Getting Shit Done
One of the most common topics that I cover with my clients is time management techniques and effective ways to get more accomplished each day. It seems like, despite best intentions and the number of hours everyone puts in, there is an ever growing mountain of tasks and action items that greets you each morning. This can lead to a daunting feeling of drowning, frustration or even failure. It took me years to wrap my head around some of these best practices, and even to this day, it takes a lot of focus and discipline when there’s a lot on my plate.
I also encourage people to use a couple hours over the weekend, typically Sunday evening, to organize the week ahead. Whether to structure what’s important, prioritize or identify the critical bottlenecks that will lead to other log jams, doing this over the weekend will help you hit the ground running on Monday morning instead of having analysis paralysis.
While a few of these suggestions will come naturally to those who are highly organized, I hope there are a couple ideas you might be able to employ to better organize your day.
Time management is crucial for maximizing productivity and achieving your goals. Here are some best practices to help you get the most out of each day:
Set Clear Goals: Clearly define your short-term and long-term goals. This clarity will help you prioritize tasks and allocate time accordingly.
Prioritize Tasks: Determine which tasks are urgent and important, and focus on completing those first. If you live on the west coast, call east coast contacts first thing in the morning, especially if they are on the critical path of the decision making process. Likewise, you can send east coast contacts emails late at night and they will see them first thing the next morning and hopefully respond by the time you wake up the following day.
Create a To-Do List: Make a daily or weekly to-do list that outlines the tasks you need to accomplish. Break larger tasks into smaller, manageable sub-tasks to make them more achievable.
Plan and Schedule: Set aside dedicated time for planning and scheduling your tasks. Use tools like calendars or digital task managers to allocate specific time slots for different activities. For example:
6:30am Review to-do list and prioritize the day
6:45am Tackle the small stuff
7:15am Address current projects
10:00am Break
Noon Lunch
3:00pm Walk
4:00pm Personal development
5:30pm Wrap up day / prepare the to-do list for the next business day
6:00pm End day
Avoid Procrastination: Identify and address the factors that contribute to procrastination. Break tasks into smaller, less overwhelming parts and use techniques like the Pomodoro Technique (working in focused bursts with short breaks) to maintain momentum. Get the small stuff off your plate quickly by identifying the tasks that can be done quickly, such as sending emails, returning phone calls, etc. Make time for this twice a day.
Learn to Delegate: If possible, delegate tasks that can be done by others. Effective delegation frees up your time to focus on higher-priority activities.
Eliminate Time Wasters: Identify activities that consume a significant amount of time but provide little value. Minimize distractions like excessive social media use, unnecessary meetings, or idle gossip.
Practice Time Blocking: Allocate specific time blocks for different types of activities. For example, designate a block for focused work, a block for meetings, and a block for breaks and do this on your calendar. Stick to the schedule as much as possible, but make sure you’re productive during this time to tackle action items.
Avoid Multitasking: Contrary to popular belief, multitasking often reduces productivity. Instead, focus on one task at a time, complete it, and then move on to the next.
Take Breaks and Rest: Give yourself regular breaks to recharge and rejuvenate. Taking short breaks can actually improve productivity and prevent burnout. Take a walk and clear your head.
Remember, effective time management is a skill that takes time and practice to develop. Experiment with different techniques, observe what works best for you, and make adjustments accordingly.
