The Strongest Time Management Tool You Have

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Finding the Time

There’s lots of information out there about time management and how to find more time and get the best out of your available time. In our world, we have lots of things that demand our time and want a piece of our day.

Our work which can take 40 or more hours a week
Our house which demands we clean it occasionally
Our family which would like meals every now and then
Our kid that would like us to take them to dance class
Our other kid that would like us to them to football practice
Our other other kid who would like a playdate
Our elderly parents who would like use to drop by and help them with something
Our church committee that wants us to volunteer to help out with the rummage sale
Our spouse who would like us to pay a little attention to them while they tell us about THEIR day
The dog who would like to go for a walk
Our laundry that needs to be washed
Our friend who would like to catch up over coffee/beer
Our local charity that wants us to participate in a fund raiser

And the list goes on. From the moment we rise until we collapse exhausted in our bed, there are demands on our time. They come at us from all directions and call us to action on their behalf. And we respond, because we are people of action and people of action take action when called upon in the service of others, right?

So, how do you deal with all that? Isn’t there some special trick or time management technique that is going to help me get all this in? Isn’t that some super secret technique that I can apply that will help me manage and free up my time?

The Time Management Solution

Well, as a matter of fact, there is! This is actually a secret that has been available for centuries but little used as of late. In fact, it seems like many people aren’t even aware of this secret, not even sure of its existence. It is both simple and hard. But if you apply it constructively, you will be amazed at how much time it will free up. Do you wanna know what this secret is; the key to handling your time with skill and clarity?

Here it is.

Listen up!

Come closer!

The secret is:

Say NO.

That simple. NO. When someone says, you are such a go-getter can I convince you take on another project for our church committee?

NO.

You don’t owe an explanation. They are not entitled to one.

You are not an evil person for saying NO. You are not selfish. In fact, you are being considerate and caring. You are wanting to save yourself for the things where you can really add value by choosing the places you serve and when you serve. A Mayo Clinic report even suggests that learning to say NO is healthy, allowing you to be at your best for others.

The key is you are naturally not going to say NO to everything. You are, however, going to say NO when the activity is not the best use of your time, talents, and abilities. You will say YES where the opportunities to serve allow you to provide maximum value. As John Maxwell says, you must learn to

Say NO to the good so you can say YES to the best!

Years ago, I was asked by my church to serve as the church treasurer. A high profile role and I was lured by the promise that such a position would bring me to the forefront of the lay leadership within the church. Now, I will likely never be known as a financial wizard. My wife, Sherry, balances the checkbook and handles accounts. She is good at that. I am not and don’t really want to be. Despite all that, I said yes.

Big mistake. Because of my lack of skill, it took way too long to complete any of the responsibilities of the role. Balancing accounts became an all-nighter. This was not made easier by my general distaste for doing any of it anyway. So my motivation waned, the job suffered, and eventually I left the role by mutual agreement. I said yes to the wrong thing. It was not the best use of my skills and abilities and did not allow me to provide maximum value to the church, so we all suffered as a result.

Employ the secret. Say NO. Expect the best out of yourself and refuse to be placed where you cannot give it.

Do yourself and others a big favor and employ the strongest time management tool you have: you ability to make a choice.

Say NO to the good so you can say YES to the best.

Time Thieves: How to Steal it Back

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Re-setting Time

This past week was the time for most where we change our clocks to end Daylight Saving Time. I remembered it always, as many did, by the phrase “Spring Forward, Fall Back“. Of course, most of us don’t have to worry about it much anymore as our computers and smartphones will do it for us. That, and a few years ago I got one of those alarm clocks that automatically adjusts for Daylight Saving Time. After that, my only chore is to go re-set the ones that don’t automatically adjust.

The gist of it for us is that we theoretically “gained an hour” this weekend. Never mind that we really just get back the one we lost in the Spring, everyone looks at as gaining an hour.

So here’s a question for you:

how much more productive did that “extra hour” make you this weekend?

Since it occurs in the middle of the night, likely the only benefit most see from it is the extra hour of sleep (that you lost in the Spring). Some, like me, got up at the same time as always, usually around 5 a.m., and followed our normal routine. Being a weekend, many were taking time off from being really productive anyway; but even if we weren’t it is doubtful that the extra hour made us any more productive. It has more to do than just with the fact that the change occurs in the middle of the night.

Time is Not Important

Time is not what makes us productive. With each tick of the clock, time passes no matter what. Twenty-four hours and today becomes yesterday, tomorrow becomes today. That’s all any of us ever have; from the President of the United States to the most successful person in your organization to the least productive person you know. Everyone has 24 hours in a day. Yet, many times, our time is frittered away with things like

Constantly checking our Facebook page (this has become one of the biggest wasters around)
Playing games, either online, on a smartphone or tablet, or on a game box
Television (and most of it is trash)
Procrastinating
Going to meetings
Being somewhere else in our mind other than where we are
Running in multiple directions throughout the day

There is, of course, much more but that is a good start.

Your 110

A good friend of mine and a very wise person, Jeff Bigby of Awaken the Nation, shows the math of our time in his presentations. Jeff asks his workshop participants about how they spend their 110. See, Jeff points out the following formula on your weekly schedule:

There are 168 hours in a week
- We spend an average of 56 hours sleeping (assuming you are sleeping eight hours)
- We spend 40 hours working (or more, not including the commute)
- About two hours a day in meals for a total of 14 hours per week
- That leaves about 58 hours per week.
- Go to church? Let’s say two hours. That’s 56 left or 8 hours a day.

110 hours a week is manageable time

So, in that eight hours a day we have “administrative” things we have to do during the day, plus whatever else we want to do to. Reading, family time, devotional/meditation time, community service, watching television, etc. The point is that there is a part of your week you have limited control over. Most of us NEED eight hours of sleep a night. Most of us MUST work 8 hours a day for five days a week. Eating 3-5 regular meals a day is CRITICAL to good health (as is eating the right things)! So we have 110 hours a week over which we have almost total control!

So the issue is not time; it is how productively you are using that time. You cannot manage time, no matter how hard you try. So, what do you manage?

Manage YOU Not Time

I am no different from you on this. I waste time pretty much every day. But I have become aware of that and aware of my ability to make choices in changing that and examining my time wasters. If I can do that, I am extremely confident that you can too. Here’s some of the things I am doing to help bring that under control:

Prioritize and Categorize
Establish things into areas of must do, should do, nice to do for the week. Ideally, do this on Sunday night or Monday morning. Within each of those categorize them based on the part of your life they address; such as work project, family, health, etc. Within each category, number them based on importance. The importance is determined by time constraint, critical stage, or just your own personal plan.
The Daily Big Three
Each morning, or the night before, list the top three things you need to carry out that day. Take the top items of each category and place them on your list. Number those according to importance. There may be more than three, but the point is that you don’t go to bed tonight without accomplishing the Big Three. Place the bullfrogs at the top of the list; the things you procrasitate on or simply hate to do. Get them out of the way first thing and the rest of the day will be pleasant by comparison.
Self-Talk
It doesn’t matter what others say to us, it matters what we say to ourselves. Encourage yourself. Talk yourself up. Remember what you are made of. Many of your tasks will be things you don’t want to do, have often gone out of your way to avoid, and might even be incredibly boring. If you don’t talk yourself up, you will simply find another excuse.
Reward System
For each item accomplished, provide a reward of some type. It should be a reward that is quick, easy, and yet provides incentive. If you are a Facebook fanatic, each item completed earns you 15 minutes of Facebook time. Now, for that to be a real incentive has to mean that you aren’t getting Facebook time without accomplishing the task. If you are going to do it anyway, it’s no incentive.
Consequences
Sometimes one of the big three does not get accomplished due to something out of our control, but that’s a rarity. Either way, fault or not, provide a consequence for not completing one of the big three. Just like providing consequences for your kids, it has to be timely, connected, and reasonable. For example, I read about what person who uses the consequence that when he doesn’t accomplish his tasks he wakes himself up in the middle of the night to work for an hour or two. He values his sleep so much that it provides him incentive to manage himself better and avoid that consequence. Be careful, though; if you find yourself administering a consequence too much it starts to lose its impact. Change them up from time to time.
Analyze
At the end of the week, take a look back and see how things have gone. Did things go better or worse? Where could things have gone better? Why? How could you do it differently? What can you tell yourself to help make it better?

So this is a little system I use for me. How about you? How do you manage yourself daily? Got tips and tricks? Be a river and not a reservoir! Share them here

Godin Talks of Fear

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Read Seth Godin’s commentary today on fear

http://www.typepad.com/services/trackback/6a00d83451b31569e20192ac27675d970d

Mindset – Handling Fear Part II

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Ripping the Shirt Off of Fear

It’s July 10, 1999 and in Pasadena, California Team USA and China are battling for the Women’s World Cup Soccer Championship in the Rose Bowl. This is the largest attended women’s sports event in history. At the end of regulation play, the score is tied and it goes to overtime. In overtime, Brandi Chastain intently lines up for a penalty kick. She sets herself, runs up to the ball, and launches it into the upper right corner of the goal to score and in her now famous celebration pulls her shirt off in mid-field. A win and championship for Team USA!

Tell me, what do you think was going through her mind? Was Brandi thinking about how she was going to blow it?

Pointing to Success

Going back further, in one of the greatest sports moments of all time, George Herman “Babe” Ruth of the New York Yankees steps up to home plate in the fifth inning of Game 3 of the 1932 World Series. The score is tied 5-5 and the Chicago Cubs players on the bench have been riding the Babe mercilessly. As Ruth steps to the plate, he makes a gesture that many believe has him pointing to the center field wall after taking strike one from the pitcher, seemingly declaring his intention. He did it again after strike two. On the next pitch, the Babe mightily smacked the ball deep into center field and over the fence for a home run! It is estimated the ball traveled 490 feet! The Yankees went on to win the World Series in a four-game sweep.

Whether you believe the intent of the gesture or not, do you believe for one minute that Babe Ruth, who not only held the record for homeruns but also for strikeouts, focused on what would happen if he didn’t deliver?

The difference in success and failure is often a matter of how we handle our fears. Dr. Heidi Halvorson, co-author of the book Focus: Use Different Ways of Seeing The World For Success and Influence, says that handling that fear effectively is often a matter of mindset. It’s all about where we focus our attention. According to Dr. Halvorson, we have a choice of one of two mindsets when faced with accomplishing a goal or meeting a deadline or performing during a critical moment. We can have a what she calls a Prevention Focus; where we concentrate on the negative aspects of the situation. The concentration is on NOT messing up. We do this in our daily lives and with others. When a parent tells a child who wants to help set the table,

“Okay, but this is our best dinnerware, don’t drop it!”

With instructions like that, you might as well trip the kid yourself. Or a manager tells an employee,

“it is very important that you don’t blow this account.“

Best example I can think of is the story Zig Ziglar tells of the 1982 football playoffs between the Dallas Cowboys and the San Francisco 49ers. With Dallas ahead and less than a minute left on the clock, Dallas implemented the Prevent Defense. Joe Montana dropped back and threw a pass deep into the end zone that appeared to be sailing for out of bounds when Dwight Clark jumped up and made a fingertip catch for San Francisco to win the game. Later, someone asked Cowboys owner Tex Schramm about what made the difference and he said,

“The Dallas Cowboys were determined NOT TO LOSE the game. The 49ers were determined to WIN the game and that made the difference!”

So prevention focus centers on trying not to lose the game.

The opposite then is Promotion Focus. In this mindset, you are focused on what you have to gain when you are successful. “If I complete this project on time, our company will collect a big bonus from our customer.” Promotion Focus centers on the win, always opting for growth, willing to take the risk to see the reward, and quick to take action.

Promotion Focus people tend to have better and more consistent results than Prevention Focus people. You have a tendency toward one or the other but the good news is that it’s not born in you. It is something that has been learned, placed into your brain by the attitudes of people to whom you bonded, other people influential in your life, and combined with past experiences. So, if your tendency is towards the cautious, risk avoiding, and tentative nature of Prevention Focus, the good news is you can change. It is a matter of changing your mindset.

Start by imagining a change you wish to make or project you wish to start. List all the possible positive outcomes from successfully making that change or completing the project. Don’t downplay it, but also don’t go overboard. In most cases, you aren’t going to be a guest on The Ellen Degeneres Show because you completed a proposal package ahead of schedule for a client. But you will likely make a favorable impression on the client, which can lead to award of the project and potential future projects.

You may get referrals to other clients and generate a significant increase in business income and grow your business.
You may be able to hire staff and afford to take vacations.
You can build your reputation within the industry.
Your self-esteem goes up.

Imagine every possible positive outcome of making the change and WRITE IT DOWN! Then, every time you start feeling fearful, bring out the list and read it to yourself over and over again until you feel more in control.

Determine for yourself to Play to Win instead of Playing Not to Lose.

Action Plan

Take Dr. Halvorson’s FOCUS Diagnostic assessment to see whether you have a Prevention Focus or a Promotion Focus. Warning: be prepared to list about 12 attributes you would like to possess.
Think about one big thing you want to accomplish; it can be a current project or a dream, particularly if you have been feeling a lot of fear over it. Write down all the possible positive outcomes of accomplishing it and post it prominently. Set a start date.

Exaggerating Your Fear

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Two Sides of Fear

Fear is both a positive and negative; there is good fear and bad fear. The fear that says don’t move in for a closer look at that snake is a good one (at least for me). The fear that says don’t chase your dream because catastrophic things will happen would be what we call a bad fear.

Appearing Real

Even a bad fear can seem very real to us in the moment. It can seem so real as to become paralyzing. In yesterdays post, How Fear Holds You Back – The Good and Bad, we talked about the acronym of FEAR, False Evidence Appearing Real. That’s the whole point; we are either presented with a false set of facts or, more commonly, create our own false set of facts to define reality. That protective impulse in our minds fights dirty and will use whatever means at its disposal to convince you to avoid any kind of risky situation; whether you are risking life and limb or simply risking financial ruin. If left unchecked, our mind will take us to the extreme, defining earth-shattering, negative events born out from every positive step we take towards achievement of our goals.

How in the world do you beat that? How do you overcome you mind’s tendency to pull you to the extreme?

Take Fear to YOUR Extreme

According to an article by the University of Florida Counseling and Wellness Center, it’s simple. Go to the extreme on your own. If you are able to take the fear to the extreme outcome in your conscious mind, you can get there before unconscious mind does. The advantage of doing this means you have control. Here’s how I get there, but it requires a little set-up first.

Define the fear in specific terms. What exactly is the fear that haunts your mind? For example, some people have what is called a Fear of Success. While there are several forms of it, one is a version of low self-esteem. You could be afraid that if you achieve success and become well-known that everyone will discover what a fraud you are. Until you can define you fear in terms like that, you can’t move on to the next step, which is
Note your self-talk. When those fears pop up, what are you saying to yourself? Studies have shown again and again that the most important thing is not what others say about you but rather what you say to yourself about you. Look for trigger words and phrases that signal that decline into a negative self-talk.
Take the scenarios you have been imaging to the extreme. Go as overboard as you want to go! Make it ridiculous! Outlandish! Keep pushing it until it becomes absolutely absurd! Using our example above, what would happen if you were discovered to be a fraud, that you don’t really know what you are talking about?

Well, of course, it would make new internationally. Lesley Stahl of 60 Minutes and Wolf Blitzer of CNN are wrestling on your front doorstep for priority rights to the expose of your downfall! Norman Vincent Peale says you have no hope! The whole Earth’s rotation has reversed itself resulting in catastrophic events around the world all due to your error! Martians have invaded! The Borg are trying to assimilate everyone due to the weakness you have created through your grievous error! The Devil himself……well, you get the picture.

By taking it to the absurd extremes, you not only get yourself to lighten up a bit, but you put perspective on it as well. You can then question what the likelihood of any of the imagined circumstances actually occurring.By the way, one thing that helped me was to simply discover that others, even the very famous, typically feel the same way. How do you think Les Brown felt when he was giving motivational speeches while living out of an empty office? Yet, today, Les is one of the foremost motivational speakers, commanding large audiences and big fees and making a positive impact in thousands, perhaps millions, of lives.
Change your self-talk. Remind yourself that you ARE prepared to do this, that you will learn from your failures, that you are intelligent and resourceful. Talk about how much of a difference you will make in people’s lives when you are able to share with them what you have to offer. Write it down if necessary and repeat it every morning when you wake up and every night before you go to bed. Don’t just read it, say it out loud and with emotion. This helps embed it in your mind.
ACT NOW! Don’t wait for your mind to create new fears and new situations, go to work right away to do something positive towards you goal. Nothing kills fear like positive action.

Action Plan

What is your BHAG (Big Hairy Audacious Goal)? What is the one big fear that is keeping you from moving on it right now? Apply the process above to it.
Come back here and tell me how you did. Or, if you want it private, call me at 321-355-2442 and let me know.