In today’s busy world, with the holidays coming up, how can you do more? It is an issue that remains pressing in our busy world today. Here are some classic tips that save time but are not always standard in people’s habits.
1. Setting up appointments: People often go back and forth with long text messages or email conversations to set up appointments. Create a free Google Calendar for yourself at YouCanBookMe.com so people can pick and schedule a time. If your schedule can’t be standardized, at least shorten the correspondence by suggesting three times vs. back and forth messages. It’s surprising how many messages it can take to get a date, unless a communicator presents multiple options to speed up the hour-long search.
2. Measure your results; maximize your time – When getting things done, many of us would love to take all the time in the world to make it “perfect.” The problem is that “perfect” is not only hard to achieve, it’s generally not “profitable”. This doesn’t mean you have to give up on excellence, but it does mean you have to understand what 80% Optimum is.
At a conference recently, a speaker suggested a concept called “Get-mo,” short for “Get More.” It is similar to the Optimum philosophy. It’s looking at the task at hand, the time you have, and coming up with creative solutions to achieve the result. It is the epitome of maximizing time. Understand what is a “reasonable” amount of time to do a task or project or “available time” and then find a way to achieve results in that limited time. Period. Too much time is wasted or absorbed on tasks that take too long, which then results in mistakes, rework, parts that now need different solutions, plus new emergencies that are interrupted because a task is taking too long.
3. Have daily routines. Many routines that we have are invisible to us. Think about how many things you do in the morning when you wake up. Most people are reduced to a little routine that they spend quite a lot “without thinking”. If you intend to take a few more tasks that you have on a regular basis and group them into AM Habits and PM Habits, your mind will count them as “one” task (compared to the number of tasks that are grouped into that routine). When you do them in the same order every day and follow the routine consistently, the task will move from conscious awareness and effort to subconscious ability to execute. This means that you will be able to do it quickly while your brain can contain or prepare for other things.
4. Stop multitasking and focus on one thing and be done. The more stressed we are, the more common it is to leave things half done. We start something and then get distracted or jump to another task, often associated with what we were doing, but at the end of the day, we can feel frustrated because a lot was touched but nothing got done. The key to gaining traction is to FINISH. You have to choose a task; then be disciplined and stay focused on the END. It is important that the task is a specific action against a project; however, if it describes the “step” that needs to be done, focus on it and do it.
5. Be organized. Have systems for your things and label them. My friend who is a Professional Organizer taught me this years ago. He even had me label sections of my bulletin board! Helps keep things organized and find or process things. When you get a new contact, enter it on your phone, get the correct information and enter it with your “contact name settings”. Some people leave unlisted numbers and then look up that person later when they have the information but didn’t “enter” it. If you do these things when you first get them, you’ll save a lot of time. When sending emails, use the subject line. It will help you search, sort and find later. When you have files, have a “file system” so you can file things in the right place. It’s easy to save everything to your desktop or C: drive, but then it’s hard to find. If you have a system with your key folders set up and then have that same system in email, soft folders, and paper folders, you’ll find that your mind can organize and adapt to the system quickly.
6. Start with the end in mind: Know the goal and what you are trying to accomplish. As said in #4, know what you’re really trying to accomplish. Sometimes we start projects or tasks, only to get stuck with needing more information, supplies, another part to do, etc. This often results in partially finished projects sitting around. Not only does this take up space and mental energy, but it’s also emotionally distracting to have partially completed projects. Whenever possible, know what the “end” is and work to see the task through to the end.
7. Have a list and a plan. Some people think they have a great memory and don’t like to write things down. Sometimes we feel too busy to stop and make a list. Other times people just aren’t “list makers.” The point is that making a list is useful for your brain. It cleanses the different thoughts that float and allows the organization of those thoughts and priorities. No matter what “type” of person you are or aren’t, the brain works more efficiently when you can offload thoughts and tasks, organize priorities into a list, and get going.
8. Get to the point. Small talk and relational connection are important, yet time is often wasted by not being prepared for what the goal and purpose of the time is. In meetings (even 1-1) have an agenda, have an identified goal and focus on that, set a time limit, prepare for meetings, have a note taker, highlight actions. Time is valuable to everyone and most people appreciate it when you respect their time and keep things in order.
9. Order. While some people feel like “stuff” isn’t a problem or “organized clutter,” the truth is that humans work faster with a clear desk and organized space. You can find things faster, lose less things, and be more focused. There was a study done years ago that studied people at their cluttered vs cluttered desk and even those who loved and wanted to keep a cluttered desk, were shown to work faster and more efficiently without the clutter. Take some time every day to clean your desk. Take some time every night to “clean” and tidy up your house. Wipe down and clean your car, bag, whatever you use regularly. This will make the difference.
10. Get up early. The first is the first. The most important thing should be done first thing in the day. That’s why “Eat That Frog” is a great concept and “Miracle Mornings” is a critical productivity tool. Focus your mind and do all the “critically important” but not urgent items. I’ll confess, I’m NOT a morning person and it’s not always easy for me to pull it off, but it’s true that when you do these things (affirmations, meditations, exercise, learning/reading, journaling, etc.) you start off on the right foot AND makes sure you do. You can drag them into your to-do list for the day and sometimes you can select these items at lunch, at the end of the work day or in the evening and at a better time, but the truth is what you want to MAKE SURE you do , do it at the top of the day!
There may be items you already do and some you don’t think you could do, but find and choose ONE that you can put to use to support your efforts to do more in your life.