Do you often finish your day without having accomplished much at all?
Although you feel busy, you haven’t achieved anything important?
My time-saving secrets allow my clients to gain hours back in their day! When you can show up powerfully and stay on track, anything is possible.
This blog post will teach you the hidden secrets of capturing more productive time so that you can be successful while still having time to relax.
Let me guess; you believe you are great at multitasking?
Although many people think this, research shows that only about 2.5% of people can multitask effectively. Doing multiple things at once actually compromises your ability to complete both tasks well.
People who juggle many tasks or quickly switch between two tasks are more distracted, make more errors, are less productive, and even score lower on recall tests impacting their ability to perform even simple tasks.
Overall, the more you multitask, the less productive you are, and the less you accomplish.
So it looks like it’s best to focus on one thing at a time, doesn’t it?
The steps below will help you know what to focus on and when.
Step 1: Prioritize what counts.
Prioritize the important things first to maximize your time and focus on what matters.
So, how do you know what is truly important?
Essentially, your priorities each day should tie into your larger vision.
Make sure to read How to Get Sh*t Done: Secrets 1-3 Here.
Once your yearly, monthly, and weekly goals are in place, create a list of 1-3 critical tasks per day.
Ask yourself, what are the main steps that you need to accomplish your larger goals?
What is going to move the needle here? What is essential on my list of to-dos?
Following the Pareto Principle, 20% of the work will account for 80% of the results. Ask what 20% of the items on your plate will make the most significant impact?
Once you have established your top 3 goals, always work on the essential tasks first.
Don’t worry! You can fill any time left with less important tasks that are not essential to your success.
I know you want to answer those emails first thing but remember, this is your day. Being intentional with your time includes prioritizing your needs and goals first. Prioritize yourself. Take control of your time. Emails filled with requests can wait.
Step 2: Create your list of to do’s
How do you move forward once you have the top 3 goals for the day and are ready to prioritize your goals one at a time?
First, create a list of all of the things that need to get done for the week.
The list should include anything and everything from phone calls to grocery shopping or your morning routine.
Also, keep any appointments or significant events in mind. Do you have weekly meetings scheduled? Does your child have a soccer tournament every Friday? Think of all of the various activities and write them down.
Step 3: Create your roadmap.
Next, you will create a weekly roadmap template for an average week by using time blocking.
Time blocking is a technique where you block off periods to focus on one task at a time, allowing you to put all of your attention and energy on the task during that block. This technique improves focus, energy, creativity, and productivity.
You will create a schedule for the week including all of the tasks on your lists separated by 30, 60, 90, or 120-minute increment time blocks
Most importantly, create at least three to five 60-minute time blocks specifically for focused uninterrupted time. This is where you will work on your 1-3 top priorities.
See the example calendar below
Note: Each person’s calendar will look different. There may not be as many opportunities for focused time or you may need to work fewer days or different days entirely. Your goal is to create what works best for you!
Depending on your particular lifestyle, this schedule can be fixed every week or flexible.
It’s a good rule of thumb to try to have a consistent routine whenever possible; however, there will be weeks with events or other changes that may shift your practice.
Do your best to be consistent and keep your focus.
Step 4: Schedule your priorities.
Once you finish a templated schedule, put this on your calendar as an appointment. It’s vital to block scheduled time, even for appointments with yourself.
Each day, your top priorities should be listed and tackled within the scheduled focused time blocks. Make sure to block the most important critical thinking work earlier in your day when your brain is naturally at its peak state.
If the task takes longer than that particular time block, schedule it into multiple focus time slots.
Ideally, a focused time block is 50 minutes of concentrated work and a 5-10 minute recharge break.
Planning the time prevents procrastination and assures there is focus where it is needed.
Remember, the goal is to focus on our top priorities that move the needle. Creating intentional space in your day for focused activities will allow you to accomplish tasks more efficiently and effectively.
Step 5: Protect your time.
Last but most importantly, protect your time blocks. Resist the urge to focus on tasks that are not your priority. Keep focused blocks without interruption whenever possible.
On average, it takes 23 minutes and 15 seconds to return to the original focus task after being interrupted.
What can you do to make sure you are not interrupted and lose that time?
Can you put a red card on your door, so no one enters?
Can you put on noise-canceling headphones? Can you go to a quieter location?
Eliminate any distractions by turning off excess noise, notifications on your phone or email, and letting others know that you are focusing and should not be disturbed.
A great tip is to listen to binaural beats or solfeggio frequencies that can help your brain focus. Check this out Here.
Recap
By intentionally choosing 1-3 impactful priorities per day and consciously focusing on one thing at a time, you will easily be able to get more done in less time!
Step 1: Prioritize what counts.
Step 2: Create your list of to do’s
Step 3: Create your roadmap.
Step 4: Schedule your priorities.
Step 5: Protect your time.
Stay consistent, do your best, and remember, progress is perfection.
At first, it may be challenging to focus on these blocks, but don’t get discouraged. With practice, it will become easier. Before you know it, you will have 3-5 focused work periods that are so productive that you won’t know how you even got things done before!
For additional help planning your day, book a Free Discovery Call Here. I would love to work with you!
Michele x
