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“Effective Time Management Secrets”
I’ve studied time management and productivity for more than 10 years, learning everything that I could from books, articles, CDs and seminars. I’ve tried a lot of different things (techniques, strategies and tools) and along the way discovered what works and what doesn’t work. In this report, I’m going to share two of the biggest secrets that I’ve learned over the years about what it takes to increase your productivity, get things done and make better use of your time.
Secret # 1 – You Need A Productivity System
People who want to be more productive, get more done and improve their time management skills often start by looking for simple, small little tips to help them do that. And that’s a good place to start. But while these tips can make a difference in your productivity, combining the best and most useful ones into a productivity system can make a HUGE difference. The reason is synergy. When you combine the best and most useful tips together, the whole starts becoming much more than the sum of the parts. The reason is that the techniques and strategies start to reinforce and support each other. They become more effective and valuable when used together than they are when used alone. For example, when you combine a simple to-do list with practices like prioritizing or weekly planning, you get something much more valuable than either of these things by itself. Another reason why a productivity system is valuable is that it helps you execute and get things done consistently; you don’t have to keep reinventing the wheel or trying to figure out how to go about your work. This consistency leads to more predictable results and valuable feedback that you can use to keep enhancing what works and changing what doesn’t. It’s a positive virtuous cycle that takes on a life of its own.
Copyright © 2010 – Rodger Constandse. All rights reserved.
So a great way to shortcut this process is to look for a proven productivity system and adapt it to your unique situation. 2010. If you want more help creating your own productivity system. identify and rank your most important projects and tasks so you know the most valuable way to spend your time Step 4: Plan – To goal of this step is to help you plan your weeks and your days so you can maximize your productivity and focus on what is most important to you Step 5: Do – The goal of this step is to help you figure out what to do next so you can work in a focused. I’m going to show you a simple 5-step process that can serve as the core or foundation of your personal productivity system. It took me years of trial and error to develop the system that I’m using now and work out all the kinks. It’s on sale for 50% off until September 10th. In the rest of this section. 5-Step Core Productivity Process The process that serves as the foundation of your personal productivity system consists of the following five steps: Step 1: Capture – The goal of this step is to capture and collect your projects and tasks to get them out of your head and into your system Step 2: Organize – To goal of this step is to organize your projects and tasks in a way that makes sense so you can wrap your head around them and use them more effectively in later steps Step 3: Prioritize – This goal of this step is to help you review. preferences and needs. energy and know-how to develop and use a good productivity system from scratch. All rights reserved. check out my Effective Time Management course. .The thing that trips most people is that it takes time. relaxed and productive state on your most important projects and tasks 2 Copyright © 2010 – Rodger Constandse.
You’ll learn a good way to organize all these things in the next step. Step 1 – Capture There’s an old saying that a dull pencil is better than the sharpest memory. you’ll start to lose track of things. tasks and information that are coming your way. It not only stresses you out. but for now we are just going to focus on capturing it. . Here are some tips to get you started: Write things down instead of keeping them in your head 3 Copyright © 2010 – Rodger Constandse. All rights reserved.This process works as a cycle that you can use to help you get the most important things done and accomplish what really matters to you. collecting it and processing it. The point is that your head is a BAD place to keep track of all the details about what you need to do and when you need to do it. but as you get more and more things to do. You may forget important appointments or deadlines and things will start falling through the cracks. Here are some practical tips to help you get started with each step. So you need a good way to capture and collect your projects.
email clients like Outlook check for new email automatically every few minutes and notify you with an alarm when you get new messages. etc. the list quickly becomes unmanageable.) Use a notepad. notes. transfer it to your system so that you’ll actually get it done. cell phone or voice recorder when you are on the go – These are all great options for recording and writing things down when you are on the go Establish routines for processing all the new stuff you’ve collected and transferring it into your system as needed – If any of the items you’ve collected requires you to do something. you can better wrap your head around the outcomes that you’re working toward and decide which ones you need to focus on right now. All rights reserved. Setting up 2. voicemail. . to-do list. This type of alarm is very distracting and can knock you out of focus. etc.) rather than just doing it whenever new stuff arrives. PDA. By keeping a separate list of projects. email. Define your “collection points” and keep them to a minimum – These are all the places where you get new information or write things down (for example. put the next action step that you need to take to move that project forward Consider creating a Master Project List where you can write down and prioritize all the projects that you’re working on 4 Copyright © 2010 – Rodger Constandse. sticky notes. Turn off the automatic email check and instead decide consciously when you are going to do it Step 2 – Organize A common problem with traditional to-do lists is that they tend to lump everything together into one big. As you add more and more stuff. this could be why Instead of putting a big project on your to-do list. 3 or even 4 processing times per day works well for most people Process to empty – The idea is to try to process all your collection points until they are empty to avoid mixing old things and new things in the same collection point. long list. Here are some tips to get you started: Avoid mixing big projects and small actions in the same list. One way to get around this problem is to separate the projects (outcomes) from the tasks (action steps). then you really need to do this! Turn off alarms and notifications – By default. If you procrastinate on big projects. It’s human nature to focus on the small actions first and ignore the big projects on the list. Or at least have a well defined routine for processing these actionable items where you store them (like email in a “Respond To” folder) Use specific times for processing – It’s much better to have predefined times for processing your stuff (like email. If your email Inbox has hundreds (or thousands) of emails.
consider. something that you can actually do in the real world. it usually means that you need to “chunk it down” and figure out the next step that you need to take to move it forward If you feel resistance to take action on a project. Use “A” for the most important items that you want to focus on right now Realize that you can’t do EVERYTHING. Or it could mean that you need to replace it with a concrete physical action. it could mean that you need to break down your next action into even smaller steps. Focus on projects and activities that will move your closer to your goals Use the ABCD priority system to categorize your projects and tasks based on their importance and urgency. rather than something abstract that you are just going to think about. so don’t even try. meaningful and important to you. So you need to realize that you’ll never be able to get EVERYTHING done. Consider creating a separate list of tasks (action steps) for each of your projects. prioritizing is about consciously choosing to spend your time on things that are valuable. we’ve reached a point where there is more stuff available for us to do than anyone could ever accomplish. what NOT to do. This will help you focus on a specific project for a block of time If you feel overwhelmed by a project. or analyze Step 3 – Prioritize In our modern day world. Here are some tips to get you started: One of the advantages of separating projects & tasks in your to-do list is that it helps you to think in terms of outcomes and not just actions. which helps you shift from an “activity” mindset to a “productivity” mindset Remember that being busy and active is not the same as being productive. Instead of making this choice randomly or by accident. All rights reserved. instead focus on a few key things that will give you the most value Realize that urgent things are not always important and important things are not always urgent… urgent things tend to get most of our attention (even when they are not important) often at the expense of important things that are not yet urgent 5 Copyright © 2010 – Rodger Constandse. . What that means is that you need to choose what to do. and just as important.
relaxed and productive state. Instead of wasting them by checking email or with trivial busywork. . focus single-mindedly on the task at hand 6 Copyright © 2010 – Rodger Constandse. All the other steps just set up the foundation so that you can work effectively on your most important projects in a focused. Here are some tips to help you get started: Your first two hours each day are often your most productive. All rights reserved.Step 4 – Plan The goal of this step is to help you plan your days and your weeks for maximum productivity. highest-leverage projects As you plan and structure your day and week.” and when it’s time to go to work. Here are some tips to help you get started: Avoid multitasking and try to focus on a single project for a block of time. If you are not doing it already. try to work on a single project for an uninterrupted block of time Make appointments with yourself to get your important work done. think about planning your entire week ahead of time Step 5 – Do (Work Your Plan) This is the most important step in the process. Planning and structuring your day in the right way can make a HUGE difference in the amount of work you get done and how focused and productive you feel throughout the day. use them for your most valuable. try to consolidate your time and intentionally create blocks of uninterrupted time that you can use for your most important projects Instead of multitasking or jumping from one unrelated task to another. Scheduling time for your projects in your calendar is VERY powerful Plan to take “strategic breaks” throughout the day Consider taking a short 5-10 minute break between consecutive project blocks to help you rest and regain your focus for the next project A week is a natural time period for effective planning because it’s short enough to make realistic plans and long enough to balance short-term urgency with long-term importance. most important. You’ll get much more done when you are able to work this way Make a conscious distinction between “planning mode” and “doing mode.
I’ve come to realize that a lot of people really don’t value their time very much. there is another important concept that can make all the difference in the results that you get. get more done and take your time management skills to the next level. I encourage you to check out my Effective Time Management course. Here are some of the most important mindset shifts you need to make to be more productive and effective. If you don’t get this idea. you can get it for half OFF at this special website: Click Here To Get Effective Time Management For 50% OFF Secret # 2 – Your Productivity Mindsets In addition to your productivity system. They may complain about having too much to do and not enough time. Benjamin Franklin said. Albert Einstein said. Learn to handle them effectively and then work proactively to reduce them Find a style of work that works best for you. tools and strategies that seem to work for other people just don’t seem to work for you. If you can work on a single project for a block of time. you probably need to change the WAY YOU THINK about time management and what it means to be productive. All rights reserved. “Do you love life? Then do not squander time. don’t allow tasks from other projects to distract you Take advantage of technology to help you find good tasks to work on next. . Most planners provide filtering capabilities that can help you do that Interruptions and distractions are two of the biggest time wasters in our modern society. Until September 10th 2010. but if you look closely at their behavior.” What this means is that to take your productivity to the next level. “The significant problems we face cannot be solved at the same level of thinking we were at when we created them. you realize that they waste much of it. You may have to experiment with different approaches until you find a good balance If you want to be more productive. you may find that time management techniques. for that’s the stuff that life is made of.” 7 Copyright © 2010 – Rodger Constandse. then only look at tasks related to that project. Mindset Shift # 1 – Value Your Time Over the years.
it’s totally up to you to make that happen. Mindset Shift # 3 – Plug The Leaks Before You Drain The Boat Imagine that you are riding in a boat and suddenly you realize that you are starting to take on water. and you’ll STILL have to deal with the leaks at some point. start by realizing how precious and valuable your time really is… and begin to act accordingly. you’re eventually going to sink no matter what you do. You CAN choose to master this important life skill. The good news is that if you are serious about becoming more productive and improving your time management skills. And if you’re taking in more water than you can get out. change the way you think and install some new habits and routines in your life. but they don’t do anything about the time leaks that are costing them HOURS of wasted time each and every week! One of the great things about developing your productivity system is that it automatically plugs many of your time leaks because it forces you to switch from poor time management to better habits. . What would most people do in this situation? I think your first instinct might be to grab a pail and try to get the water out of the boat! But doesn’t it make more sense to figure out where the water is coming from and plug the leaks before you start draining the water? Otherwise. develop your productivity system. Many people look for productivity tips that can save them a few minutes here or there. 8 Copyright © 2010 – Rodger Constandse.If you want to be more productive. Mindset Shift # 2 – Your Productivity & Time Management Skills Won’t Improve By Accident If you want to be more productive and make better use of your time. you’ll end up doing a lot more work trying to stay afloat. there are plenty of good resources to help you do that. You may need to learn new techniques and strategies. Working on yourself this way is one of the most valuable investments you will ever make. All rights reserved. All it takes is a bit of commitment. but the rewards are well worth the effort. learning and practice. because it’s very unlikely that it will happen by accident.
Activity is not the same as achievement. I encourage you to check out my Effective Time Management course. you can get it for half OFF at this special website: Click Here To Get Effective Time Management For 50% OFF 9 Copyright © 2010 – Rodger Constandse. Just because you are busy and getting things done doesn’t mean that you are working on things that will move you toward your goals or produce the results that you want. All rights reserved. Confusing activity with productivity is one of the main reasons why so many people have busy but unproductive days. where you get to the end of what seemed like a really busy day but you realize that you didn’t really accomplish anything significant. Until September 10th 2010. Basketball coach John Wooden used to tell his players that they could be very active during a game by running around in circles.Mindset Shift # 4 – Switching From An “Activity” To A “Productivity” Mindset Many people confuse activity and busyness with productivity. get more done and take your time management skills to the next level. . two of the biggest leverage actions you can take right now are to develop your own productivity system to help you execute consistently and start to shift the way you think about your time and what it means to be productive. if you want to be more productive. get things done and make better use of your time. but that wouldn’t help them win any basketball games. To summarize. What To Do Next… If you want to be more productive. but they are NOT the same thing.
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