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How to Ruthlessly Reclaim Work Day Time

How to Ruthlessly Reclaim Work Day Time


    When you’re starting a small business or working from home as a freelancer, you need to make every minute of time count; it’s a race against the clock to break even before your new endeavor uses up your savings and breaks you.

    But there are always a million and one things that interfere with and take over your day. Your to-do list of twenty items that you intended to tackle by the end of the business day has reduced in number by only one or two tasks, and you’ve got more to add for tomorrow.

    You realize you’ve got to get ruthless and cut away every minute you can manage to shred. Thursday recently wrote about 8 great ways to be ruthless with your time. Here are some more ways to be ruthless with your time, but this time we’re focused specifically on when things don’t go quite as planned. Here’s how you can get started.

    Life-Story Phone Calls

    There are many busy people in the world who, like you, know they need to get off the phone and get back to work, but you’re bound to get someone on the line who wants to share their life story or form a deep and meaningful relationship over the phone. It could be some lonely hack from your PR firm or the janitor you’ve hired for the new office, but for some reason you can’t seem to shake them.

    1. Ask for an email

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    One simple way to get someone off the phone is to ask them to send you ‘the details’ in an email. This tip works when you’re dealing with someone who needs to send you some kind of information. After they’ve agreed, thank them, give them your email address, and say goodbye before quickly putting down the phone. Don’t hesitate, or you’ve blown your chance.

    It’s firm, but still polite enough to use on business calls.

    2. Provide Contextual Cues

    Taking a hint from The Time Trap by Alec Mackenzie, start your call with something like “Hello, what can I do for you?” There’s a reason you hear this every time you’re dialing into a call center or a big business – it’s to avoid any bush-beating and get right down to business. They know time is money, and so do you – don’t feel like you’re getting too “corporate” by using this technique. It focuses the other person on the issue at hand, which is especially effective if you know someone who tends to waffle before they get to their problem – not after.

    On the other end of the call, you can use a cue to signal that the end is near. You can usually tell when you’re a few minutes from the end of a speech because the speaker starts dropping hints (if you’ve done this and heard a sigh of relief, it may be time for a new career path!) – the same can be done on the phone. Phrases like, “before we hang up,” or “one last thing before I go” tell the individual on the other end that you’re out of time and can’t chit-chat. Fortunately, most of the time they get the message using this tactic.

    3. Last Resorts

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    When worst comes to worst, there’s always a solution.

    Unnecessary Demands

    It’s amazing how often people you work with or, if you’re not self-employed, people you work for are so willing to put extra demands on your time knowing that you’ve got a full plate. If they know you’re good with computers – but you aren’t the company tech support guy – and constantly ask you to fix their self-inflicted tech problems, or if your boss keeps asking you to take on advertising projects even though your role is public relations, what do you do?

    A combination of firmness, honesty and tact is required. If you try to find excuses that aren’t based on the honest truth of the situation, you’re only going to make more problems for yourself here. Next time you’re getting nagged to take on somebody else’s job or clean up after your co-workers, gently remind them that while you’d love to help, you’re swamped with the work you’ve got and it’s really outside of your field.

    The key is to be politely firm, and though some people find this incredibly difficult at first, it will really be one of the biggest time savers you implement.

    Email and Feeds

    I talk about dealing with your email and feeds effectively frequently because I find that of all the connected people I know, this is the one thing that kills time more than anything else – even though it can be one of the least time-consuming parts of your day. Since I’ve done this topic in-depth so much already, I won’t repeat it again – check out this article for a primer on how to deal with the overload of information in your day more effectively.

    Work-at-home, not housework!

    If you work from home, according to some recent statistics I’ve read there’s a pretty good chance you have a spouse (and/or kids) there too.

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    One of difficulties I had when I started working from home was being asked to put towels on the line or do dishes while I was in the middle of writing an article. Thus, I lost my train of thought and had to spend way more time than I should have catching it again, and if you succumb as I did, you will lose far too many business hours.

    Now, you don’t want to put the wife in a bad mood – we’re all smart enough to know that! – and avoiding the housework is a surefire way to do just that. But you must have a conversation where you set the limits of your working hours and under what conditions you may be interrupted.

    In my house, we’ve agreed that if the door to my office is closed and I am on the other side of that door, it means I’m working and can’t be interrupted unless it’s an emergency. If the door is open but I’m clearly working, it means I’m not working on something that requires total concentration but shouldn’t be interrupted unless it’s ‘important’ – a step down from ’emergency’. What constitutes ‘important’ and ’emergency’ needs to be defined, because you and your partner will certainly have ideas that differ.

    If I keep up my end of the deal and don’t spend twelve hour days working in my office and help out around the house afterwards, it leads to you being way more productive, and less tension in the air around the house. Often the hidden bonus is that she’ll get sick of waiting and do it all herself. Yes, that was a joke. Especially if she’s reading this.

    When Technology Ruins the Day

    First off, two tips I cannot stress enough:

    1. Always have a bootable back-up, somewhere.
    2. Always have a non-bootable data back-up, somewhere else.

    If you follow both of those rules you will be back up and running in minutes for 90% of the cases where your day would normally be lost to ‘computer troubles’.

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    I have also previously talked about my system of synchronization which keeps essential data – though not big files (for example it doesn’t sync my master recordings, which are more valuable than my contacts and email archives) – that is required for day-to-day operations on each device. For me, this includes a Mac mini desktop, a laptop and a PDA phone.

    If you’ve got a spare machine around, get it loaded up, and get it to sync off your bootable back-up frequently. This is a bit of a luxury, but if you can do it, knowing that all you have to do is plug in a new machine and power it on before getting back to work is a great feeling. You may only have to catch up on a couple of days (or, with diligence, hours) of work, which is much better than weeks, months or years.

    As a last resort, keep a pen and pad handy, and ensure that you at least have a back-up of your contacts somewhere that isn’t prone to electronic or mechanical failure! You’d be surprised how much you can get done if you have to, with just these tools.

    What about you?

    Do you have work day time-wasters you can’t seem to make go away? Let us know in the comments and we’ll see if we can come up with a solution.

    Or, if you’ve managed to deal with some problems we haven’t listed here, let us know how you solved them!

    More by this author

    Joel Falconer

    Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

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    Last Updated on July 9, 2019

    How to Stay Motivated and Reach Your Big Goals in Life

    How to Stay Motivated and Reach Your Big Goals in Life

    It is hardly a secret that the key to successfully accomplishing one goal after another is staying motivated. There are, of course, tasks which successful people may not like at all, yet they find motivation to complete them because they recognize how each particular task serves a greater goal.

    So how to stay motivated most of the time? Here are 5 simple yet effective ways on how to stay motivated and get what you want:

    1. Find the Good Reasons

    Anything you do, no matter how simple, has a number of good reasons behind it.

    You may not be able to find good reasons to do some tasks at first but, if you take just a few moments to analyze them, you will easily spot something good. We also have many tasks which don’t need any reasoning at all – we’ve been doing them for so long that they feel natural.

    If you’re ever stuck with some tasks you hate and there seems to be no motivation to complete it whatsoever, here’s what you need to do: find your good reasons.

    Even when you set goals, there needs to be reasons behind these goals. They may not be obvious, but stay at it until you see some, as this will bring your motivation back and will help you finish the task.

    Some ideas for what a good reason can be:

    • A material reward – quite often, you will get paid for doing something you normally don’t like doing at all.
    • Personal gain – you will learn something new or will perhaps improve yourself in a certain way.
    • A feeling of accomplishment – at least you’ll be able to walk away feeling great about finding the motivation and courage to complete such a tedious task.
    • A step closer to your bigger goal – even the biggest accomplishments in history have started small and relied on simple and far less pleasant tasks than you might be working on. Every task you complete brings you closer to the ultimate goal, and acknowledging this always feels good.

    2. Make It Fun

    When it comes to motivation, attitude is everything. Different people may have completely opposite feelings towards the same task: some will hate it, others will love it.

    Why do you think this happens? It’s simple: some of us find ways to make any task interesting and fun to do!

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    Take sports for example. Visiting your local gym daily for a half-an-hour workout session sounds rather boring to some. Yet many others love the idea!

    They like exercising not only because they recognize the good reasons behind it, but simply because it’s fun! At certain time of their daily schedule, they find going to gym to be the best thing to do, simply because nothing else will fit their time and lifestyle so perfectly.

    Depending on how you look at it, you can have fun doing just about anything! Just look for ways of having fun, and you’ll find them!

    A simple approach is to start working on any task by asking yourself a few questions:

    • How can I enjoy this task?
    • What can I do to make this task fun for myself and possibly for others?
    • How can I make this work the best part of my day?

    As long as you learn to have the definite expectation of any task being potentially enjoyable, you will start to feel motivated.

    Some of you will probably think of a thing or two which are valid exceptions from this statement, like something you always hate doing no matter how hard you try making it fun. You’re probably right, and that’s why I don’t claim everything to be fun.

    However, most tasks have a great potential of being enjoyable, and so looking for ways to have fun while working is definitely a good habit to acquire.

    3. Take a Different Approach

    When something doesn’t feel right, it’s always a good time to take a moment and look for a different approach for the task.

    You may be doing everything correctly and most efficiently, but such approach isn’t necessarily the most motivating one. Quite often, you can find a number of obvious tweaks to your current approach which will both change your experience and open up new possibilities.

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    That’s why saying “one way or another” is so common — if you really want to accomplish your goal, there is always a way; and most likely, there’s more than one way.

    If a certain approach doesn’t work for you, find another one, and keep trying until you find the one which will both keep you motivated and get you the desired results.

    Some people think that trying a different approach means giving up. They take pride in being really stubborn and refusing to try any other options on their way towards the goal.

    My opinion on this is that the power of focus is great, but you should be focusing on your goal, and not limiting your options by focusing on just one way to accomplish it it.

    4. Recognize Your Progress

    Everything you may be working on can be easily split into smaller parts and stages. For most goals, it is quite natural to split the process of accomplishing them into smaller tasks and milestones. There are a few reasons behind doing this, and one of them is tracking your progress.

    We track our progress automatically with most activities. But to stay motivated, you need to recognize your progress, not merely track it.

    Here’s how tracking and recognizing your progress is different:

    Tracking is merely taking a note of having reached a certain stage in your process. Recognizing is taking time to look at a bigger picture and realize where exactly you are, and how much more you have left to do.

    For example, if you’re going to read a book, always start by going through the contents table. Getting familiar with chapter titles and memorizing their total number will make it easier for you to recognize your progress as you read. Confirming how many pages your book has before starting it is also a good idea.

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    You see, reading any book you will be automatically looking at page numbers and chapter titles, but without knowing the total number of pages, this information will have little meaning.

    Somehow, it is human nature to always want things to happen in short term or even at once. Even though we split complex tasks into simpler actions, we don’t quite feel the satisfaction until all is done and the task is fully complete.

    For many scenarios though, the task is so vast that such approach will drain all the motivation out of you long before you have a chance to reach your goal. That’s why it is important to always take small steps and recognize the positive different and progress made. This is how your motivation can sustain in long term.

    5. Reward Yourself

    This is a trick everyone likes: rewarding yourself is always pleasant. This is also one of the easiest and at the same time most powerful ways to stay motivated!

    Feeling down about doing something? Dread the idea of working on some task? Hate the whole idea of working? You’re not alone.

    Right from the beginning, agree on some deliverables which will justify yourself getting rewarded. As soon as you get one of the agreed results, take time to reward yourself in some way.

    For some tasks, just taking a break and relaxing for a few minutes will do.

    For others, you may want to get a fresh cup of coffee and even treat yourself a dessert.

    For even bigger and more demanding tasks, reward yourself by doing something even more enjoyable, like going to a cinema or taking a trip to some place nice, or even buying yourself something.

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    Your progress may not seem to others like anything worth celebrating but, take time and do it anyway! It is your task and your reward, so any ways to stay motivated are good.

    The more you reward yourself for the honestly made progress, the more motivated you will feel about reaching new milestones, thus finally accomplishing your goal.

    Mix and Match

    Now that you have these five ways of staying motivated, it is a good moment to give you the key to them all: mix and match!

    Pick one of the techniques and apply it to your situation. If it doesn’t work, or if you simply want to get more motivated, try another technique right way. Mix different approaches and match them to your task for the best results.

    Just think about it: Finding good reasons to work on your task is bound to helping you feel better; and identifying ways to make it fun will help you enjoy the task even more.

    Or, if you plan a few points for easier tracking of your progress and on top of that, agree on rewarding yourself as you go; this will make you feel most motivated about anything you have to work through.

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    Featured photo credit: Lucas Lenzi via unsplash.com

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