Hate playing catch-up?
This post is a result of many cries from my readers that I hear day in and out - WHERE DOES THE TIME GO?!
There’s so much to learn; our to-do lists are ever-growing and never-shrinking; our heads are spinning; and there’s no end in sight.
And I am no different - that’s how I feel many a day myself.
Being a doer by nature though, I rolled up my sleeves (wait, what sleeves? It’s been in the 80′s for a couple of weeks now here in Southern AZ - top that!) and started researching at least one aspect of this overwhelming issue - so much to do, so little time - TIME MANAGEMENT.
If we learn where our time goes, how we allocate it during the day (because, let’s face it - we can have a schedule all we want, but things come up all the time), we might be able to learn how to control it better that we do now.
So here are the two time management strategies that have helped me tremendously to learn more about where my time goes and how to make it count.
Time Management Strategy that Stood the Test of Time
I’m reminded of a story about Charles Schwab… He was the guy that ran Andrew Carnegie’s massive business back in the 1897 and was paid $1 Million a year… when $1 Million a year was a LOT of money.
(I pulled the story from this source.)
One day a management consultant, Ivy Lee, called on Schwab of the Bethlehem Steel Company.
Lee outlined briefly his firm’s services, ending with the statement: “With our service, you’ll know how to manage better.”
The indignant Schwab said, “I’m not managing as well now as I know how. What we need around here is not more “knowing”, but more doing, not knowledge, but action; if you can give us something to pep us up to do the things we ALREADY KNOW we ought to do, I’ll gladly listen to you and pay you anything you ask.”
“Fine”, said Lee. “I can give you something in twenty minutes that will step up your action and doing at least 50 percent”.
“O.K.”, said Schwab. “I have just about that much time before I must leave to catch a train. What’s your idea?”
Lee pulled a blank 3×5 note sheet out of his pocket, handed it to Schwab and said: “Write on this sheet the five most important tasks you have to do tomorrow”. That took about three minutes.
“Now”, said Lee, “number them in the order of their importance”. Five more minutes pass.
“Now”, said Lee, “put this sheet in you pocket and the first thing tomorrow morning look at item one and start working on it. Pull the sheet out of your pocket every 15 minutes and look at item one until it is finished. Then tackle item two in the same way, then item three. Do this until quitting time. Don’t be concerned if you only finished two or three, or even if you only finish one item. You’ll be working on the important ones. The others can wait. If you can’t finish them all by this method, you couldn’t with another method either, and without some system you’d probably not even decide which are most important”.
“Spend the last five minutes of every working day making out a “must ” list for the next day’s tasks. After you’ve convinced yourself of the worth of this system have your men try it. Try it out as long as you wish and then send me a check for what YOU think it’s worth”.
The whole interview lasted about twenty-five minutes.
In two weeks Schwab set Lee a check for $25,000 – a thousand dollars a minute.
He added a note saying the lesson was the most profitable from a money standpoint he had every learned.
Did it work?
In five years it turned the unknown Bethlehem Steel Company into the biggest independent steel producer in the world; made Schwab a hundred million dollar fortune, and the best known steel man alive at that time.
The key part of that story is this:
“What we need around here is not more “knowing” but more doing, not knowledge but action; if you can give us something to pep us up to do the things we ALREADY KNOW we ought to do, I’ll gladly listen to you and pay you anything you ask.”
Time Management Strategy that Stood the Test of Days
Now that we are inspired and pumped up (I love reading this story!), let me tell you how I started tracking my time to see where the holes are and what needs to change.
Actually, after I made the video, I thought to myself - why stop at your business time tracking?
If a neighbor stops by to borrow a cup of sugar, you can put that into the system as well. That way you know not only your productive time, but also what distracts you the most - and FIX IT.
Marketing Takeaway
Remember that Sunday Coffee with Ana post, where I challenged you to start thinking about how you are planning on separating your business from the crowds and coming up with better ways to monetize your online business?
I’ve had a lot of questions as to what I was going to do to take my blog to another level - and to make my business make more money while running much more efficiently than it does now.
Here are some things I’ve done so far:
- Redesigned the blog to give it a more updated look and to increase conversions. I am still in the process of split testing, tweaking, and improving - the part of running a business is never ending.
- Just cut down (most likely temporarily) on how many posts per week I publish. I am now on a Monday, Wednesday, Friday publishing schedule. Tuesdays and Thursdays are reserved for great guest posts, which between me and you, are hard to come by. You see it as a challenge? Glad you hear it. Submit your guest post here.
- I now offer services, which I wasn’t doing before. So if you are in the mood to have your blog taken apart piece by piece and then put back together to make a much healthier one or are dying to pick my brain for a hour over Skype on any traffic generation topics you wish, I am all yours.
- Of course, there’s a lot more brewing in this head of mine and you’ll be the first to know as I come up with new things.
As you chisel away at tasks that HAVE TO be done, make sure you:
1. Turn off Twitter, Facebook, Skype, etc.
2. Turn off your phone/cell phone (I do - or just ignore it).
3. Tell you neighbors that you don’t keep sugar in the house.
4. Ask your prospects/clients to make appointments.
5. Have a steaming hot pot of coffee ready.
I am sure I forgot a few “efficiency increasing” tricks and I am sure you’ll tell me about them down in the comments, but remember: keep “lock the kids in the closet” suggestions to yourselves!
Image source: http://www.jestbuzz.com/
Love it or hate it? Comment to show me that you’re alive!
Article by Ana Hoffman
Ana is the founder of Traffic Generation Cafe and wants you to know that Thesis + Scribe = SEO Made Simple.
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I am a wife to a great husband of 13 years (here ya go, now I have to make changes to this sentence once a year), a mother to a beautiful and, no doubt, genius little girl, and a successful internet entrepreneur. I also devoted my life to Jesus Christ many years ago, and He remains my true priority, focus, and hope.
{ 44 comments… read them below or add one }
hello Ana,
Time management is really a big thing to balance in life and to be a organised person you should not let things not to be done and making the to do list in a day is just a mind blowing idea to manage the time……..
As a manager, I am using a similar system for my teams, that consists in bi-weekly meetings, on monday we decide what’s essential to get done and assign it to people, while on friday we sum up what has been done and not, and if so, why. From an individual point of view I encourage people to keep track of what they have to do and of their progress in a similar way, using a collaborative platform like ActiveCollab (it’s one of the best project management software I had the chance to try and the only you can install in your own server).
This way I manage to be always on top of the situation while letting people freedom to decide HOW to manage their tasks, as I don’t really believe in micro-management.
GabrieIe Maidecchi invites you to read: Revenge of the Giant- Google Strikes Back With 1
Hi Ana,
From an efficiency standpoint, I find that I am most efficient if I have a somewhat set schedule for each task. So, I will write a post in the morning when I wake up and then get ready for work. Go to work and then in the evening I have my family time. Then check on my blog’s stats for the day. The thing that slows my efficiency down is when I get distracted by other tasks like checking my blog’s stats during the day. So, I try to focus on one thing at a time.
Richard invites you to read: My First Book!
Hi Ana,
Oh, i so need to implement a time management strategy one of these days!
I wake up at 7AM, go to bed at 10PM and while lying in bed i get depressed of how much time i actually wasted in between. All this on unimportant things that distracted me when i actually had important work to do.
My problems come from me not being very organized, but something’s got to change.
Maria
Maria Pavel invites you to read: CNA Training in California
It’s like we’re the same person Maria, I’m literally desperate for a decent time management system.
Unfortunately, I have other personal issues in the way, like pain medication that knocks me out of the game for up to 2hrs every 4.
Dennis Edell@ Direct Sales Marketing invites you to read: Should Guest Bloggers be Responsible for Replying to Comments
I have to say Ana, this was a brilliant post. Not only did I love the Charles Schwab story, but I always adore your videos.
Time Management is crucial to success. Especially in my situation where I also have a 9-5. We can not manage our brick and mortar by putting out fires and we can’t do it online either. We need to have a real, viable plan to help accomplish our tasks.
I like to A, B, C, D my tasks and move them up as needed. I look at things as being urgent, needs done fairly soon, and finally…can wait. All 3 have deadlines however and that is the key. Meet your deadlines. Dont think that because you are your own boss you can let deadlines slide.
Okay, done ranting.
Lisa
Lisa@ blog seo invites you to read: Link Building- What’s Up Doc sharing!
Hey Ana,
Time, something we all need more of. Time management is one of the most important things to learn.
I know I need to do better in that part of my business. I tend to jump around from one thing to another and of course check my email 100 times a day. Things I need to work on.
I had never heard of that tool on ODesk. That seems like an excellent tool to see what you’ve accomplished and to budget your time wisely.
Thanks for sharing this Ana and have a great day!
Ian Belanger@Network Marketing Success invites you to read: Overcoming Procrastination With A March Madness Bracket And Newton’s Law Of Motion Really
Ana,
I can’t tell you what a gift you gave me by sharing oDesk. I have been searching for such a tool for ages. I have always been good at making a list, prioritizing the tasks, and getting them completed, until social media.
My days disappear before I have even remotely completed my tasks. What I’m doing right now is a perfect example. I came to your blog, started reading and then listening to your video. Next thing I knew I was downloading oDesk, and now I’m commenting. I’ve certainly spent way longer here than I was planning.
Thank you so much for this tool. I feel it’s going to make a huge difference for me.
Connie
Forget all about time management when on my blog, Connie - I forgot to add that disclaimer, Connie.
So glad you liked Odesk idea - it’s a time saver for me, for sure.
Great post Ana!
I really like the Charles Schwab story, I had never heard it before. I might have to take you up on the guest post challenge, I really enjoy your blog!
Sean Mathena invites you to read: What is Your Most Valuable Possession
Hello Ana,
I don’t use any kind of programs that keeps track of time but I do use post-it’s lately and I find it to be working so far.
I too, don’t like that I am most of a “learner” then a “do-er” and i try everyday to set certain goal and act upon it, and lately I noticed that I started to skip some of my daily task for more fun and I am planning on cutting drastically on the fun part and increase my work load, because once you experienced laziness, it’s hard to go back and work hard.
Alex invites you to read: Gatit Pizza
What’s the fun in having no fun, Alex?
You are right though - setting priorities and sticking with them is extremely important.
I think the trick, as your story show’s, isn’t an issue of time management but rather priority management. I use an app on my Mac called things, and it’s very priority focused. Yes you can put due-dates on tasks, but for me it’s all about working on the highest priority items first, and those are what is going to help me grow my business and make more money. Things also has an iPhone app so I can record items wherever I go, so nothing is forgotten. That, and I can go to bed at night.
Robert Dempsey@Internet Marketing Strategies invites you to read: Free Is Great But Paying Helps You Fail Faster
Hi Robert,
I am also using Things for Mac, it’s an awesome software. And it has helped me a lot to stay focused on the most important tasks.
- Jens
Jens P. Berget invites you to read: The presentation of my first novel
Managing priorities vs just tasks is a problem in itself for many bloggers. Not everybody knows what makes them money and knows how to focus on that.
Does answering comments makes me money? No, not directly. But networking in general does. Is it a priority then? I am not so sure, yet here I am - answering my comments.
I will take a look at Things, Robert; thanks for the tip!
Ana
Well Ana I would say that you’ve shown a fairly serious issue for bloggers, at least those that want to make money (one way or another) blogging.
Robert Dempsey@Internet Marketing Strategies invites you to read: What Recovering From Alcoholism Taught Me About People
Hi Ana,
the flaw of time management is that we neglect it when we have plenty. If time seems to be scarce, we are more effective amd more productive because we set priorities better. With that said, the ultimate goal for me is having plenty of time and being productive.
Thanks for sharing your insights and congrats to expanding your services.
Take care
Oliver
Oliver Tausend invites you to read: Oliver Tausend’s Blog- Thanks To Top Commentators In March
You think it’s even remotely possible for us, Oliver? So far, I’ve never had too much time and don’t foresee it happening in the future.
Hi Ana,
Great time management tips. It is brick by brick that leads to a castle. And I have tried ODesk before but not for myself but for my clients so that they could track my work. But I will use it for myself now. Thanks for the post and video.
Lali Sandhu invites you to read: Give Google A Candy!
I’ve used it in the past for hired help as well, but this is the first time it occurred to me to “track myself” - turned out to be a very worthy thing to do.
Thanks for coming by, Lali.
Btw, in regards to our email chats, I’m happy to see your blog audits in your services list. ;-P)
Dennis Edell@ Direct Sales Marketing invites you to read: Should Guest Bloggers be Responsible for Replying to Comments
Had to happen - they take too long and I needed to realize this is a business after all.
Does this mean I lost that freebie chance? haha j/k
Dennis Edell@ Direct Sales Marketing invites you to read: Should Guest Bloggers be Responsible for Replying to Comments
That “neighbor asking for sugar” has got to be the number 1 time management nemesis for so many work at homes. “We” really need to explain better that just because we’re home, does not make us available 24/7.
Dennis Edell@ Direct Sales Marketing invites you to read: Take Your Blog Commenting to Brand New Heights!
I don’t think explanation will do it, Dennis; I tried so many times. Working from home is considered to be a hobby - and so far the minds are not changing.
If any one nose gets up in there to much, don’t be afraid to slam a door on it…so to speak.
They get the idea.
Dennis Edell@ Direct Sales Marketing invites you to read: Should Guest Bloggers be Responsible for Replying to Comments
Hi Ana,
I have been struggling with time management for years, but I have finally understood what you are saying in this post. I have read several books, for instance, Getting Things Done by David Allen (awesome book).
What I do, is basically what you’re saying, I add a list of 3 things (not 5) every single day. And I order them after importance. I do the three, and I won’t do anything else unless they are finished. Then, I write a new to-do list for the day after with 3 tasks.
I also add tasks that I don’t sort, tasks that I know I have to be doing sometime in the future. I look at this list once in a while, and take some of the stuff on this list and add them to the to-do lists I create every day.
To me, it’s important not to add too many time consuming tasks, and difficult tasks. This way, I won’t get them done. I want to be able to remove every task, every single day
- Jens
Jens P. Berget invites you to read: The presentation of my first novel
I like the list of 3, Jens - much less intimidating.
However, what do you do with ongoing tasks like emails or comments? If they are on your list, then that’s 2 of 3 already. Do you have a special provision for those?
Would love to hear your thoughts.
Ongoing tasks are not among the list of 3. I check my email 3 times a day, and I answer all the emails that will take me 5 minutes or less right away. The emails that will take me longer, I add to the list of things I need to do (the generic list). The same with the blog comments. I answer each blog comment that will take me 5 minutes or less, and everything else I put on the same list.
Then, when I am looking for the next 3 things to do the next day, I always look at the generic list and add things from this list as well. This works fairly well, the only problem is that the list of «small» things keeps growing
- Jens
Jens P. Berget invites you to read: The presentation of my first novel
Hi Ana,
The one resource we can never make more of is time.
What a sobering realization this is. Despite thinking that I really “got this” early in in life, it really only came rushing home when I got older.
So for those of you still celbrating youth…. just another little lesson to look forward to more than likely.:)
I love the Schwab story. Mike Dillard updated this a while ago by suggesting one do the same using software like Notepad or similar.
It did not work for me. It’s funny how things can somehow just hide away on your computers…. very convenient and alas ineffective, for me anyway.
I have used the 5 a day system for a little while but I have to hand write it and have it next to me all the time which just goes to show that you do have to look at it every 15 min.
Just recently I decided that I need to seriously throw out all those activities that are taking up too much of my time and which don’t lead to dollars in the end.
I like the sound of Odesk top help me do this so going to give it a go. Thanks for the tip.
~Marcus
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“Just recently I decided that I need to seriously throw out all those activities that are taking up too much of my time and which don’t lead to dollars in the end.”
I love it when you said that, Marcus.
It takes time that we already don’t have to identify those pesky time-consuming things that in the end don’t make any money, yet it’s one activity that we should all invest in heavily.
I like 5 a day so far, but it’s no walk in the park for me. I think we all have to readjust it to our own personalities and lifestyles.
Ana
Ana | Traffic Generation invites you to read: Link Building Tip- How to Do It the Smart Way
Yep, just recalled that story as you told it. Amazing, the power of organizing. Make a list, stick to it. Repeat each day. Make it a habit. You will NEVER run out of time is you know how to effectively prioritize.
Thanks for sharing Ana!
RB
Ryan Biddulph invites you to read: Got Mental Pond Scum- Or Are You Learning Now
Such a simple thing - a list, yet such a powerful implications.
Thanks for coming by, Ryan.
Ana | Traffic Generation invites you to read: Link Building Tip- How to Do It the Smart Way
Hey Ana,
A very important point to discuss, especially for bloggers. Time flows; it actually flies. Anyway, I can be proud that I do write down the next day’s most important and do-it-whatever tasks the previous night.
I deal with those tasks FIRST before taking up anything else. I prioritize those tasks with colored sketches, most urgent to normal tasks. For distraction, I turn off all social stuff. I am bit taken away by checking emails, but working on it to make myself unintentionally clicking the refresh button on my inbox.
I do switch off my TV. But I don’t lock up my kid in the closet, LOL. When he walks past me and wants me to take him, I do that. I use that time as a short break to walk him around the house. Helps me for blood circulation and stretching.
I also have taken myself back from the daily posting schedule since the start of 2011; given that I am NOT a full time blogger and I am a research scientist full time (that takes lot of brain work and time!!).
So ya, I hope I will live.
Nice post Ana.
Cheers,
Jane.
Jane | Find All Answers invites you to read: Blog Post or Business Ideas- How To Stop Them From Evaporating
You are the perfect example of what I should be doing, Jane - seriously!!!
The only problem with my daughter: five minutes won’t do it. She wants undivided attention and plenty of it.
Doing 3 posts a week is soooo much more in my comfort zone; plus, it gives my readers to digest the previous posts.
Thanks for sharing your way of doing it, Jane - I will try to follow your footsteps.
Ana
Ana | Traffic Generation invites you to read: Duplicate Content Phantom- Don’t Be Duped- Be Informed
I can vouch first hand, reader participation jumps considerably for me when I publish every 2-3-4 days with promotion in-between, then when I go on one of my writing/publishing sprees of daily for a while.
Considering what you get now, you comment participation should have no problems hitting triple digits a lot more often.
Dennis Edell@ Direct Sales Marketing invites you to read: Should Guest Bloggers be Responsible for Replying to Comments
I am definitely a doer as well. I read the book “Think And Grow Rich” by Napoleon Hill. That is where I heard the story about Ivy Lee.
I began using his technique five years ago and your right, it will never fail you.
Justin invites you to read: Is Refined Sugar Killing You
I keep forgetting to use it. I need to write down a note to make a note at the end of the day.
Ana | Traffic Generation invites you to read: Link Building Tip- How to Do It the Smart Way
I am one of those that keep asking the same question over and over at the end of the day… What the.. did I get accomplished toady? While I am sure I was somewhat productive throughout the day, my main problem is “not” keeping track of what I actually did. Most of the time I start with a plan for the day and end up putting a “todo” of the day to the “todo” of the next day
Bouncing on and off when an email arrives, checking stats, publishing posts, managing other websites, and the list can go on. Now, I am very familiar with oDesk as it is probably one of the first sites I joined to make money, and have that tool which I use to track only when I have a job to do, on oDesk. Now I know I can use it for something else.. I just hope I don’t get “disappointed” at the end of the day, when I find out, what I was doing, lol.
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I am exactly like you, Francisco - thus I have to have a plan and stick with it.
But yes, my least keeps carrying over to the next day and the day after, etc.
Odesk helps. Turning stuff off helps.
I don’t get any networking done, but I get the important stuff (whatever it is)…
Always a struggle.
Ana | Traffic Generation invites you to read: Content Writing vs Link Building- Chicken or the Egg
As a time management freak, I love anything related to the topic. Love the Schwab story. Amen to “not knowledge, but action.”
I’m a big GTDer, but also aligning more and more to the Ferris model of anti-time management management.
Alison Moore Smith|Lifestyle Design invites you to read: The 4-Hour Workweek Fatal Flaw- It’s MLM
Wow, Alison - you should write a guest post on this on for me; sounds like you know a great deal on the topic!
Ana | Traffic Generation invites you to read: How My Optin Email Marketing List Got Cut Down in Half in One Day
I think the hardest things to schedule are the “in the mood” stuff like writing for example. So I try to make my time management as flexible as I can, while still keeping to a daily To Do list. I have a set number of things I need to get done, but if I’m not in the mood for #1, I can do #2 knowing full well I’ll have to get back to #1 eventually before the day is out.
Like I always try to leave room to check out what others are saying on their blogs, after I write my own piece, but when I’m not in the mood to write, I simply reverse the order and often find some good ideas to work with.
Good points as usual, Ana! Thanks for reminding me to get to work
Ken Nadreau invites you to read: Customer Satisfaction
Very valid way to do it, Ken.
For me, however, most of the times I don’t have a choice but focus on the tasks that HAVE TO be done, whether I like it or not.
For instance, post writing. It’s not my favorite things, but it has to be done and if I wait till I am in the mood to write, I’ll never get to it.
But I am with me - sometimes I don’t want to work at all, and if I choose the tasks that irritate me the least at that time, I’ll get at least something done.
Once again, each one of us has their own balance.
Ana
Ana | Traffic Generation invites you to read: How to Build Links and Generate Traffic Using Web 20 Tools