This weekend I had the chance to do a little iron sharpening.  I was able to help others do it, and I had help doing it for myself.  You know the phrase iron sharpens iron.  My 20-year public media friend Dominic was in the area for business from Denver. We love adding value to each other. As we walked along the river walk enjoying the beautiful Carolina blue sky, he asked me questions that challenged my thinking.  That’s what I spent Friday doing for an amazing non-profit that needed some help dealing with a difficult leadership situation and those two opportunities gave me the inspiration to write this week’s blog.   

We’ve all heard the advice to “work smarter, not harder,” but what does that really mean? With constant emails, endless to-do lists, and the pressure to excel, working smarter often feels easier said than done. However, by applying some simple strategies, professionals can streamline their workday, maximize productivity, and find more balance—all without burning out.  Really, we CAN do this.

Here are some actionable tips to help you work smarter:

1. Prioritize Ruthlessly

This is harder than it sounds and a step that most people struggle with.  When you master this, you master your calendar.

"Not all tasks are created equal," says productivity expert Brian Tracy in Eat That Frog!. He emphasizes tackling your most important tasks (the “frogs”) first thing. By doing this, you focus your energy on high-impact work instead of getting bogged down by smaller, less urgent tasks.

Tip: Each morning, identify your top three priorities. Use tools like the Eisenhower Matrix to sort tasks into categories: urgent/important, not urgent/important, etc. This ensures you’re always focused on what matters most.

2. Master Time Blocking

Cal Newport, author of Deep Work, advocates for time blocking—a method of scheduling every minute of your day to ensure focused work and avoid distractions. This practice creates intentionality and guards against wasted time.

How to Start:

• Allocate blocks of time for specific tasks.
• Include time for breaks and admin tasks (like answering emails).
• Stick to the schedule but remain flexible if something urgent arises.

3. Leverage the Power of Delegation

My coach, leadership coach John C. Maxwell says, "If you want to do a few small things right, do them yourself. If you want to do great things, learn to delegate." Delegating isn’t about offloading work—it’s about empowering others to contribute meaningfully.

Try This:

• Identify tasks others can handle better or faster than you.
• Communicate clear expectations and provide the resources they need.
• Trust your team to deliver.

4. Embrace the 80/20 Rule

I love the Pareto Principle, or the 80/20 rule, which states that 80% of results often come from 20% of efforts. Focus on the 20% of activities that deliver the highest impact on your goals.

Ask Yourself:

• Which tasks contribute most to your success?
• Which can be minimized, automated, or eliminated?

Tools like automation software or productivity apps (e.g., Trello, Notion, or Asana) can help streamline repetitive tasks.

5. Adopt a "Single-Tasking" Mindset

Ok, I confess I struggle with this one.  In a world that glorifies multitasking, neuroscientist Daniel Levitin warns in The Organized Mind that switching between tasks can reduce productivity by up to 40%. Instead, focus on one task at a time to work more efficiently and with better results.

Practical Steps:

• Turn off notifications during deep work sessions.
• Use techniques like the Pomodoro Timer (25 minutes of focused work, followed by a 5-minute break).
• Complete one task before moving on to the next.

6. Prioritize Rest and Recharge

It may sound counterintuitive, but working smarter often means knowing when to stop. Arianna Huffington, founder of Thrive Global, emphasizes that burnout isn’t a badge of honor. High achievers prioritize rest because it sharpens focus, creativity, and decision-making. I’ll add fun to that.  You’ve got to make time to ENJOY the simple things in life, like a walk with a friend on a beautiful day.

Incorporate Rest:

• Schedule regular breaks during the day.
• Stick to a consistent sleep routine.
• Take time to reflect, meditate, or simply unplug from work and have fun.

7. Invest in Learning and Development

You knew I was going to go here.  Leadership guru Peter Drucker said, "Knowledge has to be improved, challenged, and increased constantly, or it vanishes." Working smarter means staying ahead by sharpening your skills. Whether it’s learning a new software, reading industry-related books, or attending webinars, continuous learning equips you to handle tasks more efficiently.

8. Reflect and Optimize Regularly

At the end of each week, take time to reflect. What worked well? What didn’t? As James Clear writes in Atomic Habits, "You do not rise to the level of your goals. You fall to the level of your systems." Small tweaks to your systems can lead to big improvements over time.

Quick Exercise:

• Write down your biggest wins for the week.
• Identify one bottleneck and brainstorm ways to improve it.
• Set an intention for the upcoming week.

Final Thought: Smarter Work Requires Intentional Choices

Working smarter isn’t about doing less—it’s about doing what matters. By focusing on priorities, eliminating distractions, and creating habits that sustain productivity, you can achieve your goals while staying balanced and energized. Remember: success isn’t about how much you do but how effectively you do it.

What’s one strategy you’ll try this week to work smarter? The answer might be the first step toward transforming your productivity—and your life.