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multi-tasking Archives - R. Darren Sanford, CPA, CGMA
Jun 182013
 
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I subscribe to Jay Kubassek’s WAKE UP CALL series and felt the need to share this information with you.  Today’s post was especially helpful in light of all the noise we hear on social media, news broadcasts and the many other sources of information.  I highly recommend adopting all of the strategies mentioned here if you aren’t following them already.

“Over the years I have found that productivity can be an elusive bugger! Often I find myself busier than a one-legged fool in an ass-kicking contest and feel as if I am going in a hundred different directions all day long…

By the end of the day, I am exhausted, stressed out, and completely wiped. Worse yet, if I’m being honest with myself- despite all of the “busy-ness”- sometimes it seems I have little to show for it.

As you will find out in today’s WAKE UP call, I try to keep these sanity-savers in mind, daily:

  • Urgent vs Important:  Great time management means being effective as well as efficient. Managing time effectively, and achieving what you want to achieve, means spending your time on the tasks and issues that are important and not just urgent. To do this, and to minimize the stress of having too many tight deadlines, you have to understand this distinction:

    • Important activities have an outcome that leads to the achievement of your goals, whether these are professional or personal.

    • Urgent activities demand immediate attention, and are often associated with the achievement of someone else’s goals. Unfortunately, urgent activities are often the ones we concentrate on, they demand attention because the consequences are immediate and inescapable.

  • Start with the end in mind: Know what the outcomes of your day/week/month/year are before you start taking action. Those who fail to plan, plan to fail. Every Monday morning I break projects into individual tasks that can be completed in 30-60 minutes max. Then, I make two fresh to-do lists: Important and Urgent. Important tasks are the ones that will have an immediate impact on my life and business. I knock these out first. The second list has everything else that needs to get done for the week. This list includes doing things for others, catching up on emails, paying bills, meetings, administrative tasks, etc.  My goal is to knock out 3-5 Important items off of my list each dayMondayTuesday and Wednesday. (I don’t pencil any in for Thursday in case I am running behind.) Thursday and Friday are my days to catch-up and take care of the Urgent items and “busy” type work.

  • Eliminate distraction: Multi-tasking doesn’t work. Can a professional golfer, surfer, tennis player, or race car driver surf the net, check social media feeds, and afford to be distracted while trying to play at the top of their game? If you are anything like me – you can only do one thing at a time well. And, you’ll prefer to leave the endless notifications, chimes, reminders, beeps, and vibrations for the scatter-brained…

  • Leave room for life to happen: I fill only 60% of my calendar daily; I leave 20% available for spontaneity, and 20% as a reality (kid, dog, car, etc.) buffer. This tip alone will transform your days by reducing unplanned, time-zapping headaches- into minor, scheduled tasks. Once you grasp the cardinal importance of this and allow yourself some space for surprises, you will be amazed how much easier life becomes. No one won wins a battle against Father Time, you can only work with him…

  • Don’t be attached to the linear order of things:    I tend to do my best work when I am having fun. I try to be flexible with my schedule, plans, and lists- willing to move things around as needed. If I don’t get done today what I intended today? No biggie- I take a deep breath, go for a walk in the morning and hit the reset button. Building a business (or life) is a marathon and no game is ever won or lost in one moment or opportunity. It’s what you do consistently over time that has a compounding effect- not what’s done under the gun…

  • MILK IT! If I find myself in an inspired state or creative “groove”- I stay in  it as long as I possibly can. Creativity and inspiration are the dew of the Gods’ IMHO and not to be taken for granted.  The creative process can be fickle, so it’s best to give it room to breathe and happen organically. If invention is the the mother of necessity, them creativity is the daughter.  We all have vast creative abilities but few of us ever truly nurture it, cultivate it, or allow it the time and space to blossom naturally.

  • Pace yourself:  Set attainable day-to-day goals. Know your limits. No one will ask, “How long did it take?” they’ll ask, “Who did it?!” Do this and you will achieve the impossible over the long term. My dad taught me this…

  • Transfer unfinished tasks to the following day without regret: There is always tomorrow… As long as you did your absolute best today- you will rest peacefully tonight. No one can make you feel bad for a job well done. Rome was not built in a day my friend. I remind myself of this daily.

  • Learn to say “no” with finesse: Spreading myself too thin is a bad habit that always bites me in the ass… and not looking out for Numero Uno serves no one in the end. People will respond positively to your self-imposed boundaries and assertiveness. They will respect you for having the foresight to demand it… It screams self-power and is inspiring to others.

  • Keep at it: Keep working at your plan each and every day. Remind yourself daily that time is on your side. Don’t be attached to how long it takes, rather be attached only to the eventual outcome. (Don’t worry about how you get it, just that you get it.)

  • Have fun, for goodness’ sake: Last but not least, I always try to have fun with what I have to do… Seriously- nothing is worth doing if you don’t love what it is you do.”

Credit:  Jay Kubassek is a serial digital entrepreneur and co-founder of Digital Experts Academy. He is also a professional speaker and trainer, Baja off-road racer (Dust Racing), member of the New York Blue Elephant Polo team, self-taught cellist, amateur photographer, amateur chef and indie film producer (Aliquot Films).

Disclosure of Material Connection: Some of the links on this blog are “affiliate links.” This means if you click on the link and purchase the item, I might receive an affiliate commission. Regardless, I only recommend products or services I use personally and believe will add value to my readers. I am disclosing this in accordance with the Federal Trade Commission’s 16 CFR, Part 255: “Guides Concerning the Use of Endorsements and Testimonials in Advertising.”

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