A System For Effective Time Management

As business grows, I’m implementing a system for effective time management that will allow me to leverage my time and create more abundance for my team and clients.

Here are some effectiveness tips that I’ve used to get more done.

1. Move it Once

When I worked in construction, we used to have a rule that we would move material only once.

When the siding was delivered, we either had the delivery guys take it straight to the location where it was needed, or we moved it there right away. If you ever catch yourself moving building material 2-3 times because it’s in the way, or you need the space to do another part of the project, you’re killing your productivity.

It’s much easier in a physical world to set the rule that you only move things once. A bag of concrete is a pain to handle over and over again. This same physical constraint doesn’t hold the same sway for eMails or CRM tools. It’s much easier to pass duties and materials around with eMails and CRM. In all reality, it’s just as ineffective, but we don’t feel it the same as we used to when we had to move rocks.

The lesson here is to move things as little as possible until they are in their final position.

2. List the 6 Accomplishments of the Day 

In order to avoid being reactive all day, I’m making a list of 6 tasks that will move the mission along. Big steps. Make them daring.

For Example, as a podcast production company, my list will often look like this:

  1. Produce the Latest Episode of a Show
  2. Structure the New Deal
  3. Respond to Leads from spreadsheet and e-mail optin
  4. Write a Blog for Content Marketing Purposes
  5. Follow up with X Client on Payment
  6. Develop system for new employee

3. Plan The Time You Will Spend

Now I’ll go through and allocate time to each task

  1. Structure the New Deal: Call, Send Contract and Invoice ( 1 hrs) 
  2. Respond to Leads from spreadsheet and e-mail optins ( .5 hrs)
  3. Write a Blog for Content Marketing Purposes (.5 hrs)
  4. Follow up with X Client on Payment (.25 hrs)
  5. Develop system for new employee (1.75 hrs)

Notice, my cumulative working hours are 6 or less. That’s realistic because anything more is expecting that there will be no interruptions during the day. Committing to less is a great way to ensure that I accomplish the objectives I committed to.

I make the list somewhere between 3-7 items. I try not to go crazy as a list that I can’t complete will weigh on my subconscious all day. I’ll end up feeling like a failure.

4. Plan the Day

Schedule:

  • 6:00-6:45 Surf, Eat Breakfast and make coffee
  • 7:00-7:30 Call with Client in the USA
  • 7:30-8:30 Respond to Leads from spreadsheet and e-mail optins
  • 8:30-11:00 CrossFit Workout
  • 1:00-12:00 Structure the New Deal: Call, Send Contract and Invoice
  • 12:00-12:15 Follow up with X Client on Payment
  • 1:30-2:00 Lunch
  • 2:00-3:45 Develop system for new employee
  • 3:00-5:00 Be Available for Productive Reaction to the Daily Grind
  • 5:00-5:30 Write a Blog for Content Marketing Purposes

5. Prioritize

I try to focus on difficult stuff that I’m afraid of. That is the hard work. That’s the important work.

6. Throw Away Tasks That Don’t Matter

Get rid of the tasks that don’t matter. It might seem hard at first to let things go, but do not feel bad about it. When you get to a point where you can skip tasks, it’s important to learn to do that.

Thank you for reading.

Hat Tip to The Ultimate Sales Machine for the system.

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