In today’s busy world, with the holidays approaching, how can you get more done? It’s an issue that remains pressing in our busy world today. Here are some classic tips that save time but aren’t always standard in people’s habits.
1. Setting Up Appointments – People often go back and forth with lengthy 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 amazing how many messages it can take to get an appointment, unless a communicator comes up with various 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 difficult to achieve, but it is usually 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’s similar to the Optimum philosophy. It is looking at the task at hand, the time you have and finding creative solutions to achieve the result. It is the epitome of maximizing time. Understand what a “reasonable” amount of time to do a task or project or “available time” is, and then find a way to achieve the results in that limited time. Period. A lot of time is wasted or absorbed on tasks that take too long, which then results in errors, 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 come down to a little routine that they go through quite a bit “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 how many tasks are grouped into that routine). When you do them in the same order every day and consistently follow the routine, the task will shift from conscious awareness and effort to subconscious ability to perform. 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 with it. 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 that a lot was touched but nothing got done. The key to getting 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 there 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 made me label sections of my bulletin board! It 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 numbers unlisted 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 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 quickly organize and adapt to the system.
6. Start with the end in mind: know the goal and what you are trying to achieve. As stated in point 4, know what you are really trying to achieve. Sometimes we start projects or tasks, only to get stuck with the need for more information, supplies, another part to do, etc. This often results in partially finished projects sitting out. Not only does this take up space and mental energy, but it’s also emotionally distracting to have partially finished projects. Whenever possible, know what the “end” is and work to finish the task to completion.
7. Have a list and a plan. Some people think they have a long 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 thing is, making a list is useful for your brain. It clears the different thoughts that float and allows the organization of those thoughts and priorities. It doesn’t matter what “type” of person you are or aren’t, the brain works most 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 point and purpose of 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 precious to everyone and most people appreciate it when you respect their time and keep things in order.
9. Order. While some people feel that “stuff” isn’t a problem or is “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 looked at people at their messy vs. messy desks and even those who loved and wanted to keep a messy desk were shown to work faster and more efficiently without the clutter. Take time every day to clear your desk. Take time every night to “clean up” and pick up your house. Clean 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 such a great concept and “Miracle Morning” is such a critical productivity tool. Focus your mind and do all the “critically important” but not urgent items. I confess, I am NOT a morning person and it is not always easy for me to achieve, but it is 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 might select these items at lunch, at the end of the workday, or in the afternoon and at a better time, but the truth is what you want to MAKE SURE to 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 into practice to support your efforts to get more done in your life.
