I got this from Pat Rigsby
Like you, I have a lot of responsibilities. A number of business obligations including lots of phone calls, managing projects, writing, travel and any number of other things that go into building several businesses simultaneously. So below I've shared 4 steps I use and a few other random tips that I think can also help you get more done. Here you go:
Step One: Evaluate - Each night before I go to bed, I evaluate the day that is coming to a close before planning the next day. I wait as late as possible so my mind is clear when I go to bed. I look over the task list I created the evening before and see what I got done.
Did I miss or fail to complete anything important?
Do I need to follow up on anything?
Does anything need to carry over to the next day?
Is there anything that can be eliminated or delegated?
(This takes about 2-3 minutes total.)
Step Two: Plan - As soon as I've reviewed the previous day, I start planning the next day. I check out my Google Calendar and add any commitments listed there to my task list. Then I look at anything from the previous day that needs to be carried over and any task or activity that I know I need to get done the next day.
Once everything is listed, I'll review my goals ( I keep a list of goals and I'd recommend you do too) briefly and then 'star' the top three tasks that aren't just scheduled calls or appointments that I'm committed to. These might be something like writing sales copy or a blog post, creating a module for a program or contacting someone about a project idea.
With the 3 starred items I will block off time on my calendar to get those tasks completed.
(This takes about 2-3 minutes total.)
Step Three: Review - Each morning take 1-2 minutes to review the day ahead. This helps me prepare for the day ahead and get in the right frame of mind. For example:
If I know that I will be writing copy, I'll make sure I have my notes on my desktop to review or any other sales letters I want to review available. Basically, when the time comes to be able to jump right into the task and not spend 15 minutes getting focused.
(Like I said - 1 or 2 minutes maximum for this.)
Step Four: Execute 25 On / 5 Off - My workday is blocked of in 30 minute increments. Most calls are scheduled for 30 minutes and if there is a chance one will take longer, it's scheduled for an hour.
Ideally, calls will be done in 25 minutes so I have 5 minutes to catch up or prep for the next block of time.
For writing, work on projects, etc. - same thing. They get 30 minute blocks of time.
But 30 minutes is actually 25 minutes of uninterrupted work and 5 minutes of either getting out of my chair & stretching / moving or some quick stuff like responding to an email or two. No heavy mental lifting. I'll set the timer for 25 minutes and when the buzzer goes off, set it for another 5.
It's incredible how much you can get done in 25 minutes if you have no interruptions. I can often write an entire blog post or 2 newsletters in that time frame. But that's the key - no interruptions.
No checking email.
No checking Facebook or Twitter.
No unscheduled phone calls.
No surfing the internet.
No interrupting yourself to go get a drink, use the bathroom or anything else that will pull your focus away from the task at hand.
Over time you're going to get a great idea of exactly how much you can get done in this amount of time. Once you have a rough idea of this, that's when things get easy.
Then you can break up the stuff you need to get done into 25 minute blocks and big projects no longer seem overwhelming.
For me, it's almost a contest - a race against time to see how much I can get done in 25 minutes.
Maybe for you making 10 Business of the Week calls takes 1 Block but writing a client email newsletter takes 3 Blocks. Just break it down and schedule it.
This approach has been great for me and I think it will be great for you too.
With that in mind, here are a couple of other tips to get more done:
Step One: Evaluate - Each night before I go to bed, I evaluate the day that is coming to a close before planning the next day. I wait as late as possible so my mind is clear when I go to bed. I look over the task list I created the evening before and see what I got done.
Did I miss or fail to complete anything important?
Do I need to follow up on anything?
Does anything need to carry over to the next day?
Is there anything that can be eliminated or delegated?
(This takes about 2-3 minutes total.)
Step Two: Plan - As soon as I've reviewed the previous day, I start planning the next day. I check out my Google Calendar and add any commitments listed there to my task list. Then I look at anything from the previous day that needs to be carried over and any task or activity that I know I need to get done the next day.
Once everything is listed, I'll review my goals ( I keep a list of goals and I'd recommend you do too) briefly and then 'star' the top three tasks that aren't just scheduled calls or appointments that I'm committed to. These might be something like writing sales copy or a blog post, creating a module for a program or contacting someone about a project idea.
With the 3 starred items I will block off time on my calendar to get those tasks completed.
(This takes about 2-3 minutes total.)
Step Three: Review - Each morning take 1-2 minutes to review the day ahead. This helps me prepare for the day ahead and get in the right frame of mind. For example:
If I know that I will be writing copy, I'll make sure I have my notes on my desktop to review or any other sales letters I want to review available. Basically, when the time comes to be able to jump right into the task and not spend 15 minutes getting focused.
(Like I said - 1 or 2 minutes maximum for this.)
Step Four: Execute 25 On / 5 Off - My workday is blocked of in 30 minute increments. Most calls are scheduled for 30 minutes and if there is a chance one will take longer, it's scheduled for an hour.
Ideally, calls will be done in 25 minutes so I have 5 minutes to catch up or prep for the next block of time.
For writing, work on projects, etc. - same thing. They get 30 minute blocks of time.
But 30 minutes is actually 25 minutes of uninterrupted work and 5 minutes of either getting out of my chair & stretching / moving or some quick stuff like responding to an email or two. No heavy mental lifting. I'll set the timer for 25 minutes and when the buzzer goes off, set it for another 5.
It's incredible how much you can get done in 25 minutes if you have no interruptions. I can often write an entire blog post or 2 newsletters in that time frame. But that's the key - no interruptions.
No checking email.
No checking Facebook or Twitter.
No unscheduled phone calls.
No surfing the internet.
No interrupting yourself to go get a drink, use the bathroom or anything else that will pull your focus away from the task at hand.
Over time you're going to get a great idea of exactly how much you can get done in this amount of time. Once you have a rough idea of this, that's when things get easy.
Then you can break up the stuff you need to get done into 25 minute blocks and big projects no longer seem overwhelming.
For me, it's almost a contest - a race against time to see how much I can get done in 25 minutes.
Maybe for you making 10 Business of the Week calls takes 1 Block but writing a client email newsletter takes 3 Blocks. Just break it down and schedule it.
This approach has been great for me and I think it will be great for you too.
With that in mind, here are a couple of other tips to get more done:
