Entrepreneurs need to juggle. Thoughts, tasks and different roles merge into a never-ending list of to-dos, many of which are seldom done. This leads to overwhelming panic. Before you know it you are only focused on the small, quick and easy tasks, paying little or no attention to the important things that may help your business grow. Here are three ways to conquer inefficiency.
1. Work smart with lists. The perfectionist may over-use lists, wasting time writing and rewriting, categorising and colour coding them. The detail dodger, wanting to just get on with things, jots tasks down on scraps of paper, on the back of an envelope and even on the odd serviette after a business lunch. If you are a drop-and-hop organisational type you might simply stop what you’re working on to tackle a new task as it comes in, without bothering with lists at all.
Regardless of your organisation style, effective list-making forms the foundation of your efficiency. Choose one channel (paper or electronic) to consistently dump your thoughts. It’s not about what needs to be done today (that’s what your diary is for) but rather everything that you need to do now and in the future. The rule: one life, one list.
2. Prioritise your list based on revenue. Now that you have a running list of everything you need to do, take the last five minutes of every work day to review this list and prioritise it according to the tasks most likely to generate income. Imagine a triangle divided into three levels:
- The largest and bottom level is the flat base. This is the space for all your tasks that are not urgent or important right now (your number 3s).
- The middle segment includes the tasks on your list that may be important but not urgent (your number 2s).
- The top segment is reserved for your number 1s: These are the things on your list that allow you to generate income or perform your core job function so someone else can be bringing in revenue. This is where you need to be spending your time.
Number each task on your list with a 1, 2 or 3 based on importance and priority. Then begin with focusing only on your number 1s instead of being overwhelmed by the whole long list.
3. Schedule according to priority. Studies have shown that people are most productive in the morning, yet most of us dive into email first thing and then get stuck in reactive mode for most of the day.
Start your day by checking your priority list and choose one big task (or a few smaller ones) for the first hour of your day. Working on high-priority tasks when you are most alert will result in a higher quality outcome, as opposed to tackling the task when you are tired.
Common Efficiency Myths
- Multitasking is productive
If you have ever tried to speak on the phone while typing an email you will know that your brain just can’t process two such tasks simultaneously. Rather focus on one task at a time by dividing your work day into grouped time slots (such as 3 x 1 hour communication sessions a day to focus on email, telephone calls and drop-ins). By grouping similar tasks together, you have a greater awareness of time and get more done.
- Delegation wastes time
If it is a once-off task that won’t take you too long to complete, do it yourself. However, when it involves a task that needs to be executed regularly (daily, weekly, monthly), it is worth the time and energy to delegate the task.
- Implementing a system will slow you down
While it will initially take some time to set up the perfect system, once this system is in place, all you’ll need to do is maintain it. A system that suits your working style and complements your job function will free up time for you in the long run — particularly when you are busy.
Finding Your WHY This Year (Why Do YOU Get Up In The Mornings?)
If you wake up every day for something you believe in, you will live your purpose.
I had a long conversation with a colleague and I asked her if she knew why she did what she did. What was her reason for getting up in the morning?
I contemplated the question I had just asked and realised it was not such an easy question to answer. I had spent years figuring out what’s important to me in my life and my career but had not yet figured out exactly why I do what I do. Why do I get out of bed every day and do this advertising thing? What do I believe in and why do I believe in it? What is my why?
This led me down an interesting road of self-discovery, and it soon led me to Simon Sinek. I immersed myself in his podcasts, TED talks and books and began to understand why some companies are successful and why some aren’t. I learnt about the Golden Circle and how all companies know what they do and how they do it, but very few know why. I learnt that people don’t buy into what you do, they buy into why you do it.
Simon says, (sorry, I had to!) “There are only two ways to influence human behaviour: you can manipulate it or you can inspire it.”
We are inspired by leaders and organisations that communicate what they believe in. They have the ability to make us feel special, safe, like we belong, and like we’re not alone.
Steve Jobs, Martin Luther King and the Wright Brothers are great examples of people that started from the inside out, they all started with their why.
Sinek points out that “Leaders have a rank but those who lead, inspire. It’s leadership’s responsibility to point North, say where we’re going and allow everybody else to figure out how to get there.”
I could see the value in these great leaders finding their why but I hadn’t quite answered my own question – What is my why?
Using the Golden Circle I worked my way from the clarity of my ‘what’ to the fuzziness of my ‘why’.
The more I unpacked this, the more I realised how it influences so much more than just my career choices. It influences my life choices as well. It impacts my relationships with my colleagues, my goals and it helps me prioritise what is important and what isn’t.
I’ve learnt that to truly understand your why, you need to understand what it is that you believe in and value. You need to allow these beliefs and values to guide you – to become your North Star. Your compass. When you know where you’re going, (and why) you’re flexible along your journey. But if your destination is unclear, the route you’re taking and the obstacles that come with it become your focus.
Knowing what you do is easy.
Knowing why you do it, that’s the part that takes work.
But once you’ve figured it out, you’ll find yourself being drawn to people and organisations that have a similar why to you. You’ll find your work has more meaning, and doing that work, becomes more meaningful.
If you wake up every day for something you believe in, you will live your purpose.
Start with why by Simon Sinek.
6 Steps To Go From Procrastinating To Productive
As an entrepreneur, practice saying to yourself, “I will not do the work of my smart, very talented and motivated team.”
As entrepreneurs and business owners, we have tasks on our list that we’d rather not do. So, we keep moving the goal post farther down the field and do almost anything we can to avoid those distasteful jobs.
Personally, I don’t like to get involved in extra paperwork or monthly expense reports. Other founders have their own least favorite activities.
But this isn’t necessarily a bad thing because there’s an obvious solution: delegation. As a matter of fact, I created a motto along these lines: I will not do the work of my smart, very talented and motivated team.
My job, after all, is to concentrate on the bigger parts of the business, like generating revenue. And while there are other such tasks that are necessary to operating a business, I might be avoiding them too because they slow me down. So, I again delegate them to the team.
I guess in a way, we’re all capable of being procrastinators.
According to a 2013 survey by salary.com, 69 percent of survey respondents said they wasted time at work on a daily basis – a 5 percent increase from the previous year. Thirty-four percent of respondents estimated they routinely wasted 30 minutes or less each day; 24 percent said they wasted between 30 and 60 minutes; and 11 percent said they wasted hours every day.
As a business owner, I could see how those numbers might send my fellow owners’ blood pressure through the roof, but my own response would be more practical: I’d pursue tools, tricks and techniques to minimise procrastination and maximize productivity.
Here are a few of those techniques:
Don’t overwhelm yourself
It’s easy to become overwhelmed by the sheer amount of work on your plate, meetings and deadlines. Lately, I’ve been focusing on launching new avenues for C-Suite TV, and it can be overwhelming sometimes.
When tasks seem insurmountable, here’s one way to lessen that burden: Get out your “to-do” list. Then, instead of writing down that big task as one huge thing, break it down. Breaking a big task into multiple line items makes it more manageable. You have your end goal, but by reducing it to its smaller components, you get a clearer picture of what you need to do.
Crossing off the smaller parts of the larger task gives you a sense of accomplishment you wouldn’t have if you tackled the massive task all at once.
Flip the script
I don’t care who you are: Whether you’re a worker, a manager or a CEO, you’re just like everyone – and we all hate doing certain tasks. So why not flip the script?
Bite the bullet, kiss the frog – whatever you want to call it: Put that task at the top of your to-do list that day. You’ll eliminate the task quickly and move on to the rest of your day. Not to mention, you’ll have a bigger sense of accomplishment knowing that you’ve steam-rolled the largest obstacle you had awaiting you.
Everyone wants to make a good impression and put his or her best foot forward at work. Procrastination comes not from the inability to get the job done, but from fear and insecurity. Being unsure how to perform a specific task makes us fear failure and being seen in a negative light by the boss.
I always tell my team that, “No one’s going to die.” What’s the worst thing that can happen if a specific task isn’t perfect? I might get mad if the task is not completed within the given deadline, but not if it merely needs to be tweaked. Many times, the worst conversations happen inside our own heads and we let that imaginary conversation rule our other decisions. That’s when we make mistakes.
If you’re worried about your work quality, allocate a set amount of time each day to complete (or revise) parts of the project. It’s possible to perfect a task without obsessing over it and losing focus. That’s when you know it’s time to let go of the project and focus on other things. Say it with me: No one will die.
Kill the squirrels (or distractions)
It’s easy to procrastinate with the million distractions we have every day. According to a survey by Stop Procrastinating, 68 percent of Americans surveyed said they’d been distracted from their work duties by checking their emails, browsing the web or engaging in social media. And that was a 9 percent increase from a year before. Of that 68 percent, 39 percent said distractions cost them a whole hour a day.
Sure, it’s tempting to constantly check your Facebook or Twitter feeds, but here’s a radical concept: Log out of your social media accounts for a few hours every day.
Instead, focus on your tasks and nothing else. Do whatever it takes to get into the “zone,” to accomplish your goal. Some people at my office use headphones to muffle outside noise. I block out time on my calendar, which my employees have access to, and dedicate that time to a specific task I need to accomplish. I may even specify “no phone calls” to ensure I stay in my zone.
Be a good time manager
To transition from procrastinator to proactive leader requires organization on your part, from your mindset to your schedule. It’s hard to be organized when you feel you’re juggling multiple things, but to succeed, you must learn to juggle. Deciding how much time to dedicate to each task makes you more efficient.
For some of us busy executives, even our down time needs to be scheduled.
Recently, I attended the Rocky Mountain Economic Summit, where I mingled with top economists, business leaders and policymakers. I had a busy schedule, interviewing a top CEO. But I also managed to schedule down time. Being from South Dakota, I enjoy the outdoors so I scheduled some fly fishing time – away from technology, emails and phone calls.
If you’re a good time manager, you’ll have time for everything, including play time. It takes some dedication and discipline, but it’s not impossible.
Remember that the early bird gets the worm
I operate on little sleep. As any workaholic will tell you, when you go to bed at night, you can’t wait to start your day the next morning. Indeed, dawn is the most productive part of the day, according to this Wall Street Journal article. That hour of the morning brings minimal distractions, no email and hardly anyone on social media.
Apple CEO Tim Cook, starts his day at 3:45 a.m.. Richard Branson likes to “sleep in” until 5 a.m., and even my friend and fellow entrepreneur Peter Shankman gets up before it’s light out. As a business owner, entrepreneur and keynote speaker, I’ve done my fair share of early mornings; You’d be surprised how much you can get done by the time everyone else walks in the office.
The one takeaway here is that in order to make a successful transition from procrastinating to productive, you have to be disciplined, motivated and focused: disciplined enough to curb distractions, motivated enough to want to reach your end goal and focused enough to execute a plan that works for you.
We’re all different, so there’s no magic bullet solution for procrastination. But if you can build a plan that works for you, work the plan.
This article was originally posted here on Entrepreneur.com.
(Infographic) The Organisational Tactics, Work Habits And Routines Of The Most Successful People
Take a look at how some of the most successful people set up their workspace.
How your workspace is set up can help or hinder your productivity. So what makes for a great workspace?
For inspiration, see how people such as Elon Musk and Oprah Winfrey organise their desks and surroundings. Of course, different tactics work for different people. So to maximise productivity, find what best suits you.
While many people believe a clean desk will provide clarity and decrease stress, that’s not what Albert Einstein thought. In fact, Einstein was a supporter of the messy desk, having once said:
“If a cluttered desk is a sign of a cluttered mind, then what are we to think of an empty desk?”
Mark Zuckerberg prefers to have the same desk as every other Facebook employee. Studies have shown that open floor plans can encourage creativity and productivity – especially if you’re rubbing elbows with the CEO.
Another option is the standing desk. According to research, productivity can get a 10 percent boost when using a standing desk. An avid user of the standing desk was author Ernest Hemingway, who put his typewriter on top of a bookshelf in his bedroom.
Check out National Pen’s infographic below to see the desk styles of some of the most famous people history to today.
This article was originally posted here on Entrepreneur.com.
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