Time Management: How to Build a System of Success

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Summary:

In this video, we look at the First Pillar of Time Management: Organization.

We start with a definition of what time management is (and isn't), before then exploring how to create a coherent, personalized system for managing your time more effectively!

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Time Management:

Generally defined as the conscious use of one’s time to increase efficiency, effectiveness, or productivity. We propose a different definition…

Two Additional Key Components:

1. The “How”
2. The “Why”

Vision of You and OPAR:

“Organization is about building a framework for taking tangible realistic steps towards your Vision of You.”

Process of Self-Management:

1. Structure for Process
2. Approach to Process

Suggested Structure:

• Terms
• Metrics

Successful Approach:

• Intentional
• Evaluative
• Repeatable

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Summary:

In this video we begin to move from a more theoretical construct of time management (i.e. your "Vision of You" Personal Statement) into a clearly defined plan (your Personal Contract), and help define how and what you're going to do and when you're going to do it.

We do so by exploring the concepts of Terms & Metrics, and then providing an specific example in context for how you might create a Personal Contract.

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Change:

Most self-help gurus will tell you that… however... limited and short-term success. In stead consider...

How to Build a Structure:

• Terms-

1. Goal
2. Tasks
3. Time Frame
4. Process of Review

• Metrics-

1. Milestones
2. Measurements

Personal Contract &The Five W’s :

1. Who
2. Why
3. What
4. When
5. How

Example in Action:

Aspiring Writer

Review of Concept:

• The Goal (The Why)
• The Task (The What)
• The Time Frame (The When)
• The Process Of Review (The How)

Personal Contract:

Action-Step Explained in Detail

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Summary:

In this video, we look at the Second Pillar of Time Management: Prioritization.

We do so by exploring the idea of multitasking and how it affects your brain, particularly with regards to Time Management.

We specifically look at ideas and insights put forth by David Allen, in his 2002 international best-seller "Getting Things Done: The Art of Stress-Free Productivity."

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In an Ideal World:

• ….that would be all you need.
• But, we live in a world of deadline and deliverables, emails and obligations… just not enough.

Fallacy of Multitasking:

• Pervasive cultural concept.
• Research and need to restructure approach.

Author David Allen & "Getting Things Done":

• Cognitive “Bandwidth”:

1. Computer RAM
2. Internet

Possible?

• Of course, but what is/are the cost(s)?
• So what to do…

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Summary:

In this video, we look at using a To-Do List effectively in order to counterbalance the societal temptation to multitask.

Specifically look the need for prioritizing tasks, recommendations and systems for doing so, the Five Steps of Prioritization, and an example using those five steps.

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Commonly Noted:

• "… an hour spent is gone forever."
• Meant to spur the listener into action.
• However…

Direction & Structure:

Certain obligations are impossible to ignore.

This being said we need to be able differentiate between urgent and important tasks.

This isn't news to most people, but more than knowing the difference between urgent and important tasks, we need to be able to ACT on that difference regularly and without fear.

Personal System of Prioritization:

Balance-

• Future goals
• Current obligations

Common Tool: A To-Do List

• Vary by- person, task, medium used.

TOP 3 Recommendations:

• Time Frame
• Location
• Scope

Key Considerations of an Effective To-Do List:

Practical?

• M.I.Y.O.- Make It Your Own
• K.I.S.S.- Keep it simple!
• NOPE- No Obsessing, Practice Everyday

Purpose?

• Don’t write or record everything.
• Limit your approach to something you do regularly and without fear or frustration!

Equal?

• Time
• Effort
• Gain

What Do You Do Next:

Rank in terms of

1. High
2. Medium
3. Low

Example in Action:

• Step 1
• Step 2
• Step 3

Final Takeaways:

• D.I.R.N! Do It Right Now
• Make It a Habit

Five Steps of Prioritization:

1. Determine
2. Write
3. Reflect
4. Prioritize
5. Examine

Prioritization Methods to Consider:

• Top-to-Bottom
• Bottom-to-Top
• HP First
• LP First
• TYOP- Take Your Own Path

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Summary:

In this video, we look at the Third Pillar of Time Management- Action.

We begin by examining how to counterbalance the societal temptation to multitask using an effective To-Do-List.

Specifically look the need for prioritizing tasks, provide recommendations and systems for doing so, go through the Five Steps of Prioritization, and provide an exmaple using those five steps.

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Review of Last Section:

Example To-Do-List with-

• 3 high-priority items
• 2 medium-priority items
• 1 low-priority items

Real Life:

Even when honest with ourselves, we can still have daunting list of items to be completed.

• Does your list help facilitate action or does it hinder it?
• Length matters! So does selective prioritization!

The Paradox of Choice:

Swarthmore College Professor Barry Schwartz and his book- “The Paradox of Choice”

• Considers the Paradox of Choice from the perspective of happiness.
• States that: an (over) abundance of choice can creates high cognitive demands.
• This may lead to corresponding, highly-abrasive psychological costs, such as...

The THREE Components of the Paradox of Choice:

1. Analysis Paralysis
2. Ease of Regret
3. Escalation of Expectation

Example in Action: Buying a Pair of Jeans

• Who- You?
• What- Buying a pair of jeans
• Where- Jeans superstore “Jeans For All”
• How- Choose from 10,000 pairs of jeans
• Hundreds of choices for every age, gender, style and personality

What Happens While Shopping:

You experience….

• Escalation of Expectation
• Ease of Regret
• Analysis Paralysis

Examination of Why This Is:

Proposed Solution to the Paradox of Choice:

• “Voluntary Simplicity” & “the Action List”
• Items to-be-covered in our next video!

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Summary:

In this video, we dive into our Fourth Action-Step: developing an Action List.

We start by briefly reviewing the Paradox of Choice and offering a solution (i.e. "voluntary simplicity") to the perils of having too much choice. We then discuss voluntary simplicity in more detail, providing a series of examples and related concepts, such as the "Top 2" Tasks and the "Not Today " Tasks.

Finally, we arrive at our Action List, and a ready to move on to the final section of our course- "Review."

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Ever-Growing To-Do Lists:

• Time Available
• Possibly Accomplish
• Would Like To Accomplish

Measure of own value?

Length can hinder our ability to choose

Review of Concept- The Paradox of Choice:

1. Escalation of Expectations
2. Ease of Regret
3. Analysis Paralysis

Suggested Solution:

• “Voluntary Simplicity”- intentionally ( and temporarily) limit your choice set

Example in Action: Choosing a Pair of Jeans

• Criteria 1
• Criteria 2
• Criteria 3

Methods to Apply Voluntary Simplicity:

• “Top 2” Tasks
• “Not Today” Tasks

Example- Applying Methods to Your To-Do List:

• Rules for “Top 2” List
• Rules for “Not Today” Tasks
• Suggestions for both methods
• What’s the overlap? Is there an intersection?

The Action List:

• Using it on your own items.
• Habit of Success
• Isolated Action

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Summary:

In this video, we examine the Fourth Pillar of Time Management: Review.

We do so by touching on what we've covered so far in the course, defining what success is or might be,and then exploring the concept of failure and how it may better faciltate our desired outcome.

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Review of Course So Far:

• Started with Vision of You
• No quick fix or magic bullet
• Pattern of doing things consistently well…

The Four Pillars of Time Management- OPAR:

1. Organization
2. Prioritization
3. Action
4. Review

Four Corresponding Action Steps:

1. Vision of You
2. Personal Contract
3. To-Do List
4. Action List

Now Add:

• Process of Review to System of Success

What is Success?

• Vision of You- Destination & Outcome

Other Key Considerations for System of Success:

• How you…?
• Do you have…?

Repeatable System v. Motivation:

• Vision of You v. Specific Action
• What we can control
• What we can't
• What we can influence
• What we can't

Failure and a New Measure of Success:

• Learning
• Stigmatization
• Importance

What We Get Out of the Deal:

1.Failure informs change.

2.Access to repeatable system

Failure Informs Action, You Can then:

• Criteria 1
• Criteria 2
• Criteria 3

Developing a System of Success Requires:

• Understanding
• Repetition
• Willingness to…

Next Up:

• Activity Log, our fifth and Final Action Step

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Summary:

In this video, we dive into our fifth and final Action-Step: creating an Activity Log.

We start by reviewing the Personal Contract and showing how it relates to the Activity Log. We define what an Activity Log is, and how to create best practices for using one. We review the concept using the example of our Aspiring Writer friend, and then suggest you use your own variables!

Lastly, we share a few thoughts before concluding this version of our course. As always, we'd love to hear from you!

Thanks so much for joining in on the course. We're delighted that you're here!

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In our Prior Action Steps:

• Created a Personal Contract, in which we identified your Terms & Metrics.

Terms Identified:

• Goal
• Tasks
• Time Frame
• Process of Review

Metrics:

• Milestones
• Measurements

Now Add:

• Activity Log- the contextual application of our Personal Contract
• Used to track- both action and result

Activity Log Is Used to Record:

1. The action
2. Whether or not taken
3. Results expected
4. Results experienced
5. Why?

Concepts in Detail:

• Considerations for recording “The Action”
• Considerations for recording: “Whether or Not Taken”
• Considerations for recording: “Results Expected”
• Considerations for recording: “Results Experienced”
• Considerations for recording: “The Why?”

Components to the Use the Activity Log:

1. Frequency of Tracking
2. Analysis of Data

Relationship between Activity Log and Personal Contract:

• Process of Review- defined
• Activity Log is the tool that.
• Recording v. Review- two different time frames?

Review of Concept:

Aspiring Writer

1. “The Action”
2. “Whether or Not Taken”
3. “Results Expected”
4. “Results Experienced”
5. “The Why?”

How to Structure Personal Contract:

Example of Aspiring Writer

• Day 1
• Day 2
• Day 3-13
• Day 14
• Two-Week Checkpoint & Review of Overall Progress

This Course:

• You
• Ryan
• Splativty
• Get in Touch!

Conclusion and Final Thoughts:

Well….