Be More Productive by Doing Less and Saying No

The ultimate way to be more productive is to do less – by saying ‘No’ more often, we can free up our time to focus on the things that matter.

This may seem counterintuitive, but how much time each day do you waste on tasks that don’t matter?

This is not to say you should never attend another meeting, but the truth is that we say yes to many things we don’t want to do. Many meetings don’t need to be held. There are many jobs that aren’t necessary.

We say yes to many requests not because we want to do them, but because we don’t want to be rude or unhelpful. Saying no can be difficult, especially when it is to people we like and want to support. For this reason, it can be helpful to be gracious in your response. Do whatever favours you can, and be warm-hearted and direct when you have to say no.

3 Questions to Ask Before Agreeing to Something

Before you agree to something, there are 3 questions you should ask yourself:

What are the consequences of saying yes or no?
Is this something I really want to do?
How will this affect my relationships?

1. What are the consequences of saying yes or no?

Weighing up what will happen when you say both ‘yes’ and ‘no’ is important. Consider both paths.

If you say ‘yes’ to something, do you have time to do it? Are you going to become overwhelmed by the task and begin to resent the task?

Sometimes, saying ‘Yes’ can be negative to relationships are you are unable to fulfil the obligation.

If you say ‘No’, what’s the worst thing that will happen? Is not agreeing to something going to be detrimental to a relationship? Are you passing up a good opportunity?

It’s important to get into the habit of considering both options before you respond to a request.

2. Is this something I really want to do?

If you don’t want to do something, then why are you agreeing to it? We all have to do things we don’t want to but that doesn’t mean we should agree to every request put to us.

It’s important to remember – that you always have a choice.

3. How Will this affect my relationships?

Sometimes, we have to do things for the benefit of our relationships. But learning to manage this, instead of always agreeing can be helpful.

Learning to say ‘No’ in a positive way can be beneficial. Learning to tell a co-worker, friend or partner ‘No’ in a way that doesn’t negatively affect your relationship is important.

Instead of saying an outright no, explain your reasoning in a constructive manner. The phrases below can help you diffuse or defer tasks in a friendly way:

“I’m sorry, I don’t have time to help you with this and I’m afraid I will let you down”

“I’m not able to help you with this at the moment but if I am able to at a later date I will let you know”

“I’m sorry, this is a project that I am passionate about, so I’m not the best person to help you”

The 80/20 Rule

Saying No gives you time to focus on the important tasks that will serve to benefit you the most. The Pareto Principle (also known as the 80/20 rule) is a concept that suggests that 80% of results come from 20% of actions.

The principle is named after Italian economist Vilfredo Pareto, who observed that 80% of the land in Italy was owned by 20% of the population. He also found that 80% of the peas in his garden came from 20% of the pods.

By saying ‘Yes’ to things that don’t matter – you are filling your time with the 80% of actions that don’t serve to help you.
The Pareto Principle can be applied in many areas of life, including business, relationships, and personal development. For example, in business, the principle suggests that 80% of a company’s sales come from 20% of its customers. In relationships, it suggests that 80% of a person’s happiness comes from 20% of their close relationships. And in personal development, it suggests that 80% of a person’s growth comes from 20% of their efforts.

The Pareto Principle is a useful tool for identifying areas of life where we can get the most bang for our buck. By focusing on the 20% that matters most, we can achieve more with less effort.

Summary

The ultimate way to be more productive is to do less. This may seem counterintuitive, but by saying ‘No’ more often we can free up our time to focus on the things that matter.

We all have to do things we don’t want to, but that doesn’t mean we should agree to every request put to us. It’s important to remember that you always have a choice.

Saying no in a positive way can be beneficial. Learning to tell a co-worker, friend or partner ‘No’ in a way that doesn’t negatively affect your relationship is important.

The Pareto Principle is a useful tool for identifying areas of life where we can get the most bang for our buck. By focusing on the 20% that matters most, we can achieve more with less effort.