Speed Up Your Workflow: Decision-Making Strategies to Save You Time

Ever feel like decision-making slows you down? Whether it’s deciding what tasks to tackle first, or figuring out how to handle an unexpected issue, these choices can add up and take a big chunk out of your day. Luckily, with the right decision-making strategies, you can save time, reduce stress, and keep your productivity high. Here are some simple ways to make better, faster decisions and speed up your workflow.

1. Limit Your Choices: Avoid Decision Fatigue We make thousands of small decisions every day, and these add up to decision fatigue. The more choices you have to make, the harder each one becomes. When you’re mentally drained from too many choices, you’re less likely to make smart, efficient decisions. How to Limit Choices: Pre-plan your day: Decide the night before which tasks are priorities, so you don’t have to decide at the moment. Set daily routines: Establish routines for regular tasks like emails, meetings, or break times. Routines reduce the number of decisions you need to make and keep you on track. Simplify your options: For repeated choices, create default options. For example, if you often struggle with what to eat for lunch, consider creating a weekly menu with a few go-to meals.
2. Use the Two-Minute Rule for Small Decisions Sometimes, decisions that seem small can pile up and cause unnecessary delays. A helpful strategy here is the "two-minute rule." If a decision or task can be made in two minutes or less, do it right away instead of letting it linger on your to-do list. This prevents small decisions from accumulating and keeps your workflow smooth. Examples: Quick replies: If you can answer an email or message in two minutes or less, do it right then. Don’t leave it for later. Tiny tasks: Whether it’s organizing your desk or scheduling an appointment, if it’s quick, tackle it immediately. It keeps your mental space clear for bigger decisions.
3. Use the 80/20 Rule for Decision-Making Prioritization The 80/20 rule, also known as the Pareto Principle, suggests that 80% of your results come from 20% of your efforts. This rule can help you focus on high-impact decisions and ignore less important ones. How to Apply the 80/20 Rule: Identify high-impact tasks: Look at your to-do list and pick the tasks that will have the biggest impact on your goals. Focus on these first. Say “no” to low-priority items: Don’t let smaller, low-impact tasks take up your energy. If they’re not part of the 20% that will bring you the biggest results, consider skipping or delegating them. Using this rule helps you concentrate on the decisions and actions that truly matter, making your workflow more efficient.
4. Set Time Limits for Each Decision Sometimes, the more time we spend on a decision, the more complicated it feels. This is called “analysis paralysis”—when overthinking slows you down. By setting a time limit for each decision, you force yourself to make a choice and move on. How to Set Time Limits: Use a timer: For small decisions, give yourself 5 minutes or less. For larger decisions, 15–30 minutes should be enough. Set a timer to help you stay on track. Focus on “good enough” decisions: Not every choice has to be perfect. Aim to make a “good enough” decision instead of a perfect one, which saves you time and keeps you moving forward. Setting time limits pushes you to make a choice quickly, so you can get back to work without getting stuck.
5. Create a Decision-Making Checklist A checklist can guide you through decision-making without needing to overthink every time. This is especially helpful for recurring decisions, where you can follow the same process to come to a solution. Example Checklist: Identify the goal: What are you trying to achieve with this decision? List options: Quickly outline a few possible choices. Weigh pros and cons: Briefly consider the benefits and drawbacks of each option. Choose the best fit: Pick the choice that best aligns with your goal. Review if necessary: If you’re still uncertain, give it a quick review, but don’t overanalyze. Having a checklist helps you make decisions faster because you don’t have to reinvent the wheel every time you’re faced with a similar choice.
6. Trust Your Instincts for Low-Risk Decisions Sometimes, overthinking decisions can waste valuable time, especially if the decision is low-risk. If there’s no major consequence, try trusting your gut and going with your first instinct. When to Trust Your Gut: Low-stakes choices: If the decision isn’t high-risk (like choosing a meeting time or picking a small project to start), go with your instinct and move forward. Routine decisions: If it’s something you do frequently, like ordering supplies or choosing a task to start with, use your intuition to decide quickly. Trusting your gut for these small decisions can free up time and mental energy for more important ones.
7. Reflect and Learn from Past Decisions To improve your decision-making effectiveness and speed, take time to review previous choices and see what worked. This reflection will help you make faster, better decisions in the future, since you’ll learn which strategies lead to good outcomes. How to Reflect on Decisions: Review past outcomes: Look back at a few decisions you made last month. What were the results? Were there ways you could have decided faster? Adjust your strategies: Based on what you’ve learned, adjust your approach for similar choices in the future. Celebrate quick wins: Recognize decisions that saved you time and worked well, and aim to repeat these successes. Reflecting helps you understand your decision-making style and build confidence, so you can make quicker, more effective choices going forward. Final Thoughts Improving your decision-making is key to speeding up your workflow and increasing productivity. By limiting choices, setting time limits, using checklists, and trusting your instincts, you can simplify your decisions and keep things moving. Start with these strategies today, and watch how they save you time and help you make better decisions without overthinking.