How to Simplify Your Work Life

Last Updated on January 23, 2025 / Health, Safety & Security

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HR Question:

I often feel in a state of overwhelm at work. It’s frustrating to not be as effective and productive as I’d like to be. Can you recommend a good approach to simplify my work life?

HR Answer:

Simplify your work life. Sounds like a good idea, but when you’re in the weeds, it can feel insurmountable. It doesn’t have to be “easier said than done.” As with other self-improvement goals, you’re most likely to succeed with a solid plan. This requires that you rethink the what, how, and why – what am I doing, how am I doing it, and why am I doing it? Chances are, there are probably things you can eliminate, automate, alter, or delegate. Here are some steps you can take to develop a viable, practical plan for improving your work life.

Step One: Identify your value-added work

Take time to step back and look at the work you do and how it is done. Break down your tasks and ask yourself, “For whom does this add value?” Regardless if it is a service or product for an external customer or for someone within your company who relies upon your service or product, would your “customer” be willing to pay for every bit of work that you do? Most likely, there are some things that you do that are deemed valuable by your internal or external customers. This is called “value-added” work.

As you determine what you do that is value-added, you’re also likely to discover work that your internal or external customers see as “non-value-added,” which leads to Step Two.

Step Two: Analyze your non-value-added work

Granted, some of the work you do may be necessary even if your customers don’t feel the direct impact. However, identify if any of your non-value-added work is just plain wasteful – that is, not necessary or something that begs the question “Why am I doing this?”

If you find yourself doing something that makes you question its purpose – or your sanity, it might be time to rethink that task. Consider using a tool such as The Eisenhower Matrix, which helps you decide which tasks to prioritize first, what to schedule for later, which to delegate, and what tasks you should simply stop doing. Tools like this can help you to objectively determine how best to spend your time and energy. Remember, even superheroes can’t do it all!

Another approach is to look for excess and deficiency, such as:

  • Too many steps: Do you have too many processes or process steps? This can add extraneous work with little to no value.
  • Too much information: Are there unnecessary meetings, follow ups, or reports that are not needed or used? Sharing too much information can create analysis paralysis, not to mention the time lost that could have been put to better use.
  • Too little creativity: Are you tapping into all available knowledge, ideas, or expertise? Not being inclusive and getting feedback from key, if not all, members of your team can lead to inferior results.
  • Too much time: Is there excessive time spent processing or checking on the status of work? Poor workflow or insufficient training can result in delays that could have been prevented.

Step Three: Consider how work could be done differently

This next part is hard for some, but a critical step nonetheless: open your mind to think of ways that your work could be done differently. If you need inspiration for doing this, consider some of today’s most successful companies – Amazon, E-Bay, and Teledoc Health. Each started with someone asking themselves how a current practice (for example, selling books, conducting auctions, or scheduling doctor visits) could be done better.

The changes you identify don’t need to be revolutionary. Sometimes small changes can have a big impact. For example, look for how you can leverage technology or tools to automate tasks. It’s possible that a few changes in how you work could make work easier, less time-consuming, and maybe even more fun. Imagine turning your office into a playground – metaphorically, of course!

Step Four: Ask for input

This can include talking with your boss, your colleagues, and internal and external customers. Ask what you are doing that is most helpful or valuable. Share ideas on ways that you can simplify tasks, combine steps, or eliminate anything that isn’t adding value or is truly wasteful.

Simplifying your work life is an ongoing journey that requires continuous attention, creativity, and a willingness to adapt. By identifying areas of excess or deficiency, exploring innovative approaches to tasks, and seeking feedback from colleagues and customers, you can keep making your work more efficient and effective. Remember, even small tweaks can lead to significant improvements and a more fulfilling work experience all around.

Thank you to Terry Wilson, SPHR, SHRM-SCP, Training & Development Practice Manager, for contributing to this HR Question of the Week.

When employees feel overwhelmed by their work, it can lead to mistakes, reduced productivity, low morale, and turnover. Organizations that actively promote their employees’ health and well-being are better positioned to thrive. Clark Schaefer Strategic HR can help you to develop programs and policies to nurture and enhance your employees’ well-being and job satisfaction. Learn more about our Health, Safety, & Security Services or contact us to learn more.

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