Clarity and productivity come from tracking what you do each day. I recommend monitoring 30 minute segments for two consecutive work days noting how you spent each time-block. For example, from 7:00 to 7:30am your entry might read: Commuted to work, read on eReader, checked mobile email.
Many of us think we know how we spend each day. But by actively tracking what you do each day, you can define how your time is spent. This will let you look at your existing results and have a baseline for improvements.
Once you’re clear about where you are, you can begin your focused journey to where you want to be. Identify tasks or activities you can do differently. Make adjustments.
Compare the new results against your baseline. With the changes you’ve made, are you closer to your desired results? If yes, continue. If not, readjust. Then track and observe.
I once worked with an executive whose time was best spent making calls. When he asked me for suggestions about how to better focus his time I asked: “How many calls did you make yesterday?”
“About ten,” he assured me.
“Bull,” I blurted out.
But he smiled and affirmed that while he’d like to make ten calls a day, his time is eaten up with minutia resulting in more like four or five calls a day.
So I challenged him. I gave him a stack of ten R2 coins to place on one side of his desk. Each time he made a call, he was to move one coin to the other side, a tangible reminder of his intention completed.
When we spoke a week later, he assured me he was making more outbound calls, all because we’d identified where he was, determined where he wanted to be, and made getting from one to the other a game.
Staying focused is critical, but it can be difficult when you’re juggling so many balls at once. Continually changing focus diminishes productivity and constantly having to refocus on what you were just doing after an interruption compromises your workflow, prevents you from completing your most important tasks, and essentially forces you to spend more time than necessary getting things done.
To develop a ‘focus-to-finish’ mindset, consider identifying what you are NOT going to do during the next 24 to 96 hours. We all have more to get done each day than is humanly possible. Determining what can be safely pushed out for a day or three allows you to focus on what remains.
A simple kitchen timer set for 15 minutes can help you develop a ‘focus-to-finish’ mindset.
Try the timer website: www.e.ggtimer.com. For those 15 minutes, stay focused on one task. If, after 15 minutes you have more to do, set up another session and keep your focus on the task. This easy method helps you reduce interruptions and work single-mindedly.
Seek clarity and focus until the task at hand is completed. With these easy steps you’ll make whatever you call your best even better.
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.
11 Ways To Maximise Every Part Of Your Day
From their morning routine to being productive at the office, entrepreneurs share how to get the most out of your time all day.
Want more ideas?
Sometimes it feels like there aren’t enough hours in the day to get everything today. However, you might be happy to know, there are some simple things you can do to maximise your time and productivity. For starters, have a set routine – that could be a specific time to get coffee in the morning, a brief workout or a process for catching up on emails.
As part of Entrepreneur‘s “Guide to Getting More Done Every Day,” check out these 11 productivity secrets from successful entrepreneurs.
Have a routine
“I have a set routine I never break: Get up, walk to a coffee shop, have an espresso. It gets my brain ready to prepare for everything I am doing that day. When I’m home, I take my son, and when I’m traveling, I get to explore a new place.” – Patrick Quinlan, CEO, compliance management software company Convercent
Exercise in the morning
“At 6 a.m., five days a week, I ride for an hour on a stationary trainer. The meditative state I achieve while working out always sparks new ideas, so I’ve started capturing those thoughts after my rides, either with Siri notes or old-fashioned pen and paper.” – Neil Grimmer, founder and CEO, personalised nutrition brand Habit
Get ready in the morning
“The Keurig is set to go on at 5:30. I like to have my coffee and check emails before I wake up my children for school. I use this precious time to organise orders, plan warehouse priorities for the day and check in on production. This allows me to go into my day feeling proactive and ready.” – Sara Stein, founder, gift brand Sisters of Los Angeles
Have Wi-Fi everywhere you go
“Great wi-fi is key – I’ve even brought my Eeros with me on trips where I’m staying in Airbnbs. If I’m in a hotel, I make sure there’s a decent gym and a great café nearby. Having a small routine on the road helps it feel less foreign.” – Alexis Ohanian, co-founder of Reddit and Initialized Capital
“Fake [listening to] headphones. I have these obnoxiously large, white-and-red headphones that go over my entire ear and can be spotted from miles away. Sometimes I just put them on even if there is no music playing as a signal to leave me alone. Works like a charm. Until my team reads this!”– Scott Tannen, co-founder and CEO, bedding company Boll & Branch
Block ‘work time’
“Block ‘work time.’ My co-founder Alex and I both carve out 12 p.m. to 2 p.m. on our schedules every day and protect it as best we can, so we can get through pressing items and avoid being a bottleneck to the team on outstanding questions.” – Jordana Kier, cofounder and co-CEO, natural tampon company LOLA
“Everyone steps out of their office at 9 a.m. and shares a piece of good news. It can be professional or personal, as long as it’s office-appropriate. It gets team members into a shared space and allows us to start the day on a high note while getting to know each other and talk about successes.” – Monica Guzman, COO, public relations firm Konnect Agency
Create fun office rituals
“For our internal executive meetings, if one or more people arrive late, they have to buy lunch for the next meeting. This keeps people on time and gamifies the meeting. We laugh about it with each other every time.” – John Rubey, CEO, content provider Fathom Events
Take advantage of your commute
“If you commute to work on a train, with limited connectivity, as I do, think of one meaty email you’ve been avoiding writing and give yourself the length of the commute to really dig in. It makes the trip go faster and lets you start your day with a great sense of accomplishment.” – James Hirschfeld, co-founder and CEO, stationery brand Paperless Post
Schedule short meetings
“We schedule regular 20-minute walking meetings with our colleagues. The limited window forces function and encourages both parties to be efficient in their communications. It’s surprising how many issues can be resolved or clarified in that tight timeframe.” – Evelyn Rusli, co-founder, baby food brand Yumi
Workout at your desk
Sometimes you simply can’t get out. “In the office, there’s nothing wrong with doing sets in between calls and meetings. Do 20 squats, 20 jumping jacks.” Bonus points if you break a sweat. (Sorry, work clothes.) – Martellus Bennett, founder of creative firm The Imagination Agency
This article was originally posted here on Entrepreneur.com.
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