In the past 35 years that I have provided dozens of time management training sessions and thousands of coaching sessions on this subject, I have seen how much time is lost due to time-wasters. And how you can quickly create extra time by effectively managing your time-wasters.
What are 10 common time-wasters and how do you tackle them effectively?
1. “EASY DONE”
“Easy done” is perhaps one of the biggest time-wasters. Whether it is someone else asking you if you can do something for them ‘just like that’, or you yourself think you it is ‘easy done’.
In the first case, you might first consider the task and say a little later whether you can combine it with your other work, later, or not.
In the second case, you plan the time you really think you need to complete the task more realistically, or preferably even more generously.
2. INDECISIVENESS AND PROCRASTINATION
Especially if you are dreading a task or simply don't feel like doing it, you can do at least two things. First, you can start with an easy, not too long, task before beginning the difficult one. This allows you to get into a workflow faster, which makes continuing with a difficult task easier. Second, you can apply the ‘kitchen timer technique’. Set the timer for 20 minutes and give yourself the leeway to stop after 20 minutes and pick up the task again later. You will often find that you get the hang of it this way, and you will be eager to continue with the difficult task.
3. TRYING TO DO TOO MANY ACTIVITIES AT ONCE (INEFFECTIVE MULTITASKING)
Multi-tasking is een talent, maar ook een valkuil. Voor je het weet ben je aan het hagelschieten en verdeel je je energie op een ineffectieve manier waardoor alle taken waar je mee bezig bent langer duren. Blijf daarom focussen op een afgebakende taak en zorg bij afleiding van andere taken dat je ‘stop’ tegen jezelf zegt en jezelf terugbrengt naar die ene taak.
4. SPENDING TOO MUCH TIME ON DISTRACTIONS
People walking in, getting phone calls, going on ‘social media’ when it’s not necessary, or dealing with private matters such as making shopping lists or preparing for the holidays. There are plenty of distractions at work. But they can keep you from working effectively and cause a huge energy drain.
What is asked of you then is to apply discipline and ‘bite the bullet’. Discipline might be a word you detest, especially when you have to do something you don’t feel like doing. And at the same time, it offers you the solution and, above all, relief when you have completed your task later on. Give it a try, and what often helps is agreeing with yourself to reward yourself with something nice afterwards.
5. ALLOWING TOO MANY INTERRUPTIONS (SAWTOOTH EFFECT)
If you are working on a difficult task and are interrupted multiple times, you have to restart each time to get back into the task you were working on. This creates a sawtooth effect, causing you to lose a lot of time. What you can do is indicate before starting your task that you are only available during a specific time slot if it is very urgent and important, and otherwise later. Sometimes a temporary "do not disturb" sign helps. Do indicate when you are reachable/available.
6. CONSTANTLY RESPONDING INSTANTLY TO MESSAGES (APPS/EMAILS)
Turn off sound notifications on your app and email so you are not distracted. View, reply to, or create incoming and outgoing messages in groups a maximum of 3 times a day.
7. SETTING INSUFFICIENT BOUNDARIES
Indicate that it is not convenient for you right now or that you cannot combine an extra task with the current tasks you need to do. Discuss how or when things can be done differently. Dare to be disliked, which is often quite a challenge for the inner pleaser .
8. NOT SETTING EFFECTIVE PRIORITIES
Start the week or day with an overview of tasks you need to do first. Use what is urgent and what is important in doing so. Urgent means it must happen this week, today, or this minute. Important means your mutually acceptable and realistically agreed-upon tasks, authority, and responsibilities.
9. INEFFECTIVE PLANNING
Schedule realistic activities in your calendar. Plan preparation and follow-up time around activities that also require time, such as countless meetings. Ensure that you schedule sufficient rest periods in the long term. Plan at least 20% buffer time per day for unforeseen matters.. Schedule intermediate activities to meet the final plan on time.
10. INSUFFICIENT DELEGATION
Delegating takes a bit more time at the beginning because you have to help someone get started, but it saves tons of time in the long run.
In short, ‘manage’ these 10 crucial time-wasters and you will quickly have tons of time left over.
Have fun and timeless regards, Martin
Are you still getting stuck despite this and do you continue to experience too much negative work pressure? Then there is something else that can help you. Watch: https://martinthoolen.com/en/service/coaching-vitaliteit-duurzame-inzetbaarheid/
© 2026: Martin Thoolen
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