As legal professionals, managing time effectively is essential. Yet, the modern workplace presents many challenges that can disrupt productivity.
Here are eight common timewasters and practical steps you can take to manage them.
Looking for something you already have
Searching for emails, documents or items is a major time-waster that disrupts workflow. Even a few minutes spent looking for something can add up.
What to do about it:
- Clearly name documents – Save documents with descriptive names for easier retrieval.
- Centralise storage – Use a cloud-based drive to store all documents, ensuring they are accessible from one location.
- Declutter regularly – Shred or archive unnecessary paperwork. This will clear your workspace. Reorganise the space with labelled trays or folders to store items.
- Reconsider printing – Avoid creating unnecessary clutter by only printing when essential.
- Organise emails – Create a logical, easy-to-navigate structure for email folders. Once an email is actioned, either delete it or store it in the appropriate folder. Do not leave it sitting in your Inbox once actioned.
- Designate specific places for essentials – Use a box or tray on your desk for personal items like keys and access cards to save time searching for it.
Notifications
Constantly responding to notifications reduces efficiency and disrupts workflow, as it pulls your attention away from important tasks and forces frequent context-switching. This can significantly lower productivity and increase mental fatigue.
What to do about it:
- Schedule deep work blocks – Dedicate uninterrupted time to focus on important tasks. Use a desktop clock (not your phone) to keep a track of your time.
- Limit email interruptions – Check emails at set intervals throughout the day, such as once in the morning, midday, and afternoon. Turn off email alerts to avoid being drawn into your inbox every time a new message arrives.
- Batch responses – Instead of responding to every notification immediately, group tasks like replying to emails or messages into dedicated times. This prevents constant interruptions and allows for more efficient communication.
- Turn off push notifications – Disable notifications for apps that do not require immediate attention, such as social media, games, or promotions. Check these manually during designated break times if needed.
- Regularly declutter apps and tools – Review the apps, software, and tools you use to ensure they are necessary. Remove or uninstall those you do not need to reduce unnecessary notifications.
- Unsubscribe from unnecessary emails – Instead of repeatedly deleting emails you no longer need, take a moment to unsubscribe from them. Whether it is newsletters, promotions, or updates that are no longer relevant, clicking the unsubscribe link will save time and declutter your inbox in the long run.
- Utilise ‘Do Not Disturb’ modes – Use your device’s Do Not Disturb or Focus mode to block non-essential alerts during meetings or work sessions.
Overcommitment
Saying yes to too many requests or invitations can overwhelm your capacity and reduce effectiveness.
What to do about it:
- Evaluate commitments – Consider how each aligns with your personal and professional goals. Politely decline commitments that do not align with your priorities.
- Batch tasks – If possible, group similar commitments together to free up uninterrupted time for focused work.
Unproductive meetings
Meetings often consume valuable time without delivering results, especially if they lack structure or run over time.
What to do about it:
- Set a clear agenda – Ensure every meeting has defined objectives. Stick to the agenda.
- Use time limits – Appoint a facilitator to keep discussions focused and to end the meeting on time.
- Batch topics – Combine discussions from multiple meetings into a single, well-organised session to reduce the frequency of interruptions.
Multitasking
Trying to juggle too many tasks at once reduces focus, increases errors, and ultimately lowers productivity.
What to do about it:
- Focus on one task at a time – Use techniques like the Pomodoro method to maintain concentration and work more effectively.
- Batch similar tasks – Group tasks that require similar resources or mindsets to minimise context switching. For example, answer emails, return calls, or organise documents in one session.
- Prioritise your tasks – Maintain a task list and spend 10 minutes at the start of each day prioritising your tasks. Allocate specific amounts of time to each task to stay organised and focused.
- End the day with a task review – Dedicate 10 minutes at the end of the day to reviewing your progress and refining your task list for tomorrow. This serves as a mental ‘closure’, helping your brain signal the end of the workday. It also creates a clear boundary between work and personal time, ensuring all tasks are organised and reducing the feeling of lingering tasks.
Procrastination and perfectionism
The pursuit of perfection often leads to procrastination, especially when tasks feel overwhelming or when the fear of not meeting high standards prevents you from starting. This cycle can create unnecessary stress and hinder productivity.
What to do about it:
- Break tasks into smaller steps – Divide large or complex tasks into smaller, more manageable parts. Tackling one step at a time reduces feelings of overwhelm and helps you build momentum.
- Set realistic standards and deadlines – Aim for a balance between thoroughness and efficiency.
- Focus on progress, not perfection – Shift your mindset from needing perfection, to valuing consistent effort and progress. Celebrate small wins to stay motivated.
Inefficient technology
Outdated or poorly integrated systems can waste valuable time and disrupt your workflow – leading to unnecessary frustration and inefficiency.
What to do about it:
- Invest in practical upgrades – Simple additions like a wireless desktop charger can save time and reduce daily hassles. Speak to IT to see if they can they perform a disk clean-up or suggest any software updates which may speed up the performance of your equipment.
- Automate repetitive tasks – Streamline your workflow by adding keyboard shortcuts for common actions like copy and paste. Set up email filters to automatically sort messages into folders for easy organisation. Pin frequently used apps to your desktop taskbar for quick access and utilise your browser’s Bookmarks Bar to navigate to frequently visited webpages with a single click.
- Adopt a password manager – A secure password manager streamlines logins, saving time and reducing frustration with forgotten credentials.
Ignoring your wellbeing
Neglecting self-care can lead to burnout – diminishing your focus and productivity while increasing errors and inefficiency.
What to do about it:
- Schedule regular breaks – Set boundaries between work and personal time to recharge and maintain a healthy work-life balance.
- Prioritise health-promoting activities – Incorporate exercise, mindfulness or hobbies into your routine to support mental and physical wellbeing.
- Seek support when needed – Access wellbeing programs, peer networks or professional resources to help navigate challenges and maintain resilience.
Final thoughts
Small, consistent changes can have a cumulative effect. By identifying common timewasters and taking proactive steps to address them, you can improve focus, increase productivity, and achieve greater balance in your day.
Let 2025 be your year of focus and growth. Remember to be kind to yourself and embrace a happy, healthy year ahead.
Share this article