Sneaky time traps that cause you to work late

We’ve all been there: staying at work late. Complaining about not enough time in a day. Spending more hours staring at a glowing screen in a cubicle than you’d ever want to. And then we complain about how far outside the 9-to-5 our workday has stretched past.

Maybe it’s because we’re a bit more unorganized than we’d like to admit. Or maybe we’re not prioritizing your time and workload in the most effective ways. Or perhaps we just can’t stay on track with assignments or projects. It’s okay—it happens to the best of us. Still, these poor work habits—these sneaky time traps—could be dragging your day longer and depriving you of your off-the-clock time. 

Here’s how to identify possible traps that could be sucking up your time, and how you can get back on track for work-life balance. 

What are the sneaky issues that are usurping your time at work?

Many of the reasons why you’re working late are tiny, sneaky, easy to miss. But they all slow you down and make you less efficient: 

Excessive chatting with colleagues. A quick chat by the watercooler with a coworker is nice (even good for your career and happiness), but be mindful of your time. “Quick conversations can easily turn into 30-minute catchups,” says Kiki Ramsey, CEO and founder of Positive Psychology Coaching and Diversity Institute in Atlanta, a leadership development firm. “A better approach is to schedule a lunch or coffee break” instead, she suggests. 

Be mindful of your breaks. “A quick break can turn into scrolling on your phone for way too long,” cautions Ramsey. Use a timer to keep breaks short and purposeful. 

Refrain from handling personal issues on the clock. Post-pandemic, remote work has changed what the typical workday looks like for many. But “although the boundaries between work and personal have been skewed, personal calls or errands can chip away at focus and productivity,” she said. It may feel more efficient, or that you’re taking advantage of your job’s flexibility, but it may inadvertently cause your to-do list to drag past dinnertime. Consider using your weekly workflow plan to block out specific times—such as lunch—to run that errand or make that personal call, or handle them before or after work.

Learn to say no. Boost both your confidence and time-management skills by declining when others ask you to do their work. “Taking on tasks that aren’t yours can distract you from your own priorities,” explains Ramsey. “It’s more effective to learn to say ‘no,’ in a gentle way, and redirect work back to the right person.”

Stop micromanaging coworkers. You could be wasting time getting too involved in worrying about what your colleagues are doing. Keeping tabs on others and riding them may feel like you’re trying to streamline processes, but it can have the opposite effect. “Over-checking others’ tasks wastes time and creates unnecessary stress for you and them,” warns Ramsey. Instead, trust the process: offer support when needed, and focus on your own responsibilities. Mind your own business, figuratively and actionably. 

How to sneak past the sneaky time traps

First, planning ahead with a broad to-do list can reduce the chance you’re dawdling at work and wasting time. It sounds simple—because it is. It’s a low-effort tweak to our routine. But many of us let slip through the cracks amid the chaos. Do it before the workweek even starts.

“Take a little time on Sunday to map out your week,” says Ramsey. “It doesn’t have to be anything fancy. It can just be a quick check of your priorities, projects, and goals. That way, when Monday comes, you’re ready to go, instead of spending half the day figuring out what to do first.”

Then, during the workweek, program your day based on when you’re at your peak. Everyone from an intern to a CEO experiences natural peaks and dips in energy throughout the day, explains Joe Galvin, chief research officer with Vistage, a Connecticut-based coaching organization. 

“Some employees are sharpest in the early morning, while others do their best thinking in the afternoon,” he says. The goal is to match your most demanding work, such as deep thinking, strategic planning, and creative problem-solving with your peak performance hours. Save lighter tasks for off-peak times.”

So, think about your own productivity and performance. “Notice when tasks feel lighter and you’re less distracted,” adds Ramsey. “This will probably be your best and most productive time period.” Notice when you are most productive: “A lot of people do a bad job of being aware. Being aware when you are tired, when you are energized,” she explained. 

“We do ourselves a favor when we recognize what’s going on with ourselves. This can go a long way for productivity.”