Time Management


Dec 21, 2019
9 Secrets Successful People and business
Time Is Your Most Valuable and Scarcest Resource

Working as a CEO, Kevin Kruse learned to manage regular interruptions from his employees that would eat away his entire day. Frustrated, he hung a big sign on his door that simply read “1440.”

He saw his day as 1,440 minutes that he had to carefully guard to be successful. The sign helped him focus on crucial tasks, and after the initial phase of curiosity, his employees started using his 1,440-minute approach with improved efficiency.

When Kruse interviewed other high achievers, he learned that they shared a similar outlook. Most successful people guard their time carefully and use every minute wisely.

Time is an asset that’s more valuable than money. As such, successful people place focus on their top priorities and goals, avoid commitments that take too much time, and avoid both mental and physical clutter. There’s no crazy trick or gimmick behind this — simply work to shift your think- ing and your mindset. This Snapshot will teach you plenty about time manage- ment, but it cannot teach you to regain lost time.
Identify Your Most Important Task and Do it First

The most important thing for you to determine is what you should focus on and how you’ll complete this task/goal. Successful people have their eyes set on long- term goals and top priorities, but they also determine the relevant short-term goals they should achieve first. They break short-term goals (also known as SMART goals: specific, measurable, attainable, realistic/relevant, time bound) into measur- able actions that guide them to their “most important tasks” (MITs).

Your focus should be on finishing your MITs before moving on to other things. Bonusproductivityhack:The brain works best during the first couple of hours every morning, so this is the best time to focus on your MITs. Get an early start to give you time to focus and avoid distractions.
Work from Your Calendar, Not a To-Do List

A downside of to-do lists is that they often turn into wish lists that never get done or are pushed out by other urgent tasks. To-do lists don’t separate tasks that take a minute from those that take several hours, and they lack an order of priority, which distracts your focus. Studies show that most people who use to-do lists are unable to finish close to halfof their tasks. Successful people, on the other hand, depend on tightly scheduled calendars that allow for focus on their MITs first.

To mimic this, block out time for whatever is important to you and schedule the most important items as early in the day as you can. Treat these blocks as if they’re important appointments — because they are. Never cancel on yourself (however, occasional rescheduling is OK).

Now, go ahead and try it out — schedule your next week or month with your MITs.

You’ll notice that you feel less stress because you don’t have an unorganized list full of unfinished tasks.
To Overcome Procrastination, Trick Yourself

If you tend to procrastinate, take comfort that you aren’t lazy — you’re just human. It’s always more fun to watch TV or scroll through social media than to get started on a task that requires more effort or brainpower. There are different methods to beat procrastination.

For instance, certain tasks are easier to accomplish when you do them with someone else, like going to the gym with a friend. Other tasks are easier to accomplish if there’s a reward at the end.

You might have to trick yourself to get started. Pretend that you’re already the productive person you want to be and start the actions a productive person would take. Even if the action is small, just start.

You can also break large goals into micro tasks that are more manageable. The key is to get up and get moving.

Don’t let the fear of imperfection slow you down — remember that no one is perfect.
Leave the Office at 5 Without Guilt

Our society likes to make martyrs of those who work long hours every day, as if they’re a part of some elusive “hustle club”.

The truth is, working long hours doesn’t mean you’re working smarter, just harder — and your personal life pays the price.

Successful people know their limitations and pick their top priorities for the day.

Once the end of the day comes, they leave the rest of their work for the next day.

Work is never-ending if you don’t set boundaries (this is especially necessary for those who identify as people-pleasers).

Andy Grove, author of HighOutputManagement, says he’s done with work when he’s tired, not when he’s done — be- cause he’s never done.

It may take some work (pun intended), but your new laser- focus on your MITs will help alleviate any guilt from leaving the office at a reason- able hour.
Always Carry a Notebook

Some of the most successful CEOs credit their success to keeping a notebook on hand.

Write everything down — take notes of random thoughts, great ideas, and meeting takeaways.

Studies reveal that the brain uses many interconnected functions to process written information, which leads to more accurate and active recall when compared to typing. The act of writing things down makes you remember information more clearly, so you can act upon it later.
Master Your Email Inbox With 321-Zero

McKinsey Global Institute performed a survey on office workers, and the results showed that employees spend one-third of the day reading and exchanging emails.

This isn’t surprising, but it is maddening — email is an easy way for people to place theirpriorities in yourlife. To master your inbox, unsubscribe from any unnecessary e-newsletters or other unwanted emails.

Then, apply the “321-Zero” rule: Three times a day, devote 21 minutes to reading your emails with the intention to get to inbox zero. Since you’re only checking your emails at these set times, turn off all email notifications — otherwise, they’ll just serve as a distraction. When you check your email using this method, you’ll respond with brief, precise answers because of the time limit. Upon opening each email, decide if it needs immediate action.

If not, delegate it to someone else, defer it to another time, delete it, or file it away. When replying to emails, be careful who you copy and forward to. Unnecessary parties included in an email can cause “reply all” chains that snowball out of hand. Also, use your subject line to identify the action needed and be as brief as possible in the body of your email, respecting both your own time and the time of recip- ients.
Follow the ‘Powerful Pareto Principle’

The Pareto rule says that 20% of work leads to 80% of results — it’s all about the balance of inputs and outputs. If you run a business, you might find that most of your profits come from your top employees.

Similarly, if you have a garden, 80% of your vegetables may come from only 20% of your land.

Applying this rule means focusing on your best employees, your best products, and your best ideas.

You can be happier and less stressed by identifying the 20% of inputs that are most important, and you can expect a greater outcome as a re- sult.
Productivity Is About Energy and Focus

The most important lesson this Snapshot teaches you is that you can increase your energy, but you can’t increase your time. Stop searching for ways to manage your time — what you really want is to get more work done and reduce your stress, right? Here’s the secret: No matter what you do, you can’t manage your time — you’re always going to have the same 24 hours in a day.

But there are times when you have more energy than at other times.

If you’re tired, rest. Pushing yourself when you’re exhausted is a great way to burnout, and if you’re tired, you’ll likely produce subpar work.

Work in intervals and check in with yourself – if you’re usually exhausted after an hour-long cardio session, don’t plan to work on your MITs immediately after. If you notice you’re especially creative after your morning walk, schedule accordingly.

Utilize your calendar and schedule your time (and your breaks) to focus at times that make the most sense for you. Your road to success is a personal journey and so is the time when you’re most productive.

Source : https://www.bonitamobile.com/time-management-9-secrets-successful-people