Avoid Business Overwhelm: 5 Hidden Secrets to Gain Extra Hours out of Your Same Workday

Did you know that the average business worker spends nearly nine hours each week just looking for information? That’s almost two hours a day!

The 5 Hidden Secrets I’m about to share with you are about using an entirely new and different approach to Time Management. In doing so, you will gain back more time in your workday AND avoid Business Overwhelm.

You’ll get more done in the same or less hours. Don’t believe me? Just take these simple steps and processes and apply them yourself. Then, you decide.

That’s what I did. I’ve been fortunate enough to study and learn from some of the world’s greatest managers. They were the best because they knew how to manage time at the highest level. But I didn’t just learn from them. Instead, I proved for myself what they taught me. I’ve used these “Secrets” not only in Corporate America but also over the past 10 years consulting some of the fastest growing companies in their markets.

Let’s get right into the Secrets.

  1. Learn to “Weight” Tasks. Along the same lines as the much overused word “priority” the use of Weights is an expanded level of looking at Tasks. For each and every Task that you are responsible for, whether you delegate the Task or do it yourself, ALWAYS assign a Weight to it first. High would be the same day or next day. Medium would be in the next few days. Low would be in the next few weeks or month.
  2. Have a Killer, Multi-Dimensional To Do List. Having a To List can really be a waste of time. But to really save Time in your day, having a multidimensional To Do List guarantees you’ll gain Time. These type of lists don’t just have a Task listed but also record the Resource Assigned and the Date & Time the Task must be completed. Finally, an effective To Do List includes 3 other components: Short-Term Tasks; Long-Term Tasks: and NOT To Do Tasks.
  3. Avoid Meetings like the Plague. Top Time Managers know meetings are the great Time Sucker. Not because Meetings aren’t important, but because nearly 98% of workers don’t know how to properly conduct them. Most of the time, meetings are  a waste of time because they were unnecessary in the first place. So, avoid them and you’ll instantly gain more time.
  4. Use Email as their Weapon of Mass Delegation. Time Management Pros use email to Delegate and gain massive Leverage. But they don’t merely “dump” by sending gazillion emails. They deploy proven and effective delegation methods that achieve real results and thus leverage. They accomplish more and spend less time doing it.
  5. Have a Structured Workday. Time Management Pros have a Structured Workday and never stray from it. That means BLOCKS of time designated for specific activities, whether checking email, making call, working on projects or having meetings. They are disciplined.

Using the 5 Secrets you just learned, what SPECIFIC ACTION STEPS can you take RIGHT NOW, today, that can move you on the path to being an even better manager of time?

Here’s some real specifics to try. Test at least one of the following:

  • Stop punching a clock & focus on Performance.
    • How you move from Time based to Performance based is all about your To Do List and your job’s specific duties.
    • Make a 1 page List of your role’s most important duties and tasks. Then, start to measure your performance on doing JUST those important duties.
    • Leave work every day the next week at 5pm, no matter what. If you think your Boss is going to have an issue with this, talk to them beforehand and tell them you’re focusing more on productivity. You want to perform an experiment for 1 week. Nearly all bosses will say yes to this short test.
      • By setting a stopping time, you’ll force yourself to get more done in your “standard” work day. Try it out and see. You’ll find you HUSTLE more during the regular work day and might not waste as much time with meaningless things or conversations as you did in the past.
  • Quit looking for work to keep you busy. Being efficient is still a waste of time if you’re performing unnecessary Tasks that others could do or don’t need to be done in the first place.
    • As discussed in the first Action Tip, make a 1 page LIST of your role’s most important duties and tasks. Then, start to measure your performance on those important items only.
    • Use this LIST to guide your day or week.
    • Do NOT surf the internet for 1 week while at work.
    • Perform your MOST IMPORTANT Tasks or Duties FIRST. Do not put them off and waste your time with unimportant Tasks. For 1 week, do the Big Stuff first thing in your day. Don’t save it to last or late in your workday.
  • Create a Structure Workday. Here’s an outline of a basic structured day. This is NOT listed by HOURS as we want to REDUCE those for you. Instead, it is based on Tasks or Areas:

Start of Day

  • 1st Pass at Emails
    • Can be 5-60 minutes. Stop after 60 minutes no matter how far you get.
  • Check Voicemail
  • Important Calls Block
    • Can be 5-30 minutes. Do NOT go over that.
  • Work on Project(s)
  • Meeting Blocks
    • Can be 5 minutes to 2 hours. Studies show anything beyond 2 hours has diminishing returns. You should switch to another Task after 2 hours no matter what.
  • Food- eat, refuel, take a break.
  • Work on Project(s)
  • Meeting Blocks
    • Again, can be 5 minutes to 2 hours. Studies show anything beyond 2 hours has diminishing returns. You should switch to another Task after 2 hours no matter what.
  • 2nd Pass on Emails
    • Again, can be 5-60 minutes. Stop after 60 minutes no matter how far you get.
  • Follow-up Phone Calls Block
  • Last Look at Email Inbox & Delegation To Do List
  • Home after a satisfying and fulfilling day!!

End of Day

As you setup your New Work Day Structure you need to COMMUNICATE this structure to everyone who comes in contact with you. Essentially, you need to establish or re-establish BOUNDARIES.

Communication can be accomplished in many manners. You can have conversations with your peers, co-workers or boss. You could also setup new Voicemail Message and Out of Office Setting responses for email that will communicate to people your new availability.

REASON: This gives you the boundaries to have your Structured Work Day. Also, it PREVENTS interruption.

  • Never take an unscheduled call or meeting
  • Only attend a meeting (or call) that has a pre-set agenda that is provided AHEAD of time.

The Key with any new Strategies is you MUST make them actionable. That means don’t just read this awesome information but put it into ACTION.

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