5 Hacks to Work More Efficiently

Work smarter, not harder. 

It’s a mantra that has been around since the 1930s, when industrial engineer Allen Morgenstern coined the phrase for the program he created to help people be more productive with less effort.  But nearly a century later, people still haven’t mastered the art. Burnout rates among employees are still hovering above pre-pandemic levels. One study from earlier this year found that 42% of employees reported feeling burnt-out sometimes; another survey showed one-quarter of employees felt that way very often or always. “How long this can last is at the forefront of every leader’s mind,” says Frances Weir, an associate principal with Korn Ferry Advisory.

The challenge of working smarter is that it’s hard to do when work keeps piling up. And burnout levels remain elevated partly because the layoffs and cost cuts of the last few years have effectively neutralized employees’ desire for better work-life balance (not to mention offset any productivity gains from technologies like AI). Being more efficient requires a combination of personal discipline, organization, mindset, and technology. With that in mind, here are some techniques, hacks, and apps our experts use to work more efficiently. 

Batch tasks.

Workers often block time on their calendars to focus on a project or meet a deadline. But Flo Falayi, associate client partner for leadership development and DE&I at Korn Ferry, takes it to another level with what he calls “task batching.” Its premise: Match tasks to how your brain works at different times of the day—perhaps administrative tasks in the morning, client engagement in the afternoon, and research and learning at the end of the day. “This strategy helps me focus on high-impact activities when my head is clearest,” he says. 

Change channels.

Do you know the difference between a phone call, an instant message, and an email? Sounds like a simple question, but one of the biggest workday time sucks is juggling the barrage of communication over these platforms, says David Ellis, a senior client partner in the Global Talent Acquisition Transformation practice at Korn Ferry. Even if an instant message doesn’t demand immediate attention, people tend to respond to it right away, for instance. Similarly, many people ignore emails (especially younger workers), which can necessitate numerous follow-ups. “How you use and alternate between these platforms has a huge impact on efficiency,” says Ellis. 

Be antisocial.

Even if you block time on your work calendar, many other distractions can reduce your productivity, whether it’s the latest meme trending on TikTok or your daughter’s newest Instagram reel. Sometimes, not even silencing your notifications is enough. For those who don’t trust themselves to stay off social media, experts suggest apps—like Freedom and Cold Turkey—that will prevent you from accessing sites on your block list for a specific period. Think of it as an adult version of having your phone taken away. 

Delegate with AI.

There’s no getting around the fact that AI is here, so you may as well make it work for you. The trick is to identify the AI tool that will increase your efficiency the most. Some people use AI for note-taking or summarizing meetings, for instance. Korn Ferry Advance career and leadership coach Val Olson uses it to help brainstorm ideas, prepare presentation templates, and write business-related documents. “It helps increase efficiency and move me forward when I feel a bit stuck,” says Olson. 

Chunk it.

When it comes to big projects with multiple components, Weir keeps from getting overwhelmed by chunking the work up into achievable sizes, with deadlines for each. You can do this on a regular calendar or with visualization boards and spreadsheets like Monday.com. She says this method helps her from procrastinating and helps her build momentum and confidence as the project moves along. “An astounding number of people try to take on everything at once, which has huge implications for efficiency and burnout,” Weir says.

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