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The 3 Most Crucial Time Saving Strategies (by the way, they’re easy!)

The 3 Most Crucial Time Saving Strategies (by the way, they’re easy!)

There is just never enough time in the day to do it all, is there?

That’s one of the biggest issues people face when trying to be productive and effective. Too many jobs have an infinite capacity for work; you could do your job for 60, 80, or even 100 hours per week and still find stuff to do, right?

I believe that not only is the ‘forty-hour work week’ a total misconception, it is actually a damaging belief that many of us have been raised with and are now trapped by. When we are at a job that has a contractual agreement of some kind to do a set number of hours per week, we will fill those hours with work … regardless of our actual workload.

And when you really think about it, how illogical is it for companies to base staff contracts on hours rather than output? It makes no sense for successful profits or other results.

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I have been fortunate enough to have received advanced training from a range of coaches and mentors on effective time-saving strategies. Not just managers trying to figure out how to get the most out of me within 40 hours, but people who have figured out how to be 50-100% more effective than their counterparts, in half the time.

Today, I would like to share my three top tips with you. The idea is that while any one of these strategies will greatly reduce time-wastage (doing more in less time and much less effort), the idea is to combine them all. These tips are just scratching the surface, and I highly recommend you research further into each of these principles:

1. The 80/20 rule of nature—Pareto’s Principle

Most high-achievers are generally good at prioritizing, but most are terrible at being able to let the lower priority tasks go uncompleted. Many of us will complete high priority tasks first, but then still spend many hours struggling through all of the other tasks, trying to reach the mythical ‘empty in-box’. If you are in a job that could provide enough work to keep you infinitely occupied, then you are chasing a rainbow. Most jobs can fit this description.

I believe we tend to fear ‘missing something important’, so we try do it all. Paradoxically, in doing this we actually compromise the quality of our most important work—a much greater risk to our career!

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The Pareto Principle, a term coined by famous quality and performance researcher Joseph M. Juran, suggests that most circumstances in life follow this rule of nature: 80% of outcomes come from 20% of inputs.

In context, this means that most of your results are actually generated by a small portion of your time and efforts. Only 20% of the work you currently do is actually important to the results expected of you. It also indicates that the other 80% of the effort you are putting in will only be getting you 20% of the outcomes you desire.

I recommend that for the next month, you set aside 15-30 minutes per week where you will not get interrupted. During this time try this exercise:

  • Write down your entire task list of everything you do for work (later you can apply this exercise to your entire life—that’s when things really start to shift!) This includes everything from major activities and projects, down to answering emails and phones.
  • Write down a summary of what outcomes or results are expected of you—e.g. % of sales, things built, contracts written etc.—that are most crucial to your success.
  • Now go back to your full task list and uncompromisingly select the 20% of those (one in five) most directly linked to those outcomes and results. These are now your highest priority tasks, and your goal should be to increase the effort you expend in these.
  • Then go back to the remaining tasks on the list and rate them in terms of importance from least to most (e.g. one to five scale). The smaller the number, the more pointless the activity—these are your ‘80%’ activities. For each of the 20% activities you increase, you need to make room by decreasing or simply not doing one of these 80% activities.

Another way to do this is to ask yourself, “If I had to produce the same weekly results but I had to work one day less per week, what would I need to reduce or stop doing?”

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Over time, with trial-and-error experimentation, you will become really clear about what matters and what actually doesn’t matter. You need to let things go, and sometimes you need to allow small negative things to happen in order to make room for much larger positive outcomes.

2. The email trap

I once did a totally informal little study where I found that I lost about four to six hours per week, simply transitioning from what I was doing to check my emails (and back again). This is a completely unproductive activity. All this does is:

  • Eat up hours where nothing is produced.
  • Force you to try and ‘find your place’ again in the incomplete task you were doing (which is more time lost and a complete loss of momentum).
  • Create anxiety about the new emails you now see as pending tasks, which will distract you until you deal with them.

I have since found the solution. I currently have an annoying auto-responder email message saying I only check emails at 11am and 3pm, and including my mobile number “if it’s urgent”. You don’t have to do this, but let’s look at the concept behind it:

  • By only checking emails twice per day, I force people to only contact me urgently when issues are genuinely urgent, which has cut down distractions by about 60-70% (seriously!)
  • 95% of emails do not need an urgent response and can wait a couple of hours. By dealing with emails in bulk, you cut down significantly on distraction and transition time. Teach others to not use email as a form of urgent communication.
  •  I only ‘touch’ emails once each. They are either turned into a task for later (so I can forget about it for now), dealt with there and then (for anything that will take me less than one minute), or they are deleted/archived.

3. Eating the Big Ugly Frog

My coach, Phil Drolet, taught me this one. It is amazing how distracting it is to have a big, ugly task looming in the back of your mind. Your inner attention keeps looking at it while you are trying to focus. This is usually a task that is:

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  • Time intensive, or
  • Involves conflict, or
  • Perceived to be difficult (but in my experience usually turns out to be OK).

Try this for a week and see how you feel: Make ‘eating the big ugly frog’ (i.e. doing the hardest task) the first thing you do every day, even before you check emails or reply to phone messages. There are a few roles that require emails be checked first thing in the morning, but even then it’s usually only a few that need reviewing.

Believe it or not, you are most productive at the beginning of your shift. Use this energy to destroy that anxiety-provoking task, to give you complete peace of mind for the rest of the day. When applied alongside the 80/20 principle, doing this task is usually also the most effective thing you could do that day!

I also often see people bouncing around between two or three tasks of equal priority, instead of just doing one at a time. If this is you, I guarantee that you are losing hours per week, without gaining anything out of it! Research ‘mindfulness techniques’ and learn to do one thing at a time. Have a detailed to-do list that categorizes everything in terms of importance/priority, and then do each activity one by one. If applied properly, anything left over at the end of the day probably doesn’t even need to be done!

These days, it is pretty common for me to have nothing of importance to do after about 11:30am, simply because I follow these rules. Bring freedom into your life, by first letting go of the myth of the ‘eight-hour work day’, and second by disciplining yourself to follow these rules. Counterintuitively, there is freedom in following rules. Try it for a few weeks and tell me I’m wrong!

Have yourselves a productive, effective, time saving and carefree week!

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Last Updated on August 7, 2018

14 Powerful Leadership Traits That All Great Leaders Have

14 Powerful Leadership Traits That All Great Leaders Have

Being a leader of a company or organization is certainly a difficult and often frustrating position – but it can also be tremendously rewarding.

Whether you’re just starting out as a leader, or have been leading for a while, you’ll be sure to benefit from knowing the essential traits that all great leaders possess.

Effective and successful leaders transcend the title of ‘manager’ or ‘boss’. They’ve found a way to achieve the perfect combination of charisma, enthusiasm and self-assurance (with a healthy dose of luck and timing probably added to the mix).

It may seem like some people are gifted with leadership skills, but the truth is most leadership traits can be learned, adopted, and strengthened with time and practice.

As we delve into the list of effective leadership traits, you will learn the behaviors and attitudes of a good leader.

The 14 most important leadership traits

Please read through the list of leadership qualities carefully. Take note of which of the traits you excel at – and which ones you need to work at.

Traits for better self-development

1. Vision and mission

Having a clear picture of what needs to be achieved is a crucial quality of good leadership.

This vision is often communicated in a mission statement, such as this one from Starbucks:

    How to develop vision? Spend time pinpointing what you need to achieve, and then plan the steps to get there. Here’s a complete guide on creating your own vision.

    2. Self-motivated

    It’s no coincidence that successful leaders have an abundance of self-motivation.

    Without a decent level of self-motivation, you’ll struggle to become a strong and respected leader. However, if you don’t have a lot of self-motivation right now, don’t despair.

    One of the secrets is to have definite goals to keep you motivated at all times. Some people also choose to reward themselves every time they achieve a goal, and this is certainly a good way to keep yourself enthused and motivated. Learn how to set an ambitious yet achievable goal here.

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    3. Optimism and positivity

    Positive energy is contagious. Great leaders are overflowing with this type of energy.

    Not only does a positive mindset make leaders easy to work with, but it also gives them a constant source of inspiration and ideas.

    Tap into this energy by aligning yourself with positive people and positive goals. Find out more about the habits of positive people here.

    4. Emotional stability

    In leadership positions, frustration and stress are daily occurrences. This is why leaders need to have strong and stable emotions. They can’t allow themselves to be easily knocked off track.

    If you’re prone to losing your emotional stability when stressed or frustrated, try some of these techniques: breath deeply and slowly for 30 seconds, go for a walk, drink some water (instead of tea or coffee), turn your focus onto something you can resolve. Here’re some effective ways to control your emotions.

    5. Self-confidence

    Watch a presentation by any CEO and you’ll see that even if they’re not natural presenters – they make up for this by having powerful self-confidence.

    It’s not just CEOs who have self-confidence, any successful leader will have this trait in abundance. One reason for this, is that only a confident person can persuade others and gain their respect.

    Worried that you have low self-confidence? Try faking it. Psychologists often recommend that if you ‘act’ at being confident, you’ll start to look, sound and feel like you ARE confident. And in time… you will be.

    If you look for more ways to boost your self-confidence, this confidence coach has got you some nice advice:

    How to Be Confident: 62 Proven Ways to Build Self-Confidence

    6. Decisiveness

    Leaders are frequently called upon to make decisions (some leaders may have to make dozens of decisions every day). In fact, you could say that making decisions is one of the key things a leader must do.

    Spend some time observing highly-successful leaders and you’ll see that they are quick to make decisions. They also enjoy making decisions, rather than stressing out like many non-leaders do when they’re asked to decide on something.

    Put yourself in the leadership bracket by developing your decision-making skills. Start with small decisions – and then work your way up to bigger and more difficult decisions. Once other people notice your decision-making prowess, they’ll automatically see you as leadership material.

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    I know it’s really quite difficult to make the right decisions sometimes, but don’t worry, here’s a guide for you:

    How To Make Good Decisions All The Time

    7. Passion and enthusiasm

    Expressive. Active. Energetic. These are words best describe a passionate leader.

    Great leaders are lively, driven and are possessed with zeal and purpose. It’s this passion that helps them achieve big results. If you want to emulate their success, then you need to develop passion and enthusiasm for the work at hand, and the end goals.

    Take a look at this Passion Pyramid to find out how importance a leader’s passion is to the team:

      One way to do this is to find what motivates you, and keep your focus firmly on that. For example, i f you’re motivated by helping others, then make sure your role and company are both suited to realizing this. If you’re motivated by money, then put your focus on achieving bonuses and pay rises.

      Take a look at Leo Babauta’s guide on how to find your passion.

      8. Accountability and responsibility

      Exceptional leaders know that at all times they’ll need to take responsibility for tasks and their results. This includes things likes individual and team performance, as well as being accountable for when things go wrong.

      When negative things occur (and you can guarantee they will from time-to-time), a great leader will immediately step in and take responsibility. Initially, they’ll try to resolve the problem in as quick and smooth a way as possible. But if this is not feasible, they’ll be sure to say that the buck stops with them – and they take full responsibility for what has happened.

      To develop your leadership skills, you must never shy away from responsibility or accountability. If you prefer to sweep mistakes under the carpet, then you’re demonstrating non-leadership traits. Try owning up to issues and finding solutions to them. By doing this, you’ll immediately gain people’s respect.

      Find out some tips on how to be a more responsible person here.

      9. Focus

      Distractions are everywhere. And it takes major focus to stay committed to tasks and goals. The best leaders understand this, and therefore, they’re always looking at ways to boost their team’s focus.

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      One way leaders do this, is to keep their team intensely focused on the bigger picture. This might entail allocating specific time for tasks and eliminating any non-essential work.

      If you’re easily knocked off track, you’ll need to spend some time boosting your focus. Try planning your day, week, month and year to help ensure that you don’t fall behind with achieving your goals. Check out the 7 strategies of staying super focus recommended by a productivity coach.

      10. Ever-learning

      Leaders know that to be successful they need to continually update their skills and knowledge. They deliberately learn all they can about their profession and industry, so they’ll able to make confident and assured decisions.

      Why is ever learning so important? I’ll leave it to you to find out the reason here:

      If I Am Living a Good Life, Why Should I Bother Learning New Stuff?

      Imagine a CEO of a solar power company. His company may have amazing solar panels, but when it comes to discussing business with potential buyers, if the CEO or his sales team show a lack of understanding about the solar industry and future trends, etc., they’ll be unlikely to win any business.

      It’s exactly the same for you. If you’re a team leader at an electronics store, you should make sure you fully understand all the products that you offer. But go beyond just that, and read about upcoming products and trends that might change what customers are interesting in buying in the future.

      Traits for effective communication

      11. Empathy

      The best leaders understand the feeling of their team members, customers and associates. They know when to praise, and when to discuss problems (usually in private).

      Without empathy, leaders will be seen as cold, harsh and lacking understanding. They’re also likely to be regarded as untrustworthy.

      One way to ‘put yourself in someone else’s shoes’ is to have regular informal discussions with your colleagues. When you do this, you’ll quickly learn their fears and desires. And when you understand why they have these – you’ll be in a position to express empathy. You can also learn to be more sensitive to others’ needs by taking up these communication skills.

      12. Persuasive and influential

      Communications are at the heart of all transactions. Whether it’s pitching for a sale or resolving a customer complaint, how you communicate will determine the outcome.

      Charismatic leaders such as Richard Branson (Virgin) and Mark Zuckerberg (Facebook) are confident and persuasive communicators. They know how to win over audiences and leave a lasting impressing in people’s minds.

      There’re some common barriers that you’ll have to overcome in order to communicate effectively:

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      How to learn effective communication? You could join the world-renowned U.S. nonprofit Toastmasters International. They’ve been training people in the art of public speaking since 1924, and members have included Napoleon Hill, author of Think and Grow Rich, and Star Trek actor Leonard Nimoy.

      If you don’t have time to join a club, then practice your communications skills at home. You can do this in front of a mirror, or even better, video yourself presenting, and then ask some friends and family members for feedback. You’ll be amazed at what they pick up on.

      Traits for ensuring an engaging team

      13. Team building

      If you put a bunch of random people together, you may have a loose definition of a team. In reality, a real team has purpose, drive – and a leader lighting the way.

      If you’ve worked in different teams and with different managers, you’ll no doubt have come to this conclusion:

      Managers who treat their team members like children are unpopular with the team. Conversely, managers who treat their team members like adults, are respected and well-liked by the team.

      The days of disciplinarian managers are passed. Nowadays, successful team leaders know how to inspire and motivate their team, while keeping a harmonious atmosphere between all team members.

      14. Fostering creativity

      Solutions to problems are rarely black and white. Often it takes a leader who can ‘think outside the box’ to come up with answers. In other words, a leader must be creative, and also help to foster creativity and innovation throughout their team.

      Creativity is not only associated with pursuits such as arts, literature and music, running a team can be just as creative. There will be times every day when you need to come up with ideas and give guidelines for your team to come up with theirs to solve problems.

      Leadership is a journey of continuous learning

      Leadership is an amazing experience that will take you on roads you’ve never traveled before.

      Begin now to build your skills and experience, pick out the traits that you currently lack – and then work on developing those.

      It will take tons of practice and time before becoming an effective leader but eventually you will join the ranks of great leaders.

      Featured photo credit: unsplash via unsplash.com

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