How to Manage Time: 7 Easy Steps to Master Time Management, Prioritization, Delegation & Outsourcing | Miles Toole | Skillshare

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How to Manage Time: 7 Easy Steps to Master Time Management, Prioritization, Delegation & Outsourcing

teacher avatar Miles Toole, Personal Productivity Teacher

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

9 Lessons (1h 17m)
    • 1. Introduction - How to Manage Time

      2:11
    • 2. Chapter 1: Step 1 - Create a Strategy

      9:10
    • 3. Chapter 2: Step 2 - Plan

      13:37
    • 4. Chapter 3: Step 3 ‚Äď Prioritize

      10:53
    • 5. Chapter 4: Step 4 - Delegate and Outsource

      8:50
    • 6. Chapter 5: Step 5 - Eliminate Distractions

      9:18
    • 7. Chapter 6: Step 6 - Stop Multitasking

      11:09
    • 8. Chapter 7: Step 7 - Learn to Say No

      8:08
    • 9. Conclusion - How to Manage Time

      3:15
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About This Class

Do you find yourself rushing to finish work before its deadline? Are you constantly multitasking as a way to get more done? Does time seem to get away from you? If you answered yes to any of these questions, it may be time for you to learn the benefits of time management.--

Simply put, time management is the process of organizing and prioritizing your activities so you work smarter- not harder. Proper time management is a skill that enables you to control your days and the activities that go into them. But how do we even start to tackle all the forces that work against us? 

"How to Manage Time" breaks down the art of time management in an easy to follow format. Using a 7-step process with definitions, breakdowns, and explanations, this will become your go-to guide towards true efficiency. It strips away all the extraneous, unnecessary information and leaves you only with what is truly essential. 

These 7 steps use a customizable approach, so your effort in managing time is strategic, effective, and long lasting. The steps will ensure that you attack your trouble areas first, understand specifically what isn't working, and start from there. Start recognizing the areas you are mismanaging and all the ways you can change.

YOU WILL LEARN:
‚óŹ How to plan effectively.
‚óŹ The best ways to prioritize tasks.
‚óŹ To delegate and outsource your work.
‚óŹ How to say no.
‚óŹ To start focusing on single tasks.
‚óŹ How to eliminate distractions.
‚óŹ How to manage your days.
‚óŹ To regain control of your life.

We are all given the same amount of time. Then why are some people better at managing it than others? It's up to you to start learning and start acting. Taking responsibility for your work can be a daunting task, but it has never been easier with these 7 steps. Start making the most of the time that is given to you today!

Meet Your Teacher

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Miles Toole

Personal Productivity Teacher

Teacher

Miles Toole is the teacher of the "Personal Productivity" course series. He was formerly a literary agent with Curtis Black Ltd. and writes a popular blog on Personal Productivity. Toole turned to teaching several years ago to fulfil his life dream of educating students on the topic of Personal Productivity. He lives in New York City.

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Transcripts

1. Introduction - How to Manage Time: Introduction, Welcome to how to manage time. Going through the following chapters is the first step in becoming more efficient in your work. It seems that no matter what we do or where we do it, there are moments when time seems to slip away from us, whether at work or at home. Time management is a vital element in feeling more accomplished and our lives, both personally and professionally. Today, with our hectic and fast-paced lives, there are so many resources that aimed to help us make the most of our time. There are manuals and regimens, programs, and gadgets. But does it need to be so difficult? It is allocating blocks of time? Does certain tasks and activities really need to be so hard? The answer, despite common belief, is now, making time for our tasks does not need to be as complicated as many make it out to be. With the right tools and attitude. Anyone can get all their tasks done with ample time to spare. The following seven steps will condense these tools into a logical and easy to follow manner. These steps will help you to create a strategy so you can tackle your mismanagement problems head on. You'll learn the ways in which you can plan and organize your tasks in a streamlined manner with easy to learn skills. You will learn the importance of delegating and outstanding work. The myth of multitasking, as well as learning the importance of simply saying no. Time management is something that affects all of us every day, whether we're aware of it or not. That's why these steps will be easy to follow for anyone regardless of what you're trying to accomplish. As long as you're prepared to put in the effort, managing your time in an efficient way will come to you easily. Just follow these simple seven steps. 2. Chapter 1: Step 1 - Create a Strategy: Chapter one, step one, create a strategy. There are moments when we look up and realized that we've wasted a whole day. Or at times when we're scrambling to finish a task right before its deadline, we frantically write to-do lists that never seemed to end. Or use reminders, alerts, and deadlines to keep ourselves on track. Yet it seems like we do all this to no avail. Nothing seems to work. No matter how hard we tried to change our ways. We always fall into our old habits time and time again. But why? What are we doing wrong? What's the secret to managing our time in a logical manner in a way that, uh, last, that all comes down to strategy. We cannot solve an overarching problem. If we tackle it from all angles, it may sound counter-intuitive, but the key to better management of our time is recognizing where we're falling short and working on that specific area. First, the mismanagement of time affects every single person, students, teachers, business owners, artists, and everyone. And the reasons why we mismanage our time, our justice numerous. Before you try to force yourself into a new schedule or regimen, you need to fully understand what needs to change about the existing method. You currently have. A certain strategy that works for one person may not necessarily work for you. Your strategy and plan of action needs to be particular to your journey and goals. You can't expect to see positive results if you follow what everybody else is doing, take the following information in a way that'll be beneficial to you and your work. Know what tips in pieces of advice apply to you and which do not. A personalized strategy will ensure that you're tackling the issue in a methodical and logical manner. There are a few ways to begin. Ask why. We all struggle with wasting time to varying degrees. We need to understand where our time goes and how to gain better control over it. For some, distractions are a huge time waster. For others, laziness might be the culprit. Whatever it may be, there is a solution to the problem. Even the most intelligent and capable person will be remembered by in proper time management. We can do everything right yet never get to where we want to be. We have to ensure that we're not only doing the right things, but doing them at the right time with the right amount of time. So ask yourself, why? Why can't I accomplish all of my tasks? Take a look at a typical workday and pay attention to where you spend your time. Either use a time tracking app or a schedule to easily track your activities. Every time you switch activities or tasks jotted down, every time you start or stop working, make a note of it. Even write all the times you procrastinate and linger. Once this is complete, you'll be able to see what you're doing right. And what you're doing wrong. You may be spending inordinate amounts of time responding to emails or hours talking on the phone. Maybe you spend a long time making breakfast and not enough time eating it. Whatever the case may be, there will be Findings previously unknown to you. Doing this time audit will reveal to you exactly what's eating up your time. You may think that you only spend 30 minutes spinning emails when in reality it takes up a full hour of your day. Only this simple record can reveal the often unnoticeable ways we mismanaged our time. Wherever your time may be going. Look at what can be changed, what can be improved, and what can be gotten rid of entirely. Identify all the areas of your time that are vital. It is necessary for you to make breakfast, for example. It's also necessary for you to respond to emails. Leave those two tasks on your list. Next, eliminate all the blocks of time that are wasted or spent poorly. You don't need to sit on the phone for 45 minutes after every lunch break. You don't need to spend minutes trying to remember the password to your computer. These are all superfluous time waster. Put these on a separate list and target these during your strategizing. Once you know what you're trying to change, it'll become easier to change them. Some of these problems will be easier to solve than others. If you spend time every day trying to remember your passwords, simply invest in a password saver. Other problems such as procrastination and distractions, will need a deeper investigation. The following steps will help you do so. Personalize. Building time management skills can be particularly difficult for adults who have already formed habits and routines in their day-to-day lives. More so if you've just graduated from school or have spent many years at the same company. If this is the case, your past schedules were probably made without any regard for your personal values or goals. You need to take responsibility and manage your schedule in a way that's meaningful to you. Take a step back from the bustle of quotidian living and ask yourself what you truly value. Ask yourself where you want to be in two years, five years, ten years. Ask yourself what's important to you, both professionally and personally. Look not only at your work, but actual relationships and personal development. The answers to these questions will help you in making a personalized strategy. As mentioned before, the way one person manages their time will differ greatly from how you should manage yours. Each person has different goals that they want to reach. Make sure your strategy mirrors your own personal journey. When going through the following steps, Think of all the ways you can adapt them to your own wants and needs. In addition to this, recognized that everyone moves at different speeds. If you know that you need more time for certain tasks, lecherous schedules reflect that if you know that other tasks take you no time at all, do the same. Everyone needs different tools and circumstances in order to thrive. Make sure that the way you manage your time takes your own methods and strengths into consideration. Those who are self-employed will need different skills than those who work in an office. Each person faces different distractions in hindrances in their work. But whichever element of time management you want to improve upon, there is one thing you need to possess, commitment. Commit. Ask anyone if they want to get better at managing their time. Chances are they will say yes. Then why is it that not everyone is a master at organizing their days? Like any other major life change, learning how to effectively manage time takes hard work and effort. It's so much easier to sit back and sloppily get our work done without thinking of the ways we can improve. Getting better at time management takes commitment and willingness to try. In order to reap the benefits of following six steps, you must be ready to face the difficulties that will most likely come your way. You may find that those around you are spinning their time recklessly. You may even long for the days when you wander through your day without a care. During these times, you will only have your own determination to keep you on track. So make sure it's strong. Living out your priorities and achieving your goals requires being intentional and disciplined. If you're ambivalent about your commitment, nothing will turn out the way you want it to. You will have to make certain sacrifices in order to see a positive change in your life. It will undoubtedly be difficult at first, but remind yourself that it will pay off down the line. Always keep your long-term goals in view as a way to stay motivated. Remember that you are making this lifestyle change for no one but yourself. With this knowledge, you can begin tackling time management practically and methodically. 3. Chapter 2: Step 2 - Plan: Chapter two, step to plan. Proper time management skills are essential to success. Not only success in your working life, but success as a friend, a parent, and within personal goals and projects, a skills such as planning is a great way to start. They say planning is the key to time management. Of course, it is possible to accurately plan for every little event that takes place within our lives. There are always mistakes, setbacks, and errors that will occur. But that doesn't mean we shouldn't plan for the things that we can control and predict. Effective time management means prioritizing activities and tasks that efficiently advance you towards your goals while honoring your values. When you properly plan, you prepare yourself for whatever hurdle that may come your way. Most importantly, you make the most out of the time that's given to you. Planning may come in many forms. The most common of which are making list, scheduling and tracking your progress. Make a list. To do list can often seem like a burdensome or ineffective tool. We can lose them. Forget to check them, miss an item, prioritized them incorrectly. We may associate these lists with doing groceries or loose sheets floating around in your bag. Despite all these misconceptions, list are an incredibly effective way to manage your tasks in a simple way, if done correctly. Making a list of all the things you need to do and a certain span of time is vital for a clear thinking. When you write everything down, whether it be on a sheet of paper or on your phone. You can get a full picture of your workload. Before writing things down, we're constantly trying to visualize what work we need to do. This can result in either underestimating or overestimating the tasks at hand. It is important to physically see what activities lay ahead of us. When you see what you need to do laid out in a concise manner, your mental load will immediately feel lighter. Your brain cannot operate when it's overwhelmed with tasks, ideas, goals, and chores. Attempting to keep track of these items all on your own is a recipe for disaster. Despite what we may tell ourselves, our minds are fallible. We often forget things, get distracted or place importance on the wrong things. You should not be relying on your head to remember everything that you need to do. Keeping everything in your head only leads to stress down the line. When we can't get a grasp of our work, it is easy to feel like we're drowning in task. Keep in mind that you need all this mental energy to complete your work. You shouldn't be spending extra energy on remembering a simple list. Just write it down. It will take you no time at all. When you do write down your list, make sure it's in a place that's logical. If you always have your phone on, you type it into notes app, or organizing applications. That way the chances of getting lost are slim and you can store it for later. If using your phone is in favorable, right? It either in a journal or a notebook or Notepad. Riding on loose sheets usually results in them getting lost, misplaced, or forgotten somewhere. Know what works best for you and write your list and a place that makes the most sense for your lifestyle. Dry propping your list on a cork board by your desks or opening it up to separate window on your desktop. It is up to you to make sure your list isn't a spot that's easy to find. Writing a less than adhering to it does not need to be complicated. The key to an effective list is being specific. And if you simply write respond to emails, you may still not know where to start once you sit down at your desk. Instead, write, respond to George's email and respond to Claros his email. Be specific with what you need to do. Don't simply say prepare tomorrow's lunch, say make a sandwich, cut fruit and vegetables. Breaking down goals into smaller steps makes it easier to get them done. Every time you break tasks into smaller steps, you boost your sense of self efficiency. Once this happens, you are significantly more likely to accomplish your goals and change for the better. Remember, don't just write down where you need to be, right? What you need to do in order to get there. Once you keep a list everyday, you may start to notice patterns. Keeping a list will give you an insight as to what tasks you need to incorporate into your daily scheduling schedule. No one has the power to slow down time, but effective scheduling can be the next best thing. Use the list that you have made as an outline for your schedule. List. Ensure that there's no task or chore that's left forgotten. First, figure out how much time you'll need for each task. If there's a task on your list that you've never completed before, ask someone who has confer with people familiar with are experiencing and working in a similar project. Their experience will help you find a reasonable estimate for each task. Take into consideration the learning curve, and use your best judgment when allocating time for it in your schedule. If there's a task on your list that you have completed before, look back, look at past projects and goals to see how long certain jobs took you the first time. If it took you 30 minutes to update information on your website, you can reasonably estimate that it'll take you the same amount of time to update a page of similar length. Do the same tasks that are doubled if you have uploaded one page of information in the past, but now you need to upload to simply double the amount of time that's needed to finish. Contingency time. Next, make sure you schedule contingency time. We can never fully predict how our day is going to turn out. We can't expect to control everything. With this in mind. Schedule some whitespace for contingencies and emergencies. You may not initially know how much extra time you'll need to plan for, but the experience consulting with others and simple trial and error will help you determine how much time to add. You are your best consultant. Look to the past to see the chances of certain things going wrong. The more unpredictable the project, the more contingency time you may need as you grow proficient in certain tasks, the less you will need. Played this step by ear and learn as you go, especially when starting a new project, you may need time to learn. This may include time for adjusting, reorienting, travel time, communication, and other miscellaneous elements of your workday. If you do not have this time set aside, it may feel like you are falling behind schedule when in reality, you're not. When scheduling new activities give yourself some leeway at first. You may find that day after day, the contingency time on your schedule is going to waste. You may even feel the urge to fill that space with miscellaneous tasks and chores. Be careful not to commit to more than you can realistically handle. Those blocks of extra time are for emergencies one day you might need them. Discretionary time. If after allotting contingency time, you see that you have a few extra hours at the end of the day, use this to your discretion. Despite how it may seem, discretionary time is just as important as allotted time, the blocks that are not assigned to winning particular activity give you a perfect chance to prepare, review, read, and plan ahead. Work through important but not urgent tasks and always itemize or way to use this time wisely. Make it visual. Make your schedule something more than a plain calendar. Using a visual schedule lets you see all your upcoming tasks and events in one quick glance. Creating a visual timeline or a color coding system can help you differentiate between various projects and activities. With one look, you will know where you are in your schedule and what still remains. Color-coding is the most common and effective way to do this. If you have a physical calendar, try using different pins to write down certain related task. You can also write your task on a different colored sticky note. These can also be moved around easily if needed. If your schedule is online, this becomes even easier. There are tags, codes, and colors that can all be utilized to separate certain tasks from one another. Whatever method you settle with, make sure your schedule is one that is easy to discern. And important part of creating a calendar is making sure that you refer to it often. If you don't, your schedule may become outdated and full of forgotten tasks. As said before, keep your schedule in a place that makes the most sense to your routine. You do not want to leave it in a spot that you don't frequent. Be illogical with your schedule and the rest will follow. Organize. Even though schedules can appear structured and immovable, there are various ways you can organize them. You can set each day to focus on a particular task. Doing so will help break up your projects. And if you have more than one going on at a time and give each your undivided attention. When you spend your morning working on a task for one project and your afternoon working on a task for a completely unrelated project, things can get confusing. Even though it may be in accordance with your schedule. There may be a simpler way to organize your time. Starting your day with a clear focus will allow you to quickly eliminate all the tasks and chores that you do not contribute to your daily goal. And as soon as that day is over, switching gears to your next project, grouping similar related tasks into batches will make more sense when you're actually working on them. Completing a task in the city, then completing one on your computer is counterproductive. Be illogical with the way that you organize your schedule. Similarly, there are always ways you can better organize your to-do lists. For example, try to always start with the biggest item on your list first. Before you start something new, identify the activity that will have the most positive effect on the overall outcome. Typically, these are the tasks that are larger in scale. And once we tend to put off until later, resist the temptation to clear smaller, unimportant items. First, start with what's big and the rest on your list will feel like a breeze track. When we are goal-oriented, It can be easy to keep our eyes set ahead. As important as it is to work towards the future. We cannot forget to look back as well. Looking back allows us to see where did things go correctly and where did things go wrong? Only upon reflecting, can we prevent making the same mistakes twice. Even after employing the steps, your time management schedule will probably not be perfect on your first attempt. You need to review and analyze your schedule often to see what is working and what needs modification. The more you do so the stronger your scheduling will become. For example, if you find that you keep pushing tasks to the next weeks calendar, you may need to stop and review your steps. Ask yourself a few questions. Are all of the tasks you added absolutely vital. Is the time allotted for each task accurate? Are there other employees to whom tasks can be delegated? You may need to renegotiate your workload or look for outside solutions. There is always a fix to whatever's causing your schedule to fail. Be sure to answer these questions and make the necessary changes. Keep in mind that schedules will change as projects evolve. Tracking your schedule will keep you up-to-date with all the ways your work is growing. Look-back always shows us how far we've come. It's a great feeling to look back and see how much you've accomplished. When we have a visual representation of our efforts, we feel motivated to keep going. Sometimes it can feel like we're putting in a lot of work that goes nowhere. Looking back gives us the chance to see where all the time went and we're all the good has gone. As you can see, Blanding has many uses. You can start planning every night before you go to sleep. You can schedule your morning routine. You can track your weekly progress. All these methods will streamline your day and ensure that you're making the most of the time given to you. However, sticking items on your calendar is only half the battle. And go through the next chapter on how to prioritize your tasks in a logical manner. 4. Chapter 3: Step 3 ‚Äď Prioritize: Chapter three, step three, prioritize checking items off your to do list seems simple enough. Unfortunately, it's easier said than done. The best way to make sure you complete your tasks in an effective manner is to prioritize everything that you do. Prioritization might mean deciding not to do things that you really want to. It might also mean completing one time sensitive task over another, but ultimately, it is an essential step towards proper time management. Being busy does not necessarily mean being productive, prioritizing and ensures that you are completing your daily tasks in the most efficient manner, both in time and effort. There are several tips to get you started. The two minute rule, we all have miscellaneous tasks and chores that pop up throughout the day. Throughout the trash, photocopy notes, clear desk, check, voicemail and so on. Sometimes these chores don't even make it on our list due to their insignificance. Because these tasks seem so small, we tend to put them off. We tell ourselves we'll do them later when we're done our real work. This way of thinking can be severely damaging to your time management. Working like this is just another form of procrastination. Putting off the little things leads to an overwhelming sense of disk coordinates in your schedule. The two minute rule says that if a task can be done in two minutes or less, Do it now. Don't put it on your schedule or list. Don't think about it, just do it. Most of the task we tend to procrastinate aren't really actually difficult to do. We all have the skills to accomplish them, but we avoid starting them for one reason or another. The 2 second rule overcomes procrastination in general, laziness, making it easy to take action. Procrastinating is simply wasting time. We spend inordinate amounts of time thinking about all the reasons why we can't do something. Instead of actually going out and doing it. We sit around and make excuses and give ourselves reasons for putting something off. The two minute rule forces us to do the things we should already be doing during that time. You'll be surprised by how many things you get done just by following this mantra. The great thing about this tip is that if you do it long enough, it will soon become a habit. Eventually, you won't even think about putting off those little tasks. The Eisenhower principle, we're more likely to focus on time sintered of tasks over long-term ones regardless of their importance. Because of this unfortunate fact, there are many methods and principles that can help us figure out what is necessary to complete and what is not. Let's say you were just tasked with preparing and important presentation for an upcoming meeting. At this point in time, your workload is already high. You have a list of other pending tasks on your to-do list. Due to this, you're already feeling worried, unable to concentrate and overwhelmed. Deadlines and due dates are two of the most common sources of stress and pressure in the workplace. There are typically a result of having too many tasks and not enough time to complete them. So how can you solve this problem without hindering your productivity? There are so many ways to prioritize your tasks at hand. One way is a tried and true method used by many, the Eisenhower principle. This method will help you identify which of your activities are essential and which are not. Dwight Eisenhower who invented this method, recognized at proper time management means working effectively as well as working efficiently. This means we must spend our time on the things that are valuable, not only on those that are time-sensitive. In order to accomplish this, we need to make a clear distinction between the two important activities have outcomes that take us one step closer to reaching our goals. These are the tasks that necessitate thorough planning and foresight. Focusing on important matters means you are also a managing your time, attention and energy, and a thoughtful way. Instead of spinning at recklessly. Keep in mind that importance is subjective. Figuring out what is the value to you will depend on your own goals and principles. No one but yourself can accurately define those tasks for you. On the other hand, pressing work demands immediate attention. They are most likely helping someone else reached their goals like a boss or coworker. These are the activities that we often concentrate on because the consequences of putting them off our immediate urgent tasks are unavoidable. They will always exist. However, that doesn't mean we should spend all our time dealing with them. Doing so can cause stress and exhaustion. Once we identify which tasks are important and which are urgent, we can start prioritizing unimportant urgent tasks over those that really matter. Instead, we can work on what's essential for our success. Now you have put to principle all into practice. In order to do so, make a list of all the projects and tasks that you need to complete. Make sure you include all the items that extend a lot of time. However, unimportant, think about each task and categorize them into four categories. One, important and urgent to important but not urgent. Three, not important but urgent. For not important, not urgent. After this, all you have to do is schedule your tasks based on their importance and urgency. These four categories will help you easily identify the task that you should focus on. Important and urgent tasks, as well as the ones you should ignore. Not important and not urgent. Once you use this tool to prioritize your tasks, you can effectively tackle both urgent tasks and long-term goals. The Eisenhower matrix. If you feel as though the Eisenhower principle is still not helping you effectively prioritize. You can put it one step further. The Eisenhower matrix puts all that information into a visual representation of all of your tasks. This matrix is an easy to use tool that will help you weigh the long-term outcomes of your daily tasks. That way, you can focus on what you will make your actions the most effective, not just the most productive. All of your daily tasks and larger projects will correspond with the one of the four quadrants based on the information gained from the Eisenhower principle. One, do it urgent and important to schedule it, not urgent, but important. Three, delegated urgent and unimportant for delete it. Not urgent and not important. The tasks in category one do it are inevitable. These are the tasks that you have to work on one way or another. However, the problem arises when you focus on these abrupt or time sensitive tasks instead of personal goals that are important to you in your future. Spinning all your energy on tasks in category one can lead to anxiety and the overwhelming feeling that you're not in control. Make sure your schedules and to do lists are not composed solely of category one tasks. The tasks in category to schedule it are the ones that may not help you now, but will in the future. And these typically do not have deadlines, so it's very easy to put them off in favor of more urgent matters. However, these are the tasks that have a long-lasting impact on your future oriented goals. So make sure you don't keep putting them on the back burner category to this, where you can focus on your opportunities and personal growth. Working from this category means that you're being proactive and prioritizing the work that cultivates your skills and passions. These are the tasks that help you accomplish the goals that are meaningful to you. The items in category three delegated are often described as busy work. These tasks are almost always based on expectations made by others and will not aid you in reaching your long-term goals. Chapter four, step four, delegate and outsource will outline the ways you can delegate work and the benefits of doing so. The activities that are in category four deleted are all tasks that suck up your time to no positive effect. These activities should be cut out completely as they don't contribute to progress. Despite taking up large chunks of time. Activities such as watching hours of TV, scrolling through social media, or online browsing are all the product of immediate gratification. That doesn't help you feel anymore fulfilled or accomplished. You shouldn't take this as a reason to remove all of your leisure time from your life. The goal is to make sure there is a balance between the activities that push you forward and the ones that do not. The way you spend your downtime can sometimes deplete you of energy, creativity, and passion. If you do so mindlessly. It is easy for activities in category four to take over your day. Do not let this happen. It is with this information that you can start reorganizing and reordering your lists and schedules that first time you do so may not be perfect, but work at it consistently to find the best method for you. Prioritizing may result in ruthlessly cutting out enjoyable activities in your life. It may also result in working on tasks that you aren't exactly excited about. The more you prioritize and change your daily habits, the more you realize that it's all for the best. Know when to cut. You can't always get everything done in your list. As affective prioritizing. There is still a lot of times when certain items get left undone or forgotten. Look at your time estimates and try to cut out the tasks that you're sure will be complete today. Focus on the items that you know will get done. Be realistic when you reorder your priorities. And remember that you can't do everything. When you feel like you can't do everything, you may need to delegate tasks. The next chapter we'll outline what delegating is and how to implement it. 5. Chapter 4: Step 4 - Delegate and Outsource: Chapter four, step four, delegate and outsource. Everyone feels the pressure to succeed, to get things done both correctly and on time. This pressure can oftentimes feel suffocating and might even cause you the slack off on your work. This tends to happen to entrepreneurs and small business owners, or simply those who tried to where too many hats. When first starting out, it's natural to try to do everything. Especially if we think we're the best person for the job. We might take on jobs that are not in our area of expertise or do things that were not trained to do. Miss can make us feel capable and productive. However, that kind of thinking will prove to be inefficient and counterproductive in the long run. Making your presence indispensable to your company or workplace can stagger its growth. Attempting to do everything on your own is a recipe for disaster. Fortunately, there are two very simple ways to combat this problem. Delegating and outsourcing. Many entrepreneurs are those who are self-employed often resist these two solutions. These people often work on a limited budget and may struggle with the idea of relinquishing control. It can seem easier to say, I'll just do it myself, rather than investing time and finding someone who can help you out. If you're consistently struggling with unnecessary task, ask yourself, is this the best way I could be spending my time? You may love what you do and you may not be the worst at it. But find out if there is someone out there who can do it better, faster and cheaper than you can. Delegating. Look at the tasks on your schedule. Ask yourself if it's absolutely necessary that you are the one completing them. Maybe there's someone else that can take those meeting notes for you. Or if there's a way for the new printer paper to be delivered to your door instead of broad at the store. Think of all the ways your menial tasks could be done digitally or even automated entirely. Is there anything in your life that can be removed from your less than done by someone else. In today's world, we don't necessarily need to delegate to other people. With readily available technology, you can easily set tasks to be done by your computer or phone. Phones can set reminders, send automated messages, and more. Computers can download information, keep track of processes, and even complete small tasks on your behalf. If you do have employees or people who work beneath you, the best place that delegate is in-house. Be sure not to only add tasks to employers plates because they're available. Make sure to give the task to someone who is the best person for the job. Not doing so can lead to a lot of problems, such as poor execution, frustration, miscommunication, and decreased company morale. And delegating a task to a coworker or employee requires forethought as well as followups. Follow these steps to make sure your delegation process is successful. First, clearly identify the task and deliverables. Be 100% clear with what you want when you want it and how you want it to be done. If you're hesitant to relinquish control, especially if it is creative in nature, be as specific as possible. The more you outline what you want, the less likely the employee will make a mistake. Second, carefully determine who will delegate the task. Make sure you're not simply asking someone to take on additional responsibilities that don't align with who they are. Delegate tasks that match their strengths, goals, talents, and readiness. Whoever takes on the task needs to be someone who's capable of more responsibility. You wouldn't delegate a creative task to someone who works in the IT department simply because they're willing. Be thoughtful with who you trust with your work, no matter how small. Next, create a management plan for the person assigned to your task. Keep in mind that when you delegate, you're not releasing sole responsibility and ownership of that task. Whatever happens to the work, you're still partially responsible for it. In fact, you're more accountable now than you're responsible for the performance of others. Keep this in mind when you feel like delegating to the first person who's available. Lastly, schedule frequent meetings in follow-ups with this employee. Doing so will ensure that they are on the right track and capable of delivering. This also gives them the opportunity to ask you any questions and double-check any possible misunderstandings. Don't ever leave your employee or co-worker in the dark. You can make sure you check in with them once in a while. The quality of your own performance is directly tied to the performance of who you manage. Delegating maybe a difficult practice to start implementing at first. But once your work grows in complexity, it'll likely become a necessity. Don't think of it as letting go of control are slacking off. Think of it as an essential action for your work. Leaving all the extraneous work for yourself can be overwhelming and potentially detrimental to your output. Sometimes the employees available in house may not be sufficient. If that's the case, look towards outsourcing. Outsourcing. If you feel like you don't have employees to whom you can confidently delegate, outsourcing is another option. Today, it is easier than ever to find specialized experts to help you clear your plate of everything you shouldn't be doing yourself. If you're unsure about what specific tasks to outsource, Think about your core competency. Anything that isn't related to your core skills or department should be outsourced. You'll always be better off outsourcing experts who can focus on a specific discipline with the necessary skills and technology than settling on someone who is unqualified. Areas in which outsourcing is most common are financial management, accounting, bookkeeping, social media management with platform-specific expertise, IT management, HR management, IT management, and web development and maintenance, advertising and more. Identified the tasks that are essential to your role as a leader or employer. And leave those for yourself to accomplish any additional functions that are necessary for your work but are unrelated to you, are ideal for outsourcing. Your time should be spent building strategies, meeting with people, developing your skills and establishing yourself as a strong leader. Similar to delegating, Be careful with whom you outsource. There is no shortage of reputable companies and professionals available to you. While this does provide you with plenty of options, it also increases the chance of unsatisfactory results. To ensure this doesn't happen. Ask for references, look at previous work samples, interview thoroughly if applicable. Do all that you can to make sure this person or company is the right fit for you. When you outsource a service that ends up being unsuccessful, it can cause a great deal of stress and worry. Be smart with delegating and outsourcing. And you will immediately see a boost in your time management. If done correctly, delegating and outsourcing services will always be cost effective. Time savers. You will save a lot of precious time, effort, manpower, and training and operating costs. Evaluate your business by determining what can be done by someone else. Clearing these certain tasks from your schedule will not only free up your own valuable time, but it will also produce better results. Don't ask someone to do a certain job simply because it's easy to find them. Make an effort to find the person that will deliver the results that you want. If you have the means to start delegating and outsourcing today, you'll wonder how you ever did without it. 6. Chapter 5: Step 5 - Eliminate Distractions: Chapter five. Step five, eliminate distractions. We live in a world of distractions. Everywhere we look, there's a buzzing phone and unread e-mail and new pressing task. We tend to think that these distractions are out of our control. While we can never predict what curve balls will come our way, we can prepare ourselves. So this sudden changes do not set us off course. Distractions and interruptions can suck a huge portion of our time every single day. They can come in many forms, some more noticeable than others. Let's say you just sat down at your desk ready to work. You have a daily schedule and a pretty long to-do list. Then out of the blue comes your chatter co-worker and other cases and interruption can be an email labeled urgent or a tax from someone who you haven't heard from in a while. These are just a few of the many types of interruptions that office workers in particular encounter on a daily, often hourly basis. And while you may feel productive responding to that text or convincing yourself that there's no harm in taking a short break. These things are actually damaging your time management. Various studies show that it can take as long as 25 minutes to get back on track after an eruption. No matter how small. If you find yourself dealing with multiple interruptions a day, this can add up to a large chunk of wasted time. Unfortunately, it's difficult to reduce interruptions and distractions while you do your work. As many of them are simply out of the way of control. But there are many ways you can learn how to better manage your time. And the way you react to these hindrances. Keep a record. The only way to efficiently eliminate distractions is to list exactly what they are, where they're coming from, and how long they last. You can do this by keeping and interrupters log. This works particularly well if you find that distractions are consistently robbing you of time and energy. This log is a simple record of all the interruptions you experience throughout the day. Keep it with you for at least a week. Recording every interruption that you encounter. Mark down the person interrupting you, the date and time it occurs, what the interruption is specifically, whether it was justified, and lastly, whether it was urgent or not. Once you have this weekly record, you can analyze the information as a whole, look at your list and identify the patterns which interruptions were valid and which were not, which took more time than necessary and could be planned for which we're entirely preventable and have easy solutions. This record will afford you the ability to strategically think about what is robbing you of your time. If you find that there are invalid interruptions made by the same person time and time again. Confront them. Do so in a way that's polite but assertive. Let them know that they are hindering you from finishing your tasks and leading to other complications in your work. If possible, redirect them to someone else who can better help them with their problems. It can be hard for some people to be confrontational, but once you understand the value of your own time, you'll have no problem with people telling you sometimes that work needs to take precedence. If you're working on a large project that needs a lot of focus, don't be shy about it. Let the people around you know about this and advance. It can be as simple as telling them that you have a huge deadline at noon. But anytime after that you're free. This polite statement explains that you're busy, but are happy to help as soon as you're able. Once you show people how much your work matters to you, people will generally be accommodating. This method is a great way to limit interruptions in the future. Next, take a long look at your log and analyze which interruptions were urgent and whether they could have been preempted. You can do so by holding frequent meetings and follow-ups with employees or co-workers, if they know that they can ask you questions at a specific time each week, for example, there'll be less inclined to interrupt you during the day. When looking at your log, you will always see that some interruptions are entirely valid and urgent. These are the interruptions that need to happen and need to be dealt with. Take a careful look at how much time is being taken up by these particular distractions. Use this time to help you block out contingency time in your schedule. As mentioned in chapter two. This will help prevent wasting time, readjusting and scrambling to get things done in less time. Self distractions, despite what we like to think, we can be our own worst distractions. Of course, there can be chatty coworkers and unexpected phone calls. But we too can be just as irresponsible for the wasting of time, especially when working alone. It can be easy to give in to temptations and do the things that we should not be doing. One of the biggest culprits of this as our ever present technology. A little bit of planning can go a long way in working toward controlling telephone interruptions. The most common distraction today, turn your phone on silent mode. If it is not as central to your work, or turn it off completely. Make sure your phone is working for you and not against you. Smartphones can be a great way to save time, but there are other features can be a distracting waste. If there's a period of time during which you really need to concentrate, but your phone in another room, without the physical presence of the phone, you will be less likely to check it. Alternatively, if it is certain apps and websites that get your attention, try deleting. Remember, you can always get them back later on. Set limits for how much time you can spend on your device's. Tell yourself you'll check your phone only during lunch and another breaks throughout the day. Whatever plan you do come up with, make sure you stick to it. Creating detailed schedules, lists, and plans will be for naught if you waste your time giving into distractions, you know yourself best. If you are aware of a particular distraction that steals a lot of your time, rid it of its power to do so. If you'd like to spend a lot of times snacking, for example, get rid of this snacks available to you by your desk. If you know that you listen to other people's conversations when working, invest in a good pair of noise canceling headphones. There are countless ways time slips through the cracks on a day-to-day basis. One minute here and one minute they're slowly add up to ensure your spending your time on the things that truly matter. Take these distractions into your own hands. You'll be surprised how many of them are actually in your control. Take a breath. When you find that there are in fact interruptions that are outside of your control. Try not to stress so much. Press causes us to make mistakes, rush and have a hard time concentrating. When we're overwhelmed with anxiety, the quality of our work suffers. It is important that when working on a tight deadline that we maintain a clear head, it can be easy to get frustrated when someone interrupts your work, especially if you've already established a momentum. And this interruption may fill aside the feeling of being overwhelmed and incapable of getting anything done. If you do ever feel these feelings coming on, take it as a chance to slow down. Take a few moments to consider the situation, catch your breath and clear your head. Assessing the delay accurately will ensure you react in an appropriate manner and get back to work sooner rather than later. Lashing out at the other people that interrupt you will only cost you more time. Understand that it is meaningless to try to control every moment of every day. Believe it or not, sometimes going slower means saving more time. You should never fear distractions. Of course, we can all get annoyed when someone bothers us or when scheduled events don't go as planned. But if you hesitate due to fear of being distracted, you'll be throwing away any time management plans out of the window, recognized it, you will get distracted at some point. Try to accept that these distractions can be taken as opportunities to improve and prove as a planner, as a boss, even as a coworker, you can even improve your concentration and focus skills. Know that though you can never stop distractions, you can stop them from taking over your day. 7. Chapter 6: Step 6 - Stop Multitasking: Chapter six, step sex. Stop multitasking. Take a look at all the tasks in front of you right now, most people will have several browsers open on their computer, a notebook or a planner in front of them, and your phone off to the side lighting up with notifications. Simply put your trying to multitask. When we have a lot to do, it's natural to assume that if we do them all at once will complete them faster. The problem is, multitasking is a myth. Multiple studies confirm that multitasking or doing more than one task at a time never really takes place. Those who think they're successfully splitting up their attention between activities are not accomplishing more. In fact, they're accomplishing less in more time. Getting more stressed out and performing worse than those who do not. Multitask. Research in neuroscience tells us that our brain is actually incapable of doing two things simultaneously. And truth, the brain just switches between tasks very quickly. Each time we move from task to task, there is a stop-start process going on in the brain. This process can be rough on us. Instead of saving time as we might think, it costs time. Eventually, it may cause us to make more mistakes and use up more energy. There is evidence it may be killing your concentration and creating thinking skills to unfortunately, multitasking is a very common everyday occurrence for most people. The practice is ingrained in the way we operate. In fact, there may be times you don't even realize that you're multitasking. There are three elements that make up the problem. One, multitasking, trying to do more things at a time to switching cost, switching back and forth between tasks. And three, attention residue, performing a number of task one after the other. Each will hinder your ability to produce quality work, yet they can often be hard to spot. What is multitasking? Multitasking can look like many different things to different people. Taking on the phone while entering emails. For example. Everyone does it. The average worker might even end up spending 40% of their time multitasking. Despite the feeling of productivity, it may facilitate splitting your attention between tasks means one or both of them will suffer. Once one of these tasks gets more complicated, things tend to get messy. As a result, your work on each task will get interrupted. Ultimately, you either slow down with one of the activities or you start to make mistakes. Usually it's the latter. Apart from negativity affecting our work output, multitasking can have long-term effects on the brain. Consistently, multitasking can impact your short term memory, leading to increased anxiety, inhibit creative thinking, and cause you to make more mistakes. When we multitask, we stop ourselves from entering a period of flow. Flow is the state of mind when we become so dedicated to a given task that are productivity peaks. This state requires sustained effort and attention to things that multitasking gets in the way of if you really want to be efficient with how you're spending your time, devote your attention to one task at a time. What is switching costs? Our brains are simply not wired to do two things at once. When we multitask, we're really just jumping back and forth at very high speeds. But as we now know, these switches take a toll on the brain. These switches can happen very quickly. Sometimes it takes 1 tenth of a second. However, it isn't the speed that's important, but the mental energy needed to bounce from one task to another over and over. Let's say you're writing an email, switched to writing in your planner. Then go back and send the email, then returned to the planner and finish your task. Though the actions are small, the energy it takes to refocus each time is slowly draining. Instead, write and send the email first, then move to the planner. What is attention residue? The final element of multitasking is probably the most insidious. As few people rarely noticed it. Doing numerous tasks in quick succession. When we speed through a to-do list, we feel that we're being productive and were free from the negative effects. But that is not necessarily the case. Every time you switch tasks, you are essentially forcing your brain's executive functions. The ones that manage how, when, and in what order you do tasks to go complete to high-energy tasks. Goals shifting and roll activation. And goal shifting is when you decide to do one thing instead of the other. Role activation is when you have to forget and then relearned the contents between two tasks. When we move from one task to another, our minds need time to catch up. We can't operate like robots. Thoughts and ideas don't just disappear right after we've crossed an item off our lists. Forcing your brain to make this effort is enormously taxing. But what is the alternative? Single tasking? As the name would suggest, single tasking is when you focus on one task at a time. If you want to make the most of your time while also producing quality work, it pays to do a single task. There are several reasons why single tasking significantly reduces stress. When you spend that energy attempting to multitask, you end up feeling burnt out in behind. When you do a single task, the chances of you getting into a state of flow increases. The longer and more frequently you experienced dates of flow, the more things you will accomplish when you consistently work thoroughly, your stress in the workplace will diminish. Single tasking allows you to concentrate on what you should do as opposed to what you could do. When you pay attention to just one activity, you're forced to say no to a number of other pending tasks. This can help greatly when attempting to prioritize single tasking forces you to make a decision. What needs my attention right now. This will also grow your ability to focus and concentrate for longer periods of time. Lastly, dealing with one task at a time can force you to be more creative in your work. It may seem like single tasking is restrictive, but an often helps creativity. When we're faced with less stimulus, we allow ourselves the freedom to solve problems and unconventional ways. Before long, you will find yourself finding solutions to problems in ways you never previously considered. Now that you know the benefit of single tasking, you may be convinced to change your ways, but doing so may be difficult for some. Here are some tips to help out a change. It's not always easy to start multitasking, especially if it's become an every day habit. Fortunately, there are things we can do to make the transition smoother, many of which have been highlighted in the previous chapters. Doing your best to eliminate distractions will help tremendously when trying to work on one particular task. Removing things that may not even be as distractions such as a phone, have the same effect. The key is to optimize your workspace for success. This can be as easy as clearing a mess and clutter, both physical and digital, and maintaining a comfortable area. If just the thought of other pending tasks is distracting, put away your to-do list. Sometimes when we really need to concentrate on one specific activity, the mere list of Do's can be enough to steal our attention. Close your planner, takeaway your list, cover your schedule. Make it seem like this one task is the only one out there to limit attention residue, take breaks, scheduled breaks, work wonders, but don't forget to take time in between activities. Once you've finished a certain task, take a moment for your brain to settle from that energy. Depending on what you were working on. This can take two minutes or ten. Use whatever time you can to catch your breath before moving on to the next thing. You will find that your brain has an easier time resetting and reorienting itself for the new work to come. Learn how to handle information overload. When we sit at our desk, there are countless opportunities for information to reach us. Either from emails, texts, people near us, our own lists, our own notes and files, or sounds from another room. Even things like sights, smells, feelings, and tastes. Give us all little bits of information. All that information needs to be processed and dealt with so we can continue living. Unfortunately, if not handled properly, all that information can quickly overwhelm us. This happens when you're exposed to more information than what your brain can process at one time. This type of overload can cause us to slow down in our work and feel clogged up, confused and anxious. Learning how to consciously take up only the necessary information can help with this. Learn what sources of information to shut out and which to allow m. This can take a lot of trial and error to perfect, but it is worthwhile. When we hear a loud noise, we instinctively look up, for example, that is giving the sound your attention. Even if for a moment, that is the attention that should remain on your work. Learn that not every interruption requires this reaction. Only give your mental energy to the things that really matter. This will save you time and in turn, boost your productivity. Following these steps won't guarantee you start multitasking right away, but they will increase your ability to stay committed and see a task through to the finish line. The more you implement these steps, the easier it will get. Starts small and gradually build your states of flow and focus. Do this until you're an expert at single tasking and blocking out extraneous stimulus. 8. Chapter 7: Step 7 - Learn to Say No: Chapter seven, step seven, learn to say no. Every single day we're faced with choices. Many of the small ones are made without us even realizing we are making a decision at all. These decisions can take the form of saying yes to favors, small tasks, helping people out, so forth. How many times do people ask you for a favor and reply? Yes. Without a second thought. A few days later, you become surprised at how long your to-do list as gotten. This can lead to feeling frustrated with our responsibilities even though we approved them to begin with. So how do we stop taking on small unnecessary task? Learn to say no. Ask why. Before we learn how to say no, ask yourself why you are saying yes. Perhaps you're in a new position in wanna seem capable and eager to do your job. Maybe you don't want to come across as unhelpful or rude when co-workers asked for help. Maybe you've asked for help in the past and simply want to return the favor. A lot of the time we say yes because we feel the need to foster positive relationships with those who surround us. So we want to say yes, whatever the reason may be, saying yes often does more harm than good. Unfortunately, learning to say no may prove to be difficult. It is entirely natural to want to help and support people around us, especially if we identify with their struggles and know how to help. Collaboration is an important element in any workplace environment. But the thought of tampering these relationships can outweigh the commitment to our own work and energy. First recognized the time that saying yes is costing you every time you agree to take time out of your day to do something for somebody else, you're literally giving them a piece of your time. When you decline, you are only declining one task. When you accept, you are declining every other task. Simply put, saying no saves you time. Saying yes, costs you time. That is not to say that you should refuse every favor that comes your way. All you need to do is learn how and when to say no. Evaluate. When faced with such a decision, take a moment and ask yourself if it's truly necessary. Carefully evaluate the outcome of saying yes versus saying no. If taking on this opportunity or favor will bring you closer to reaching your own goals. Say yes. If taking it on, bring someone else closer to their goals, but doesn't advance yours. Say no. Don't commit yourself to tasks that don't support you or those around you in a meaningful way. Keep in mind that saying yes is not only willing to give up your time, but it's also taking on another's responsibility. These added responsibilities can turn out to be a bigger thing than you thought. Maybe the person asking you didn't give you the full picture or they underestimated the work involved. Maybe it's a task that will require you to keep coming back to it until it's complete. When you say yes to someone else's work, you never really know what you're getting yourself into. If you're ambivalent about a project or opportunity, you should probably decline it. If it immediately gets you excited, you should probably accepted. Of course, it is possible to think of these questions whenever you need to make a decision. But it's worthwhile revisiting them now and then keep these tactics in the back of your head to keep track. It may be difficult to differentiate between good favors in bad ones at first. It'll take experience to learn which favors can hurt you and which can help. And the worst-case scenario, you'll make yourself known as someone who says yes. When people recognize you as someone who always willing to help, they may get greedy with your time. Sooner or later everyone will come to you the second. There's a problem with the printer, for example. Be careful with what you say yes to and who you say yes to. Also, if you don't protect your time, people will steal it from you and a chance they get. It may start off with small favors until eventually you're completing tasks completely unrelated to your own goals. Your time management will suffer for it, and so will your own obligations. So don't let it get that far. When you constantly say yes, you're telling people around you that their time is more valuable than your own time. Show your co-workers that you value your own personal responsibilities and the time you put into them? No to whatever isn't advancing you toward your goals. Say no to distractions and unrelated tasks. Say yes to all the things that make you feel rewarded and fulfilled. Say yes to any opportunity that makes you feel excited to get started. How to say no. Saying No can be hard. It can be unpleasant, scary, and uncomfortable. Chances are it's easy for you to say yes and difficult for you to say no. First, figure out where you land on the spectrum and act accordingly. When someone approaches you with a favour or task, be gentle. No one likes to be refused, especially if they are in genuine need. Tell them that you would love to help them. But unfortunately you have pressing matters that require your full attention. Be specific. Tell them exactly what's necessitating your focus at that moment. Saying no does have the potential of producing negative feelings. So it'll be gracious in your response. If you actually do have the time, do whatever favors you can, then tell them you can do no more. Once people get you to do one favor, it's easy to get you to do another. With this in mind, know not only when to say no, but when to say enough. Instead of closing the door on whoever is asking for help, redirect them. If you know of a friend who might genuinely be interested in lending a hand, let them know, showed that you care, but be direct that you cannot be the person who does the work. Most of the time. People will understand when you show those around you that you truly care about your work. They'll know only to come to you with important matters saying No can be hard, but not as hard as the alternative. Remember, you can always avoid commitments, but you can't always get out of them. Sometimes we need to say no to things that we want to do as well. Let's say a bunch of friends are going out after hours and they invite you along. But this is the time you allot it to finish the extra work that to do in a couple of days. It is up to you to learn to say no to even the enjoyable opportunities. In order to deal with this way, the outcomes of each option staying in means you'll finish your work and not have to worry about it for the next two days. Going out means you'll have to race to the finish your work right before it to do. It is always tempting to drop our responsibilities and enjoy ourselves. Learn to say no to yourself. Build up your self-control and know when it's right to enjoy yourself and when it's better not to. The key to time management is learning the value of your time. Were each given 24 hours at the top of every day. It should be up to you and only you, how you choose to spend them. Once you recognize the value of your time, you'll be cautious about lending it out to people. Just how you will be selected when delegating your outsourcing is up to you. So be careful with who you give your time. Time is something that we never have enough of. So don't give it away freely. Once you learn to say no to distractions and interruptions, you will find you have ample time to complete your work. 9. Conclusion - How to Manage Time: Conclusion. Thank you for making it through to the end of how to manage time. Let's hope it provided you with all the tools you need to make the most out of your day. Now that you understand what it takes to effectively manage your time, you have to use this information in your everyday life. We can all read How to be efficient, but it takes effort to put the steps into practice. So let's go over what you've learned and prepare to implement them. First, be strategic. Identify your time management problems and where you can improve. Remember, your method of managing time may differ from someone else's. Be specific when recognizing where you're falling short. It will make the process much easier. Second, plan. Plan in any way that you can build schedules, make list, batch tasks, organized work. So it follows a logical pattern that makes the best use of your time. This step is q0. Third, prioritize your tasks. Don't focus on the easy or unimportant. Really work on the things that'll make the biggest difference. Take the time to figure out what tasks should be precedent and focus on those. Be diligent with this step and be ruthless with what you put on the back-burner. Fourth, know when you're taking on too many challenges, you can't do everything. Find those who can help delegate and outsource to decrease the number of tasks you have to deal with on a daily basis. Be specific with what you want. Be careful with who you select and follow up when doing so. Your schedule will clear and you'll be able to focus on more fulfilling work. Fifth, eliminate distractions. Track your day and find the source of your upmost interruptions. Use this knowledge to prepare for anything that comes your way. Learn to control your environment as well as your reactions. Sex stopped multitasking. Most people think that they're good at doing many things at once. Chances are they're not. Learn the negative effects of multitasking and start single tasking instead, change the way you work. By doing so, you will get more done in less time. Lastly, say no. It can be difficult at first, but it's a necessary step. Take control of your time and let those around. You know, it's the only way that you'll get to do the work that matters to you. Take a moment to understand the value of your time. Truly recognize how precious your time is and the ways that you want to spend it. Use this fuel for your motivation when these steps get difficult, we are all given the same amount of time. So learn how to use yours in a meaningful and fulfilling way. Be patient when adjusting to these steps. Some of them will be easy to adopt while others may take more attempts. Don't give up when things get tough. The more you work at them, the easier they will get.