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prioritizing

The Benefits of Combining Your Calendar and To Do List

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The Strength of These Two Things Together Can Increase Your Productivity

As business owners, entrepreneurs, hardworking employees of companies, and active people, we find ourselves busier than ever during this time of the year. As we approach the end of one year and begin preparing for next, there just isn’t enough time to get everything done. Add to this the Holiday season and everything that goes with this…it can get overwhelming.

As busy people we struggle trying to get everything done. The thing we need to remember is…

We don’t have to get EVERYTHING done.

Instead, we should prioritize our actions and focus on the first next thing. What is the most important thing currently on the list? At the same time we need to remember there is a limited amount of time available.

Recently I had a day that made the importance of a calendar and the limits of time very clear.

I typically have my calendar packed tight. Some of you have seen my calendar and know what I’m talking about. On this particular day, I had no meetings or events scheduled. I was lazy about putting things on the calendar.

As always, I had a long list of things to do. More than I could ever get done. The problem with not having things scheduled on the calendar is…the importance of time available is lost. At the end of that day, I was disappointed in how little I got done. I should have put things on the calendar.

This is why it’s important to use a list and a calendar together.

A calendar is a visual view of the time available. As you put things on the calendar, the day, the week(s) and the future begin to fill up. It’s a gauge for what you can get done. It isn’t an exact science; you already know that some things are going to take longer than you plan for.

Seeing this limited amount of time packed to the point of running over amps up the sense of urgency. This increased urgency improves productivity. It’s a black and white way to see the limited time available, a list of things to do doesn’t show you this.

A calendar is a great way to measure the time you have to do the things on the list.

The purpose of lists is to keep track of things that need to be done. We all have lists of things to do, whether it’s in our head, on paper or electronic. I use OneNote for my lists because of its simplicity, connect-ability, flexibility and options available.

The thing that I like about my OneNote list is that it improves my ability to keep track of the things on the list and allows me to easily move things around and add or remove as things change. And we all know that things never change. 😊

A list is a great way for prioritizing things that need done first and keeping track of the rest.

A calendar is a time focused tool. The “to do list” is just what it says…a list of things to do. These are two different tools, with different purposes and abilities that work well together.

Most of us business owners, entrepreneurs, hardworking employees of companies, and active people want to be more productive. Using these two tools to support each other is a good place to start.

Why is it so Hard to Decide Which Thing is More Important Than Another?

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Too Often, Prioritizing Comes Down to What the Hottest Fire Is

What should I do first? There are so many things to choose from. What makes one thing more important?

Today we’ll talk priorities.

I’ve spent the last couple of weeks discussing how we make managing our time more complicated than it needs to be and how if we’re intentional we can manage it better.

This is no different than any decisions we make. We have the power. We can choose.

But this is the hard part. It makes us responsible. If it doesn’t work out…it’s our fault. We’re to blame.

Don’t kid yourself…your choices are always your fault. Just own it, make the best choices you can and keep moving forward.

Making these kinds of decisions ultimately comes down to who you are. You need to get clear about this and prioritize accordingly.

It comes down to deciding what your big rocks are.

Growing in your faith? Spending more time with your family? Serving your customers better? Paying off debt? Taking better care of yourself physically and mentally? Helping with community projects?

All good things…

But there’s a limited space in your time jar and only so many rocks will fit.

Deciding what’s urgent, important or not is hard. Too much of the time we find ourselves fighting fires. Too often, this comes from a lack of preparation.

Most of us are aware of the time management quadrant which uses the idea of sorting things into the 4 different areas.

  • Quadrant 1 is fire-fighting (urgent & important). This is easily recognized and where most of us spend way too much time. This is the get down to the core action of, if the house is on fire and the phones ringing…do we answer the phone or get the kids out of the house? The problem is we should have spent more on important rather than urgent and maybe we could have prevented the fire.
  • Quadrant 2 is quality time (important & not urgent). This is the area where we should focus. It’s where we get the most return on our investment of time and energy. It’s also the hardest because there’s no immediate rush like there is when fighting fires.
  • Quadrant 3 is distractions (urgent & not important). We can fill this quadrant with an endless list of small and trivial tasks convincing ourselves that they are important, because they probably are. The things in this quadrant require less time and energy than the ‘really’ important tasks. The question is, are you doing them because they’re important…or because it feels good to check thing off the list?
  • Quadrant 4 is time-wasters (not important & not urgent). The things in this quadrant are the things of least importance. These things serve no direct purpose in accomplishing the important things in your life. You want to avoid wasting time on these things.

While this is a great plan, it still comes down to who you are and what your priorities are.

This is the hardest part.

A lack of planning and preparation is what leads to the fires starting. This doesn’t mean that there aren’t going to be times when someone throws a match into your plans, and you have to stop what you’re doing and fight the fire.

The better prepared we are the less hot the fire will be and the quicker it can be put out.

Hot fires are a good way to get burned.

Don’t get burned by your time management. Know who you are and what your priorities are and put in the biggest rock first.

Why Do We Make Managing Time as Complicated as Rocket Science?

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When in Reality, It’s as Simple as One, Two, Three

I’ve shared before about some of the great discussions we have in our masterclass. This week’s was no different.

The question that got the gears in my head spinning was this –

When self-employed and working from home, how does one schedule time and determine boundaries?

Now, is this a great question or what. How does one do this?

When working from home it’s easy to be sidetracked by all the things that need done, like – yard work, gardening, vacuuming, washing the dishes, repair projects, laundry, changing the oil in the car, checking out social media, researching new and better computer programs, emailing old friends… You get the point! All the things on this list are worthwhile and important things that need to be done.

There were some great answers from of the group.

  • I work when my wife is gone to work. When she gets home, I stop working and spend time with her.
  • I have an office space that is only accessed by going through the garage, up some stairs and through the attic.
  • I start my day at 8:00 just as if I was going to an office.

The key to managing time is intentionality!

Having been self-employed for most of the past forty years I have a head start on most of the people in this group. But believe me I understand. I’ve struggled with this for years and just began to figure out over the past 8-10 years.

My figuring it out took a big step forward with a wakeup call from God. He got my attention with a board upside the head, literally. This incident persuaded me to step back and look at things differently. I got a more well-rounded, big picture view of life and it helped me to see things differently.

I’m a workaholic and love what I do. Now I look at my whole life, all the different aspects of it, as my employment. This a word that is typically connected to a job, but that’s not completely accurate. Being employed is – the active use of or engagement in services. Being engaged in activity. I see employment as more than just a job.

The freedom perceived as a part of self-employment is the one thing that most often prevents these ventures from succeeding.

One of the biggest issues with self-employment is lack of boundaries. It’s like kids when they first move out of their parent’s home. There’s a newfound freedom. Nobody is looking over their shoulder telling them to get up and go to class or to not stay out late so they can get up and go to work.

Most people have been raised with some kind of structure. Working for someone else is the same thing. When we become self-employed it’s like moving out for the first time. There’s no boss preventing me from washing the dishes or mowing the yard.

This new freedom leads to an uncertain, unclear understanding of what we should do, when we should do it and in what order.

There are three things that need to be present if you are going to be successful in self-employment. –

  • Intentionality – Be intentional about what you spend your time on. Why is it that we won’t be late to a meeting with other people, but will blow off meeting with ourselves? We’ve been given enough time to do everything we should…just not everything we want.
  • Prioritization – This one can be tough. What makes one thing more important than another. This is where being crystal on who you are, who you’re going to help and how you’re going to help them comes in.
  • Spending time wisely – Time is limited. It is the most valuable commodity you have. It’s up to you to decide how much you’re going to spend and what you’re going to spend it on.

The SELF in self-employment means “the buck stops here”. It’s up to me to manage my time…no one else. Our human nature is to make things more complicated than they are or need to be.

Managing time doesn’t have to be rocket science. Intentionally prioritizing how you spend your time is all it takes.

Check back, we will break these down more in the coming weeks.

It’s Time for Laser Like Focus

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The word "Goal" with a dart hitting the center of a target on the letter "o"

Learn from the Past, Look to the Future, Live in the Present

Over the past few weeks, we’ve looked at determining where you want your life to go and a plan for how to get there. It’s easy to get caught up in all the noise and not know which way to go.

One thing is for sure, if you don’t move, you’ll never get there!

The first week we looked at the importance of having a clear direction. We compared a life GPS, “Goal Prioritization System”, to a GPS used for reaching your destination in your vehicle. You need to start with your why.

The next week’s focus was how to determine “where there is”. This involves opening ourselves up to those big dreams that come by opening our heart to hear the still small voice of our Creator.

Third was cleaning up your dreams and making them a vision. It’s the action of giving dreams some form and a description. In this post I shared some of my big dreams and the process of turning them into a vision.

Last week we went into how to set goals so that you will have a way to measure your progress along the way. The first three weeks were more thinking and planning. This is critical to knowing the destination. In the fourth post we move into the action part of the system.

Now it’s time to get to the PRIORITIZATION part of the Goal Prioritization System.

To be able to reach the destination, we need to prioritize which things need done in what order, we need to be clear on our MISSION. A mission is a clear assignment to be carried out if we are going to achieve our VISION.

My purpose, “Help people find solutions for building their dreams through better business systems, quality construction projects and life lessons.”, is my why. This is what the still small voice spoke to my heart. My vision was shared in the week before lasts post. This is my where.

We have our WHY and our WHERE the mission is the HOW.

Our mission:

Bridge the gap between construction companies and customers.We do this by providing construction businesses with systems and training to make their companies more efficient and effective while educating customers in what to expect throughout the entire construction process.

With our vision and our mission, we know where we’re going and how we’re going to get there.

We’ve looked back and reviewed what we did wrong and what we did right. We can’t change the past…we can only learn from it and move forward. In the infamous words of Franco Bertollini in Gumball Rally…

“What’s behind me is not important.”

Life is like this movie. The drivers start out with a purpose and know their destination. Each team determines what the best plan is for them. As they race across the country they are faced with choices along the way, some planned for and some not. They may have to make split second decisions that will alter their route. But if they are going to achieve their VISION, those decisions need to be based on their MISSION.

We’ve learned from what we been through up to this point. We need to be flexibly rigid. Flexible when it comes to the future because we don’t know what is around the next corner. Rigid in decisions we make, based on our mission. All we can control is this moment we’re in right now. Learn from the past, look to the future, live in the present.

If our focus is on a clear MISSION, the choices in the present become easier.

How Do I Get from Here to There?

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With a Clear Understanding of Your Life’s GPS

A friend and I were recently discussing the sense of out-of-control overwhelm that we were both experiencing. There are so many important, valuable, worthwhile things to do. How will I ever get them all done?

My to-do-list is so long there’s not enough time to read it…let alone do it.

I’m tired of being stuck in this rut and am looking for a way out. Some of the things on our lists were classes and trainings. These should be something to help, but too often just becomes another thing on the list.

Most of us want a clearer direction, but don’t know what that is.

I’ve been thinking about this since our discussion…not to mention studying about it. As I was researching ways to better achieve goals it became clear that there isn’t any real difference in any of them. Sure, there are small nuanced differences but they’re really all the same.

Sometimes the same thing we heard several times before resonates with us this time. Who knows why? It may be the presenter, or the form of presentation, or maybe it’s just timing, who knows? An example of this recently is when I was going through Mark Shinnerer’s, Vision Building course and his comparison of a GPS to a life plan. There really are a lot of similarities in life planning and a GPS.

One thing that’s critical to achieving goals is in prioritization.

This is one of the places I struggle most. When looking at that huge long list of all those important, valuable, worthwhile things to do. Where do I start? This is where accomplishment gets lost. Too much time spent trying to decide.

Here are some GPS similarities:

When going from here to there, using a Global Positioning System, we put in the destination we want to go, and it gives us optional routes to get there. When planning to go from here to there in life’s journey we need to use a Goal Prioritization System. This system will help us determine the path we will take to reach our purpose destination.

  • Determine where you want to go before you start – Knowing where you want to go will make the trip more productive. This doesn’t mean that you can’t change the destination later, but it takes away from forward progress.
  • Choose which of the routes you’re going to take – There are options of shorter and more direct or longer and more scenic. There’s no right or wrong, just choose one and get started. As you are on your way you can change your mind and the GPS will reroute you.
  • Unexpected things out of your control happen – You may encounter road work or a flat tire. These things require some adjustment to your schedule and/or possibly your route. Remember these things happening are out of your control, but how you react to them isn’t.
  • Unplanned things that are in your control – When in route you may encounter scenic stops. You can choose whether to take the time to slow down and smell the roses. You might also come across someone who has had trouble. Stopping or not is also a choice you get to make.

Once you have a clear vision of your destination it’s up to you to get in gear and step on the gas, otherwise you will just sit there thinking about what might have been.

If you don’t move forward you will never reach your destination.

Why Do We Put Things Off Until the Last Minute?

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This Seems to Be Especially Prevalent in The Construction Industry

I was visiting with some people recently about the disappointing number of companies signing up for the upcoming Blueprint for Building a Better Proposal workshop. I’ve seen the results of poor communication between contractor and customer. This workshop would help with this problem.

Every one of the people I was talking with said the same thing. “They’re contractors, they’re not going to sign up until the last minute. I wouldn’t be surprised if they just show up.”

Later I visited with a few different construction company owners and asked if they were coming to the workshop. Their answers were eerily similar…I’m not sure if I have time. I’ve got a lot of work scheduled. I’m not sure that I can afford to take a day off work. I’ll have to wait and see how things are going.”

Why would this be a problem in construction more than other industries?

I don’t know if it is more of an issue in construction than anywhere else or if it just seems that way because that’s where my focus is. There are a few things that I think contribute to this situation, construction or not.

Why are there so many that aren’t signing up for the workshop?

We’re too busy – We’ve said yes to too many things. We feel pulled in so many different directions. It’s common to hear people say, “I don’t have enough time.” Most of us overbook and then spend most of our time fighting the hottest fire. My argument is –

God has given us enough time…it’s up to us to invest it wisely.

We struggle with prioritizing – I’ve got this important project that I’m working on. It’s more important than learning something new. Every day we are learning in a variety of ways. The question is, which is the better investment, learning from “on the job mistakes” or from someone else’s. On the job mistakes can be very costly.

Learning from what someone else has learned is a good investment.

Not sure if that training is for me – How will you ever know if you don’t check it out? Most of the time our uncertainty is fear. We’re afraid to learn new things. “I’ve managed to get along just fine so far”. Wouldn’t it be nice to have a predesigned system that would improve your communication and increase your accuracy? The question is…

How long can “getting along just fine” be sustained?

I can’t afford it – Things are tight right now. Profits are down. Maybe I can do it next time. What if your out of business before the next time. There is a cost to any kind of schooling formal or otherwise. How long can you afford to not invest in yourself?

Investing in this workshop now, improves your odds for a brighter future.

I don’t know if the construction industry procrastinates more than any other. What I do know is, if you’re in the construction industry, time is running out to invest in yourself and your business. Don’t put it off any longer. Stop procrastinating and get signed up for the Blueprint for Building a Better Proposal workshop.

If you or someone you know would benefit from learning how to do better proposals, sign up here.

How I Use My Calendar to be More Productive

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Investing Your Time Intentionally Is the Key to Unlocking Productivity

There are as many different ways to use calendars as there are people. Not only that, but if you’re like me, the way we use them continues to change. Not to mention, that calendars themselves keep changing. They have gone from tracking days by scratching a mark in the wall of a cave to now being computerized.

Purpose driven people are constantly looking for ways to be more productive.

I don’t know if I’m going through a phase or if getting older is making me more aware of the limited time I have to spend. Either way my desire to be more productive is at an all-time high.

When scheduling things, it is important to be flexibly rigid. This is balancing the importance of planning with intentionality and the realization that life happens. Finding that balance is hard.

One of the benefits to a computer calendar is the ease with which things can be added, shared, moved or deleted…this is also a detriment. Over the past few years I realized that I was moving things on the calendar that I had scheduled with myself. I would schedule tasks for myself on the calendar and they would get pushed back and back and back again. Then I realized I wasn’t giving meetings with myself as much importance as those with others.

Then I realized the calendar is like any other tool. It doesn’t serve its purpose if it isn’t used properly.

The first thing with any tool is to determine what its purpose(s) is and use it accordingly.

  • Scheduling meetings – The most basic purpose of a calendar is for scheduling meetings. These may be recurring meeting or one-time meetings. Scheduling our tasks as meetings with ourselves and giving them equal importance is critical to productivity.

  • Reminder of things ahead – This could be meetings, events, actions, birthdays, anniversaries, etc.

  • Budgeting time – Similar to money a calendar can work like a budget for time. When you start filling out the calendar there is a limit to how much space there is. When it gets filled up, you’re going to need to stop trying to spend more.

  • Prioritizing what you spend time on – Once the calendar is full and there are still things to put on it, you must decide what goes on and what comes off. This calls for a time triage

Determine what works best for you and use your calendar accordingly.

Some days I would accomplish almost everything on my list and then there were days where it felt like I hadn’t achieved hardly anything. As I began to study why that was, it became apparent that the most productive days were the ones that I had packed the calendar full, from beginning to end, even little things. The days that were less productive had more unscheduled and open time. I realized that when my day was scheduled so full that I didn’t think I could get it all done, I was focused and did much better at staying on task.

Over the past few weeks, I’ve been scheduling my calendar full, to the point of some days being scheduled tight without any open space. In doing this I have noticed that I have been consistently more productive. This doesn’t mean that everything gets done, just that I’ve been more productive.

There’s still a lot of room for improvement, but this seems to be working.

I still need to work on being wiser about what I spend my time on. There’s limited time so we all need to be good stewards of the time we’ve been given. Being productive requires intentional action. Productivity seems like a big monster, but we can take him out if we’ll just start implementing small steps in the right direction.