Efficiency Should Be Rewarded, Not Punished

Most time management advice assumes people waste time because they lack discipline or need a better calendar. But many employees aren’t inefficient because they don’t know how to manage time; they’re stuck in systems designed to reward presence over progress. In some cases, expectations are set to match the pace of the slowest worker.

Early in my career, I worked in sales where the standard was to make five client calls per day. Some days, I easily exceeded that number. When I asked what to do after finishing early, they literally told me to slow down. The company’s priority was making sure everyone filled an eight-hour day, even if there was only one hour of actual work. The rest became about busywork meant to look like productivity.

This is a widespread issue. A Microsoft study found that employees spend 57% of their time communicating in meetings, emails, or chats, and only 43% doing what they were actually hired to do. No wonder people feel overworked yet underproductive.

Time Management Experts Share The Secret Behind Managing Time

Time management has become focused on fitting more into the day. But it should be more focused on clearing the clutter that slows people down. That could mean fewer meetings, shorter email threads, or less duplication of effort. It might also mean rethinking approval processes or allowing people more control over how they work.

David Allen, author of Getting Things Done, told me in our interview that the brain is a poor office. It wasn’t built to manage priorities, remember dozens of to-dos, or track projects. That’s why so many people feel overwhelmed, even with relatively short task lists. He recommends capturing everything externally, organizing it into manageable pieces, and revisiting it regularly.

Kevin Kruse, author of 15 Secrets Successful People Know About Time Management: The Productivity Habits of 7 Billionaires, shared with me how he focuses on how intentional behavior drives time efficiency. His research shows that top performers aren’t faster; they’re more focused. They create time blocks, work toward specific outcomes, and ignore low-value tasks. For them, engagement means more than just being happy. It means caring enough to give discretionary effort, the kind that leads to real results.

Time-Saving Technology And The Role Of AI In Time Management

One way to improve time management is to use artificial intelligence to streamline repetitive tasks. Tools like ChatGPT and meeting summarizers can take on the time-consuming work that distracts from high-value contributions.

AI can draft emails, summarize long meetings, organize research, and even generate content ideas. These tools allow people to spend more time on creativity, strategic planning, and collaboration. Used well, AI frees up energy that would otherwise be spent on low-impact work.

David Allen pointed out that freeing the mind from clutter is critical for focus. AI can support that process, if people are curious enough to try it. A simple experiment like asking AI to sort priorities or write a draft can lead to huge gains in efficiency.

Why Work Expectations Must Shift For Better Time Management Efficiency

In many workplaces, efficiency is punished instead of rewarded. The person who finishes early and leaves on time may be perceived as less committed than the one who lingers after hours. But equating time spent with value created is a flawed model.

Employees shouldn’t have to pace themselves artificially to match slower colleagues. Companies need to rethink the idea that work must fill a specific number of hours. Instead, outcomes should matter more than activity. When expectations are shaped around output, rather than time served, it encourages autonomy and innovation.

This doesn’t mean pushing people to work harder. It means creating room for those who want to work differently. Some employees may be content to meet the baseline. Others may want to move faster, take on more, or use technology to do things better. Recognizing and rewarding that effort benefits the entire organization.

Time Management Culture Needs A Redesign

Time management is shaped by company culture. When people are rewarded for busyness, they’ll stay busy. But if organizations emphasize effectiveness and results, employees will shift their approach.

It starts with acknowledging that not everyone works at the same pace. It continues with training and tools to help employees manage their attention and time. And it works best in an environment where curiosity and experimentation are encouraged.

Kevin Kruse said that culture is built on growth, recognition, and trust. Leaders who build those three elements into their systems give people room to thrive. Time efficiency is just one outcome of that mindset.

Practical Ways To Shift Time Management Culture

To create a workplace that values time efficiency, leaders and teams can start with small, intentional shifts. Here are a few actionable steps:

• Replace “face time” expectations with output-based performance reviews.
• Train managers to recognize results rather than hours logged.
• Encourage time-blocking or focus hours for deep work.
• Streamline meetings by requiring agendas and limiting attendees.
• Create space for experimentation with new tools and workflows.

By integrating these changes, companies send a clear message: time is valuable, and how it’s used matters more than how long it’s spent.

Why Time Management Efficiency Matters More Than Ever

As demands increase and resources stay tight, organizations must do more with less. That doesn’t mean pushing everyone to the edge. It means reducing waste, encouraging autonomy, and empowering people to use their time well. For many professionals, they don’t mind working hard, as long as it is rewarded, and they just want to stop wasting time. That begins by removing the pressure to match the lowest common denominator of worker, the slowest pace, and designing systems that support high performance, not just long hours. To obtain better time management it is important to recognize that it is a shared responsibility that includes focusing on culture, curiosity, and the courage to challenge old assumptions.