You’ve color-coded your calendar and blocked your day into 15-minute segments. You’ve read the books, listened to the podcasts and followed all the pro tips on time management. You’re still falling behind, though. Sound familiar? You’re not the problem. Most of us get interrupted constantly, and each time, it can take over 20 minutes to get your focus back.
John Hall, the co-founder of Calendar, a scheduling and time management app, says that if you want to manage your time better, you should focus on strategies that actually work based on real-world constraints. In this issue of PromoPro Daily, we share his tips for achieving true productivity.
Work by your energy rather than the clock. Everyone is wired differently. Some people feel most focused and energized first thing in the morning, while others feel that way at night. Traditional time blocking expects people to maintain a steady output from 9 AM to 5 PM. However, that doesn’t account for natural peaks and dips in energy. Hall recommends aligning your tasks with your natural energy cycles. This will result in more meaningful work with less effort.
Ruthlessly prioritize what matters. Not all tasks on your to-do list will move the needle. That’s why it’s important to keep a sharp eye for prioritization, Hall says. Constantly assess the value and necessity of your tasks and choose activities that will have the most significant impact. Consider whether you can delegate, eliminate or automate some of what you’re doing.
Build resilient systems. Rigid schedules don’t work, Hall says. Rather than try to micromanage every hour, build systems that help you stay grounded and flexible, even when things don’t go as planned. He suggests setting aside a specific time every week to review your progress and realign your priorities. You may also want to establish a morning ritual and a shutdown routine.
Fiercely protect your attention. It’s your most valuable resource, and it’s constantly under attack by distractions. Treat it like a non-renewable asset. Turn off unnecessary notifications, schedule specific times to respond to emails and messages and work in focused sprints. This will train your brain to maintain attention and minimize mental fatigue, Hall says.
Redefine success daily. Constantly pursuing more rarely provides a sense of accomplishment. You may technically be productive but constant striving can lead to a pervasive feeling of inadequacy. The solution, according to Hall, is to include non-work accomplishments when defining a successful day. Maybe it’s having a distraction-free dinner with your family or completing 1 challenging sales call with your complete presence.
Unexpected things will inevitably arise in your workday. Rather than fighting against those things, aim for clarity. Align your energy and attention to work on what matters. True productivity isn’t about optimizing every minute but making intentional progress.
Compiled by Audrey Sellers
Source: John Hall is the co-founder of Calendar, a scheduling and time management app. He’s also a keynote speaker.
