The Triple Threat of Time Mastery: Part 2
Last I left you, you were well on your way to understanding all the things that are on your plate.
All the things you need to get done.
All the things you actually wanted to get done.
You’ve stopped trying to rely on your brain to contain and keep track of all the to-dos from “Fold the laundry” to “Plan European vacation”.
You feel confident knowing what your priorities are.
‘Yes’ to this!
‘No’ to that!
But…you’re still not taking action.
You’re filling your time with busy work. You’re distracted. You’re putting other people’s requests ahead of your own priorities.
You’re still not in control of your time.
Now, don’t worry! Help is on the way.
A few simple practices can help you take you’re beautifully prioritized to-do list from “Yeah right..” to “I’m done!”
It’s time to get you focused, efficient, and well on your way to that dream schedule you’ve been fantasizing about.
Organizing Your Goals and Priorities: CHECK!
Taking Action: Let’s get to work!
Taking Action
Taking action is all about effectively executing the tasks you’ve decided are worth your time.
It is creating a clear, realistic path for yourself on what you can and will get done, without burning yourself out.
It is removing distractions and staying focused.
Plan for the week ahead
Taking action takes some planning.
Don’t just pick your top 3 items for the day, write them on a sticky note, and watch them taunt you as you jump around mindlessly between everything except what’s on the sticky note.
Instead, make a plan of attack!
Look ahead and plan for a full week at a time.
Planning in this way allows you to proactively decide on what you’re going to commit to getting done. Then actually finding a way to make it happen.
Pick what you will accomplish
First, look at your master to-do list and pick your top priorities or time-sensitive items.
Next, look ahead at your calendar for the following week and identify any meetings you may need to prep for or are likely to have action items from.
Then, from these items, decide exactly what you will commit to accomplishing the following week.
Really get specific.
Don’t just choose “Work on quarterly department presentation”. Instead, commit to “COMPLETE PowerPoint for quarterly department presentation”. Give your brain a tangible goal to work towards.
Don’t be overwhelmed by a large daunting to-do like “Stand-up new website”. Instead, simplify and break it down. Commit to “Research web platforms and choose one” and “Complete first draft of home page copy”.
Now, don’t forget to be kind to next week’s self…she, too, will likely be seeking the balance and time freedom you crave. So be ambitious, but realistic with what you commit her to.
Schedule what you will accomplish
Scheduling makes it real.
If you have grand plans for what you want to get done but haven’t strategized how much time it will take and when you’re actually going to get it done, it will likely stick around on that same dusty sticky note from week to week.
So, schedule time directly on your calendar for all of the items you’ve selected to get done that week.
Create a meeting invite with yourself for exactly when you will complete each item. Then show up!
Creating a schedule helps you be realistic about what you can actually accomplish in the time you have. And forces you to re-prioritize ahead of time if something won’t fit.
Once again, don’t be tempted to overcommit or overbook yourself. Leave flexible time for breathing room and any unexpected fires that may come up. Hook your future self up with a plan and a schedule she can thrive in.
(Pro Tip! For a deeper dive on planning for and scheduling your week, check out Banish Overwhelm with Time Blocking.)
Manage Distractions
We’ve all heard it: multitasking doesn’t exist.
(In fact, the term “multitasking” originated in the early days of computers. It refers to the ability of an operating system to allow multiple applications or processes to run simultaneously on a single computer. Blah, blah, blah. That means: multitasking was not meant for humans. So give yourself a damn break.)
When you try to multitask, your human brain is never actually doing two (or more) things simultaneously. You’re context-switching.
Context-switching is like changing channels on TV. Except, the remote is being controlled by a squirrel on caffeine. One moment you’re watching a cooking show, then suddenly you’re on a true crime documentary, and before you know it, you’re on a reality show watching a group of over-tanned, over-botoxed, middle-aged women screaming at each other.
Exhausting.
And context-switching causes you to be completely inefficient.
A task that should take you an hour to complete suddenly takes three. Or a task drags out over multiple days when it only needed one. Or worse, the task never actually gets to a finished state.
To ensure you are actually making progress on whatever you’ve decided to take action on, you must take back ownership of the remote control, and give yourself the space to focus.
Stop being reactive
Taking action involves proactively choosing what to work on.
So, stop jumping to every new email that comes in.
Stop jumping to every IM like the house is on fire and you’re the only one with a bucket of water.
And stop jumping to every text message that somehow leads you down an hour-long Instagram scroll before you finally come back up for air. (Guilty…)
This doesn’t mean you have to hide in a dark hole where no one will ever be able to reach you.
Instead, schedule time in your calendar to catch up on the emails and IMs and text messages that came in while you were actually getting the sh*t done.
You’ll likely find the influx of new notifications may become fewer and fewer as you quickly and efficiently crank through your to-dos. No follow-up requests required!
Give yourself focus time
To stay efficient, you have to stay focused.
Commit to a cadence of regularly scheduled and protected focus time.
(And yes, schedule this time directly on your calendar.)
Your dedicated time for focus could be daily for 2 hours or once per week for 45 minutes. Find the cadence that works for you. Just schedule it, stick with it, and be consistent.
When in focus time, turn off notifications. Shut your door. And focus on achieving the specific goal you’ve blocked the time for.
When you finally come back up for air from this particular rabbit hole, you’ll have something you can be really proud of accomplishing. Instead of just being all caught up on the latest influencer-driven impulse buy. (Though, you can schedule a time to get up to speed on those as well! You do you.)
(Pro tip! For a deeper dive into the power of focus, check out The Rules of Focus.)
Alright…
You’re organized!
You’re taking action!
But…crap…you still have a human brain.
You don’t feel “motivated” enough to keep taking action.
You’re overwhelmed and are convinced you don’t possibly have enough time.
Or you still believe that working 60 hours is the only way you’ll ever be a success in your career, annnnd your schedule reflects that.
Time to stop these garbage thoughts in their tracks. Time to work on that mindset.
Stay tuned for Part 3 all about managing your mind!
(Missed Part 1 of this series? Be sure to check it out here.)
Are you tired of feeling overwhelmed? Do you feel like there are always important tasks left undone, hanging over your head? It's time to take control of your productivity and prove to yourself you can accomplish anything you put your mind to.
Check out the 7 Days: Consider it Done! guide to transform the way you approach your to-do list.
Say goodbye to procrastination and unfulfilled goals and hello to a sense of control and reignited passion for life. Consider it done!
