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12 Super Productivity Secrets Every Entrepreneur Must Know

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12 Super Productivity Secrets Every Entrepreneur Must Know

Frustrating isn’t it?

You work extremely hard everyday, but the rate of things added to your to-do list are faster than what you get done.

It feels like you’re never going to get ahead no matter what.

You thought everything was going to be done by the end of the day but you still have a few more “to-dos” to take care off. It’s 12 a.m. and you’re dead tired, so you add them to tomorrow’s to-do list and you head to bed.

Deep inside, you envy those millionaires and billionaires who get their work done and also spend plenty of time with their families—something you only dream of.

You think that they just happen to have some sort of super powers that you lack and there’s no way to solve it—so you’re doomed for life!

Actually, it has nothing to do with super powers OR natural talent. It’s the secret methods that they use that makes them different. And you can learn to become just as productive as them—and more.

1. Throw away your to-do list.

It happens to you doesn’t it?

You have more stuff on that list than the hours in the day. And to feel better about yourself, you do the easiest tasks and leave the hard long tasks for later. The only problem is, in the evening you’re tired so you procrastinate on the big tasks. All because you wanted to look at a short list. In fact that’s just one of the reasons you shouldn’t be working from your to-do list in the first place.

Productivity experts including the world’s billionaires don’t use to-do lists, they use calendars to schedule their tasks. Don’t believe me? Look for yourself.

I’m not big on to-do lists. Instead, I use e-mail and desktop folders and my online calendar.”

—Bill Gates

Even Elon Musk, Kevin O’leary and many more run their days from a calendar.

To-do lists have many problems. Some of them are:

  • It’s tempting to write a long list of tasks that you won’t be able to find time for.
  • It doesn’t account for time, so you misjudge the amount of time it takes to finish your list and therefore keep adding more throughout the day.
  • You procrastinate on what you hate and do the tasks you enjoy, burning your energy on low-priority tasks in exchange for high-priority tasks and that’s holding your business backwards.

On the other hand, calendars are:

  • Time-conscious, so you know exactly how long each task should take therefore avoid cramping in too many tasks in a day. It’ll force you to eliminate the unimportant stuff.
  • Easier to manage since your day will be written down in front of you.
  • Most importantly, motivate you to do the work in time and within the time frame; otherwise the whole day is ruined.

So that’s the number 1 secret that you need to apply if you want to see any change in your life.

Now the question is, how do you use a calendar and what calendar should you use?

There are two types of calendars out there:

  • Printed
  • Electronic

So which one’s better?

It’s an easy guess. The electronic one tends to be better because:

  • You can automatically put your daily tasks on repeat and save time having to write them every day.
  • You can carry it with you at all times (in your smart phone or any other device).
  • You save paper and the environment.

The best electronic calendar to use is Google Calendar.

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Now for the real question: how to use a calendar?

  1. Well for starters, there’s an excellent tutorial for Google Calendar on Youtube.
  2. Once you’ve watched it, you should now understand how it works. So open up Google Calendar.
  3. Now move the tasks from your to-do list and put them as events on the calendar. Make sure you assign enough time for each task. The default is 1 hour, so make sure to reduce it for tasks that require less time.
  4. You’re all set. Make sure to referesh the Google Calendar app if you made the edits from a computer.

2. Don’t work on urgent tasks first.

A lot of people think urgent means high priority. Although sometimes true, that’s not always the case.

So what is urgent? Urgent is people’s way of telling you to get their stuff done first. It can also come from people who worry and have low-tolerance levels or bad judgment with priorities.

Ok, so what exactly is a high priority task?

There’s an excellent matrix by MindTools that shows the four kinds of tasks you will encounter. Effort on the X-axis and Impact on the Y-axis.

Action-Priority-Matrix

    Listed in order from high to low:

    • Major Projects are what you should focus on first thing in the morning while you’re on maximum energy. They require the most effort and they give the highest rewards, they include whatever hard work that leads to your startup’s success or puts money in your pocket.
    • Quick Wins are tasks that have high impact but require less effort and that’s why they’re called quick wins. You can do these after you’ve completed the major projects.
    • Fill Ins are low value tasks that don’t need much effort. You do these to fill in your free time or you outsource them.
    • Thankless Tasks are those tasks that don’t matter much to the success of your company but require a lot of effort to do. They are thankless because the efforts you put in get you little to no reward, these must be outsourced when possible.

    Remember these when you’re creating your schedule on the calendar.

    3. Make time for email and social media.

    Contrary to the “don’t check email or social media except once a day” advice that’s been going around, experts such as Kevin Kruse (who interviewed 9 billionaires,13 Olympic Athletes, 29 Straight-A Students, and 239 Entrepreneurs) say that the most effective method to manage email is by implementing “The 321Zero System”.

    Here is how The 321Zero System works:

    Schedule 3, 21-minute sessions on your calendar to process them (morning, noon, night).

    Empty your inbox in that time frame.

    Although his advice doesn’t include social media, it can be included with today’s smartphone addict people who prefer sending WhatsApp messages rather than emails.

    So instead of assigning 21 minutes for email you can assign 30 minutes for both email and social media (15 minutes for each). That way, you get to spread your replies to messages and notifications throughout the day instead of once a day, which isn’t practical in this day and age.

    If you want to take email management to the next level you can read Kevin Kruse’s full article on how millionaires manage their email.

    4. Have super focus.

    A study conducted by Professor Gloria Mark found that after a distraction it takes an average of 23 minutes to completely regain your focus!

    So what does that mean?

    Well, let’s say your spouse comes through the door and interrupts you for just “two seconds” which usually takes a minute or two—maybe five.

    What seemed to your spouse like a two minute interruption turned out costing you 25 minutes of focus time!

    And that is why you don’t let ANYTHING disturb you at all costs.

    So how do you gain super focus until everything else fades into the background?

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    Simply by making a few adjustments:

    • Work in a silent room.
    • Clear your desk and only leave what you need at reach.
    • Put your phone on silent (not vibrate) or flight mode then place it flat on its face so you don’t see the screen light up or even better, put it in another room.
    • Hang a “Do not disturb” sign on your door and lock it. Let everyone know that you want to be left alone.
    • Turn your desk towards a boring plain wall. The last thing you need is the mesmerizing view through the window or coloful wallpaper.
    • Work in periods of 25 to 90 minutes and have a 10–30 minute break between each session.
    • Stay well hydrated. Keep a bottle of water next to you.

    If you want to take your focus training to the next level then I recommend you read Laser-Sharp Focus. A No-Fluff Guide to Improved Concentration, Maximised Productivity and Fast-Track to Success by Joanna Jast.

    5. Let someone else do it.

    This may sound counter-intuitive; isn’t this supposed to be about you getting work done?

    Well yeah, but you can’t do everything on your own. You’ve got the same 24 hours as everyone else and you’re obviously not an expert at everything.

    Things like accounting or logo design can take up a lot of time. These kinds of tasks should just be outsourced if they take up too much of your time and you can find someone cheap to do them.

    I’ve seen so many authors waste half of their time on designing their books when they could have given the job to someone on fiverr for a measly $10.

    Places like fiverr, upwork, freelancer, etc. are good places to find book designers, web developers, accountants, editors, and just about anything you can think of.

    So instead of wasting your time on things like book designs that can take hours to do, outsource them. Focus on tasks that create the most value and the ones you’re good at, like writing.

    6. Don’t plan the night before.

    Many entrepreneurs give the advice that you should plan your day the night before. You’ve probably seen it all over the Internet.

    But after a long day of making decisions your mental ability to make more decisions decreases. According to research done in a court room, judges were more likely to give a favorable ruling in the morning compared to later on in the day.

    The reason behind this is because your willpower is like a muscle, and it gets tired after making decisions. For that reason, making planning decisions at night isn’t a good idea.

    Planning is vital for optimal performance. Without a plan, you’re likely to procrastinate rather than execute your plan.

    A solid plan is time and energy consuming. That’s why you should plan for the whole week rather than spend time each night or morning planning your day.

    A good time to create your schedule would be the day before your work week (Sunday morning if your work week starts on Monday).

    You may have to make some minor tweaks before you go to bed and that’s totally fine, as long as it isn’t a major planning decision.

    While planning your week follow this guideline: The morning is for high-priority tasks, as we mentioned previously.

    7. Do average work.

    Are you a perfectionist? If you’re not, then good for you. If you are, then you’ve got yourself a serious problem. Because to you, nothing is ever finished.

    You focus on every single detail and try to make your work “perfect.” But I can assure you that nothing ever is perfect.

    Humans cannot create perfect.

    Even the Rolce Royce phantom, a masterpiece, isn’t perfect. It is an excellent product, but not perfect. It can still break, yet it is very durable.

    But as a young startup your products don’t need to be anything near that. Your aim is to launch a minimal viable product that just does the job and then keep improving it based on feedback—you know, the lean startup way.

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    As long as the thing you’re doing works, then it is complete! End of Story.

    8. Learn the hidden shortcuts.

    Sometimes it’s just all about moving faster and cutting corners. Lazy people like me love this one, and it’s the simplest of them all, yet many of us don’t take advantage of it.

    Have you ever thought about learning the shortest route before driving? Learning how to read faster? Or just finding a way to be able to do something in a faster way?

    For starters, not many people really learn how to read or type faster. They think it’ll take them a lot of time and end up wasting more time than it would take to read slowly. Other people are just lazy.

    Reading and writing are daily activities for entrepreneurs, and that’s why I’ll give you a few resources to improve your speed.

    For reading:

    Spreeder.com

    Speed Reading by Tim Ferriss

    For Typing:

    Keybr.com

    Ratatype.com

    Typeracer.com

    Here are some more tips:

    • Dentists recommend brushing teeth twice a day, for 5 minutes if you have a manual toothbrush and 2–3 minutes if you have an electric toothbrush. For that reason, get an electric toothbrush.
    • For driving you could drive faster, but then you may get into an accident which wastes time and your safety; in that case, just make driving time productive by listening to a podcast or lecture. Same goes with the rest of your transportation or idle time, make the most of it by listening to something beneficial.
    • If you’re still in college and you want to impress your parents or just get good grades in the fastest way possible then apply the methods we have talked about in this post and tackle questions in a strategic manner. You do not need to answer every question in an assignment or test to get an ‘A.’ Work hard on the parts that are worth the highest marks and just quickly do the low mark questions. Don’t spend the same amount of time on a 1-mark question as you would with a 10-mark question.

    There’s a shortcut to almost everything. You never know: you may end up creating a product that saves people some time. People pay for time -saving tools that make their lives easier. Always ask yourself, how can I do this faster?

    9. Schedule to do The One Push-Up Challenge.

    Because our willpower is limited, whenever we set a big goal such as workout for 30 minutes, we tend to get lazy. It just seems like too big of a task to complete. However, if you were told to do only one push-up, you wouldn’t need much willpower to get up and do it. The whole thing would feel like a joke. One push-up? I’ll do that right now, and since you’re already in the push up position why not do a few more? And since your heart is pumping why not do a few squats? Before you know it, you’ve done your 30 minute workout.

    You can apply this to everything in your life such as:

    • Reading
    • Writing
    • Cleaning
    • Research

    Just give yourself a ridiculous goal such as wash only 3 dishes, and before you know, your kitchen’s sink area is shining clean.

    This was inspired by Stephen Guise, author of Mini Habits.

    10. Sleep like a bear.

    You know what’s heartbreaking?

    The worst part about sleep deprivation isn’t the risk of getting diabetes. It’s not the risk of heart attack, stroke, or obesity. It’s not even the inability for your body to remove toxic proteins from your brain cells (although that’s bad).

    No, the worst part is that sleep deprivation costs the U.S $63 billion annually in lost productivity. I mean, that’s a load of cash.

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    If you can’t get your 7–8 hours of sleep, then take power naps throughout the day. It’s no wonder Google has sleep pods for employees. There’s no point of you working if you’re fatigued.

    11. Use cloud storage.

    How many times have you spent hours editing a document only to find out it’s the wrong version?

    Or even worse: how many times have you sent the wrong document to your team member, boss, or professor?

    And not to forget the number of files you have for the same assignment that looks something like this; assignment-1, assignment-1-draft, assignment-1-final, which bogs up your computer’s memory and takes a few minutes to figure out the latest version.

    You probably felt like smashing the screen when that happened.

    The amount of time wasted could be saved actually working on the document.

    Good news for you, you can solve your problem by using cloud storage.

    You can work on the document online to avoid duplicates and looking for files. And you can share the link to your document with a team member or boss. If you have to manually upload a file, then just download the final version with ease.

    Some cloud storage services include Google Drive, DropBox, Box and OneDrive.

    12. Don’t waste your time networking.

    Networking is important but not if it hinders you from working on what matters in your business. When it comes to choose between working on something important or attending a networking event, then work always triumphs.

    A good rule of thumb is to attend only 1–2 hours of networking events during a week. Of course this depends on the amount of work you have and the impact networking has on your business, for most experienced entrepreneurs with a big network the amount of networking needed will be less.

    Now Imagine looking at your to-do list, except this time you’ve got each task scheduled on your calendar and you know exactly when you’ll finish each task.

    Instead of stressing on the tasks you couldn’t finish on that day, you can now sleep in peace because you know exactly when each task will be done.

    Not only that. You also won’t procrastinate on long tiring tasks anymore because you know how to make a long task seem like a joke by following the one push-up challenge.

    All because you’ve implemented the methods presented in this post.

    Guess what: you’re not the same person after reading this post. You now know the secrets to achieving insane productivity!

    No more lost focus, no more doing other people’s “urgent” tasks and you know exactly how to deal with email and social media compared to the average Tom, Dick and Harry.

    Sound crazy? It’s not.

    You’ve got your roadmap now—now you need to follow it.

    Your new productive self awaits.

    Featured photo credit: Couch Potato/Banalities via flickr.com

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    Last Updated on August 25, 2021

    Why Personal Branding Is Important to Your Career

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    Why Personal Branding Is Important to Your Career

    As a recruiter, I have met and interviewed hundreds of candidates who have no idea who they are.

    Without a personal brand, candidates struggle to answer the question: “tell me about yourself—who are you?” They have no idea about who they are, what their strengths are, and how they can add value to the company. They present their CV’s believing that their CV is the key to their career success. In some ways, your CV still has its use. However, in today’s job market, you need more than a CV to stand out in a crowd.

    According to Celinne Da Costa:[1]

    “Personal brand is essentially your golden ticket to networking with the right people, getting hired for a dream job, or building an influential business.” She believes that “a strong personal brand allows you to stand out in an oversaturated marketplace by exposing desired audiences to your vision, skillset, and personality in a way that is strategically aligned with your career goals.”

    A personal brand opens up your world to so many more career opportunities that you would never have been exposed to with just your CV.

    What Is Your Personal Brand?

    “Personal branding is how you distinctively market your uniqueness.” —Bernard Kelvin Clive

    Today, the job market is very competitive and tough. Having a great CV will only let you go so far because everyone has a CV, but no one else has your distinct personal brand! It is your personal brand that differentiates you from everyone else and that is what people buy—you.

    Your personal brand is your mark on the world. It is how people you interact with and the world see you. It is your legacy—it is more important than a business brand because your personal brand lasts forever.

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    I have coached people who have very successful careers, and they come to me because they have suddenly found that they are not getting the opportunities or having the conversations that would them to their next role. They are having what I call a “career meltdown,” all because they have no personal brand.

    A personal brand helps you become conscious of your differences and your uniqueness. It allows you to position yourself in a way that makes you stand out from the pack, especially among other potential job applicants.

    Don’t get me wrong, having a great CV and a great LinkedIn profile is important. However, there are a few steps that you have to take to have a CV and LinkedIn profile that is aligned to who you are, the value you offer to the market, and the personal guarantee that you deliver results.

    Building your personal brand is about strategically, creatively, and professionally presenting what makes you, you. Knowing who you are and the value you bring to the table enables you to be more informed, agile, and adaptable to the changing dynamic world of work. This is how you can avoid having a series of career meltdowns.

    Your Personal Brand Is Essential for Your Career Success

    In her article, Why Personal Branding Is More Important Than Ever, Caroline Castrillon outlines key reasons why a personal brand is essential for career success.

    According to Castrillon,[2]

    “One reason is that it is more popular for recruiters to use social media during the interview process. According to a 2018 CareerBuilder survey, 70% of employers use social media to screen candidates during the hiring process, and 43% of employers use social media to check on current employees.”

    The first thing I do as a recruiter when I want to check out a candidate or coaching client is to look them up on LinkedIn or other social media platforms, such as Facebook, Instagram, and Twitter. Your digital footprint is the window that highlights to the world who you are. When you have no control over how you want to be seen, you are making a big mistake because you are leaving it up to someone else to make a judgment for you as to who you are.

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    As Jeff Bezos, the founder of Amazon, once said, “Your brand is what people say about you when you are not in the room.”

    In her book, Becoming, Michelle Obama writes about the importance of having a personal brand and her journey to defining her personal brand. She wrote that:

    “if you don’t get out there and define yourself, you’ll be quickly and inaccurately defined by others.”

    When you have a personal brand, you are in control. You know exactly what people will say about you when you leave the room.

    The magic of a personal brand is that gives you control over how you want to be seen in the world. Your confidence and self-belief enable you to leverage opportunities and make informed decisions about your career and your future. You no longer experience the frustrations of a career meltdown or being at a crossroads not knowing what to do next with your career or your life. With a personal brand, you have focus, clarity, and a strategy to move forward toward future success.

    Creating your personal brand does not happen overnight. It takes a lot of work and self-reflection. You will be expected to step outside of your comfort zone not once, but many times.

    The good news is that the more time you spend outside of your comfort zone, the more you will like being there. Being outside of your comfort zone is where you can test the viability of and fine-tune your personal brand.

    5 Key Steps to Creating Your Personal Brand

    These five steps will help you create a personal brand that will deliver you the results you desire with your career and in life.

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    1. Set Your Personal Goals

    What is it that you want to do in the next five years? What will your future self be doing in the next five to ten years? What is important to you? If you can answer these questions, then you are on the right path. If not, then you have to start thinking about them.

    2. Create Your Unique Value Proposition

    Create your unique value proposition by asking yourself these four questions:

    1. What are your personality features? What benefit do you offer people?
    2. Who are you and why do people enjoy working with you?
    3. What do you do and what do people want you to do for them? How do you solve their problems?
    4. What makes you different from others like you?

    The answers to these questions will give you the information you need to create your professional story, which is the key step to creating your personal brand.

    3. Write Your Professional Story

    Knowing who you are, what you want, and the unique value you offer is essential to you creating your professional story. People remember stories. Your personal story incorporates your value proposition and tells people who you are and what makes you unique. This is what people will remember about you.

    4. Determine Which Platforms Will Support Your Personal Brand

    Decide which social media accounts and online platforms will best represent your brand and allow you to share your voice. In a professional capacity, having a LinkedIn profile and a CV that reflects your brand is key to your positioning in relation to role opportunities. People will be connecting with you because they will like the story you are telling.

    5. Become Recognized for Sharing Your Knowledge and Expertise

    A great way for you to promote yourself is by sharing knowledge and helping others. This is where you prove you know your stuff and you gain exposure for doing so. You can do this through social media, writing, commenting, video, joining professional groups, networking, etc. Find your own style and uniqueness and use it to attract clients, the opportunities, or the jobs you desire.

    The importance of having a personal brand is not going to go away. In fact, it is the only way where you can stand out and be unique in a complex changing world of work. If you don’t have a personal brand, someone will do it for you. If you let this happen, you have no control and you may not like the story they create.

    Standing out from others takes time and investment. Most people cannot make the change by themselves, and this is where engaging a personal brand coach is a viable option to consider.

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    As a personal brand coach, working with my clients to create their personal brand is my passion. I love the fact that we can work together to create a personal story that defines exactly what people will say when you leave the room.

    Other People’s Stories

    Listening to other people’s stories is a great way to learn. In his article, 7 TED Talks About Personal Branding, Rafael Dos Santos presents the best Ted Talks where speakers share their stories about the “why,” “what,” and “how” of personal branding.((GuidedPR: 7 TED Talks About Personal Branding))

    Take some time out to listen to these speakers sharing their stories and thoughts about personal branding. You will definitely learn so much about how you can start your journey of defining yourself and taking control of your professional and personal life.

    Your personal brand, without a doubt, is your secret weapon to your career success. As Michelle Obama said,

    “your story is what you have, what you will always have. It is something to own.”

    So, go own your story. Go on the journey to create your personal brand that defines who you are, highlights your uniqueness, and the value you offer to the world.

    Featured photo credit: Austin Distel via unsplash.com

    Reference

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