Advertising
Advertising

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.

    Advertising

    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.

    Advertising

    • 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.

    Advertising

    • 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?

    Advertising

    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

      More by this author

      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

      Trending in Productivity

      1 10 Good Habits To Have in Life To Be More Successful 2 What Is Creativity? We All Have It, and Need It 3 How to Set Long Term Goals and Reach Success 4 Easily Distracted? Here’s How to Regain Your Focus 5 Why You Need to Set Future Goals (And How to Reach Them)

      Read Next

      Advertising
      Advertising
      Advertising

      Last Updated on January 24, 2020

      10 Good Habits To Have in Life To Be More Successful

      10 Good Habits To Have in Life To Be More Successful

      Habits are behaviors and patterns that you showcase by default. They enable you to carry out crucial activities like taking a shower, brushing your teeth, getting prepared for work.

      Interestingly, you follow this routine every day without considering them. Your unconscious habits create room for your brain to perform more advanced activities like problem-solving and choosing what book to read.

      Everyone has habits, and several of those habits are activated every day. I would classify them into three groups:

      • The first category includes the habits that you hardly notice as they have become a major part of your life- such as brushing teeth or wearing clothes.
      • The second category comprises good habits to have to be more successful-like eating healthily, exercising your body and reading books.
      • The last group consists of those habits that are harmful-like procrastinating, smoking or overeating.

      Habits are fundamental to becoming successful in life — or probably ending up a failure. Yet, as significant as habits are, some lack the knowledge of their capabilities.

      Habits are default activities that you engage in without giving an afterthought. They are automatic behavioral or mental activities. They help you carry out some actions without exerting too much energy. They simplify your life.

      Several people aspire to break bad habits. For instance, some people diet to stop overeating. They exercise to reduce obesity. Habits can hinder or impact your performance and productivity.

      That’s why I would share 10 good habits to have to be more successful in life.

      1. Begin Your Day with Meditation

      I recommend mindful meditation early in the morning. This practice helps you to be in the present moment. Consequently, it enables you to be mindful of challenging situations during the day.

      Different stressors may trigger as you go through the day; meditation helps you to remain calm before taking on the challenges.

      Personally, it helps me to devise strategies and think about ideas. Meditation is a good habit to have if you want to be connected to what’s significant in your life.

      Advertising

      2. Be Grateful for What You Have

      Sometimes, you waste time thinking of what’s not enough. You become immersed in those daunting challenges. However, challenges justify the presence of hope. When you have life, you have expectations. You will be free from challenges when you are six feet under. The only strategy you have to stop focusing on your problems is to focus on what you have.

      Gratitude is a time-tested pathway to success, health, and happiness. It redirects your focus to what you have from what you lack. Here’s what James Clear does every day,[1]

      “I say one thing I’m grateful for each day when I sit down to eat dinner.”

      3. Smile

      Can you pause and smile before you continue reading this?

      Now here is what just happened based on research conducted by the Association for Psychological Science; you set a pace for living a happier life when you smile. A genuine smile or what’s called a Duchenne smile is a good habit to have if you want to find spiritual, emotional and mental peace of mind.[2]

      Smiling induces the release of molecules that function towards fighting stress. The physiological state of your body determines the state of your mind. When you slouch or frown, your mind takes cues relating to unhappiness and depression. But, once you adjust yourself by putting up a smile, you begin to feel a new level of excitement and vibrancy.

      Can you smile again?

      4. Start Your Day with a Healthy Breakfast

      Starting your day with a healthy breakfast is a good habit to have and forms a crucial part of your life. Nevertheless, about 31 million Americans skip their breakfast each day.[3]

      If you are fed up hearing that breakfast is a crucial component of your day, you are only fighting the truth. If you want to become more successful, you need to ‘break your fast’ with healthy foods every morning.

      This habit is not difficult to form if you usually rush out the door every single morning. You can wake up earlier to fix yourself a meal so you don’t break down during the day.

      Advertising

      Get inspired by these 20 Healthy Breakfast Choices That Will Save You Time.

      5. Exercise Daily

      One of the good habits to have is to exercise your body and muscles every day. You don’t have to run a marathon or lift a weight. You only need to engage in less strenuous activities that oxygenate your blood and inject endorphins in your body.

      Jack Dorsey, the CEO of Twitter, classified exercise as a good habit to maximize his already jam-packed schedule.[4] He said,

      ‘I wake up by 5, meditate for 30 minutes, seven-minute workout times three, make coffee, and check-in.’

      He said on Product Hunt that he follows this routine every day as it gives him a steady-state that empowers him to be more productive.

      6. Manage Your Time as You Manage Your Finance

      Another good habit is the act of managing your time effectively. This goes a long way to impact your achievement.

      Time management is what separates the successful from the rest of the world as we all possess the same amount of time. How you leverage time determines your potential to succeed in life.

      So how do you manage your time effectively?

      Here’s Jack Dorsey’s recommendation in one of the Techonomy events;

      “I accomplish effective time management by theming my days and practicing self-discipline. These themes help me handle distractions and interactions. If a request or task does not align with the theme for that day, I don’t do it. This sets a cadence for everyone in the company to deliver and evaluate their progress”.

      And this is Dorsey’s weekly theme:[5]

      • Monday – Management
      • Tuesdays – Product
      • Wednesday – Marketing and growth
      • Thursdays – Developers and partnerships
      • Fridays – Culture and recruiting
      • Saturdays – Taking off
      • Sundays – Reflection, feedback, strategy, and preparing for Monday

      No wonder he was able to run two companies when others were struggling with one job.

      7. Set Daily Goals with Intentions

      Everyone has goals. It may relate to business or personal life. The truth is, we’re all tending towards a particular direction or another. Nevertheless, while long-term goals can offer you direction, it’s your daily goals that you establish that help you develop short-term goals that are essential for your success.

      Long-term goals may not give you the motivation you need to keep on. But when you implement your short-term milestones daily, you become fired up, and you can overcome the challenges that come with taking on bigger tasks.

      Here’s the main truth:Successful people don’t set goals without establishing their intentions. According to Jennifer Cohen of Forbes,[6]

      “What helps you to achieve your desired expectation is ensuring intentions accompany your daily goals.”

      Be intentional about your daily goals!

      8. Seek Inspiration

      It is usually difficult to be inspired for a considerable length of time. Sometimes, you become discouraged and feel like giving up on your goals when things are not working out as intended.

      A practical approach to stay on top of the situation is to inspire yourself each day. When you wake up in the morning after meditation, watch some motivational videos, and let the story of great leaders inspire you.

      Establish what Anthony Robbins called the ‘hour of power.’ Determine how many minutes you spend but make it count. Inspiration is the fuel for achievement because when you can conceive it in your mind, you can accomplish it.

      Advertising

      Michal Solowow, an investor and the founder of Mitex, a construction company puts it this way,[7]

      “The problems I encounter in everyday life motivates me to find solutions. This is a self-propelling mechanism. becoming a billionaire was never a motivating factor.”

      9. Save Steadily, Invest with All Prudence

      I can exhaust the good habits to have without talking about saving and investing. Most times, you overlook the significance of saving for the future when you are living in your present moment. According to CNBC, a $1000 emergency will propel several Americans into debt.[8]

      However, it is not enough to save, and you must invest your fund and be wise with it. If you pay attention to this now, you will set yourself for a life of success in the future. Ensure you save at least six months in your emergency account so you can be prepared for any future emergency.

      10. Budget and Track Your Spendings

      Benjamin Franklin warned of taking the precaution of little expenses. He said,

      “A small leak sinks a great ship.”

      It is easy to discard little expenses, but the truth is they always add up. This happens when you fail to budget.

      Budgeting is a good habit to have, which can impact your financial life significantly. The money you spend on extravagant lifestyles can be saved and invested in your future.

      The Bottom Line

      Endeavor to cultivate these good habits to have to become more successful as you journey through life. The quicker you cultivate them, the faster you achieve your goals.

      More About Habits

      Featured photo credit: Andrijana Bozic via unsplash.com

      Advertising

      Reference

      Read Next