀 𝗖𝗵𝗮𝗻𝗴𝗲 𝗥𝗲𝗾𝘂𝗲𝘀𝘁𝘀 Share a shell deck first - just headlines, no formatting. Get feedback before doing detailed work. Eliminate 70% of rework. 𝗧𝗶𝗺𝗲 𝗦𝗶𝗻𝗸 #5: 𝗙𝗼𝗿𝗺𝗮𝘁𝘁𝗶𝗻𝗴 𝗣𝗮𝗿𝗮𝗹𝘆𝘀𝗶𝘀 Never format before the content is approved. Do it all at once. Create in Excel where you're 3x faster. Save 2 hours per deck. These strategies helped me manage billion-dollar portfolios while actually having a life outside the office. And they work whether you're at a Fortune 500 or a startup. Ready to reclaim your evenings? Which time sink are you tackling first? -Christian 𝗣.𝗦.: Get the same frameworks I teach at Wharton. My top 10 most popular FP&A one-pagers (free for a limited time): https://lnkd.in/eZt8u_Ar ________________________________________________ 𝗜'𝗺 𝘁𝗵𝗲 𝗗𝗶𝗿𝗲𝗰𝘁𝗼𝗿 𝗼𝗳 𝘁𝗵𝗲 𝗙𝗣&𝗔 𝗣𝗿𝗼𝗴𝗿𝗮𝗺 𝗮𝘁 𝗪𝗵𝗮𝗿𝘁𝗼𝗻 𝗮𝗻𝗱 𝗮 𝗳𝗼𝗿𝗺𝗲𝗿 𝗳𝗶𝗻𝗮𝗻𝗰𝗲 𝗹𝗲𝗮𝗱𝗲𝗿 𝗮𝘁 𝗣&𝗚, 𝗨𝗻𝗶𝗹𝗲𝘃𝗲𝗿, 𝗮𝗻𝗱 𝗦𝗾𝘂𝗮𝗿𝗲𝘀𝗽𝗮𝗰𝗲. I have trained 1,000+ professionals at companies like Google, Merck, and Lowe's. Here is how I can help you: 🚀 𝗜𝗻𝘀𝗶𝗱𝗲 𝗙𝗣&𝗔 𝗔𝗰𝗮𝗱𝗲𝗺𝘆: My comprehensive online course. 🤖 𝗔𝗜 𝗳𝗼𝗿 𝗙𝗣&𝗔: A crash course on the future of finance. 🏢 𝗖𝗼𝗿𝗽𝗼𝗿𝗮𝘁𝗲 𝗧𝗿𝗮𝗶𝗻𝗶𝗻𝗴: On-site workshops for your team. 🔗 𝗩𝗶𝘀𝗶𝘁 𝗺𝘆 𝗽𝗿𝗼𝗳𝗶𝗹𝗲’𝘀 𝗙𝗲𝗮𝘁𝘂𝗿𝗲𝗱 𝘀𝗲𝗰𝘁𝗶𝗼𝗻 𝘁𝗼 𝗹𝗲𝗮𝗿𝗻 𝗺𝗼𝗿𝗲.

SMED – How to Cut Changeover Time and Boost Efficiency Is changeover time slowing down your production? Every minute spent switching from one task, product, or machine setup is lost productivity. That’s where SMED (Single-Minute Exchange of Die) comes in. SMED is a Lean method used to reduce changeover time—turning lengthy setups into fast, efficient transitions. The goal? Get changeovers down to single-digit minutes (less than 10). ⸻ Why is SMED Important? ✅ Reduces downtime – Faster changeovers mean more production time. ✅ Increases flexibility – Smaller batch sizes and quicker adjustments to demand. ✅ Boosts efficiency – More output with the same resources. ✅ Lowers costs – Reduces inventory, scrap, and excess labor. ⸻ The SMED Process – 3 Key Steps 1️⃣ Separate Internal vs. External Tasks • Internal = Tasks that can only be done when the machine is stopped. • External = Tasks that can be done while the machine is running (e.g., preparing tools, materials). Goal: Convert as many internal tasks as possible into external ones to reduce stoppage time. 2️⃣ Streamline Internal Setup • Use quick-release mechanisms and standardized settings to minimize adjustments. • Keep tools and materials organized and within reach. 3️⃣ Eliminate Waste & Standardize the Process • Remove unnecessary steps. • Use visual guides, checklists, and dedicated setup stations. • Train employees on best practices to ensure consistency. ⸻ Example in Action A manufacturing plant used SMED to reduce a 90-minute machine changeover to 12 minutes by: 🔹 Pre-staging tools and materials before the machine stopped. 🔹 Replacing bolts with quick-clamp fixtures. 🔹 Using standardized settings instead of manual adjustments. The result? More production time, lower costs, and higher output. ⸻ The Power of SMED SMED isn’t just for manufacturing—it applies to any process with setup time, from hospital procedures to office work (think switching between tasks efficiently). Video by Nilson Rodrigues da Silva and Lean Institute Brasil

🚫 How I Wasted 5 Weeks a Year Without Even Realizing It For 20+ years, I taught leaders how to run efficient organizations and teams. Optimize meetings. Streamline decisions. Eliminate waste. I thought I had efficiency mastered. Until I realized how much of my own time I was wasting. When I joined Amazon, my team of technologists and architects kept saying: “We’re drowning in context switching.” I shrugged it off. I’d been doing that my whole career — juggling meetings, emails, and messages like a “badge of honor.” Then COVID hit. The workday became a blur of back-to-back calls, Slack pings, texts, and inbox chaos. I thought I was coping. I wasn’t. While the pandemic has thankfully passed, its remnants of video calls and the above distractions remain! 🔍 Then I came across an HBR study (“How Much Time and Energy Do We Waste Toggling Between Applications?, Murty, Dadlani, and Das, Aug 2022) that changed everything. In typical HBR fashion, the authors called it “toggle tax”—the cost you pay each time you shift contexts. It showed that the average knowledge worker toggles between apps and windows 1,200 times a day — losing up to 4 hours per week just refocusing. That’s five full weeks a year, gone! So I changed my ways. Here’s what worked 👇 🧠 1. Block time, ruthlessly. Deep work deserves sacred space. I started reserving 60-minute focus blocks every morning — no meetings, no Slack, no email. 📵 2. Batch the reactive work. I try and check email and messages 2–3 times a day instead of constantly grazing. If it’s urgent, people know how to find me. (Note: This is REAL hard for me; I am a work in progress). ⚙️ 3. Eliminate tool chaos. I look to streamline systems and consolidate workflows so my teams aren’t bouncing between platforms. The result? My productivity doubled. My energy returned. And for the first time in years, my calendar stopped managing me. 🔍 If you’ve ever felt stretched thin but can’t explain why— it might not be you. It might be you paying the “toggle tax.” ⚡What’s one change you’ve made to protect your focus? Want to chat with me about wasting 5 weeks a year and minimizing the “toggle tax.”? See my calendar link in the comments to schedule a video call.

If you don’t control your time, someone else will. 7 time management frameworks to own your time: 1) Measuring my time At the age of 14, I started preparing for engineering exams, only to realise I just could not manage my time. So I recorded every hour of my day; I did this for 13 years. Just this act of measurement led to the act of improvement. Do it for 10 days and you will see the difference. 2) Time blocking I realised context switching was taking a toll. I started blocking 2-3 hours and have been doing so till date. Monday AM: X Monday PM: Y Tuesday all day: Z 3) Win the week, not the day Think of your week as your time unit, not your day. Think of what you wish to achieve in a week. And split your week to achieve that. 4) Single source of action We are constantly being fed a to-do list. From multiple sources. What helps me is to have a single source of action - my emails. It can be a to-do app for you, a notebook, or post-its - anything except your memory. 5) Create repeatable tasks I am a student of processes. So my endeavour is - find something I need to do in life, and find a way to convert it into a recurring task which I can add to my calendar. It builds a habit, routine, and discipline for your mind. 6) Setup distraction time Our mind craves distraction because we make it a forbidden fruit. Do the opposite. Set up time to waste time. 7) Zoom out We struggle to manage time, because we look at it in a micro way. Go back to the macro. What do you want to achieve this month, quarter, or year? What are the big milestones that will get you there (or tell you that you are on the path)? Did that happen this week? If yes - great. If not - go back to step 1 and figure out what went wrong. Repeat every week.

I interviewed 50 CEOs about time management. None of them use to-do lists Because that’s not what actually works. We know the cost of time management that fails. ↳ You work long hours, yet your list keeps growing. ↳ You miss family time. Your health takes a backseat. ↳ And deep down, you still feel like you haven’t arrived. Top leaders do it differently. They don’t just manage time, they master it. Here are 15 time mastery habits they use that you can apply to stay ahead without staying late: 1. Pomodoro Technique ↳ Set a 25-minute timer and focus on just one task ↳ Take a 5-minute break after each round ↳ After 4 rounds, step away for 15–30 minutes to reset 2. Eisenhower Matrix ↳ Separate tasks into urgent vs. important ↳ Do what’s urgent and important right away ↳ Delegate, defer, or drop the rest 3. ABCDE Method ↳ Tag tasks A to E based on priority ↳ ‘A’ tasks drive your goals - do them first ↳ ‘D’ and ‘E’ tasks? Delegate or delete 4. 80/20 Pareto Method ↳ Identify the few tasks that create the biggest impact ↳ Focus 80% of your time on that top 20% ↳ Cut the rest without guilt 5. 3-3-3 Method ↳ Block 3 hours for your most focused work ↳ Complete 3 quick wins to build momentum ↳ Handle 3 small upkeep tasks to stay on track 6. 2-Minute Rule ↳ If something takes less than 2 minutes, do it now ↳ Bigger tasks? Schedule or delegate ↳ Keeps your mental and digital clutter low 7. Eat the Frog ↳ Do your hardest task first thing in the morning ↳ It sets the tone for a productive day 8. Getting Things Done (GTD) ↳ Get every task out of your head and onto paper ↳ Organize them by next actions ↳ Review regularly and take focused steps forward 9. Kanban Board ↳ Use three columns: To Do, Doing, Done ↳ Move tasks across as you make progress ↳ Visual clarity = less overwhelm 10. Task Batching ↳ Group similar tasks (like emails or calls) ↳ Do them in one focused block ↳ Saves energy by reducing context-switching 11. Warren Buffett 5/25 Rule ↳ List your top 25 goals or tasks ↳ Circle the 5 that matter most ↳ Say no to the other 20 until those 5 are done 12. Time Blocking ↳ Block specific time for important tasks ↳ Treat it like a non-negotiable meeting 13. 1-3-5 Method ↳ Plan 1 big, 3 medium, and 5 small tasks for the day ↳ Keeps your workload realistic and motivating 14. MSCW Method ↳ Sort tasks into: Must, Should, Could, Won’t ↳ Prioritize the Musts during peak focus time ↳ Everything else can wait or be delegated 15. Pickle Jar Method ↳ Start with the big, meaningful tasks first ↳ Fit in smaller ones around them ↳ Make space for what truly matters You don't need all 15. You need the 2-3 that resonate with your biggest struggles. Which one speaks to you? Drop the number in the comments, I'd love to know. ♻ Repost to help your network trade burnout for focus. ➕ Follow me (Meera Remani) for tools that fuel your growth. Image courtesy and post inspiration: Justin Mecham.

𝟏𝟐 𝐒𝐮𝐫𝐞 𝐒𝐡𝐨𝐭 𝐖𝐚𝐲𝐬 𝐓𝐨 𝐂𝐮𝐭 𝐓𝐡𝐞 𝐂𝐥𝐮𝐭𝐭𝐞𝐫 𝐓𝐨 𝐈𝐧𝐜𝐫𝐞𝐚𝐬𝐞 𝐏𝐫𝐨𝐝𝐮𝐜𝐭𝐢𝐯𝐢𝐭𝐲: 𝐓𝐢𝐦𝐞 𝐌𝐚𝐧𝐚𝐠𝐞𝐦𝐞𝐧𝐭 Cutting clutter and managing your time effectively is essential for productivity and overall well-being. Here are some strategies to help you cut down on clutter and make the most of your #time: ✅ 1. Set Clear Goals: Define your short-term and long-term #goals. This clarity helps you prioritize tasks and avoid distractions that don’t align with your objectives. ✅ 2. Prioritize Tasks: Use methods like the Eisenhower matrix (urgent-important matrix) to categorize tasks into four quadrants: urgent and important, important but not urgent, urgent but not important, neither urgent nor important. Focus on tasks in the important but not urgent quadrant to prevent last-minute rushes. ✅ 3. Declutter Your Physical Space: A clutter-free environment promotes focus. Regularly clean and organize your #workspace. Get rid of items you don’t need, and keep only what's essential. ✅ 4. Digital Decluttering: Organize your #digital files, emails, and apps. Unsubscribe from unnecessary email lists, delete apps you don’t use, and organize your files into folders for easy access. ✅5. Time Blocking: Allocate specific blocks of time for different tasks. Avoid #multitasking, as it often leads to inefficiency and mistakes. Concentrate on one task during each time block. ✅ 6. Learn to Say No: Don’t overcommit yourself. Learn to decline requests or tasks that don’t align with your priorities or goals. ✅ 7. Limit Distractions: Identify common distractions and find ways to limit them. This might mean turning off social media notifications, setting specific times for checking emails. ✅8. Practice Mindfulness: Mindfulness techniques, such as meditation, can enhance your focus and help you stay present. Regular #mindfulness practice can reduce mental clutter and improve your decision-making skills. ✅. 9. Regular Review: Regularly assess your goals and tasks. What worked yesterday might not work today. Be willing to #adapt and change your strategies based on what helps you be more productive. ✅ 10. Delegate and Outsource: Don’t be afraid to #delegate tasks if you have the option. Outsource tasks that are time-consuming but not necessarily within your expertise. This can free up your time for tasks that are more valuable to you. ✅ 11. Continuous Learning: Stay updated with productivity techniques and tools. Continuous learning helps you discover new methods to manage your time and reduce clutter effectively. ✅ 12. Practice Self-Care: Ensure you get enough rest, exercise, and relaxation. A healthy #lifestyle contributes significantly to your ability to manage clutter and time effectively. Cutting the clutter and managing time is an ongoing process. It requires consistent #effort and a willingness to #adapt. Start with small #changes, and over time, you'll find a routine that works best for you. #timemanagement

Time is what we want most, but what we use worst. Years ago, I thought time management was: ↳ Making to-do lists, ↳ Planning everything on a schedule, ↳ And still not getting everything done. But I learned the hard way: It’s not about doing more, it’s about doing it right. Here are 12 game-changing strategies: (that truly transformed my productivity) 1/ Anti-To-Do List: Track what not to do (low-value tasks or habits that waste time). 2/ The Rule of Three: Instead of endless task lists, set just 3 key priorities per day. 3/ Time-Stamped Planning: Estimate time for each task, so your schedule isn’t just a wish list. 4/ Switching Tax Awareness: Switching between tasks can cost up to 40% of your productivity—minimize it. 5/ Waiting Time Hack: Use waiting in line or commuting for micro-tasks (replying to emails or listening to audiobooks). 6/ 90-Min Deep Work Cycle: Your brain works best in 90-minute focus sprints followed by breaks. 7/ Day Theming: Assign specific tasks to certain days (e.g., Mondays for planning, Fridays for networking). 8/ Set Hard Stops: Decide when work must end to prevent overworking and force efficiency. 9/ Productive Boredom: Allow quiet time for creative thinking (no phone, no music). 10/ Just Start Rule: When procrastinating, commit to just 2 minutes of a task—momentum usually follows. 11/ Multiplier Tasks: Some tasks (automating a workflow or hiring the right person) save you time forever. 12/ Manage Energy, Not Just Time: Track when you’re naturally most focused and schedule deep work. Time is the only resource you can’t get back. Manage it wisely. ♻️ Share this with your network. ☝️ For more valuable insights, follow me, Victoria Repa.

10 Hidden Time Wasters in Marketing (marketing teams rarely fix them) Marketers are in a constant race against time. Deadlines pile up, and hidden inefficiencies drain productivity. Top teams don’t just create, they streamline how they work. Here are 10 time wasters and how to eliminate them. 1. Last-minute requests ↳ Constant priority shifts kill focus and productivity. ↳ Without a system, urgent work disrupts planned tasks. → Use a structured intake process with clear priorities. 2. Inefficient email communication ↳ Endless threads bury key details and delay action. ↳ Too much time is spent searching for lost info. → Set clear rules for email vs. instant messaging. 3. Unclear roles and responsibilities ↳ Tasks get delayed or duplicated without clear owners. ↳ Lack of accountability leads to inefficiencies. → Assign one accountable person per process step. 4. Unproductive meetings ↳ Too many meetings drain time without real outcomes. ↳ Without structure, discussions go in circles. → Require agendas & shift updates to written formats. 5. Manual, repetitive work ↳ Hours are wasted on tasks that could be automated. ↳ Without automation, teams lose time on admin work. → Identify and streamline repeatable processes. 6. A complex, disjointed tech stack ↳ Too many disconnected tools create inefficiencies. ↳ Switching between platforms wastes valuable time. → Audit your tools and remove redundant ones. 7. Unfocused metrics and KPIs ↳ Measuring too much leads to distraction. ↳ Without clarity, teams chase vanity metrics. → Focus only on KPIs that drive business goals. 8. Bottlenecks in content creation ↳ Slow approvals and messy workflows delay launches. ↳ Unstructured processes create unnecessary revisions. → Standardise briefs & streamline approvals. 9. Poor asset organisation ↳ Searching for the right file wastes valuable time. ↳ Outdated or scattered assets slow down execution. → Use a centralised digital asset system with standards. 10. Lack of decision-making autonomy ↳ If every decision needs approval, agility suffers. ↳ Teams slow down waiting for sign-offs. → Empower teams with decision-making parameters. - - - - - 👉 Marketing success isn’t just about ideas; it’s about execution. 💭 Which one do you think is most common? what would you add? ♻️ Share to help marketers execute better. ➕ Oliver Ramirez G. for leadership, process optimisation and marketing tips.