[PODCAST 248]: How to Get Things Done in the Time You Have

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26d ago 22:38

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Things always take longer than I think. In today’s podcast, I’m sharing how you can get things done in the time you have allotted.

Imagine you need to do the following items:

Make a phone call about an insurance issue
Work with your child to clean their room
Outline the main points for a presentation you’re giving

You might guess they’ll take 15 minutes, 2 hours, and 30 minutes, respectively. But you may end up being absolutely wrong and then that will throw off your plans.

I’m excited to share my personal secrets and methods for getting things done in the time I HAVE, and I know that these same principles will give you the tools to jump into the work you need and want to do without the stress.

And if you’re feeling a little unsettled as you read that–thinking, “April, you have no idea how much is on my plate,” I want you to take a deep breath and trust me.

I used to make super long lists for each day of tasks that all felt very urgent, but I would overestimate what I could do. I ended up forwarding everything to the next day, and I would go to bed highly discouraged.

This went on for years. Now, my lists get completed every day, I have zero piles, and I’m more productive–while also having time to take a nap each day and enjoying life without anxiety.

Let’s dive in!

First, we’ll review some key principles and then apply them to the 3 scenarios I introduced.

(1) Create Buffer

Plan fewer things into your day, using the 1/3 rule. I typically plan 1/3 of what I think I can do each day into my schedule and this ends up working out really well! If I end up completing everything ahead of time, I can decide to do more. But more often than not, this fills my day perfectly.
Have options ready to go each day. This is where the Next Actions List comes in handy–the list of items that you can flexibly complete in the different contexts of your life.
Get places early and do a few of the day’s tasks (and Next Actions) while you are waiting).

(2) Be a “Time and Focus” Leader – Especially in Meetings

Ask those participating in the meeting about their outcome vision, key points, and help prevent going off on tangents. You can add any tangent items to a next-in-line list and politely do occasional time checks.

(3) Plan for the Open Loops of the Project/Task

There’s no shame here–it’s normal!
Identify: is it a project or task? Who owns it? When will it get done? How will we follow up?
Keeping track of these details will ensure that the projects and tasks have a clear owner and will get done by those responsible for those items.

(4) Work in Microbursts

We highly recommend working in 10-20 minute bursts of time. This helps us work for focused periods of time and allows us to make progress on our tasks even when time might be limited. (Or we don’t have the energy/ability to do a lot all at once.)
Some have found the Pomodoro method and timer to be helpful.
These microbursts feel easier on our brains and help us avoid depleting ourselves.

(5) Turn Off Your Notifications

We can get easily distracted with all the notifications and messages that come our way, and sometimes need to remove any other distractions so we can complete the tasks at hand.

Now let’s see how we would approach our 3 scenarios!

Make a phone call about an insurance issue
- Create buffer at the end so you don’t need to call back or feel pressed for time.
- Be a “Time and Focus” Leader – Keep the call on track and figure out the best course of action to be directed to the person who can fully answer your question or help find a solution.
- Plan for the open loops – there will likely be unanswered questions or new tasks that need to be completed once this question is answered. Be prepared to put these items back into your STEP system so they can be completed later

Work with your child to clean their room
- Work in microbursts and plan to do several over a few days (or longer as needed).
- Create buffer–cleaning with a child is often really therapeutic and may take longer than planned.
- Plan for open loops.

Outline the main points for a presentation you’re giving
- Be a “Time and Focus” leader and establish your outcome vision.
- Turn off your phone so you can really focus.
- Work in microbursts so it doesn’t feel overwhelming.

When it came to completing tasks and projects, my mom always said, “Begin! The rest is easy!”

I would say, “Begin! Apply the 5 principles we covered today. The rest is easy!”