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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

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      Last Updated on October 17, 2018

      7 Natural (And Highly Effective) Ways to Improve Memory

      7 Natural (And Highly Effective) Ways to Improve Memory

      How is your memory? Is your cognitive function as strong as you’d like it to be?

      If not, then you’re definitely going to be interested in the memory improvement tips I’ll be sharing with you in this article.

      Despite what you might think – or have been told – improving your ability to recall information is certainly possible. You just need to know the right ways to do it. (Don’t worry, as you won’t need to make any significant lifestyle changes.)

      So how to improve memory? Let’s dive straight into the first of seven easy ways to improve your memory significantly.

      1. Meditate

      We live in a world of non-stop, 24/7 information. It’s like a waterfall that’s endlessly pouring news, data, facts and figures into our conscious minds.

      Unfortunately, our brains are not designed to absorb this tremendous amount of information. It’s no wonder then, that most people struggle to remember information and recall things.

      Even if you believe you have a good memory and are comfortable with multi-tasking, you’ll also be aware that there’s only so much information your brain can process at one time. And research suggests that the more information and distractions, the harder it is for you to transfer information to your long-term memory.[1]

      Fortunately, meditation can help you out.

      Even if you just meditate for 10 minutes per day, you’ll boost your ability to focus, which in turn, will make it easier for you to remember important facts.

      If you need help in shifting into a meditative state, I recommend trying an app like Headspace – which can assist you to achieve this in a convenient and structured way.

      And don’t forget, meditation doesn’t just have to be closing your eyes and sitting in a lotus position. Some people prefer to simply take a short walk in nature. This clears and calms their mind, and still provides the all-important boost to their focus.

      2. Get plenty of sleep

      If you’re sleep deprived or have not been sleeping well, then I’m guessing you’re not remembering well either. This is because sleep and memory are intimately connected.

      If you have a busy life and regularly find yourself not getting enough sleep, then this will negatively impact your cognitive abilities – including your memory.

      How much sleep should you be getting?

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      Well, according to the National Sleep Foundation, you need a minimum of seven to nine hours of sleep per night. If you get this amount of sleep regularly, then within just a few days, you’ll see a tangible improvement to your ability to remember and recall things.

      Now, I’ll be honest with you, maintaining a proper sleep cycle is not always easy (especially when the latest Netflix series has just been released!). But if you care about improving your short-term and long-term ability to remember things, then it’s critical that you try to get at least the recommended amount of sleep every night.

      Are there ways to hack the sleep cycle?

      Yes, there are.

      Try these three things:

      • Have a fixed bedtime (preferably before 10pm)
      • Don’t eat too late
      • Make sure your bedroom is as dark as possible

      Sleeping is a precious activity. It regenerates your body, clears your mind, and helps with the storing and retrieval of information.

      However, don’t sleep just yet, as I want to tell you about another great way to increase memory…

      3. Challenge your brain

      When was the last time you challenged your brain?

      I don’t mean challenged in the sense of overeating or undersleeping. I’m referring to stretching your mental capabilities through things like crossword puzzles, Sudoku and memory games.

      To expand your memory bank, and to make your recall razor-sharp, you need to continually challenge your brain.

      Feedback from Lifehack readers such as yourself, has suggested that brain training apps are a super-effective way of doing this. Used regularly, these apps can enhance your focus, attention span, problem-thinking ability and memory.

      There are hundreds of these apps available (most of them for free), but I recommend starting out with one of the big three:

      • Peak (Android/iOS, free, 10 million+ downloads)
      • Lumosity (Android/iOS, free, 10 million+ downloads)
      • Elevate (Android/iOS, free, 5 million+ downloads)

      If you normally spend a chunk of your week playing computer games, then instead of shooting and killing your enemies, why not let some of them live – while you put your attention into boosting your brain power!

      Challenging your brain will strengthen your neural pathways and enhance your mental abilities. But don’t just take my word for it, try one of the apps above and see the positive benefits for yourself.

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      4. Take more breaks

      When I think back to my days as a budding entrepreneur, I distinctively remember working all the hours under the sun – and many under the moon too!

      At that time, I believed that breaks were for the weak, and to become wealthy and successful, I needed to shed blood, sweat and tears.

      However, I was wrong.

      Taking regular breaks is the best way to keep yourself productive, creative and alive to opportunities. It’s also the best way to learn new information.

      Let me explain.

      Typically, when studying lots of new information, most people will spend hours reading it – in an attempt to learn and remember the content as quickly as possible. Unfortunately, they’ve overlooked something.

      Namely, extended study sessions are rarely a good thing, as your ability to retain information naturally declines after a certain period of time.

      It’s similar to physical exercise. You wouldn’t attempt to train vigorously for four hours in a row. Instead, you’d take regular breaks to give your lungs, heart and muscles adequate time to recover. Failing to do this will result in muscle cramps and overexertion.

      It’s the same with your brain. If you overload it with information, you’ll suffer from mental fatigue.

      What’s the answer?

      Make sure you take regular breaks when learning new information. I recommend at least a 10-minute break every hour. (You may also want to take a look at the Pomodoro Method.)

      If you don’t want to be as regimented as that, then take breaks as soon as you find yourself losing the ability to focus on the new material. Your brain will thank you – and your learning aptitude will move up a level.

      5. Learn a new skill

      I love this quote, as it’s 100% true – but frequently overlooked:

      “Learning never exhausts the mind.” – Leonardo da Vinci

      From my experience of helping to develop the careers of dozens of Lifehack employees, I can definitively say that participating in meaningful and purposeful activities stimulates the mind. It also reduces stress and enhances health and well-being.

      Let me give you an example of this:

      Imagine you work for a global financial institution in one of their call centers. You take over 100 calls a day – many of them complaints. When you started the job a few months back, you were excited to be in full-time employment and working for a household name.

      Unfortunately, your initial enthusiasm quickly turned into frustration.

      The endless complaint calls began to take their toll on you. And the supervisors irritated you too, as they were far too interested in micro-managing you – rather than letting you work in your own way.

      Now, in the story above, the ending could be that you put up with a job you didn’t like, and led a dull and frustrated working life for years and years. However, an alternative ending is this: you channeled your dissatisfaction in to learning a new skill (computer coding). It took you a year or two to get up to speed, but it allowed you to successfully upgrade your career – and the ongoing learning made the call centre job much more bearable.

      Clearly, learning new skills gives you impetus, focus and something to aim for. Your brain loves to learn, and you should tap into this by always seeking our new information. And when learning becomes a habit, you’ll find your ability to remember and recall things effortlessly, becomes a habit too.

      6. Start working out

      If you’re not already working out regularly, then here’s another reason to do so:

      Exercising for 20-30 minutes three times a week will improve your long-term memory.

      Regular exercise increases blood flow in your body and supplies the brain with extra oxygen and nutrients. And a well-nourished brain is a well-functioning brain!

      “But I just don’t have the time?,” I hear you say.

      Not a problem.

      A research has shown that a daily burst of 60 seconds of high-intensity exercise, offered many of the benefits of the longer exercise routines.[2] So, if you’re short on time – now you know what to do.

      Interested in getting started?

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      Here are five different ways that will help you work out:

      • Join a gym
      • Join a sports team
      • Buy a bike
      • Take up hiking
      • Dance to your favorite music

      7. Eat healthier foods

      I’m sure you’ve heard the expression: “You are what you eat.”

      This applies to your brain too.

      The food that you eat helps determine your brain’s capacity to store and recall information. A poor diet (think junk food + soda!) harms not just your physical health, but your mental health too.

      Fortunately, there are several foods that are especially good for your brain and your memory. These include: blueberries, celery and dark chocolate. But anything high in antioxidants will have a positive effect on your brain and memory.

      Conversely, highly-processed foods and those loaded with sugar will have a negative impact on your memory. This is due to them providing insufficient nutrients for your brain – leading you to easily suffer from mental fatigue.

      Want to be mentally healthy? Then eat and drink an abundance of these for brain health:

      • Turmeric – helps new brain cells grown
      • Broccoli – protects the brain against damage
      • Nuts – improves memory
      • Green tea – enhances brain performance, memory and focus[3]
      • Fish oilfish oil supplements can increase your brain power

      Here’re more brain food options that improve memory!

      Final thoughts

      I sincerely hope these seven memory boosting ways that I’ve covered in this article will be of help to you.

      You don’t need to implement them all. I suggest just trying the ones that appeal to you.

      But, if you’re serious about dramatically improving your memory, then make a start right now on adopting one or more of the ways I’ve suggested. I’m confident you won’t regret it.

      Featured photo credit: Eric Ward via unsplash.com

      Reference

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