I am loving this journey of becoming more intentional about how I spend my time so I can multiply my impact.
The conversations of the past weeks with my client Steve and newfound collaborator Richard Medcalf have been enlightening.
So much so that I wanted to share just a few more practical tips with you that have emerged this week in the hope that they may help you also.
#1 – Auditing my time was far more useful AND fun than just filling in a spreadsheet (thank goodness). Each time I made an entry I became much more conscious of my priorities and ways to spend less time doing what I was doing. Download here if you haven't tried it yet. I can thoroughly recommend the exercise (instructions inside).
#2 – Richard's idea of using prisons and fortresses in freeing up time is golden. I am experimenting with some ways to do this that I thought might help you also, as well as some organisation-wide tactics being employed by some of my clients.
First, my own two experiments:
My prison – Locking away 90 minutes late in the day each Friday to do the admin stuff. No more checking who has paid us first thing every day, working out which invoices to chase or edit, or tidying up loose ends as they decide to loosen themselves. I am finding the reduction in context shifting useful but finding it hard to be disciplined!
My fortress – Saving Thursdays for my ‘flow day'. This means no meetings, coaching sessions or any other interruptions if I can possibly help it. I'll move the day when needed (especially for the rest of this half year as I have existing client bookings I can't move). Next year, however, I'll lock it away universally. So far, the very idea of having a whole day with no meetings feels luxurious, making Thursdays (ie today, when I am writing this post!) feel a bit like a sanctuary.
And to three other interesting ones I have heard of recently:
- Facebook holds ‘Meeting Free Wednesdays' to enable their people to dive deeply into their work. In working with them over the past couple of years I can confirm they stick to it and find it productive.
- Endeavour Drinks does this differently. They block out between 1-2 hours early in each day where meetings are banned. Given the fast-paced nature of retail businesses, I can see these smaller chunks which taken together equal about a day of time, working well. Their need to be responsive to customers means locking away a whole day would not work for them.
- Steve, the client who gave me the ‘strategy hacker' idea, locks away two, two-hour blocks each week to solve problems and work at his whiteboard. He has found that between 10am and mid day on Tuesdays and Thursdays work best for him. This enables him to clear his desk and mind of urgent things first and then ‘grab a cup of tea and a biscuit' before heading to his office to hunker down for a couple of hours.
#3 – Using an electronic time tracking tool is also becoming surprisingly useful. I had not realised how much time I spend emailing for one thing. I am still getting the hang of it, but am finding RescueTime offers me a low-effort yet insightful view on both how I spend my time. It also allows me to tell it how productive I am using each tool I use which gives me a crude measure of productivity too.
#4 – For this to work, I need to get better at delegating. I don't just mean willing to do it, either. I mean knowing how to do it. Some of my efforts here have borne fruit, others need me to be more specific, particularly when working with new team members.
Again Michael Hyatt has come to the rescue with his tips on the subject. He offers four levels of delegation, which you can learn more about here.
I hope you have found this useful – do let me know how your own experiments have gone.
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PRESENTED BY DAVINA STANLEY
I love what I do.
I help senior leaders and their teams prepare high-quality papers and presentations in a fraction of the time.
This involves 'nailing' the message that will quickly engage decision makers in the required outcome.
I leverage 25+ years' experience including
- learning structured thinking techniques at McKinsey in Hong Kong in the mid 1990s before coaching and training their teams globally as a freelancer for a further 15 years
- being approved to teach the Pyramid Principle by Barbara Minto in 2009
- helping CEOs, C-suite leaders and their reports deeply understand their stakeholder needs and communicate accordingly
- seeing leaders cut the number of times they review major papers by ~30% and teams cut the amount of time they take to prepare major papers by ~20%*
- watching senior meetings focus on substantive discussions and better decisions rather than trying to clarify the issue
My approach helps anyone who needs to engage senior leaders and Boards.
Recent clients include 7Eleven, KPMG, Mercer, Meta, Woolworths.
Learn more at www.clarityfirstprogram.com
(*) Numbers are based on 2023 client benchmarking results.