Workplaces can be great for getting work done, collaborating with colleagues, and celebrating big wins. However, offices can also be places for unproductive meetings, unnecessary emails, and water cooler talk—and that's just the beginning.
You might think these are the unavoidable consequences of working with people, but they're not!
There are many ways to mitigate common workplace productivity busters. Below, we've created a list of nine workplace time wasters (and what to do about them).
9 Workplace Time Wasters and How to Fix Them
#1. Multitasking
One of the biggest time wasters in our lives is multitasking. We all want to feel productive, and we all want to be able to switch quickly between tasks, but this leads us down a dangerous path that can cost us precious time.
Research has shown that multitasking doesn't help you get more done and makes your brain less efficient at completing tasks. You become less productive when trying to do multiple things at once because it takes longer for your brain to process a bunch of different information. One study found that just 2.5% of people can multitask effectively.
Multitasking also causes stress and burnout, which may make you less efficient overall, even if it does get some things done faster than single-tasking would have done them!
A better way: Focus on one task at a time when possible (that's why "focus mode" exists in software like Google Docs) and hone your time management skills with a detailed time-blocked calendar to help you dedicate a specific time for each task.
#2. Unnecessary Meetings
We’ve all heard the saying, “This meeting could have been an email,” and unfortunately, most of us have lived through it too. The University of North Carolina surveyed 182 senior managers in various industries: 65% said meetings give them less time to complete their work. Seventy-one percent said meetings are unproductive and inefficient.
Looking at the time it takes to plan a meeting—from deciding on a date and time and location to sending out a plan and reminders about attendance and materials—an hour-long meeting can quickly take two or three hours out of the organizer’s workday. Then there's the inefficiency of having everyone sit around waiting for people to show up or listen to side conversations unrelated to the meeting.
A better way: Every meeting should have a clear schedule with time blocked out for each talking point. If possible, meeting organizers should keep track of time and prompt speakers to wrap up their discussion a few minutes before their time slot ends. If possible, keep meetings brief, i.e., thirty minutes or less.
#3. Procrastination and Non-Work
It seems kind of obvious to say that procrastination is a time waster for workers. Putting off a big project in favor of watching YouTube videos or browsing Amazon isn’t the most productive thing now, is it?
The problem with procrastination and non-work is that we all know it’s “bad,” but we all still do it. And the more we do it, the worse we feel. Stress compounds, and before we know it, we have less than 24 hours to finish a sales pitch. An academic study even found a positive correlation between procrastination and depression.
A better way: To avoid overwhelm, workers should break up their large projects into small chunks with a project to-do list. Then, reserve a block of time each day to work on them. You can use a time tracking app like Hourly, which records how long you work on each project in real-time. That way, you can make sure you're giving projects the attention they need.
Want to boost productivity when working from home? Check out The Ultimate Guide to Working From Home article for tips.
#4. Noisy Environments
While open-office layouts seem ideal for brainstorming and collaboration, they can also be meccas of distraction. Constant printer noise, doors opening and closing, people chatting, phones ringing, keyboards clicking, and more can cause workers to lose focus. One study found that office workers lose 86 minutes daily because of office distractions.
Noise is one of the most common time wasters, but it often goes unnoticed by management.
A better way: While it’s not always possible to re-design your workspace, you can take matters into your own hands. Consider reserving a conference room for some peace and quiet or drowning out office noise by wearing headphones and listening to music.
#5. Too Many Emails
E-mails are a great way to communicate and a necessary part of our jobs. But they can take up a lot of time, especially if you have to deal with hundreds daily. The average office worker receives around 121 emails every workday.
A better way: To avoid hours spent checking emails, create rules for incoming messages that help you manage your inbox better. For example, if an email has been sent by an unknown sender or is marked as spam, create a rule to automatically file it in its own folder so it doesn’t clog up the rest of your email box.
#6. Interruptions
We’ve all been there: you’re focused intently on a spreadsheet, and BAM, a co-worker, is at our desk asking questions about how to use the new printer.
While it's common for office workers to face a variety of interruptions, from email notifications to calls, text messages, and coworkers stopping by to ask a question, there are ways to downsize the number of interruptions drastically.
A better way: Consider setting up an away message on your email, turning off your phone, and hanging a sign on your door to tell co-workers to come back at a specific time.
#7. Social Media
Social media can be a fun, helpful way to connect with others. Still, it's easy to get sucked into spending a lot of time on platforms like Facebook, Instagram, and LinkedIn, especially during work hours.
A better way: If you have trouble keeping yourself from wasting time on social media during work hours, consider blocking access to these sites or deleting them from your phone.
#8. Lack Of Clarity
Clarity is vital in any workplace setting—it's essential for good communication between team members, coworkers, and supervisors. Without transparency, it isn't possible to set goals or meet deadlines effectively.
A better way: As someone seeking clarity from others in your organization, try starting with questions like:
- What do we want to accomplish by the end of this project?
- Who is doing what part?
- Do we have everything we need before starting?
- What are some first steps?
- When should we touch base again?
These questions help ensure that everyone involved clearly understands goals and expectations so that projects can proceed smoothly without getting bogged down by confusion or miscommunication.
#9. Notification Nightmares
Push notifications are interruptions, and interruptions are time wasters. Our phones and apps are designed to keep us interested. Push notifications are strongly linked to smartphone addiction. These “small” disruptions throughout the day add up to a big waste of time.
A study of nearly 2,000 full-time office workers revealed that most people spend over an hour reading news websites and almost 45 minutes daily checking social media.
A better way: To avoid wasting time with constant notifications, simply turn them off while you’re at work. You can use focus mode or even adjust your notification settings. You’ll be amazed at how much easier it is to avoid your phone for longer spurts of time.
Get More Done with Less Time Wasters
We can't get through our workday without some kind of distraction. But the good news is that by minimizing the impact of these time wasters on our lives, we can get more done and save time! When you have important tasks to do, don’t panic and remind yourself it’s possible to stay productive and positive. It just takes a few adjustments.
1. Introducing Yourself
Your introductory email needs to pack a lot of information into a small package. Try something like this:
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Hello Jane,
My name is John Doe and I work for ABC Agency, where we provide business insurance policies to many of Dallas' rockstar small businesses.
Congratulations on your new business, Jane's Bakery. Are you wondering if you have all the insurance you need? Or if your policies will really cover you in a pinch?
At ABC Agency, we pride ourselves on providing robust, comprehensive coverage options to companies like yours with flexible, pay-as-you-go plans.
Are you available this week to talk more about how we can help? I can help you find the most affordable rates and the best policies out there.
I look forward to speaking with you soon.
Cheers,
John Doe
2. Presenting a Quote
Once you've met with your potential client, a quick reply with their quote will get the ball rolling.
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Hi Jane,
Thanks so much for meeting with me this morning. I loved touring Jane's Bakery–I can still smell those delicious chocolate chip cookies baking! You have a great location, and I'm sure you're going to do great on Front St.
After reviewing my notes, I've pulled together an insurance quote for you (attached). I recommend a business owner's policy. A BOP includes several insurance products in one: liability, property insurance, and business interruption insurance. It offers robust coverage at a competitive price.
I'll call you in a few days to see what you think about this insurance plan. In the meantime, if you have any questions, don't hesitate to email me or call me at [phone number].
Again, thank you for your time today. I look forward to working with you in the future.
Cheers,
John Doe
3. Thanks for Purchasing a Policy
Gratitude is important! It's never a bad idea to thank your clients for their business.
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Hi Jane,
Thank you for choosing a business owner's policy with ABC Agency. We know it's so important to get the right coverage for your business, and we are honoured you've placed your trust in us.
We're excited to work closely with you, and our no. 1 goal is to make sure you're business is always protected.
Do you have any questions? We are here to help. Reach out whenever something comes to mind.
Thank you again for choosing ABC Agency to insure Jane's Bakery.
Cheers,
John Doe
4. Welcome Email
A welcome email helps clients feel like you're there to help–and can softly pitch other insurance products you offer.
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Dear Jane,
Welcome to the ABC family! We are thrilled to have you as a new customer and can't wait to meet all of your insurance needs.
As an independent insurance agency, we work with multiple insurance providers to find the best coverage options for all our customers. If you need any other type of insurance–like [include additional offerings unique to your agency, like life insurance, health insurance, home insurance or anything else]–we can help you too.
Do you want to discuss any of these policies?
Cheers,
John Doe
5. Introducing a New Product
A happy client may want to expand their business with you.
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Hello Jane,
I hope all is well with you and Jane's Bakery. I stopped in yesterday for a blueberry muffin and coffee, and they were delicious. I loved the hint of cinnamon in the muffin! Was that your idea?
I wanted you to be the first to know we are now offering commercial vehicle insurance to our policyholders. Auto insurance for your catering vans is super important since your personal car insurance won't cover them.
We're offering this insurance coverage solely to our current business clients at the moment and have some very competitive rates.
Would you like me to work up a quote for you?
As always, thanks so much for being a part of the ABC family.
Cheers,
John Doe
6. Asking For Referrals
Once your relationship is established and comfortable, let your clients help you grow.
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Hi Jane,
You've been a valuable member of the ABC family for two years now, and we so appreciate your business–not to mention the muffins you supply for our monthly meetings!
Because you are a valued policyholder, I wanted to ask a quick favour. I know you are active in the local Chamber of Commerce, and I'm hoping you might know some colleagues who would benefit from working with our insurance company.
Referrals are one of the most effective ways to connect with our community since people really trust their friends, family and colleagues. Is there anyone you'd recommend I speak with?
Remember that in addition to business insurance products, we offer everything from life insurance policies to pet insurance.
As a thank you for your help, we will send you an Amazon gift card of $100 when your referrals buy insurance from us.
Thanks so much for your help!
Cheers,
John Doe
7. Policy Renewal
If your client needs to renew their policy with you, send an email like this:
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Hi Jane,
I hope you're doing well! What a year it's been—from being listed as one of the top 5 bakeries in Dallas to being an official vendor for the city—you have so much to be proud of.
Just a heads up that your business owner's policy is up for renewal soon and will expire on June 15, 2023.
If you're still happy with the coverage, we can easily renew it for you.
Do you have some time to chat this week?
Looking forward to serving you again!
Cheers,
John Doe