How Successful People Manage Their Time (Strategies, Routines & Rules)
Summary
TLDREl guion del video ofrece estrategias prácticas de gestión del tiempo para maximizar la eficacia en 24 horas. Se enfatiza en la importancia de ser un 'esencialista', eligiendo hacer menos pero mejor, y se desmiente la idea de que trabajar en múltiples proyectos simultáneamente es efectivo. Se discuten tácticas como el horario maker-manager, 'come la rana', la matriz de Eisenhower, y la gestión de la energía. Además, se sugieren técnicas como la programación de tareas, la organización del calendario y el 'activity stacking' para aprovechar al máximo el tiempo y la energía disponibles.
Takeaways
- 🕒 La gestión del tiempo efectiva implica decidir qué no hacer y enfocarse en menos tareas, pero de mayor importancia.
- 🧘 La atención y la energía son tan importantes como el tiempo; la sobrecarga de tareas puede dispersar nuestra atención y disminuir nuestra efectividad.
- 📉 La multitarea no es una estrategia efectiva; en su lugar, se debe ser un 'esencialista', priorizando solo lo que realmente importa.
- 🚀 El enfoque en un proyecto o objetivo a la vez puede llevar a resultados más notables y a una mayor satisfacción personal.
- 💡 La creatividad y la solución de problemas mejoran cuando se enfoca en una sola tarea, permitiendo que el subconsciente trabaje en ella.
- 🤔 La gestión del tiempo tradicional a menudo falla porque implica que se pueden hacer todas las cosas, pero en realidad, es necesario sacrificar algunas para avanzar en otras.
- 🌟 La 'perezosidad estratégica' puede ser útil, permitiendo ignorar ciertas tareas no esenciales para poder enfocarse en las que sí lo son.
- 🔋 La gestión de la energía es tan o más importante que la gestión del tiempo; mantener niveles óptimos de energía física, emocional, mental y espiritual es fundamental.
- 🏋️ La capacidad de energía disminuye con el uso excesivo y la falta de renovación, por lo que es importante equilibrar el esfuerzo con períodos de descanso.
- 📅 La organización del calendario y la limitación de tareas diarias puede ayudar a mantener el enfoque y aumentar la productividad.
- 📝 Los métodos de gestión de tareas simples, como 'Getting Things Done', la Matriz de Eisenhower y las 'Tres Listas', pueden ser más efectivos que una sobrecomplicación de herramientas.
Q & A
¿Cuál es el objetivo principal del video?
-El objetivo principal del video es compartir estrategias prácticas de gestión del tiempo para ayudar a las personas a recuperar su tiempo, energía y atención, permitiéndoles enfocarse en lo que realmente importa.
¿Por qué es importante hacer menos para lograr más según el video?
-Hacer menos es importante porque al reducir la cantidad de proyectos y tareas, uno puede concentrar mejor su energía y atención, lo que resulta en un trabajo de mayor calidad y más significativo.
¿Qué diferencia a un esencialista de un no esencialista?
-Un esencialista se enfoca en hacer menos pero mejor, eligiendo cuidadosamente sus tareas y proyectos, mientras que un no esencialista trata de ser todo para todos, tomando demasiadas responsabilidades y sintiéndose abrumado.
¿Cómo el 'pursuit of less' mejora la efectividad?
-El 'pursuit of less' mejora la efectividad porque permite a las personas discernir qué es lo más importante y eliminar lo superfluo, facilitando la ejecución de tareas esenciales y evitando la sobrecarga y el agotamiento.
¿Qué es la 'gestión estratégica de la pereza' y cómo puede ser útil?
-La 'gestión estratégica de la pereza' consiste en ser deliberadamente ineficiente en áreas menos importantes para conservar energía y enfoque para las tareas que realmente importan, mejorando así la productividad en áreas clave.
¿Qué papel juega la gestión de la energía en la productividad?
-La gestión de la energía es crucial porque incluso con una buena gestión del tiempo, sin suficiente energía es difícil ser efectivo. Mantener altos niveles de energía física, emocional, mental y espiritual es esencial para un rendimiento óptimo.
¿Qué son los 'rituales de energía positiva' y por qué son importantes?
-Los 'rituales de energía positiva' son rutinas específicas para gestionar y mantener altos niveles de energía. Son importantes porque ayudan a mantener el compromiso total y el rendimiento sostenido a lo largo del tiempo.
¿Cómo puede la 'programación de creador y gestor' mejorar la productividad?
-La 'programación de creador y gestor' mejora la productividad al separar el trabajo creativo del administrativo, permitiendo bloques de tiempo dedicados a tareas creativas sin interrupciones, lo que maximiza la concentración y la efectividad.
¿Qué es la 'Matriz de Eisenhower' y cómo se utiliza?
-La 'Matriz de Eisenhower' es una herramienta para priorizar tareas basada en su urgencia e importancia. Las tareas se clasifican en cuatro cuadrantes: importante y urgente, importante y no urgente, no importante y urgente, y no importante y no urgente, ayudando a decidir qué hacer, planificar, delegar o eliminar.
¿Cómo se puede usar la 'regla de los dos minutos' para mejorar la eficiencia?
-La 'regla de los dos minutos' sugiere que si una tarea puede completarse en menos de dos minutos, debe hacerse de inmediato. Esto ayuda a cerrar ciclos rápidamente y reduce la acumulación de pequeñas tareas pendientes, mejorando la eficiencia general.
Outlines
🕒 Estrategias de gestión del tiempo
Este párrafo introduce la importancia de utilizar eficientemente las 24 horas del día. Se enfoca en estrategias prácticas de gestión del tiempo para recuperar energía y atención, y cómo enfocarse en menos tareas para lograr más resultados. Destaca la idea de ser un 'esencialista', siguiendo las enseñanzas de Greg McKeown en su libro 'Esencialismo'.
📧 La pereza estratégica
En este párrafo, se habla de la 'pereza estratégica', es decir, aceptar que no se puede optimizar todo. Se menciona cómo dejar algunas tareas menos importantes, como manejar correos electrónicos, permite concentrarse en lo que realmente importa. Se enfatiza la gestión de la energía sobre la gestión del tiempo, citando a Jim Loehr y sus cuatro fuentes de energía: física, emocional, mental y espiritual.
🌅 Rutinas personalizadas
Este párrafo trata sobre la importancia de encontrar una rutina que funcione para cada individuo. Se presentan tácticas como el 'horario del creador y el gerente' de Paul Graham, y la estrategia de 'comer la rana', es decir, realizar las tareas más difíciles primero. También se menciona la importancia de seguir inclinaciones naturales, ya sea hacia una estructura rígida o una vida más fluida.
📅 Establecer límites claros
Aquí se discuten métodos simples para gestionar tareas y proyectos, como el método 'Getting Things Done' (GTD), la matriz de Eisenhower, y las 'tres listas' de Oliver Burkman. También se destaca la importancia de tener límites claros en las horas de trabajo para aumentar la productividad y la eficiencia, siguiendo la ley de Parkinson.
🗓 Técnicas de gestión de calendarios
Este párrafo cubre técnicas específicas de gestión de calendarios, incluyendo el tema o agrupación del trabajo en días específicos, la visualización mensual para encadenar días de trabajo enfocado, y la programación de tiempos de reunión más cortos y enfocados. Se enfatiza la reducción del tiempo de reuniones y la importancia de bloques de trabajo profundos.
🚶♂️ Multitarea efectiva
Finalmente, se habla sobre la 'acumulación de actividades', una forma efectiva de multitarea que no divide la atención. Se sugiere combinar el consumo de información con actividades físicas como el ejercicio. También se menciona el uso de escritorios de cinta y el beneficio de caminar mientras se realizan trabajos mentales, destacando la mejora cognitiva y la salud general.
Mindmap
Keywords
💡Gestión del tiempo
💡Esencialismo
💡Gestión de la energía
💡Trabajo en sprints
💡Rituales de energía positiva
💡Ley de Parkinson
💡Método Getting Things Done (GTD)
💡Matriz de Eisenhower
💡Agenda de creador y gestor
💡Pereza estratégica
Highlights
Practical time management strategies to reclaim time, energy, and attention.
The concept of 'doing less to do more' to improve focus and effectiveness.
The idea of becoming an essentialist, focusing only on what's truly important.
Comparison between the non-essentialist and essentialist approaches.
Benefits of concentrating on fewer projects for better results.
Strategic laziness: Accepting imperfection in some areas to excel in others.
Energy management is more critical than time management for high performance.
Four energy sources: physical, emotional, mental, and spiritual.
Balancing energy expenditure with renewal through working in sprints.
Building capacity by pushing beyond limits and treating it like muscle training.
Positive energy rituals as habits for maintaining high energy levels.
Maker-manager schedule to separate creative work from administrative tasks.
Eating the Frog: Doing the hardest, most important task first each day.
Following natural inclination towards structured or fluid scheduling.
Three simple task management methods: Getting Things Done, Eisenhower Matrix, and Three Lists.
The importance of setting hard boundaries for work hours to increase productivity.
Calendar management techniques like theming or batching work on specific days.
Activity stacking for effective multitasking, such as listening to podcasts while exercising.
Transcripts
so how do you become the person who uses
the 24 hours they have in a day
effectively so that you're not that busy
person who's moving around in a bunch of
directions but not really making
progress on anything well that's what
we're going to look at in this video I'm
going to share with you some practical
time management strategies that I use
myself that I use with clients and
they're going to help you reclaim your
time your energy and your attention so
that you can put it towards what really
matters to you do less in order to do
more it's not just that we lack time we
also lack attention we are pulled in
multiple directions at once and we take
on more projects and tasks and
responsibilities than we really should
as a result we feel overwhelmed we feel
busy we feel like we're that hamster on
the wheel spinning but not getting
anywhere sometimes this is unavoidable
life places demands on us we have
responsibilities we cannot avoid nor do
we want to avoid them sometimes we need
to work on multiple projects but often
we make it harder on ourselves
unnecessarily we think that if we work
on multiple goals and projects at once
that we will be more effective or we're
scared of just focusing on one thing and
so we hedge our bests with multiple
different opportunities the problem with
this is that it's a very ineffective way
to approach your work and to approach
your life instead as much as you can you
want to be what Greg mcau calls an
essentialist in his book titled
essentialism he comp here is the
non-essentialist to the essentialist the
non-essentialist thinks that they have
to be all things to all people they say
things like I have to it's all important
how can I fit it all in whereas the
essentialist tries to be less but better
they think I choose to only a few things
really matter what are the tradeoffs in
the context of doing things the
non-essentialist follows the path of
more he calls it the undisciplined
pursuit of more the non-essentialist
reacts to what's most pressing they say
yes to people without thinking they try
to force execution at the last moment
whereas the essentialist Embraces the
disciplined pursuit of less they pause
to discern what really matters they say
no to everything except the essential
and they remove obstacles to make
execution easy and what does this result
in well for the non-essentialist it
means that they live a life that does
not satisfy ultimately they take on too
much and their work suffers they feel
out of control they feel overwhelmed and
exhausted and the essentialist lives a
life that really matters they choose
what they work on carefully so that they
can do great work they feel in control
at least more of the time they get the
right things done and they experience
joy in the journey the fact of the meta
is you can almost always get further
ahead by doubling down on one project or
one goal as scary as it might SE when
you try to work on multiple projects not
out of necessity but because you think
you should you diffuse your focus you
feel busier and you end up getting
mediocre results but when you
concentrate your energy attention and
time on less but better you actually end
up getting more you get better and more
results there's another benefit to this
from doing less but better which is that
your subconscious goes to work on it
you'll be coming up with new ideas new
approaches new strategies to what it is
that you're trying to do and you'll be
solving problems even when you're not
working this is less likely to happen
with multiple projects because they're
all competing for your unconscious right
they're all competing for that attention
Paul Graham calls this the top idea in
your mind and it's the argument for
working on one thing at a time he says
you should be careful what you let
become critical to you try to get
yourself into situations where the most
urgent problems are the ones you want to
think about if you have multiple
unnecessary things critical to you then
it's going to be split you're not going
to be giving your unconscious the space
and time to work on what's most
important fundamentally the problem with
traditional time management is that it
implicitly implies that you can get
everything done but you can't effective
time management starts by deciding what
not to do that's no easy thing it
involves sacrificing the good projects
the good goals for the great ones Oliver
burkman writes in his book 4,000 weeks
it's better to begin from the assumption
that tough choices are inevitable and to
focus on making them consciously and
well and so before we dive into the more
surface level time management strategies
you need to understand that none of
those are going to change the game for
you unless you minimize and direct your
focus towards less but better now a
quick side note on this topic that is
helped me a lot is something called
strategic laziness you cannot optimize
everything some of the most effective
people I know are completely unorganized
in some areas of their life right but
they're okay with that because it's
actually what enables them to be
effective in the areas where it counts
for example I'm terrible at email I let
it build up over days sometimes weeks
and then I handle it all usually I
delete a lot of them uh but I'll respond
to the important ones and this might not
be like productivity gur approved
Behavior but it gives me the mental
space to focus on what's really
important to me and yes I could get
better at email I could try and like
optimize all that but I'm just
strategically lazy about it it's not
that important to me and By ignoring it
at least a little bit I'm much more
effective at the work that matters in
other words it's okay to let some things
just slip by it's okay to not like
perfectly maintain some systems in your
life if you're trying to to push forward
big projects and do great work in a way
you kind of have to let some things Fall
by the wayside okay Energy Management
over time management I actually
hesitated to make this video for this
exact reason time management is
secondary to energy management even if
you perfectly optimize your schedule and
you manage your time well it doesn't
mean that you will feel energized or
bring the necessary amount of energy to
the work that you've scheduled you can
plan to work on your side Hustle after
your day job you can put it in your
calendar but if you're exhausted then
what are the chances of you actually
doing that work and doing it well pretty
slim right so it's not just that you
have something in your calendar you
actually need to be the person who does
it you need to have the energy to do it
as the great performance coach Jim Le
says energy not time is the fundamental
currency of high performance and there
are four principles from Leah's book The
Power of full engagement which I want to
share with because they're useful to
internalize First full engagement
requires drawing on four separate but
related sources of energy physical
emotional mental and spiritual it's not
just about physical energy you need the
others too because if you're high in
physical energy but low in emotional
energy then you're not fully engaged you
might not approach the task in the same
way the activity whatever it is that
you're trying to do you need to manage
and maintain all four of these energy
sources the second principle because
energy capacity diminishes both with
overuse and underuse we must balance
energy expenditure with intermittent
energy renewal this is why working in
Sprints is very useful especially if
you're a knowledge worker it almost
always outperforms that constant like
steady stream of work because when you
work that way just in that constant
stream that constant steady state
there's little intensity and there's
little rest it's much better to push
forward like really hard and then pull
back Le writes in the book we must learn
to live our own lives as a series of
Sprints fully engaging for periods of
time and then fully disengaging and
seeking renewal before jumping back into
the freay to face whatever challenges
confront us third principle to build
capacity we must push beyond our limits
training in the same systematic way that
Elite athletes do I've talked many times
before on this channel about building
work capacity or building Your Capacity
and your ability to focus you should
train this like a muscle and the way you
do that is by imposing some discomfort
and stress upon yourself in a healthy
way you focus a little harder a little
longer each day or each work session you
push the boundary and you increase your
energy capacity over time the fourth
principle positive energy rituals highly
specific routine for managing energy are
the key to full engagement and sustained
performance essentially these are habits
they're the things that you do on a
regular basis to maintain high energy
levels and so you have to ask yourself
what are those for you at the moment and
perhaps what rituals and habits could
you implement to increase energy
capacity the last thing I'll say on the
energy management thing is that you need
to remember that the
unoptimized high energy high intensity
person will
outperform the low energy optimized
person every time so if you take someone
who doesn't use any of the tactics I'm
about to share with you with time
management but they're just high energy
they're going to do way better than the
guy who's like got the fancy calendar
apps and task management and all that
kind of stuff but they just lack energy
and they lack drive and intensity okay
so now that we've form this Foundation
let's talk about some actual tactical
time management tips let's talk about
how to dial in your routine now there's
no one-size fits old routine as you know
I like to wake up early like 5:00 a.m.
and get to work pretty soon after that a
good friend of mine wakes up many hours
after that he likes to chill out for a
bit and then get to work but we're both
effective people right we both get a lot
of stuff done fundamentally you must
figure out what works for you in terms
of routine not just listen to other
people who tell you things like you need
to wake up early in work you should
experiment with these things and see if
they work for you but there are some
useful principles and tactics to adopt
regardless of your personal preferences
the first one is the maker manager
schedule this is from Paul Graham and
it's extremely helpful if you're someone
who's say a solo preneur an entrepreneur
or you're knowledge worker and you have
to do like a mix of creative work and
administrative work or management work
right like meetings calls you know
sorting things out managers tend to work
in like 30 to 60 Minute chunks their day
there's a bunch of different types of
work they take meetings 1 hour they
might be organizing something else the
next and their day is quite Dynamic
makers such as writers you know
programmers they quoting Paul Graham
prefer to use time in units of half a
day at least you can't write or program
well in units of an hour that's barely
enough time to get started now
especially if you're doing your own
thing you need to be both the maker and
and the manager but if you try to be
both at the same time you will lose a
lot of Effectiveness in time for example
I'm at least twice as productive on
mornings where I do not have a call
scheduled even if it's like a 15-minute
call in the middle of the morning it
just interrupts my mental flow like my
creative flow and so it's not that I'm
losing 15 minutes I might be losing like
an hour worth of potential Focus time
and so as much as you can you want to
split your day in half you might not be
able to do this perfectly because you
know sometimes you need to take Calles
and do manager stuff uh even when you
don't want to but as much as you can
it's useful and so for me I like to have
my makeer schedule from like 6:00 a.m.
to 11:00 a.m. that's like sacred time
for the most part sometimes I'll have a
call that needs to be scheduled there uh
but as much as I can that time's blocked
off for maker work and then after that
I'll do the more managerial stuff
meetings calls you know admin and so
fourth it might look different to you
you might want to do your manager work
in the morning and your creative work in
the afternoon or evening figure out what
works best for you but I would strongly
encourage you to split these two as much
as you can the next tiep is one you've
heard of which is to eat the Frog and
what that means is that you do your
hardest most important task first thing
in the day it's likely not routine
that's your problem routine is simple we
know how to put things in the calendar
we know how to schedule we know how to
take breaks this stuff is easy what's
hard is doing the work especially the
hard work we use avoidance strategies
like planning out routines and trying to
find a more efficient way of doing
things instead of just doing the thing
and then when we get to the end of the
day having not done the thing we know is
important we tell ourselves that it's a
routine issue well it's not it's an
avoidance issue which is why if you're
like most people including myself you
must frontload the hard work not just
the hard work but the hard important
work the stuff that really moves the
needle the work that if it gets done the
rest of the day can completely fall
apart but you'll still be proud that you
got that one thing done for me it's
writing it's writing video scripts
essays you know books whatever it may be
I can come up with every excuse in the
book to not write in the morning but I
know that it's the hard important work
and if I do it I'm I'm happy with my day
if I get 2 hours is done I'm good that
rest of the day can just fall apart and
it's fine the next part of optimizing
your routine is to follow your natural
inclination and what I mean by this is
whether you're fluid or structured so
some people thrive in structure they are
more effective when their calendar is
like planned out down to the minute
right this structure makes them feel
calm it makes them feel relaxed uh and
they almost require it to be this way
others like s operate in a more fluid
way there are important things to get
done during the day uh but they aren't
necessarily scheduled in the calendar
now obviously this largely depends on
your work situation if you're working a
9 to-5 at an office then you have to be
structured to some extent by default if
you're a solopreneur working from home
then you can sort of set your own
schedule but the point is that you
shouldn't try and work against your
nature like I tried scheduling my
calendar down to the te and it just
didn't work you know I'd tell myself hey
I'll do 4 hours of deep work and then
I'll go to the gym at this exact time
and what would happen is I'd get like 2
hours into the focus block I'd crush the
work finish it early and
then my calendar would be like well you
still got this work block and you're
going to the gym at 12:00 p.m. but it's
10:00 a.m. and like I felt like going to
the gym so I just went to the gym so I
just leaned into this and started
embracing the fluid more unscheduled
life and it works better for me if I
feel I want to work more then I'll work
more if I feel like I need to stop
working and go for a walk outside then
I'll do that like I just listen to what
the body says and I kind of know if it's
like lying to me like you need to push
through the work sometimes right even if
you don't feel like it but I think
there's something to be said about that
um but again try it out if you know that
having a lack of schedule on your
calendar makes you less effective you
don't like it then maybe you should
schedule and if it's the other way
around then try and just schedule less
and be more fluid one thing I will say
is that it's useful to have hard
boundaries Parkinson's law states that
work expands to fill the time allotted
to it and so even if you're a fluid
scheduler it pays to have hard
boundaries on your work hours because if
you don't then it's very easy for you to
just like lower the intensity and lower
the focus because you can say oh well
it's all right I can I can work tonight
I can work later on this evening uh
and that's
actually it makes you less effective
like constraints increase productivity
you will use your time more wisely if
it's limited you will focus with more
intensity and consistency if your day
ends at say 5:00 p.m. than if you just
give yourself Liberty to work into the
night okay moving on three simple
methods for managing your tasks and
projects for many years I overdid task
management I used all the apps I tried
all the techniques and for the most part
it resulted in negative productivity I
wasted so much time instead of working I
would be procrastinating on planning and
setting up things to do the work but
never actually doing the work it wasn't
until I simplified my Approach that I
started being more effective and so I
want to share three simple methods with
you these are not unique you've likely
heard of them but I will encourage you
to adopt one if you feel like you're
being too complicated with all the task
stuff the first is the getting things
done method the famous getting things
done method so the first step is to
capture anything that comes across your
mind it could be information could be an
email could be a task that pops into
your head or anything else you put this
into your inbox might be a folder like a
physical folder system it might be a
folder in your task management app and
then you clarify so you decide whether
the item is a project a next action or
or reference material then you organize
you put everything where it needs to be
so it might be in your calendar you
might delegate it to someone else you
might organize it in a task list and so
on another component is that you review
so you look over the lists you do a
small Daily Review and a longer weekly
one and then you engage you do the work
you execute there's a lot more to GTD
than just this but it's beyond the scope
of the video so I encourage you to read
the book but there is one little bonus
tip uh from the system that I love and
constantly use which is the twom minute
rule so if something takes less than two
minutes then just do it like don't
schedule it don't put it in your inbox
don't put it in a task list just do it
right there and right then as it comes
in for example I used to get bills in my
email and I'd see them pop up and be
like you need to pay your internet bill
and I'd think okay I I'll get to that
later and then I wouldn't get to it and
I'd have to pay like a late payment Fe
and now I realize like it takes less
than 2 minutes if I get the email on the
phone to just click pay now and like pay
the bill you know like it's not a timec
consuming task and by doing that by just
executing on it you close that Loop you
close the open loop so you don't have to
think about it you don't have to worry
about it you don't have to realize four
weeks later that you still haven't paid
the bill and so there's many little
tasks like that that you can just
execute on straight away and it will
make make you so much more effective in
work and in life the next one is the
Eisenhower Matrix which I find very
useful for prioritizing tasks when I've
got a lot on my plate the way it works
is there's four
quadrants of course there four that's
what quad means but you get the idea and
so you can see that we have important
urgent important not urgent not
important urgent and not important not
urgent and with the important and Urgent
tasks those are the ones you want to do
you want to execute on those the
important and not urgent you want to
schedule the not important and Urgent
you want to delegate if you can and then
they're not important and not urgent you
just want to ignore them delete them
like not do them because they're not
important and they're not urgent and the
final method is the one I use personally
which is the three lists I got this from
Oliver burkman's book 4,000 weeks uh
essentially you have three lists so open
closed and done the open open list is a
list of all your tasks like everything
you could work on right this should be a
long list it should look a little bit
overwhelming uh the closed list is what
you will work on and you need to limit
this to a specific number no more than
10 you're not allowed to add a new task
from the open list and put it on the
close list until you've got space for it
until you've completed something on the
closed list this forces you into a mode
of execution right rather than constant
planning and when you complete a task
you can put it into the done list which
means you can see the progress you're
making it helps build momentum and it
just feels good to see those tasks
ticked off so I use a combination of the
three lists on say like a weekly level
for planning and then on a daily basis I
just write down like five or six tasks
in a notebook maximum no more than six
tasks for the day quite often it might
just be like one or two big things that
I need to work on that day like today
it's literally just make this video and
then like handle some admin stuff and
that's it okay let's quickly talk about
calendar management techniques for which
there are three things the first is to
theme or batch your work on specific
days so I talked before about the maker
manager schedule for your day where you
want to you know do creative work in the
morning perhaps and then do your admin
or manager work in the afternoon well
there's a weekly version that's similar
to that if you're wearing multiple hats
then it can pay to wear those hats on
specific days say you're a solopreneur
or a freelancer then you likely have
multiple areas of responsibility
different types of work and so you need
to Market your product or your service
you need to deliver and fulfill it you
need to take care of administrative work
you need to take calls and meetings and
so on instead of trying to manage these
sporadically throughout the week what
you you can do is theme your days so you
might decide that on Monday Tuesday and
Wednesday that you just dedicate those
to product or service like doing that
work and then Thursdays is your meetings
day and then Fridays might be marketing
day and so on and you don't need to get
this perfect but it's worth working
towards if you can batch as many
meetings as possible in one day and you
know that that day every week is going
to be meetings day it can just make you
far more effective on those other days
the next tactic is to take the monthly
View and so I like to dedicate and chain
days together to focus on big needle
movers so I look at the month view of my
calendar and just look where can I put
like 3 to 4 days just block them out
like there's nothing else going on I can
find that time and I can really Sprint
on a specific goal or project because if
you can do this if you can really make
that time over a set of days you can get
like weeks worth of work done like weeks
worth of normal work semi- distracted
work done in that time frame so during
these chain days when I look at it on
the monthly level I like to block out
all meetings and again intentionally
drop the ball on some less important
stuff like using that strategic laziness
I talked about at the start of the video
all right final thing on the calendar
side of things is to sit shter median
time
and longer focused times there's two
truths the first is that most meetings
can be half the length they usually are
and most projects and tasks that require
Focus usually take twice as long as
you'd expect what do we do with those
facts well we should schedule more time
in our calendar for deep work and we
should reduce meeting times if it's not
obvious don't just set 1 hour cuse
because that's the standard thing to do
try 30 minutes or 20 minutes
non-orthodox times can be very useful
because they are far more intentional
right like a 20- minute meeting it's
like that's not a 30- minute meeting
it's 20 minutes we better get straight
to the point the problem with like 60-
minute meetings is that it's not just 60
Minutes of your day it's also the 10 to
15 minutes before that meeting or call
and the 10 to 15 minutes after so 1 hour
meeting takes up like 1 and 1 half hours
of your time and maybe even longer in
terms of the lack of focus
from the Contex switching you know going
in and out of different work all right
finally we have activity stacking I was
in two minds about including this
because it's a little bit I don't know
it might be obvious to people they might
already do it but it's just a fancy way
of saying multitasking but it's an
effective kind of multitasking it's not
bouncing between multiple cognitive
tasks and splitting your focus it's just
killing two birds with one stone my
favorite ways to do this is consumption
so like listening to a podcast to audio
book while doing Zone 2 cardio I have a
rule that admittedly I sometimes break
where I only listen to podcasts while
driving or while doing zone two cardio
on the treadmill so like incline walking
and in my mind it's like I can sit on
the couch and listen to a podcast and
consume information or I can like
exercise at the same time and get that
information and be healthy and fit so
related to that is the treadmill desk
um I've got a standing desk the one I'm
sitting at right now it goes up and I've
got a treadmill that goes underneath and
it sounds a bit stupid I was always
skeptical of using one but uh I found it
great like I put it on a slow speed I
can do admin work or stuff that doesn't
require like a huge level of focus and I
can just get more steps in and I also
noticed like a slight cognitive
Improvement when I'm walking compared to
sitting on the topic of walking which
all these activity stacking ideas are uh
is to do mental work while walking so if
you're a knowledge worker if you need to
think strategically about things or you
write or you solve problems then going
for walks outside without headphones
without music without podcasts is a very
high leverage thing to do you can think
through problems that you're dealing
with you can write things out in your
head like outline them or you can take
your phone with you like I do and record
voice notes the whole time or use an app
like super whisper which transcribes him
to text this is a highly effective way
of working and I find often if I'm like
stuck here and I'm trying to think
through something and I can't going for
a walk for like an hour or two and just
thinking through it all is is very
useful and it's a form of activity
stacking because you're getting steps in
you're exercising hopefully you're
getting sunlight depending on where you
live uh and just makes life better so
that is it for this video hope you
enjoyed it time management is an
important part of the high performance
picture but it is not the only part you
also have to do the work if you want to
get better at grinding through the work
especially the boring work then check
out my in-depth video on how to grind
through the boring work it's a great
sequel to this video that you just
watched so I hope to see you there
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