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Take the 7-Week Time-Management Challenge

Take the 7-Week Time-Management Challenge

I have taught time management for over 14 years. I could argue my training is great. In earnest, it is probably just equal to other good trainers, the main difference being that I teach people to build their own system and to not use mine or the time-management gurus’, because we are all individuals. This led to a breakthrough for me on time management.

Making a Breakthrough in Time Management After Time-Management Training for 14 Years

Recently, I have stumbled on something that is a game changer in time management. It’s not mine. It’s not anyone’s. It feels a bit like how the internet grew: one piece at a time until it all came together.

This information just needed to be brought together. Most time-management tips, lessons and tricks, are about discipline, focus, or small pieces, like writing a daily to-do list, but at the heart of an effective time-management system are seven fundamental game-changing pieces. Get these right and the whole system just works, like the story of the internet.

If you can master these seven pieces, you will significantly upgrade your time-management system. Let’s be positive and call them hurdles, because when you start to jump them, the race to be a better time manager has begun. Find out more about each hurdle below.

Time Management Hurdles

    To Jump Each Hurdle Is Only One Exercise per Week for 30 Minutes

    Jumping these seven hurdles will significantly upgrade your time-management system.

    You can’t do part of it. You can’t do one hurdle. You can’t do a bit and come back to it. It’s take the challenge, do the race, or don’t.

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    My advice? Decide why you are going to spend 30 minutes per week doing these exercises. This is because when you need to “choose left or right” (deciding to do this or do something else), you need a compelling reason why. The answer cannot be “to be a better time manager.” To achieve that goal, find one easy and simple time-management tip on the web, e.g. start each task on your to do list with a verb. Job done. We know from Edwin Locke’s work on goal setting that challenging and specific goals work best.

    This goal setting requires some reflection. Decide why. What problem will it solve? Will it help you get home one night on time? Is the goal to be more calm, more in control?

    Then the goal is to hear people in the office unprompted saying, “He’s more calm/She seems much more in control.” Write your reason, your goal, on a sheet of paper and keep this close to you. Remember goals need to pack the three Ps, as Muhammad Ali did — “I am the Greatest” — Present, Positive, and Personal. For example, “I am much more in control. People have said so unprompted,” or “I am working on my big projects and my boss has noticed and commented positively to me.”

    Now it’s time to take the 7-Week Time-Management Challenge.

    Week 1 — Jumping the Capturing Hurdle

    How much do you capture of what comes into your world, and into your head?

    Jumping the “Capturing” hurdle is about being able to grab any time demand that comes into your world. The more obvious is your email inbox. The less obvious is capturing stuff that you think of when you are driving.

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    • Using a clean sheet of paper, write ALL the capture points (entry points) of your time-management system that you currently have. For example, email inbox, phone calls, and meetings.
    • If you have too many, delete one. For example, you have multiple notepads doing a similar job.
    • If you don’t have enough, for example, you are still relying on your memory in the car, in meetings, in corridor conversations, add one.

    Week 2 — Jumping the Listing Hurdle

    How well do you get things out of your head and onto a list?

    Jumping the “Listing” hurdle is about getting stuff out of your head and onto a list. “The most successful people are the ones with the emptiest heads.” Leaving room for thinking, decision making, and problem solving, not for remembering (storage).

    • Using a clean sheet of paper, write down ALL the lists that you currently have. For example a daily to-do list.
    • If you have too many lists remove one. Particularly the lists that you do not trust. For example, the Outlook reminders list.
    • If you don’t have all of the following lists, add one; particularly the daily to do list (not a stream of actions), or the call list, project list, waiting for list, weekly list, monthly list, or a some day maybe list.

    Week 3 — Jumping the Emptying Hurdle

    How good you are at emptying those capture points?

    Jumping the “Emptying” hurdle is a little like emptying the dishwasher. If you don’t, then it just builds up until you cannot see the dishes for the kitchen sink and then you have to load the dishwasher and wash-up what’s left. Emptying frequently and appropriately is key.

    • Using your list of “Capture Points” that you created in Week 1 decide when you will empty each one of your capture points. Add a column two. For example your email inbox will be assessed once an hour for 15 minutes, or after each major piece of work. Not continuously.
    • Add a column three and identify a trigger for each capture points that will help you to create the habit. The best way to form a habit is to “piggy back” another habit. For example, when I broke my foot, I had to do exercises everyday for 5 minutes. I piggybacked brushing my teeth. Your example might be emptying your in-tray once a day as you log off from work or with each cup of coffee.
    • Read this short post to help you, “Say Yes Wisely” because most people struggle to say ‘No’, which drains their time hugely. Use this learning to say, “No” to at least one task this week and each week from here on in.

    Week 4 — Jumping the Deleting Hurdle

    How much you ask yourself the right question: “What is the impact if I don’t do this?”

    Jumping the “Deleting” hurdle is about getting rid of more of the time demands that enter our world. Plus, it is about not accepting every time demand. Being clear on what we are here to achieve and eliminating more of what does not achieve that.

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    • Understanding how to use advanced search is the key to finding emails quickly. Learn how to use advanced search.
    • Unsubscribe from a minimum of four external email lists that you are on and that you do not use. And unsubscribe from a minimum of three internal distribution lists that you are on.
    • Commit from this week to dealing with copied-in emails more quickly. Do this with the ABC tool: A. A CC email?, B. Briefly read it, and C. Clear it. Delete, unless you reply, but this must be by exception.

    Week 5 — Jumping the Storing Hurdle

    How effective you at storing the right information in the right places for later?

    Jumping the “Storing” hurdle is about having the right information where you need it, when you need it, and keeping it easily accessible, a little like the documents at home. For example, the house insurance: is it in a big pile of important stuff? Or the next business trip tickets — where are they kept?

    • Using a clean sheet of paper, write down ALL the storage points that you currently have. For example, the wall by your desk is a storage point and your “day notebook” and your desk.
    • If you have too many storage points remove one. Maybe you don’t use or rely on the reading pile storage point. Decide how you will manage now that this storage point has been removed (Combine with another storage point?). If you don’t have all of the following storage points, add one; especially for physical documents (e.g tickets), and then consider books to read, websites to refer back to, or papers to read, book shelf, reference folder, tickets, or tickler file.
    • Identify for each storage point the frequency and the trigger and add these in as columns to your list of storage points above.

    Week 6 — Jumping the Scheduling Hurdle

    How great do you schedule, beyond using your diary just for meetings?

    Jumping the “Scheduling” hurdle is about having one diary and using it for more than just booking meetings. Scheduling important work on big tasks that we shy away from because they are big frogs.

    This is the toughest hurdle. Maybe the highest. Some fail here.

    • Identify why you are on the payroll. This is your “Key Result Area (KRA).” Here’s some help — it is not the long list of stuff, from managing clients, to meetings, to presenting, dealing with queries, managing your team, etc. It is one to three things. In a commercial company, your reason for being on the payroll will be to increase sales and profit. For sales people, it is easier; they have a budget. This is their KRA. For others, it will take a little thought to identify a few measurable things that you do that proves that you are worth your salary. For example, for a waiter it might be the TripAdvisor scores.
    • Identify the three projects/large chunks of work that will have the biggest impact on the reason you are on the payroll/KRA’s.
    • Get “stealth mode.” Find a way to get away. Book a meeting room, work from home, or close the door. Whatever you can do to be in stealth. Schedule into your diary 90 minutes next week, and a recurring appointment where you will do only those projects in that time.

    Week 7 — Jumping the Acting Hurdle

    How awesome you are at choosing left or right?

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    Jumping the “Acting” hurdle is the key one. It is why you are paid to do what you do. This is where decisions are made: choosing left or right a thousand times a day, knowing what you are worth. Divide your salary by 2,000. This is your hourly worth. Don’t do stuff that is worth less than this value per hour.

    • Decide on the length of your “short amount of time.” The “Do It Now!” piece of time. It might be 5 minutes, 4 minutes, or 3 minutes. The difference might not be much, but you decide what it is. For every time demand/task that comes into your system, do it now if it can be done in less than your short amount of time. Commit to this. Do not kid yourself that you can do a task in the short amount of time and still be doing it 20 minutes later. This is because your brain will soon know what you are doing and stop you doing it.
    • For longer amounts of “doing” time, learn the Pomodoro technique (2.2 minute video) to help you focus and use it once per week. Maybe during your scheduled project work.
    • Place the reason you decided that you are on the payroll (KRA/’s) in Week 6 in a place that will disrupt your behavior. For example, a post-it note on your laptop/screensaver/desktop image. Not on the wall because we go blind to what is on the wall — “Corporate wallpaper.”

    Pulling It All Together

    This is how the seven pieces of an effective time management system fit together:

    Time Management Hurdles Overview
      Finished the Race? Congratulations!

      Excellent news. You did it. You jumped all seven hurdles and nailed the 7-Week Time-Management Challenge.

      You now have a significantly upgraded time-management system. To download the whitepaper, “Take the 7 Week Time-Management Challenge,” with tables to complete and more advanced exercises, check out my bio.

      Featured photo credit: Viktor Hanacek via picjumbo.com

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      Darren A. Smith

      Founder of Making Business Matter - Training Provider to the UK Grocery Industry

      The Reason Why You File Emails is Not What You Think 3 Tips to Organise Your Dropbox Folders The Ultimate Guide to HBDI – Herrmann Brain Dominance Instrument Infographic 14 Time Management Templates to Help You Get Organised Man about to run Take the 7-Week Time-Management Challenge

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      Last Updated on February 21, 2019

      7 Natural Memory Boosters That Actually Work for All Ages

      7 Natural Memory Boosters That Actually Work for All Ages

      Forgot a name? Misplaced your keys? Taking longer to find the right words? Don’t panic. There’s plenty you can do to improve your memory.

      You’re probably expecting us to reveal 7 little known and newly discovered herbs from the forests of the Amazon, the peaks of the Himalayas and the Arctic tundra. No such luck.

      Despite Americans spending hundreds of millions of dollars a year on Ginkgo Biloba, Ashwagandha, Periwinkle, Bacopa, Vitamin B’s, Omega 3’s and memory boosting supplement cocktails, there is very little scientific evidence they actually work. [1]

      Instead, we’re going to offer you 7 completely natural memory boosters, backed up by scientific research. It may take a little more effort than a magic memory pill, but the benefits will transcend your memory and improve your overall quality of life as well, making you more fit, energetic, happy and sharp.

      How Do We Remember?

      The first process in remembering is creating a memory.

      This is where our brain sends a signal, associated with a thought, event or piece of information our mind is processing, over our brains neural pathways, called synapses.

      Think of our neural pathways like roads and information like trucks. The better the roads, the more trucks can be driven.

      The second step in remembering is memory consolidation.

      Consolidation is when the brain takes that thought, event or piece of information and actually stores it in the brain. So now we’re talking about taking delivery of the trucks and storing its contents in the warehouse.

      Consolidation helps us store information and label it properly, so its organized and easy to retrieve when needed.

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      The last step is memory retrieval.

      That’s the step whereby we try to retrieve the information stored in our brains. You know when you have the name of someone on the tip of your tongue.

      You have the information; it’s been stored, but you just can’t find it. Our memory recall is typically better the stronger the memory is and the more often we’ve used it.

      Memory decline is a normal part of aging. However, new scientific research is discovering many new ways for us to improve memory creation, consolidation and retrieval–no matter our age.

      7 Natural Memory Boosters

      So how to work on memory and boost your brain power? Here’re 7 brain boosters backed by science that you should try:

      1. Aerobic Exercise

      Aerobic activity is about as close as we get to a magic pill for our memories. Exercise helps your brain create new capillaries and brain-derived neurotrophic factor (BDNF) which creates new brain cells and connections. To put it in plain english, aerobic activity changes our brains and helps it grow.

      Studies have shown that exercising increases the size of the hippocampus and improves memory. In fact, even if you start exercising as an older adult, you can reverse cognitive decline by 1 to 2 years and protects against further decreases in the size of the hippocampus, which is essential for memory. [2]

      In another study, reviewed by Dr. Ian Robertson of the University of Dublin, they looked at a group of people of 60 years and older, who engaged in “active walking” for four months.

      They compared them with another group of people who only stretched over the same period of time. After testing both groups before and after the 4 month period, the walkers improved their memory and attention considerably more than the stretching group.

      So which exercises are best and how much do we have to exercise?

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      Turns out, it doesn’t really matter whether you run, swim, row or bike. What does matter is that you push yourself beyond your current abilities, keep doing more, keep getting better. Set yourself short term goals and keep pushing the goal posts.

      2. Sleep

      You need your sleep. The deeper the better. Sleep helps improve your procedural memory (how to do things, like how do I navigate my iPhone) and declarative memory (facts, like what’s my password). [3]

      Even short naps from 6 to 45 minutes have been shown to improve your memory. In one Harvard study, college students memorized pairs of unrelated words, memorized a maze and copied a complex form. All were tested on their work. Half were then allowed to take a 45 minute nap. They were then retested. Those who took a nap, got a boost in their performance. [4]

      Another study showed that getting REM (deep) sleep can increase your memory and mental performance by 33% to 73%. Getting a deep sleep helps the brain consolidate memories through dreams and “associative processing”. However, the study also revealed that heart rate variability in deep sleep also contributed significantly to increased memory performance. [5]

      3. MIND Diet

      Healthy eating, particularly more dark colored fruit, vegetables and oily fish has been shown to improve memory and stave off cognitive decline.

      The MIND diet is proven to reduce the risk of dementia. It’s a mix of the popular Mediterranean diet and the low blood pressure DASH diet. [6]

      The study kept track of the diets of almost 1,000 older adults. They were followed for an average of 4½ years.

      The study concluded that “people whose diets were most strongly in line with the MIND diet had brains that functioned as if they were 7½ years younger than those whose diets least resembled this eating style.”

      The study also showed that people who followed the MIND diet in the study reduced their chance of getting Alzheimer’s disease in half.

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      So what does the MIND diet consist of? Lots of vegetables, leafy greens, nuts, berries, beans, fish, poultry, olive oil, whole grains and wine.

      4. Relax

      We all know that stress is bad for our health. It can raise our blood pressure, impact our immune system and interrupt our sleep. Stress also impairs our memory.

      When our body gets stressed, it releases cortisol into our blood stream, which can cause short and long term physical changes to the brain. While cortisol has sometimes been shown to cause increases in short term memory, it can actually decrease our long term recall memory.

      To help reduce the stress in your life, try relaxing with meditation, yoga or breathing exercises. Unplug–even for just a few hours. Stop checking your emails, social accounts and news. Release some endorphins with some exercise.

      Bottom line, the more anxious and stressed we are, the less clearly we think, the poorer our memory works.

      5. Continuous Learning

      The mind is like a muscle. The more you challenge it, the stronger it gets. The more you learn, the more you can learn.

      Research shows that learning can actually change the physical makeup of your brain. Not too long ago, we used to think that you were born with a fixed amount of brain cells, which declined with age. New research now shows that we can actually increase the number of brain cells we have throughout our life.

      Aside from staying physically active, learning new skills and studying can actually keep our brains healthier. Consider taking a continuing education class, studying a new language, learning a new instrument, playing new card games. [7]

      Studies show that the more complex the task, the more benefits for your mind. Simply showing up to class is not enough. You need to be actively engaged. Anything that forces you to focus and learn something new and get out of a rote routine will help you sharpen your mind and boost your memory.

      6. Stay Social

      The more deep and meaningful social connections you maintain, the more you protect your brain. Bottom line, the more friends you have, the more people you work with, the more you’re forced to use your brain.

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      Social isolation and loneliness are significant risks of dementia. Without interacting with others, our brains wilt. Isolation and loneliness lead to depression, physical and mental decline. [8]

      In a 2016 study published in Frontiers in Aging Neuroscience, seniors with a full social calendar did better on memory, reasoning, and processing speed tests. [9]

      What to do?

      Party! Seriously, get together with friends as often as possible. Have family dinners. Choose social activities or sports like tennis, golf, cards or go for walks with a friend. Bottom line have fun, build meaningful social relationships and stay connected. Not only will it make your mind sharper and your memory better, you’ll be happier, too!

      7. Wakeful Rest

      This one is getting harder and harder to do. In a world where we can’t sit on a bus, go up an elevator or go to the bathroom without our phones, doing absolutely nothing to distract our minds is becoming increasingly difficult.

      But, the results are in. Doing nothing is great for your memory. Quietly resting for 10 minutes, after you learn something will help you remember and help you create more detailed memories. [10]

      What we do minutes after we learn something new has a significant impact on how well we retain the new information. In another study, it didn’t matter what you did after you learned something new, as long as you weren’t distracted by outside factors. In other words, you could be thinking of your day, making a grocery list, or thinking of a story. In either case, wakeful rest for a period of 10 minutes helped the brain process and consolidate your memories so that you were better able to recall the information at a later date. [11]

      Conclusion

      You don’t have to spend a dime on cocktails and supplements promising a quick boost to your memory power. There is very little conclusive scientific evidence suggesting supplements will help improve the memories of healthy individuals–not for Ginkgo Biloba, Vitamin B, fish oils, Vitamin D, Folate or other supplements claiming they a secret formula.

      There are far cheaper and more effective ways to boost your memory: exercise, rest, eat well, learn, love, laugh and relax. Who wouldn’t want that prescription?

      More Resources About Boost Brain Power

      Featured photo credit: Unsplash via unsplash.com

      Reference

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