Smarter Work Starts Here: Top Tips Save Time and Improve Efficiency in 2026

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As we welcome the New Year, many of us set goals to work smarter, not harder. However, implementing processes to improve efficiency and save time can seem daunting. Finding the right tools, training and cost-effective solutions often takes more time than it saves. That’s where UC San Diego’s Operational Strategic Initiatives (OSI) steps in. Part of the Vice Chancellor Finance and Administration (VCFA) office, OSI offers services designed to streamline processes and save you time. 

 “We want to help people do their best work,” said Allorah Pradenas, assistant vice chancellor and chief of staff to VCFA. “To do this, we partner with our clients to match up the right services for their needs and deliver engaging, collaborative workshops as well as training and facilitations.”

One popular program offered by OSI is the Yellow Belt training. Free to staff, the program provides an overview of the principles of Lean Six Sigma, a continuous improvement methodology that aims to increase productivity, efficiency and customer satisfaction. OSI also offers custom services in topics such as artificial intelligence, skillbuilding, strategic planning and process mapping for university units interested in specialized training or facilitation.

If you don’t have time to attend a training, here are five top tips from OSI to guide efficiency efforts in 2026.

• Focus on easy changes while prioritizing by impact and effort

Identify changes that are both straightforward to implement and make a significant impact. Start with simple improvements like creating a better form, designing a new template or sharing a helpful checklist. Prioritize high-impact, low-effort tasks first and reserve more complex, high-effort projects for future planning.

• Analyze before you act

Before jumping to solutions, take time to understand the process. Consider what stakeholders are saying, review existing documentation and identify who or what will be affected by potential changes. Gather data to inform your understanding and support decision making. 

•  Identify what really adds value 

Assess if every step of a process is necessary. To add value, a step must change the outcome, meet expectations and be completed correctly the first time. If a step fails to meet all three of these criteria, it may need to be revised or removed entirely.

• Center on those you serve 

Always begin by asking: Who are we serving and what do they need? Focus on changes that deliver real value, eliminate waste and make work easier for everyone involved.

• Use TritonGPT to save time

TritonGPT is a secure, specialized platform designed specifically for UC San Diego to assist with tasks like writing emails, summarizing content, brainstorming ideas and cleaning up data. Leveraging AI saves time so the work that matters most is the focus. If you are new to using AI, there are helpful resources and training available to get you started.  

Whether you're launching a new initiative or fine-tuning an everyday task, working smarter is possible through small, high-impact changes. OSI provides services that can help you start 2026 with efficiency and confidence. The OSI team can be contacted at osi@ucsd.edu for questions or to assess unit needs.