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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!

More by this author

Stubborn Mules: Motivational Interviewing for the Completely Unmotivated How to Move up within a Company – Career Progression Secrets The 3 Most Crucial Time Saving Strategies (by the way, they’re easy!)

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Last Updated on May 28, 2020

9 Things Successful People Do To Always Get What They Want

9 Things Successful People Do To Always Get What They Want

One of the best decisions I’ve ever made was to take on the job of hosting my own weekly radio show. My radio show is about finding some of the most successful people in the world and bringing them on my show to ask them about what they did to become so successful in life and business.

In this article, I’m going to share with you some of the key takeaways I’ve picked up from talking to – and reading about – thought leaders from various fields about the things successful people do. Here, you can get some insights on how to get what you want.

Ready to dive in? Let’s go.

1. They Know What They Want

The first and most important thing that successful people do to always get what they want is so simple that most people forget about it: they figure out what they actually want.

When you know what you want, you will also know how to get what you want. If you’re unsure about what you want in life and business, I’d suggest picking up some career and self-improvement books to help you gain some clarity and focus.

2. They Are Assertive

Successful people know that they need to be both bold and sincere. Balancing these two characteristics is the essence of assertiveness.

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Oh, and by the way – being assertive is not a natural talent someone is born with. Assertiveness is a learned skill and anyone can do it, including you!

3. They Learn

You may have heard of the old saying, “great leaders are readers”. For the most part, I’d say this is true.

Let me give you an example. On my radio show, I regularly ask successful people about their habits that lead to success. Do you want to know something really neat? Every single one of them reads books.

Successful people read and learn as much as they can about what they want so that they can get what they want. If you’re curious about how to get what you want, then start reading a book. If you’re low on time, subscribe to a book summary site to get the core concepts of the books in your industry quickly.

4. They Make Things Meaningful

One of the most powerful things successful people do to always get what they want is that they make things meaningful. That is, they ensure that whatever endeavor they decide to embark upon is meaningful to them (and not necessarily to anyone else). They know and understand that it’s only worth it if it matters.

5. They Ask

One big thing that successful people always do to get what they want is this: they ask.

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Most people are too shy to ask for what they really want. If you are too shy to ask, you may never know how to get what you want. So, don’t be like most people.

Here’s an exercise you can do to get over it: next time you’re buying something, regardless of what it is, ask for a discount. Just do it. The worst-case scenario is that you’ll get a chuckle from the Barrista at Starbucks. The best-case scenario is that you’ll get comfortable with negotiating when it’s time to buy your next car.

6. They Take Action

Insight without action is useless. Successful people know that to always get what they want, they’ve got to take massive action.

One of the most powerful exercises I’ve ever discovered is this: never leave the sight of a goal without taking some kind of action towards its achievement. In other words, as soon as you decide you want something or as soon as you set a goal of some kind, do something – anything – that shifts you closer towards getting it.

7. They Use Their Time Wisely

Have you ever heard of NET time? It stands for “No Extra Time”.

For example: when you’re driving and sitting in traffic, are you listening to Mylie Cyrus? Or are you listening to an audiobook?

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Successful people take NET time seriously. Get yourself some audiobook so you can start listening to the best business and self-improvement books available – all while you’re on your way to work in the morning.

8. They Choose to Lead

You don’t need to have formal authority to become a leader. You just need to choose yourself. All successful people know this, and so should you. Knowing how to get what you want requires knowing how to lead the way for others and yourself.

Don’t wait for anyone else to do it, because the truth is that most people want to be led anyway. So, just step up and claim authority. Be the leader you wish you always had.

9. They Contribute

Successful people know that to get what they want, they have to be willing to help other people get what they want.

What happens when you stop doing your job? What happens when you stop caring about your schoolwork? What happens when you become emotionally disconnected from a relationship?

You suffer – that’s what happens. Successful people know and understand that in order to succeed, they need to contribute. They need to add value to the lives of others. They need to do their best so that they can become the best.

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So, Now What?

I hope this article has re-ignited the fire that you already had within you to be successful at any endeavor. The reason why I’m stressing the fact that you’ve already got everything you need to succeed and get what you want is that you wouldn’t be reading this if you weren’t already motivated to be successful.

At the end of the day, however, all the insights in the world are worth nothing unless you combine them with action. When it’s all said and done, it’s your decision what you do with this list and how you apply it to your life and career.

But if I may, here’s what I would suggest you consider as you get started doing the things to help you succeed:

Review this list of the 9 things successful people do to always get what they want and then compare it with where you currently are at each one of these 9 things. Rate yourself in each one of the 9 things. Next, pick just ONE of them to work on every week.

For example, if you find that you’d like to learn more about the business side of the company you work for, then go read the best business books to help you do that.

Never stop learning. Always feed your mind with the knowledge you need to become as successful as possible within your area or industry. It doesn’t matter how busy you are. We’re all busy. Make the time to expand your knowledge.

And remember: every key learning should be immediately followed with action.

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Featured photo credit: Austin Distel via unsplash.com

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