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Best Processes for Optimizing Time in the Workday

Everyone values their time, especially those who work a 9-5 or run a business. Optimizing your time to maximize efficiency is one of the most challenging—but rewarding—endeavors you can undertake. You can improve your performance and free up more time outside the office by remaining efficient at work.

Get the most out of your job with these tips for optimizing your working hours.


How Do You Get Started Optimizing Your Workday?

It's important to start small. Break up your workday into manageable chunks by beginning with the essential tasks. When planning, it's necessary to consider your goals and expectations. Make a routine and try to keep yourself motivated throughout the day. By staying focused and motivated, you will accomplish more in less time and feel more productive overall.

Make sure to document all your processes.

It's essential to document your processes. Doing so can save time and help you work more efficiently. Plus, documenting the current state of your processes is a necessary precursor to optimization, which is key to improving work productivity. By documenting your processes, everyone can be on the same page and work together toward a common goal.

Define which processes should be optimized

There are many ways to optimize your workday to save time. Below are some tips to help you determine which processes should be optimized.

Which processes do you use most frequently?

First, focus on identifying the processes that take up the most time during the day so they can be optimized and completed as quickly as possible. This could be anything from moving the same files back and forth to printing routine documents.

Which processes have the highest output?

Once these work processes are identified, it's important to find the ones with the highest output to generate more revenue. This will help identify which processes should be prioritized during a time crunch.

Which processes have the highest return on investment (ROI)?

You will also want to focus on processes that give you the most bang for your buck. For example, imagine multiple purchase orders clogging the queue of the purchasing department. The department senses this problem is due to email approvals. To streamline requests, the department deploys a dedicated workflow management system. The workflow system lets employees automatically choose the item and send it for approval. Solutions like this increase efficiency and help you achieve the target as well.

Which could contribute to ROI growth if improved?

Process optimization can lead to increased efficiency and productivity in a business. One of the best ways to do this is to look at how things are working now, pay close attention to the problems, and think about possible solutions.

Which Processes Are Commonly Optimized?

Several processes are routine candidates for optimization to save time and increase work efficiency. Typically, they are:

Employee onboarding

An organization's success depends on its employees. You need an effective onboarding process to ensure that your employees are productive. By optimizing time, you can save time and increase work efficiency.

Purchase orders

By automating purchase orders, you can eliminate the need for manual data entry, which can help save time and reduce errors. Automation can also assist with approval processes and tracking delivery statuses. In addition, centralizing purchase orders can help streamline the process and make tracking and managing them easier.

Accounting (pending reimbursements, quotes, invoices, proposals)

Regarding working efficiency and productivity, you need to optimize your time and do what's important. It is possible to do this in several ways, but one effective way is to ensure that your spending reimbursements, quotes, invoices, and proposals are all in order. This may seem small, but it can take away your precious time if you constantly have to hunt down missing documents or chase down late payments. This is why having an organized and streamlined system for tracking expenses can be so beneficial.

New customer registration

If you are looking for ways to maximize your time and boost productivity at work, consider looking at how to optimize the way you register new customers. You can make this a simpler, easier process by focusing on the following:

  • Identify the information you need from your applicants.
  • Break the application into stages.
  • Use technology to automate and streamline the process.

Process optimization techniques like this can help you be more productive and accomplish more in less time regarding customer onboarding.


Contracts are a necessary part of a business, but they can be time-consuming and expensive. A contract management system can help optimize time, save money, and increase work efficiency by automating the contract creation process. It can also help improve productivity by streamlining the contracting process and making it easier to find and track contracts.

IT service tickets

If you manage an IT help desk, you're probably always looking for ways to optimize your time and improve work efficiency. One way to do this is by streamlining your process for handling service tickets.

Time-off requests

Asking for time off can be a real headache. You want to ensure you have everything covered at work, but you also don't want to overburden your colleagues. Optimizing your time-off requests to save time and improve work efficiency is vital.

Download the Intro to Process Automation guide

Techniques for Optimizing Time

Numerous techniques exist to optimize your time and work more efficiently. A few of the more common methods are listed below.

Time blocking

Time blocking is a smart way to optimize your time and save yourself some precious minutes (or even hours) each day. By planning your day and blocking off time for specific tasks, you can ensure you're making the most of your time and getting things done efficiently.
Not only does this boost your work productivity, but it can also help optimize your work process and make things run more smoothly. Time blocking is worth trying if you want the most productivity out of your day!

Pomodoro Technique

The Pomodoro Technique can improve work efficiency and productivity. The basic premise is simple: break down your tasks into small, manageable chunks and focus on one piece at a time. To follow the Pomodoro Technique set a timer for 25 minutes and start working on a task. When the timer goes off, take a five-minute break. Repeat this process four times, and then take a more extended break (15–20 minutes) before starting again.
One of the benefits of the Pomodoro Technique is that it can help you stay focused on your task. When you know you only have 25 minutes to work on something, you're less likely to get distracted by other things (e.g., checking social media and answering emails). This can lead to increased work efficiency and productivity over time.
If you're looking for a way to optimize your time and increase productivity, give the Pomodoro Technique a try!

Don't multitask

Multitasking can be tempting, but studies have shown that it's not very effective. When we try to do multiple things simultaneously, our brains switch back and forth between tasks, leading to errors and decreased efficiency. You'll succeed more quickly when you give all your attention to one task at a time; you can give it your full attention and achieve better results.

Assign time limits to tasks

If you want to optimize your workday, assigning time limits to tasks can be a smart idea. By limiting how long you spend on a task, you can force yourself to focus and get the job done. Plus, it can show you where you need to improve your processes.

Build in buffers (breaks)

Building buffers (breaks) throughout the day can help optimize and save time. You can increase your work efficiency and productivity by taking short, daily breaks. Process optimization is another critical benefit of building in buffers. By understanding how long each task will take and planning accordingly, you can streamline your work process and get more done in less time. Building buffers can be a critical time-saving strategy in today's fast-paced world.


Key Takeaways

There are many ways to optimize your time throughout the workday, but ultimately it comes down to figuring out what works best for you. If you find yourself constantly struggling with time management, try a few of these processes and see if they help. Remember that there is no one-size-fits-all solution, so don't be afraid to experiment until you come up with something that works. And once you find a process that works for you, stick with it!

Download the Intro to Process Automation guide

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