Last week I was feeling bad about not getting everything done that I wanted to. I started thinking about all the things I was NOT doing. I even got out my journal and started to list all the things I used to do but can't seen to find time to do now, and then I listed all the things I wished I was doing. I was getting harder on myself with each item I added to the list.
I needed a solution - a way to fit more into my days. I started by listing out all of the things I am currently doing on a daily basis. Maybe if I could figure out how long those things really took, I could find a way to add more. I identified items from my list that I consider non-negotiable and added up the minimum hours it takes to do them. For me those included work, commuting to and from work, sleep, showering/grooming, one meal/day with my family, and some exercise. Do you know how many hours the non-negotiables in my day add up to? 21 hours. 21 HOURS! That only leaves 3 hours per day to do everything else including helping with homework, cleaning, laundry, errands, kids' activities, family time, working on my blog, etc. No wonder I'm feeling pressed for time!
So if there aren't very many hours left in the day to work with, what are my options? I decided I have to be content with not doing a lot of extra things in this season of my life, and when there is time for extra, I want that time to be spent with my family. Once I gave myself a pass on all of those things I thought I should be doing, I felt so much better! I was the one putting most of the pressure on myself.
I encourage you to give this exercise a try!
If you're a bit of a spreadsheet geek like me, shoot me an email at email@example.com and ask me to send you the How to Spend 24 hours spreadsheet that does all the math for you!
Check out all of the other time management posts on the blog to help you find ways to balance all that you want and need to do into the realistic framework of a 24 hour day!
Last week was Labor Day which meant a day off of work for many of us. Long weekends are exciting, but short weeks tend to overwhelm me. There is just as much to do, with one less day to get it done. When time is short, choosing the right thing to work on first is even more important.
"There's so much to do that I don't even know where to start!" How many times have you said that? I'm here to help! Not because I'm the expert, but because I've faltered and failed enough times to find a better way.
Gary Keller suggests in his book The One Thing that we ask ourselves this question over and over, "What is the ONE Thing I can do such that by doing it, everything else will be easier or unnecessary?” In the past, I thought that checking several things off of my to do list was better than completing one task - even if that one task was more important or urgent.
In fact, doing less, can help us accomplish more in the long run. Keller says, “Until my ONE Thing is done — everything else is a distraction.” Distractions are everywhere - email anyone?? Read the last post about the No Email Hour to help avoid that trap! Once you figure out what that ONE thing is, focus on it, and accomplish it, you repeat the process over and over! The hard part is determining what that ONE thing is.
Experts often point to the Eisenhower Matrix of urgent and important tasks. This matrix is named after the 34th President of the United States, Dwight D. Eisenhower, who was experienced at prioritizing while he was a general in the US Army and the Allied Forces Supreme Commander in World War II. He suggested identifying the urgency and importance of a task to determine what to do first. An urgent task is one that is compelling or requires immediate action or attention. An important task is one that is of great significance or value. If a task is both important and urgent, that puts it in the "do first" quadrant. A task that is important, but not urgent should be scheduled for a later time while a task that is urgent but less important can be delegated to someone else. Finally, if a task is not urgent and not important, this is something that likely not even do at all!
The Eisenhower matrix is a great framework to help sort out your tasks, but I would suggest a little twist to increase productivity even more using this simple order.
A busy day at home is the perfect opportunity to apply these steps. Let's say you have a sink full of dirty dishes, 2 loads of laundry to do, a doctor appointment to schedule, and uncomfortable email to send, cookies to bake for an event, kids to take to and from sports practice, and a few things to pick up at the store. Here's how the 4 steps above can help you be productive.
"It's super easy to check something off your list when you don't even have to do it!"
First you should look for an opportunity to delegate. If you can completely delegate a task, that's an easy win, but even if you can delegate only a step in the process, that can free you up to work on something else at the same time. If you have kids, there are plenty of ways they can help like unloading the clean dishes from the dishwasher, sorting laundry or even starting a load.
"Do one or more steps of a task, and the rest happens automatically!"
You have several automations already created for you in your day. In our busy day example, your dishwasher and clothes washer and dryer automate some of your tasks. Automations do require prep work. You have to empty the dishwasher of clean dishes and load it with dirty dishes before you can start it. You have to gather and sort your laundry, put a load in the washer with detergent before you can start the washer. Once you get your machines working for you, you can complete other tasks while your dishes and clothes are getting clean - in this example, scheduling that doctor appointment.
It is important to get automated tasks going before you do other tasks. If you waited until late in the day to start the laundry, the automation doesn't buy you as much time as if you start it early in the day. You may need to revisit your automated processes from time to time (like switching the clothes from the washer to the dryer in order to start a new load)
"A big, scary task looming over you will hinder your productivity the rest of the day - just do it!"
Now that you've got others working for you (delegation) and your machines working for you (automation), it's time to remove the stress. There may be one task on your list that has been causing you anxiety or stress. If you put it off, you may be focusing on it instead of other tasks throughout the day. By getting it out of the way, you will better be able to focus later. In our example, that uncomfortable email may be a source of stress. While your machines are working for you, take the time to just do it!
"Be aware of cause and effect, and think downstream."
Finally consider dependencies in tasks. You still need to take kids to and from sports practices, make cookies, and go to the store. The kids' practice is dependent on a specific time. It's scheduled, so you can't do it before the time it occurs. Since you'll be away from home during the drive to and from practice, and you probably shouldn't leave the house with your oven on, you either have to get the cookies finished before you leave, have enough time to bake the batches while practice is in session, or not start until you return home from pickup. You don't have any chocolate chips, so you can't make chocolate chip cookies until you've been to the store. Now that you've thought through all of your to-do's, you can determine the best order to complete your tasks in.
By using these 4 steps along with the principles of the Eisenhower matrix, you will be able to choose to put first things first and become the most productive version of yourself!
Keller, Gary. The One Thing: the Surprisingly Simple Truth behind Extraordinary Results. John Murray Press, 2019.
“The Eisenhower Matrix: Introduction & 3-Minute Video Tutorial.” Eisenhower, 2017, www.eisenhower.me/eisenhower-matrix/.
There have been many times throughout my career that I've thought, "If I didn't have kids, I'd be a rock star at my job," or "If my kids were older, I'd have more time to devote to my work," or "If I were single, I could be married to my job." And then I'd snap back to reality and realize I AM a wife, I AM a mom, and my kids ARE young - and I'm SO HAPPY about those facts! Those facts are what make me a whole person are the areas of my life that I love the most.
So why is it I feel like when I embrace my role as a wife and mom, that I can't be amazing in a professional role, too? The reason is simple - because I can't be incredible at everything at the same time - no one can. I can be laser focused at work, but them my home life suffers, or I can be all in all the time at home, and my work life suffers. It's a conundrum that I think all working parents face. It's a big source of what you often hear called "mommy guilt." Working moms tend to try to just DO more to make up for the fact they are away from their families at a job during many hours of the day, but this can lead to over-working and over-scheduling. In an interview with clinical psychologist, Nicole Grocki about this topic, the Mindful Return website explained, "Here we’re grappling with the mom’s belief that if a mom does more, and ignores the guilt, the better she will feel. But this behavior can lead to burnout and becoming physically unwell."
I, like many, turned to productivity to help me figure out the secret formula (spoiler alert - there isn't one!) I wanted to do all the things, be great in all areas, and appear like it was easy. When I dove in, I realized that one of the biggest secrets to productivity is not to do it all, but to do the right things. No matter how productive you are, you can not do it all. A productivity system can help you get more done in less time - that's true - but it cannot create more hours in the day, it cannot develop meaningful relationships with your kids, it cannot foster camaraderie with your co-workers, it cannot magically make you smarter or more knowledgeable. All of those things take time and dedication. If you are simply checking things of of a list - read the kids a bedtime story (check), read a business book (check), make a dinner reservation for date night (check) - you may not be fully experiencing the joys of life.
"No matter how productive you are, you can not do it all."
I don't want you to feel discouraged though, because I have a few suggestions for you!
To be truly productive, it is almost imperative to have a master to-do list where you record everything you need to do and use it to prioritize your actions as you work toward completing tasks that will ultimately help you accomplish your goals. Though I believe this is true, today I want to introduce a different concept that I think is almost as important to your personal productivity - a done list!
A done list is just what it sounds like, a list of things you’ve completed. There are a couple of options on how to create a done list, but before I tell you HOW, let me tell you WHY.
Why a Done List?
1. Develops Positive Emotions
Sometimes in the midst of all the items left undone on our to do list, it’s easy to forget all that was accomplished in a day. At the end of the work day, the emotions we feel are directly related to the progress we made (or didn’t make.)
Dr. Teresa Amabile, a Harvard Business School professor and co-author of The Progress Principle found that when people recognized their small accomplishments, they experienced more positive emotions which in turn, encouraged future accomplishment. In a Harvard Business Review article, she explained a study which analyzed 12,000 employees on a daily basis. ”On days when they made progress, our participants reported more positive emotions. They not only were in a more upbeat mood in general but also expressed more joy, warmth, and pride.”
2. Creates Momentum
We tend to focus more on our failures than our successes, so keeping track of what we’ve accomplished can remind us of what we are capable of. Organizational psychologist, Karl Weick says “Once a small win has been accomplished, forces are set in motion that favor another small win. When a solution is put in place, the next solvable problem often becomes more visible.”
Completing a task feels so much better than starting 10 tasks and not quite finishing any of them! Every time you record something you’ve finished, you get a little hit of dopamine, a type of neurotransmitter in your body’s nervous system that plays a role in feeling pleasure. It actually helps us focus and improves motivation. So completing one item literally can increase our chances of completing the next one.
A woman with many roles in life who knows the necessity of keeping things in order!