My Take on Efficiency and Its Definition

Tick-tock, tick-tock…

Do your days go by in a blur? Workaholic or not, many of us are caught up in busy schedules. Jam-packed routines demand extra attention and energy. One wonders if working around the clock is the “efficiency definition” you should adopt.

Everyone has a unique approach to this philosophy of life. Some people believe efficiency means being busy at all hours. Others maintain a healthy work-life balance to ensure you don’t crash and burn after work.

Of course, the correct way to lead life can vary from person to person. However, how you interpret efficiency can have lasting outcomes. If you’re struggling with efficiency, my approach can help you get back on track before you burn out.

So what is efficiency, and how do you achieve it?

Efficiency means completing a task with minimal time and effort. It can seem impossible since you’re conditioned to work more. You can re-frame that mindset by balancing things.

Set realistic deadlines, break down your to-do list, and unwind mindfully.

This article teaches how to become efficient through mindfulness.

Before deep diving into the action plan, let’s discuss the efficiency definition some more.

The Basics: What Is Efficiency?

Achieving “desired results with little or no waste.”

That’s the textbook definition, according to the Merriam-Webster dictionary. It looks at efficiency as the capability to meet set goals effortlessly. The word “waste” can refer to the loss of time, resources, and energy.

Based on this, the three goals of efficiency are:

1.    Completing assigned tasks without delays

2.    Ensuring that you use minimal resources/materials to achieve maximum outcomes

3.    Making time for recreational activities to recharge

Failing to accomplish these objectives means you’re inefficient or unproductive.

These days, people search for digital solutions to prevent this from happening. Businesses and households use AI, algorithms, and automated systems to improve efficiency.

While this does fulfill short-term goals, tech dependency can become counterintuitive.

Food for Thought: What Is the Efficiency Paradox?

It’s a belief that our obsession with efficiency comes at the cost of innovation.

Edward Tenner wrote The Efficiency Paradox: What Big Data Can’t Do to question our reliance on advanced technology.

The scholar explains the concept in an interview for the Wharton School journal. To him, getting things done faster cancels creative instinct. For instance, staying plugged in 24/7 reduces “avant-garde thinking, innovation, and problem-solving.”

Continuous dependence on technology numbs our analytical instincts. We lose the ability to change and create new things. Moreover, we wind up with monotonous, robotic routines when automated patterns control our lives.

I agree with Mr. Tenner.

We should stop focusing on how to become efficient and nurture creativity instead. Enjoy the thrill of discovering new things by leaving room for innovation.

Advanced technology can help you breeze through time-consuming tasks. However, it takes away the soulful and meaningful side of our work. Balancing creativity and productivity through mindfulness can break this counterintuitive cycle.

Learn to plan, process, prioritize, and pause before resuming work. 

The 80/20 rule might be the key to unlocking value-adding efficiency.

The Game Plan: How to Be Efficient?

Efficient people use the 80/20 rule to stay on top of everything. You complete 80% of the work by putting in 20% of the effort. Setting priorities, reducing non-essential tasks, and focusing on self-care make this impossible rule a probability. 

What’s more, you don’t always need advanced technology and resources to reach desired results. Focusing on habits and routines that improve quality of life will be enough. The goal will always be to live the best life possible without getting bogged down by AI processing.

Focus your energy on actions that add value and subtract stress-inducing activities. Making time for recreational and mood-lifting activities can be an extension of these productivity hacks.

We break things down by explaining the 80/20 principle through an actionable plan.

80/20 Rule: What Is the Pareto Principle?

80% of successful outcomes come from 20% of efforts.

An article on Forbes introduces us to Vilfredo Federico Damaso Pareto. The researcher accidentally stumbled upon the greatest productivity hacks of all time while growing peas. He realized that only 20% of the pea pods produced 80% of the yield.

He shared this concept after noticing a recurring pattern.

Since then, many thought leaders have used “the law of vital few” to reach business targets. You can use this approach in everyday life to achieve a highly efficient work-life dynamic

Our step-by-step guide breaks down the principle.

The Process: How to Be More Efficient & Mindful?

You can customize the 80/20 rule to make achievable personal and professional development plans. Set goals, stay focused, and take breaks. These three steps make hectic routines manageable and our lives less chaotic.

Here’s what you can do:

Step 1: Create a To-Do List the Night Before/in the Morning 

Do you feel overwhelmed by your workload (or daily chores)?

The Monday blues can kick in every morning if you aren’t prepared for the next day. Maintaining a planner can help you stay calm and collected. List things down for the next day or early morning, depending on your preference.

If the list seems impossible, then break it down into smaller tasks.

Then ask yourself whether you can adjust your schedule to set attainable goals. For instance, maybe you can assign a task to a colleague, ask your roommate to run an errand, or postpone specific plans.

Remember that efficiency from Pareto’s perspective means doing the minimum to reach satisfactory results.

How to Set Priorities?

Prioritize tasks by categorizing them. Urgency, importance, and feasibility can help you adjust planned activities. Remove unnecessary tasks to trim the to-do list. Then work on things that produce valuable results.

Many people have trouble identifying priority projects. Use the following checklist to set things straight.

Ask yourself:

●     What do you want to do today (or this week/month)?

List them in your planner.

●     Do these tasks have deadlines?

If not, set them for another day.

●     Can someone else take over the responsibility?

Delegate activities and ask for help whenever possible.

●     Is there anything that doesn’t add value to your day?

Remove it.

This simple Q and A can prevent you from overburdening yourself. Set time aside to readjust your planning if something important pops up during the day. Additionally, decline requests when you have a full day planned.

Step 2: Avoid Distractions for Better Productivity

Whether you work from home or the office, intrusive thoughts and environmental interruptions can affect your progress. The slightest distraction can cause you to shift focus and lose valuable time. You may either forget about the task at hand or have to put it on the back-burner.

Finding a distraction-free workspace and creating counter strategies for interruptions can improve performance.

How to Stay Focused?

Identify daily distractions and triggers that break your concentration. Take steps to limit them. These steps can include organizing your workspace, switching off devices, and being self-aware of your energy levels.

A dedicated workspace can help you switch on your work mode. Yet, things can get bogged down when dealing with noisy co-workers, nosy roommates, and messy tabletops. The urge to check your phone and intrusive thoughts are other reasons for slow progress.

You can turn things around by listing common distractions. Then take preventative steps to keep them at bay.

Here’s a handy checklist you can use:

●     Switch off social media notifications while you are working to limit distractions.

●     Minimize work-related disruptions by setting time aside to check emails and answer calls.

●     Use noise-cancelling headphones to tune out loud co-workers and noisy roommates.

●     Keep snacks and a water bottle handy to maintain energy levels.

More importantly, check in with yourself during the workday. Take a short break if you feel overwhelmed or anxious. You can also talk things through with a co-worker when you’re stuck on a task. This way, intrusive thoughts are less likely to waste time.

Have something on your mind? 

A Harvard article suggests you “Write Away Your Anxieties.”  Learning how to be efficient requires people to recognize weaknesses. Then, use that information to overcome the problem. In this instance, you can counter anxiety-riddled thoughts through journaling. 

According to research, writing down your worries can reduce “negative brain wave signals.” You condition your brain into thinking that you’re acting upon those thoughts. When in reality, you’re setting them aside to resume work.

Step 3: Take a Break (for 15 minutes, 1 hour, or the Entire Day)

Overworking yourself until you’re bone-tired might look like a badge of honor. Yet, it's the underlying cause of poor health and frequent burnout.

My efficiency definition doesn’t require you to ditch meals, sleep, and hobbies. Manage your time wisely by balancing work, health, and playtime. Otherwise, you won’t keep up with your hectic schedule, and priority projects will slip through your fingers.

Self-care becomes vital in situations like these. It ensures that you receive adequate rest to recharge your energy levels and boost your brain activity.

How to Practice Self-Care When You’re Busy?

Set aside a few minutes between projects to take a break. Alternatively, you can dedicate an hour or two to mindful activities. Then, spend the weekend indulging in things that bring you joy.

Balance work and play by dividing your day mindfully.

A mindful self-care plan that could work for you:

In short, ensure that there are mindful moments throughout the day. It ensures that work doesn’t take over your life. You’ll also focus better when you’ve had time to rest.

Want more inspiration? Inc. lists the best Ted Talks for productivity. Watch them early in the morning to kick-start your day.

The Main Takeaway: Plan. Work. Rest. Repeat.

Efficiency means applying the 80/20 rule for productivity to work and play. This mindset will allow you to keep up with deadlines without compromising your health.

The Pareto principle reminds us that spending every minute and hour at work doesn’t necessarily produce an outcome. You’re more likely to waste time forcing yourself to work night and day.

Efficient workers plan their time wisely by ensuring that their to-do lists are attainable. That way, you’ll have time left for rest and recreation.

Ready to redefine efficiency?

Good luck!