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.
13 Ways to Develop Laser-Like Focus
Here are some surprising ways to help boost your focus and performance
If you want to be successful, you have to find strategies that will help you focus despite all of the distractions that prevent you from doing the task at hand. Luckily, with the help of science, developing laser-like focus is easier than you think.
To start, make sure you’re sleeping well and getting regular exercise. These are the basis of productivity, performance and focus. Next, simply look at the colour red – just the sight of red can boost performance and focus.
If that doesn’t work, turning up the thermostat in your office is another option. According to research, people who work in a room set to around 25 degrees are more successful and focused than people in colder work spaces.
There are plenty of things you can do to boost your ability to focus. To learn more, here are 13 ways to develop laser-like focus:
Here’s a no-brainer: sleep has a direct link to cognitive functions such as the ability to focus and perform. According to the National Sleep Foundation, quality sleep, which is between seven to nine hours, helps us think clearly, remember more and make decisions.
A lack of sleep can result in an inability to pay attention and focus, lower productivity, slower reaction times and forgetfulness.
2. Use the ABC method
According to Harvard Business Review, our brains are constantly distracted by “internal and external environments,” meaning thoughts, sounds or interruptions. One way to prevent distractions is the ABC method.
As HBR explains, ABC stands for: aware, breathe and choose.
To start, become aware of your options by choosing whether to pay attention to distractions. Next, breathe and relax while you choose to focus or get distracted.
From stress to anxiety, meditation has long been known as an incredible tool in managing emotions. Another advantage of meditation is its ability to help people focus.
Researchers found that after three months at a meditation retreat, people came out with an incredible ability to focus and an overall improvement in cognitive functions.
4. Get dressed up
The saying, “Dress to impress,” stands true. When people dress up in order to prep for a particular project or task, their ability to focus goes up. According to a study, students who wore white lab coats while conducting experiments made half the amount of errors as the students who were dressed regularly.
5. Don’t multitask
While multitasking might sound like the more productive thing to do, it actually has a negative effect on your ability to focus.
According to the American Psychological Association, multitasking and constantly switching between tasks will actually take away from focus because you’re not allowing yourself time to adjust to one thing.
6. Turn up the heat
According to research, a warmer workplace will help you focus better and be more productive. In fact, one study found that a group of workers in a room set to 68 degrees made nearly 44 percent more errors and were half as productive than employees in a 77 degree room.
7. Go green
Plants around the office have long been known to have a positive effect on employee morale, focus and productivity. However, it turns out you don’t necessarily need actual plants for this. In a study, a group of researchers found that by taking a 40-second break and simply looking at a computerised image of a green roof, employees’ focus on a particular task improved.
8. Look at the colour red
Whether it’s the colour of your bedroom walls or the background image on your computer screen, colour has a major effect on us psychologically. A 2009 study published in Science found that when people saw the colour red while they were focusing on certain tasks, their performance, memory and attention to detail improved.
9. Use natural light
Working 9-to-5 in a windowless room with artificial light is far from motivating and in fact can be downright distracting. A study found that people who work in offices filled with natural light experience substantially less eye strain, headaches and blurred visions, all of which deter focus and performance.
10. Get your cardio in
From better sleep to lower stress levels, exercise has many benefits, and that includes improved focus and performance too.
In an article published in Harvard Health, researchers found aerobic exercise increases the size of the area in a person’s brain called the hippocampus, which in turn results in better memory and thinking skills.
However, this was not the case for exercise such as weight lifting and muscle toning, which had little to no impact on a person’s cognitive abilities.
11. Drink some coffee
According to research, a moderate amount of caffeine – around one to two cups of coffee a day – is beneficial to a person’s focus, alertness, performance and mood. However, it’s important not to overdo it, which can result in dehydration, anxiety and headaches.
12. Take a break
It might sound ironic, but taking breaks can actually help improve focus. Research shows that short breaks restore a person’s motivation and help them achieve long-term goals.
According to an article published in Psychology Today, “Research suggests that, when faced with long tasks (such as studying before a final exam or doing your taxes), it is best to impose brief breaks on yourself. Brief mental breaks will actually help you stay focused on your task.”
13. Listen to classical music
Save your favorite rock or rap album for after work. Researchers from Stanford University discovered that classical music in particular triggers the part of the brain used for paying attention and focusing.
Why classical? According to the study, people’s minds tend to wander while listening to music but because classical music features many “transitional points” where there is silence, it helps keep people aware and attentive.
This article was originally posted here on Entrepreneur.com.
5 Lame Excuses That Unsuccessful People Always Make
You need to eliminate these five excuses from your mindset immediately.
Even the most determined and motivated entrepreneurs will come up with excuses as to why he or she cannot do something. Obstacles arise and then self-doubt enters the mind – making an excuse is the easy way out.
I made excuses in the past – several times. Looking back, those excuses resulted in missed opportunities and ultimately failure. It doesn’t matter if you want to lose weight, get an online MBA, hit a specific revenue milestone or start a business – excuses will be the cause of failure. Here are five excuses to remove from your mindset immediately – they are complete BS.
1. “I don’t have time”
Time is our most valuable asset. While we only have 24 hours in a day, we make time for things we want – people we want to see, activities we want to do, etc. The only thing getting in the way are excuses.
Have you ever been in a relationship and the other person dropped the “If you really wanted to see me, then you would make time” line? I know I have heard it several times in the past, and guess what? None of those relationships worked out because I didn’t want to put in the effort.
The same applies to entrepreneurship. Want to start a business but you are working a nine-to-five? Get up earlier or stay up late – if you want it bad enough you will make the time.
2. “There aren’t enough opportunities for me”
If there are walls or barriers standing in your way you need to figure out how to get around them, or simply plow right through them. There is nothing easy about being an entrepreneur. There is never going to be a simple straight line from point A to point B.
Saying there aren’t enough opportunities is an excuse that allows you to quit before you even start. Create your own opportunity – figure out how to solve a problem and you can write your own ticket.
3. “I don’t want to risk disapproval from family and friends”
You need thick skin to play this game and not let the opinions of others influence your decisions. If your friends aren’t supportive, then you need new friends. While you can’t get a new family, you can remove yourself from their negative energy.
I was lucky to have had very supportive parents growing up. My dad was my biggest support system when I was just starting out, and the reason I became an entrepreneur. He passed away several years ago, but still remains my number one source of motivation – I bust my butt daily because I know how proud he would be.
The odds are very high that there will be family and friends telling you that the chances of succeeding are slim and that you should take a more secure or stable path — ignore them. It’s easy to agree with them, because it gives you an easy way out. Use their disapproval as motivation and wake up each day hungry to prove them wrong.
4. “I should be content with where I am and what I have”
Life is very short – the average lifespan in the U.S. is 78 years – that’s 28,470 days. Not very long when you think of it that way, right?
You should never be content and always strive for more. I have been going to night runs lately, taking advantage of the cooler weather this time of the year in Miami. The other night while running I was paying attention to the cars driving by – Phantom, Lamborghini, Ferrari, etc. – all the exotics were well represented.
Now, material possessions like cars don’t necessarily translate to happiness, but they do indicate one thing: The people driving them – or the people that bought them – were not content with average. Saying you are content is the equivalent of saying you don’t want to work any harder.
5. “I’m scared of the risks involved”
No risk, no reward.
It’s as simple as that. You have to accept that fact that every entrepreneurial venture or opportunity comes with risk, and a lot of it.
Take a look at some of the most successful entrepreneurs and companies and you will see that there was always a lot of risk involved. Elon Musk received $180 million from the PayPal acquisition and he put $100 million in SpaceX, $70 million in Tesla and $10 million in Solar City. He then had to borrow money for rent.
Was he scared of the risks involved? Not a chance. Very few people would take $180 million dollars and roll it into new ventures – they would be on a permanent vacation. The risk was well worth it, as Musk is worth about $21.5 billion today.
This article was originally posted here on Entrepreneur.com.
How To Work Less And Still Get More Done
How you work is far more important than how much you work.
Some people have an uncanny ability to get things done. They keep their nights and weekends sacred and still get more done than people who work ten or 20 hours more per week than they do.
A new study from Stanford University shows that they are on to something. The study found that productivity per hour declines sharply when the workweek exceeds 50 hours, and productivity drops off so much after 55 hours that there’s no point in working any more. That’s right, people who work as much as 70 hours (or more) per week actually get the same amount done as people who work 55 hours.
Smart people know the importance of shifting gears on the weekend to relaxing and rejuvenating activities. They use their weekends to create a better week ahead.
This is easier said than done, so here’s some help. The following are some things that you can do to find balance on the weekend and come into work at 110% on Monday morning.
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