We are constantly looking for efficiencies – doing things in less time, with less material, using fewer tools. But being faster doesn’t matter if the result isn’t good. Speed should not outweigh quality.
The value of being efficient is really in getting the same or better quality without wasted time, effort or resources. It isn’t about using less, but not using more than is necessary.
To be efficient at work doesn’t necessarily mean starting as soon as possible and diving headlong into the task. Often, it is better to pause and plan before starting. During this pause, it helps to ask yourself these questions:
Do I have all the information I need?
Make sure you know what you need to know about the task. Are there critical dates? Are there dependencies? Will you need something from someone else? Is someone else waiting on you to complete this task? Are there other constraints you need to be aware of? Are there other people or teams you need to coordinate with? Also, what does good look like? And what does done look like?
Do I understand what needs to be done?
To complete the task, do you need instructions or guidance? Do you need a sample to follow? Perhaps you need access to an expert? Or maybe you’ve done this before and you know exactly what needs to be done.
Do I have all the tools and materials I need?
Do you have what you need to complete the task? Are there templates, resources or data that you need to perform the task? Do you need access to particular tools?
Do I have enough focus time to get this done?
This is very often missed. Getting enough time is one thing, getting enough focus time is another. If a task will take three hours, it doesn’t help to have six 30-minute chunks. You’ll need large-enough chunks of time so that you can gain and maintain momentum on the task. This doesn’t mean you need the full three hours in one chunk. But getting two 90-minute chunks of time might work.
This is all planning and preparation: making sure you have all your information, instruction, tools, materials and focus time lined up. If you miss something here, it may mean having to stop the work to wait for something or having to redo part of the work when things become available. These eat away at the efficiency that might have been gained by starting right away.
To deliver value, efficiency should produce the same or better results without using more time, effort or resources than is necessary. Haste makes waste.
