It's About Time- Management | Rebekah Chaifetz Saltzman | Skillshare

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

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

Lessons in This Class

24 Lessons (1h 46m)
    • 1. Module 1 video 1

    • 2. Module 1 video 2

    • 3. Module 1 video 3

    • 4. Module 1 video 4

    • 5. Module 1 video 5

    • 6. MODULE 2 VIDEO 1

    • 7. MODULE 2 VIDEO 2

    • 8. Module 2 video 3

    • 9. Module 2 video 4

    • 10. Module 2 video 5

    • 11. Module 3 video 1

    • 12. Module 3 video 2

    • 13. Module 3 video 3

    • 14. Module 4 video 1

    • 15. Module 4 video 2

    • 16. Module 4 video 3

    • 17. Module 4 video 4

    • 18. Module 4 video 5

    • 19. Module 4 video 6

    • 20. Module 4 video 7

    • 21. Module 5 video 1

    • 22. Module 5 video 2

    • 23. Module 5 video 4

    • 24. Module five video 3

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About This Class

Learn to manage your time better - learn how to use your calendar, how to microtask, macrotask, buffer, prioritize, and get your tasks done. 

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Rebekah Chaifetz Saltzman

Clear Your Clutter, Clear Your Mind.


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1. Module 1 video 1: Hello. Welcome toe video one. Welcome way. All go 24 hours in a day. We should spend the time working smarter, not harder. Now the thing about time is that it is not a renewable resource. You get what you get, you can't bank it. You can't save it for later. All you can do is use it right now. We don't want to waste a single second of it. So it's important to make the most of your time. Personally, I don't want to spend time doing things that I don't want to dio. I want to spend time doing things that I want to dio. So I devised a method to help myself get through all the things I needed to do So I can enjoy doing the things I wanted to dio over the next few modules. I'm gonna teach you that method. It's called the Time method T I m e. It's gonna help you finish the things you need to finish so you can do the things you want to dio The time method is t for tools. I'm gonna first teach you all the tools you need to manage your time better then we're gonna go to, I itemize. We're gonna itemize all your task. We're gonna We're gonna figure out what is the most important and learn how to prioritize. M is for manage. We are going Teoh, learn how to manage all your tasks, slap them into your calendar and learn how to get things done. And he is for efficiency. Eliminate and enjoy. I'm going to show you how to eliminate what you don't need and enjoy what you want to dio over the course of this class. If you encounter any information that you think you already know, ask yourself what can you learn from this instead of just dismissing it right out of hand? If you think something I say won't work for you, I ask you, please flipped us into a question. How can this work for me? You may think it. This isn't something I can dio or this isn't something relevant to me. But if you say how can this work for me, you might find find that you can creatively apply something that I say to something that you're already doing. Now I encourage you to do the course in order so that you can get the best results. There is a workbook that you can download right here next to this video to help you learn how to dio all the things that I'm telling you how to dio. I encourage you to do it module by module. And I'll tell you when there's a page in the workbook to do with the module. Here's some quick tips Now you can do this program all at once, and that's fine. But I think you're going to get the most out of each module if you go module by module. So schedule some time on your calendar so that you make it real physically slotted in, so that you make it rial to get through the course so that you can learn how to implement each stage properly. Now you're gonna need to practice these techniques in order to master them, but they are very simple, so just a few times practicing should make it easier for you to get through your work life and your home life. And especially if those two lives overlap, each area will be a lot easier to manage. Once you know these tips and tricks. Now, it's important to speak nicely to yourself. If you don't do this, who is going to speak nicely to you, Right? Be kind to yourself. It's the best thing you can do for yourself. It allows you to be okay when you make a mistake. If you don't speak nicely to yourself, it's gonna be really, really hard to move forward and be positive about the changes that you can actually make. It's gonna be much harder to make riel meaningful change in your life if you don't speak nicely to yourself. Now you can always adapt a technique to work better for you. And if you dio, I would love to hear what you dio off course. You have access to this information for as long as I run the course, So come back and look at it any time you want. For now, that's it on this video, head to video number to where I'm going to tell you a little bit about hormones and how they affect our time management. 2. Module 1 video 2: Welcome back. You may have heard me mention this before, but it's worth repeating now. I don't get paid for saying this. I'm just putting it out there because I absolutely love this protocol. I highly suggest you read the book Woman Code by ELISA VT. Now she has a protocol called F L O Flow Living, and she talks about how women's productivity functions on a monthly schedule versus a man who functions on a 24 hour schedule. What the basic premise is that during certain times of the month, the levels of our hormones allow us to be better at certain kinds of tasks, depending on what phase of cycling war in. In order for us to be the most productive, we should focus on the tasks a court that we need to do according to where we are in the cycle of the month. There are four cycles, and at each stage we have different strengths. This book is mainly for women who have hormonal issues, but I will say this following her protocol to get your hormones in sync even if you don't have a serious hormonal issue is worth it, because, as my friend 80 HD Coach Alanis Lot Stern says. Ah, lot of times for women, it can feel like you have a d h d, but really, you just have a hormonal imbalance. Now I know that we can't push off test based Teoh work around our flow right? It's just not always possible. Sometimes things need to get done right this minute. But from a planning point of view, being aware of what times of the month are better for certain types of activities can help you forgive yourself. If not everything gets done perfectly or if things get pushed off. I've created this. Pdf frio so you can print it out, and you can use it as a guide to determine what tasks are best for you, at which stage you're in in your cycle. Platt things into those monthly schedules. It's gonna make things easier for you because those are the times that your best of those things it's worthwhile toe download an app to help you track your symptoms either the flow living app or King Dara. Both of these are listed in the tool section in the workbook, so you can access them easily. But I think that when you download these abs, it helps you understand exactly where you are, what your strengths and weaknesses are. And the tracking can help you get on track with your hormones, which is ultimately what we really want for our home loans to be balanced so that we can function as productively as possible. That's all for this video, so head over to video three, where I talk about perfection. 3. Module 1 video 3: welcome back. In addition to speaking nicely to yourself, it's important that you let perfectionism go. I always say Perfect is the enemy of done. I had a teacher in high school. He was my art teacher, Mr Barnes, and he always told me that you need to know when to be able to walk away from a painting. You need to be able to recognize when something is finished when it's good and sometimes it's OK. If it's just good enough, it doesn't have to be perfect. We want to remember that we are looking for progress, not perfection. If something is in perfect, that's OK. As you learn to manage your time better, you're going to learn to prioritize. It's so important to know how to prioritize but not just prioritize. You also need to understand when something is good enough. Be okay with what you have done, feel okay with the success that you have made. If you have time later on, you can always go back and try toe, make the font perfect or make the salad perfect or fold the laundry perfectly. But for now, as long as the laundry's clean and put away, that's OK, as long as the document is done. Even if the font isn't perfect, that's okay. You focused on the task. You got it done. It doesn't have any errors. It may not be perfect, but it's OK. In the next video, I'm gonna talk about goal setting, so stay tuned. 4. Module 1 video 4: Welcome back. We're gonna talk about goal setting now. It's really important that you set goals for herself before we start this class. And also before you start tests in general. So head to page two in your workbook and do the exercises on setting goals to start out, I would like you to take a minute and right on the worksheet. Or just imagine, How would you like your life to be? What would you like to be able to do every day? What do you want to dio Every single week? Once a year, Whatever it is, write down. What are the things that you would love to fit into your life if you just had more time? What are the things that you would like to do regularly if you just had more time? To me, it doesn't matter what they are. It just matters that you get some goals, do yoga every morning, go to the beach once a week, have a vacation every year, get your taxes done on time, go into Shabbat, feeling more common, relaxed, whatever it is. Just imagine how your life will improve with better time management to help you on a day to day level. Take a few minutes at the start of each day to go through your tasks and see how to fit them into the smart. S m a r t. Guidelines, which I'll go over in a minute. You want a craft your tasks so that they do fit into the smart guidelines. If you need Teoh so that it's going to be easier for you to reach your goals now, Smart stands for s specific m measurable. A achievable are realistic and tea time bound. If your tasks don't fit into at least some of these categories, assess If the task is important enough to dio or if you can break it down so it does. So stay tuned. In the next video, we're gonna talk about distractions, so stay tuned. 5. Module 1 video 5: Welcome back in this section, I'm gonna talk about distractions. Distractions air a huge issue for most people. The problem with distractions is that we don't know when we're going to be distracted, right? But there are some things we can dio toe limit distractions now. It's going to seem obvious when I say this, but it's important to say it. Then the less turn off your phone if you don't want to be distracted or if you need to have emergency calls from family members, turn on the Do not disturb feature where certain phone numbers will be able to break through to your phone. Turned the ringer off. Turn the vibration off. Just turn it off so you won't be distracted. Shut down the What's app on your computer turn. Don't leave the email tab open on your computer. You can use the stay focused extension from Google to help you block out websites that will distract you like social media sites. And and what stay focused will do is it will limit the ability for you to access these sites during certain times so that you can focus on getting tasks done. Limiting distractions is so important because they're what hinders us from moving forward. Now, more later on in the flexibility section we're gonna talk about how did re flexible when distractions do come up that are important. But in general, it's important to limit the distractions so that you can move forward. That's all for this module. Head over to module to T for time. 6. MODULE 2 VIDEO 1: Hello and welcome to module to T for tools in this module. We're gonna go over the nuts and bolts of essential tools to help you manage time better, like calendars, time trackers, automation, outsourcing and delegation. So head over to video number two where I'm gonna give you a tutorial on how to use the calendar. 7. MODULE 2 VIDEO 2: Hello and welcome to video to the calendar. Out of all the tools, you should learn to help you with time management, the calendar is the most important one. If you don't write things down, you are less likely to remember them. So if you want something to be riel, put it on your calendar. Before I explained the technical aspects of the calendar in this tutorial, I want to talk about paper planners or diaries. If you like using a paper planner, that's okay. I also like to use them when I'm doing long term planning for my goals, because the act of writing helps me focus and think. However, there are a few problems with paper. One is that you could lose it, too, is that it doesn't remind you about things. And three, it's difficult to shuffle tasks in a paper planner. So if you want to keep using a paper planner, please dio, but use it in tandem with an electronic one. Today I'm gonna teach you about the ghoul calendar. Now I know that there are other calendars that you can use and please go ahead and use them if that's easier for you. But This is one of the most common ones, so I'm going to stick with this one for now. I'm gonna show you a bit about buffering now, but we'll cover it more extensively in module for so head over to your calendars and let's learn how to use it. The first thing I want to teach you is how to create a task. So let's say I want him record a video at 11 o'clock on Sunday, January 5th. All I have to do is click on 11 and type in record video and press safe and voila! The task is there, and I'll see it as soon as I look at my calendar. But to get more detailed, I want you to click on the task. I want you to click on this little pencil, that edit event, which, by the way, I'm just gonna go through these little tasks here that's edit this little trash can is the lead an event? This little envelope is email guests. This gives you more options, and this is closed the box right now, you can see that's the task is showing as busy. That means that if someone wants to book time on my calendar this time will show up as not available. This is of useful to know if you use an app like Callin Lee or other calendar schedulers, and they synchronise with your cool calendar because then that part of the calendar will be blocked off. Even if you want people to be able to see that time is available, it won't show is available right now. This task is not a repeating task. I'll go over repeating tasks in a minute. Right now, there's no location because I'm doing it at home, so I don't need to add a location. But if I was meeting someone somewhere, I might want to put in a location, the notifications right now are set for 10 minutes before. So that means that I'm gonna get a reminder 10 minutes before on my phone that I am supposed to be reporting videos. I can also add a notification if 30 minutes before I want to get let's say, an email, I can switch this tab here from notification to email, and I will get a new email 30 minutes before it's important to note that you can also color code your tasks. Now I love color coding. I think it's really, really the best thing that you could dio. This little color right here allows you to color any color you want. You can pick whatever you want. I like to color code my tasks by type of tasks. So task that I'm doing in the house, I generally leave as gray task that are outside of the house. I might task that are traveling. Usually I put in yellow task that are outside of the house I usually put in blue, and I also color code based on my kids and what they need if I want to make. If I want to add a guest like for example, I want my husband to know what I'm doing. And when I'm doing it, I might go ahead and send him an email. His name is Evan Evan gmail dot com, right, That's not Israel email address. And then, basically, it will come up that Evan is at the event and Rebecca is at the event. They you can give guests the option to modify the event, invite others or see the guest list. In this case, I want him to be able to modify the event if he wants Dio. I can also decide. Teoh print this event deleted from here, duplicated. Which means, let's say I want to have the same event on the next Sunday. I can press duplicate I can publish event which will make it public, or I can change the owner. So if I want to give my husband ownership of this, I can do that too. That's basically everything that you need to know in this in this section. Here is where you would put the date years. If I wanted to change the time from 11 to 12 I could do that and it will automatically change the end time. If I wanted to take two hours, I can schedule two hours for that. I can also schedule in a different time zone if I know I'm gonna be traveling or if my guest is in a different time zone. But in general it's best toe leave time zones as they are here. I can make the task all day long. If I want to record videos all day long, I totally can. This way it's gonna show up like, just like this this way it's gonna show up just like this where it's not at any specific time, but it's all day long. But if I don't like that, then I'm gonna edit it, and I'm going to go ahead and I'm gonna turn the all day off and I'm gonna dio 11 a.m. again till one for two hours. I'm going to decide to take my guest off this time and I'm going to save it and well ah, you can see that I have recorded videos at 11 o'clock. Now it's a good idea, Teoh, if I wanna edit the videos to leave a little bit of a buffer time, So I'm just gonna schedule on buffer for an hour. But I don't really think I need a buffer to record the videos this time. So I'm only going to do 1/2 an hour and you see, I can just pick it up in drag it. So now it's only gonna be 1/2 an hour. And then at 1 30 I want to start being able Teoh, edit the videos, right? So I'm gonna press save, and then I'm just gonna be like, Oh, I need a little more time to edit videos. There we go, gonna build in another buffer, and then I'm gonna start to make dinner. See, that's exactly how you need to just lay it out. Now let's say you're kids have activities or you have a weekly appointment that you need to go to. Let's say, every week at every Thursday at 11 AM I have a mastermind class. So here we go, mastermind safe. Now I can click into it again, and I can do the repeat. It repeat is custom. It could repeat every week on Thursday but actually repeats every other week. So what I can do is repeat every second week, every two weeks on Thursday and it ends. Never done. There we go. So I have to do is press save, and since I'm meeting with other people, I might make it orange. And there we go. And as you can see, it's not the fault this week, but it's on the following week. Okay, so it started on the knife and it skipped the 16th because it's every two weeks and it went on to the 23rd and you can see here we go. It'll show up again on the 62 weeks later. Okay, so let's say it's something for your kids. Okay? You can and your kids have something at three o'clock on Tuesday's so you could say karate , right? You can. Also, instead of hitting save, you can always go to more options. Okay, you can dio more options. I want this to repeat weekly on Tuesdays, But if thy If I repeat it weekly on Tuesdays, it's just gonna go on forever and ever so many make it custom. It's gonna repeat every one week on Tuesday and it's gonna end on April here. It's gonna end here, Okay? And then all I have to do is press done. And Aiken Dio is type in a location so I can write school. Let's say, and what's gonna happen is is if I put in the exact address. Whatever in my kids school is, um it's gonna set. You can synchronize it with ways and ways will send you a reminder to remind you when it's time to leave from wherever you are. It will say, Hey, it's time to leave right now to get to karate, right? So that's a really great way to synchronize. You can also add guests here if you want to add your kid if you want to add your spouse, whatever it is, Um and you can even make notes like this every week. You have whoops. You have karate. Don't forget your uniform, right? And then just press save and Walla it's gonna be there and it's gonna be there every week. See, there it is. Okay, now let's say I want to delete it. All I have to do is go click on it, press trash, and it will ask me, Do I wanna delete this event, this event in the following event or all the events in this case? I want to delete all the events. Press OK, and you can see now it's gone, right? So that's how you do that. And it's, uh, it's pretty. It's pretty nice when all of a sudden your phone just remind you, Hey, you have to take your kid to karate and ways knows that this is when you have to take your kid to karate, right? So it's just a really nice way to make sure that you're getting what you need to get done when you need to get done. Now let's go back to reminders for a minute. I generally like to use reminders. We don't want to join hangouts here. That's if you want to use the conferencing feature, which we're not using in this example. So I'm generally like to set reminders for 15 minutes, even though the default here is 10. Because 15 minutes for me is a way to say, like, finish up your current task. You have 15 minutes left. In addition to the buffer, it really helps me. So, for example, let's say I need to be at the airport at a certain time. I live an hour and 20 minutes from the airport. I put the reminder in at four hours and 20 minutes or 30 minutes or whatever so that I have enough time to travel to the airport, plus get there three hours before, which is really important when you're checking in for an international flight. Now, I showed you the meeting requests. Um, I want to just say that meeting requests have saved my marriage. Ah, large family shared calendar never really worked for us. I know a lot of people like the app cozy, but that didn't work for us either. So we send meeting requests to each other. They show up on calendars, it's automatic, and the functionality is really amazing, and you can edit them toe work for you. Now if you have a repeating tasks like I said before, you're gonna want to set it up. Now you can always individual edit individual tasks if one appointment gets changed. So for Buffer, you can write buffer like I did here. Or you can just leave the space blank like that. Whatever you decide to do is okay. But just keep in mind that if you're synchronizing with a calendar tool for your business, you're gonna want to block out those buffers because you don't want someone to book that time slot with you. So it even if it's just a buffer to go to the bathroom. You want to leave that buffer on the calendar. It's pretty easy to use the calendar right in. Module free will go over how to deal with the to do list, but just to get you started, I want to tell you about Google. Keep. You can check it out now if you want. It keeps all of your to do list and keeps them fairly orderly. You can also check out page four in the workbook. It lists different tools to help you for different parts of the planning and automation and everything like that, so that you can be more organized. If you ever tell you love, just drop me a line and let me know what it is because I would love to add it and share it with everybody. 8. Module 2 video 3: in this video. We're gonna talk about time tracking now, over the next few days. I think it's a good idea to download a time tracker and track your time. You can use it azan app on your phone or directly from the website. And if you're low tech, you can use a notebook, though sometimes those have a tendency to be less accurate. Now, tracking your time is gonna help you figure out where you're losing time. And also it's gonna help you figure out where you can automate and where you can delegate, cause it's gonna show us what task take you longer and what tasks maybe somebody else can do better than you. Most importantly, though, doing this exercise will help you see how you're really spending your time, because most of us just have no clue. Maybe things don't take his long as you think they dio. Maybe they take you longer than they think You dio knowing how long something takes you. We'll help you when you get to module three. When we learn about micro tasking, the other advantage to time tracking is now You're gonna understand what time of the day you are most productive. When is the best time for you to do task that are more difficult? When can you do easier tasks? What time of the day works best for you? Maybe you're more energetic in the morning. Maybe you're more energetic in the evening. Personally, I love working at night because it's extra quiet, especially in my house. You're gonna want to do the work sheet for this module, and that's on page three of the workbook. We want to get some answers. It's kind of a fun exercise to fill out before and then after before you do the Time tracker. And then after you do the Tracker because you're going to see if you were really true or spot on about yourself. The data doesn't lie. So see what the data says and go on from there cause it's probably different than what you thought. Now I like ta go. As a time tracker, it has a few really good features. The 1st 1 is that it has the timer features, so you don't have to write down what you're doing. You just put the timer on, and then after you're done, you're just right in what you've done, and that makes it easier. Plus, it allows us to see how much time has elapsed since we've gone ahead and, you know, started started doing this one task. So that's a good tool. But you can also do it automatically, which is, if you know that you're starting. You started at 8 50 and you took the task till 9 15 Then you can go back and write what you did during that time, right? What you did from 9 22 9 45 right? What you did from 9 50 Teoh. You know, 10 o'clock. Whatever it is, you can do that automatically or you can do it. You know, with the timer. The beauty of toggle is both that it has a web version and it has on app, so you can use it in both places and they will synchronize with each other. It's free for one user. So go ahead and download it. Track your time, do a comparison on the worksheets from before and after you track your time and let's see what you did. Head over toe video number four. We're going to talk about automation 9. Module 2 video 4: Welcome back in this video, we're gonna talk about automation. If you find that you are often doing the same tests over and over again, then take the advice of Rachel Ray chop ones. Use it twice. She always says, If you're making to a greedy, if you're making to recipes with the same ingredients like garlic at the same time, don't chop the garlic twice. Chop the garlic one time altogether and then separate what you need for each recipe. It's so much faster than chopping ones garlic clove once and then chopping a second garlic clove later, right? You're doing it all at once. It's combining the tasks. Now we're going to go over part of automation when we cover micro tasking, but I think it's important to say this here. If you find you're doing a task over and over and over again, you need to find the repeating part and streamline yourself. So if you write the same email all the time, why would you type it this every single time? There's just no need to type it every time you need to send it. So type it one time and then use Google can responses Teoh Edit as you need. It's an add on to Google email, and outlook has a function like this, too. I think it's called signatures, and you can use it. And there's this video in the bonus section that shows exactly how to set up the canned responses. The same thing is true with email signatures. Now I use a tool called Why Stamp? But you can use the free tool in Gmail if you want. Actually, why stamp as a free tool to? But I like the way it looks fancy on why Stamp? Um and it gives me the flexibility to do several different kinds of email signatures, and I can choose each time that I want to use it. But why do you have to type your name 300 times a day, right? Just type it one time and then let it go over and over and over again automatically. I obviously can't go into every single detail of how you can automate every single thing in your life. But look into your day after you do the time tracker and see where the things you are doing are repeating, like grocery shopping or meal planning. If you meal plan, then grocery shopping is gonna be a lot faster because you're gonna be shopping off the same list. You're not gonna have to make a shopping list every single week. And if you online shop, you can make a shopping list just for that meal plan and just hit reorder and automatically come to you while us super easy and you're gonna spend a lot less time, even grocery shopping online. We don't need to start from scratch every single time we do something. The point of automation is that you don't have to do that. Additionally, when you automate, you reduce the amount of decisions you make in a day. Decision making is a limited capability that we have during the day. We can only make so many each day. So so every single thing that we have to do we have to make decisions about. If you're automating, you're making less decisions, and you're freeing up your brain to make better decisions when you need Teoh because the automation tasks are going on. Repeat so you don't have to use things up and you have more brainpower lasting you longer throughout the day to help you figure out what you can automate after you do the time tracking. You can go to page five in the workbook and use the worksheet to help you figure out exactly what you can automate and where you can automate it. If you need help figuring out exactly how to automate a task, head over to the group and ask there the hive mind is great. We can all help you there. Check out the next video about outsourcing and delegation. 10. Module 2 video 5: do you? Welcome back. This video is gonna be about outsourcing and delegation. Now, if you're a perfectionist, this aspect of time management is probably going to be a little bit difficult for you. When you go ahead and you track your time, you're going to see what tests take you a long time and what could be handled by someone else more efficiently, like another kind of professional. So, for example, cleaning it takes my cleaner about six hours to clean my whole house very, very thoroughly. That's without doing special things, like the fridge or the oven or the windows. If I did it, it would probably take me double that time. I'd be angry about it the whole time, and I probably wouldn't do as good a job because I'm not a great cleaner, even though I'm a good organizer. Not only that, but I'd be exhausted, and it would take me away from the other things that I actually need to do, like helping other people organize or making videos or doing social media or even spending time with my kids because, after all, I have a full time job, right? So even if I divide that into one hour per day. What my cleaner does over six days a week, right? It was. He would still do a better job than I dio because he's a pro and he cleans better than me, right? It takes. It makes sense to me to have a cleaner while I spend time on my business or with my family . It's important to know though the cost benefit analysis of hiring out of job versus doing yourself. So if you make $100 an hour and your cleaner charges $50 an hour and it's faster than you seems like money well spent, right, it's a no brainer. Even if you make $50 on our and so does the cleaner, it could still be money well spent. But if you make $40 the cleaner charges 50 is it worth it to you? Maybe it still is, but only you can decide that on Page six of the workbook. There's actually a worksheet to help you figure out exactly if a task is worth delegating or if it's worth doing yourself so head over to the workbook and you can fill out that task after you've done the time tracking to see what you can delegate right? But there is an equation we can use to figure out if a task is worth us doing ourselves or if it's worth outsourcing. And the equation is time plus money, plus quality of work equals Delic delegation. So I think if you only save money and quality of work, it could still be worth it. Teoh outsource Even if you're not necessarily saving any time. If someone could do the job 75% as well as you can. I think it's worth outsourcing the job because, let's be honest, 75% is a really great ratio, and if someone can do that again, it doesn't have to be perfect. Sometimes things just need to be done. So if outsourcing is gonna help, you get things done. So you're less stressed out and you have more time to do the things you want To dio, to me, seems like a win win, so I think it's a good idea to pause the video head over to the work sheep review what you did in the Time tracker and see what task can be outsourced and what could be delegated. And if you are unsure, use the equation at the bottom to help you figure it out. You don't always have to pay for outsourcing. Sometimes you can get a friend to help you if you need to pick up a kid at school. But you can't be in two places at once. Ask a friend. Maybe your spouse can do it. May be an older sibling can help you out. Asking for help is not a weakness, but you don't want to ask without purpose. So really, look through the task that need to get done. See where you're stuck. What's taking a lot of time where you really need help. You want to be at your payscale, right? You want to be doing the things that are cost effective for you to dio. So see what you can outsource from that perspective, where you can ask for help again. It's not weak toe. Ask for help. One thing that's important to remember is that if there is a person that doesn't do something the way you like it, like in your order with your particulars, it's OK. It's long as it's done. That's all we're looking for my kids. Don't fold the laundry the way my husband likes it to be folded. But you know what? That's OK. It's folded. It's put away their learning. It's important for us to teach them. It's not gonna be perfect when they first start out. Over time, we'll show them how toe perfect it and make it better. But for now, the task is finished, and that's really the important part. Now some people tell me that if you have to train someone, it can take longer than just doing it yourself. That's true. But only the first time after you train someone, it should go verite fairly quickly. The next time that they do a task, of course, they might have questions, and you might need to be available to answer them. But the fact of the matter is, is that if you set up a protocol and we're gonna go over that and micro tasking, you're gonna be able to hand the personal list. Say, this is how to do the task and it's gonna take away a lot of the questions they have something to refer to, so they don't need to ask you every time they need something and you'll have a designated and clear protocol. So both of you know what to expect. And if you need to train someone else in the future, it's already gonna be ready. So automated, right? Already ready for you All you have to dio is print it out and give it to the next person. Right? You can also get tools to help you outsource. People always tell me I can't afford a dishwasher but or I cant afford an I robot. Well, maybe you can't. Maybe a secondhand option is an option for you. But I also think about how much time you spend doing these tests. How much time do you spend vacuuming your house? How much time do you spend doing your dishes? Maybe if you check the cost over time and you can advertise it and pay it off, it's gonna be a lot easier for you to be like, Yeah, I could afford a dishwasher or Yeah, I cant afford an iRobot, but I think about but you need to think about like what the pain is also, if it's causing you pain, it's probably good idea to outsource or get help or get a tool to help you do it right. My friend told May that after Shabbat she loves to hear the sounds of her machine. She turned on the dishwasher. She runs her her washing machine. She puts on her iRobot vacuum. After that, she switches everything and puts on the dryer. And then she runs her iRobot floor washer and she can leave. She can leave for 30 minutes and go say hello to a friend. She comes back to an almost clean house, right if she leaves and she just has to switch everything over. And then when she comes, if she goes out and comes back the second time, wala the houses like super clean, there's I run the iRobot while I'm sleeping and I wake up and my floor is vacuumed. It's like such a nice thing like, Wow, I didn't have to spend, even though it only takes me like 25 minutes. Maybe the vacuum. My floor right. The iRobot did it, even if it took the iRobot two hours. Who cares that it took the I robot two hours? I didn't have to do it, did it while I was sleeping I woke up in the house was clean right? By the way, there's even an iRobot that will wash your windows. So if you want to have clean windows, windows take a lot of time to dio. So if the iRobot is going to do it for you, go ahead. Let the iRobot do it for you. The point is, is that there's always a way to automate and outsource. Get creative. You can figure it out. Find a way to help outsource. Get a kid, get your spouse, get a friend to pay for it. Whatever you have to dio, you'll have to do everything. And everything doesn't need to be done perfectly. It just needs to be done. That's the end of this module module three We're going to talk about, I itemizing and so head over to Module three. And if you have any questions, of course, poster questions in the group way 11. Module 3 video 1: Welcome back to Module three. This is I for itemize by now. I hope you caught up on your worksheets, done up to number six and figured out you're productive times of day. What your goals are what tasks you can automate and what tasks you can outsource If you haven't had back to the workbook and get that done before you continue because I think it will really help you and this module. We're gonna learn about to do lists, assessing what needs to get done, prioritizing tasks, micro tasking and procrastination. So if you're a procrastinator, you're gonna want to make sure you check out this module very, very thoroughly and don't procrastinate. Video two is all about the to do list and prioritizing. See there. 12. Module 3 video 2: in this video, we're going to discuss how to deal with your to do list. So as I mentioned in module to I like using Google keep. But you can also use a spreadsheet. I'm a huge lovers spreadsheets, and there's even a video on how exactly to use Fred Sheets. I love them so much. I want you to love them. There are really great tool. If you are a low tech, though, and you prefer paper, that's okay. I suggest doing this in a multi subject notebook so that you can divide list into categories, work and personal at a minimum so minimum to subject notebook. But I think a five subject notebook is really great because you can also add like wish lists, and you can add, like other informational sections where so everything is together all in one notebook. So let's head to page seven of your workbook. As you can see that there are three columns. Think of all the things you need to do to get done work, Personal wish list item. It doesn't matter the order that you dump them out onto the paper. Just do a brain dump. Get all of the task that you need to get done out of your head and onto the paper again. The order doesn't matter cause we're gonna deal with that in a minute. Just make a list of everything you need to get done. If you want to do this indirectly and Google keep in a notebook or a spreadsheet, go ahead. I just like the the worksheet because it's a good starting point. But go ahead and do it wherever you feel comfortable. Take a minute, pause the video and do it now. All right. So after you get them all out of your head and down onto the paper or in ghoul keep or your spreadsheet or the workbook or whatever it is, we need to analyze the list. So had to page eight of the workbook, and we're gonna use the method A, B, C, D. E f, which I color coded to help you figure out what is the most important. What are your priorities? So okay, the A section is divided into two parts personal and work. And as you can see, it's green. Green is like go and I'm using it to put your most important test. So the way you can prioritise most important tasks is these tasks have to be completed at any cost. Otherwise, you will have serious consequences for non completion. They need to go at the top of your list, so put them at the A section. If you need more space, go ahead and print out another copy. Whatever you need to do is find the B section is yellow. These tasks are less important. They need to get done, but they won't affect anything if they're a little bit late. As you can see again, I divided up yellow tasks in both personal and work. So to help you prioritize in both categories, see is Red C stands for tasks with no consequences. These air task that are nice to dio someday, but they don't need to be done today. It's not so important as to whether or not you get them done. They just need to get done right. It could also be a task that maybe has a two or three week deadline down the line. It's something you want to keep on your radar, but it's again not important, right this minute de is the purple section and it stands for delegate. If there's something that can be delegated to someone else, market is D again. I separated these by work and personal because they're different people in our lives who we delegate to for work and for personal. Right? So it's important, Teoh. Have them separated in your mind because you want to make sure that you're delegating to the right people. E is the orange section, and it stands for tasks you can eliminate. Now we're gonna talk about this more in module five. Basically, as you write down your list from page seven and move it to page eight, see what tasks are like things you don't really need to get dio done or things that you can give to somebody else or things that you can automate, which is section s automate, which is blue. Now. These tasks can overlap from the other categories, so if you see there something in category one or category to that, you can also automate. You can put it in the in the in the F section for automate, or you can highlight the task in blue. Or you can circle the task in blue. This way you'll know that you wanna work on automating the tasks. People derive a lot of satisfaction from physically crossing things off their to do list. But what I love about Google keep is that across these things off your to do list, but a graze them out and move them to the bottom of the list, So I know I did it, but it's crossed out and I get the satisfaction of clicking that I did it without having to lose the fact that I did it. So I'll always remember that it was done. That's what I really love about. It also works that way in a spreadsheet. If you cross it out on paper, that's fine. But you know it's not the same, right? I don't know, just really organizes it nicely. Google keep and I'm really a huge proponent of it. So once you get your list out of your mind and onto your paper or into your device and after you prioritize the tasks, you're gonna need to get them onto your calendar. Now we're gonna deal with that Maurin module for which is manage. But before we get there, I want to talk to you about micro tasking and macro tasking. And so that's what we're gonna talk about in the next few videos. So head on over to the next video, and if you're stuck on anything, then head into the group and let us know where your stock and see how the group mind the hive mind can help you weigh. 13. Module 3 video 3: Welcome back in this video, we're going to discuss why we procrastinate and how to solve it by using micro tasking. Now, micro tasking can be used for just about any task you're stuck on or anything that feels overwhelming. Why do we progressed? Well, the first reason is we don't actually know how to do the task either because we're missing a tool or because we just I don't know how to do it. And the second reason why you procrastinate is because you don't want to do the task or the task feels overwhelming. If the problem is that you don't know how to complete the task, then it's time to learn micro tasking. You need to break down the task and see where you're stuck. When you're breaking it down. You want to break it down as if you're talking to an alien from outer space. You want to make sure that you understand each and every single steps we could easily hand over the list of someone else. Even if you had to do this task. You can use workbook page nine in your workbook to help you break down the tasks, see what tools you're missing and figure out how much time each as take you. But before we get to the worksheet, I want to go ahead and explain to you exactly the process. So let's say I need to get my suitcase packed, but I'm not really sure how to do it, or I'm having trouble getting started or even just being motivated enough to do it. If I break down the task into steps, I'll start out with six steps. So my first steps are number one. Get the suitcase out number to gather all the supplies I need Number three. Put everything in the case. Number four. Sip it up. Number five, Put it in my car. Number six, Go on my trip. But if you're thinking about it, number to gather all my supplies is a little bit vague. Right, So I need to go ahead and give myself a little more detail about step number two. So what am I missing? And Steptoe to what tool can I need? Well, for me, I look at that. My thing. I need a spreadsheet because I need to know which things I need together. What do I need to pack? Right I don't know what to pack, so I'm gonna make a list. Armani use a spreadsheet. Whatever it is, that's the missing tool, right? The list or the spreadsheet. So then I will go back to it and I would say, OK, number one, get out my suitcase number to write down what I need. Number three. Gather all the supplies that I wrote down number four. Put everything in the suitcase Number five. Zip it up. Number six, Put it in my car. Number seven. Go on my trip. So I've added on extra step, right? So I've gone from six steps to seven steps, but it's still not so informative. Right? What exactly do I need? So now I could go ahead and make it even more specific. I could write, Get out my suitcase, make a list of the basic clothing, make a list of the special clothing, make a list of the medications, make a list of the electron ICS, then gather all the supplies. Then put everything in and zip it up. Then put it in my car. Then go on my trip. Right, so So that's great. You want to break it down and be as specific as possible. Now I want to say that for a not for a task like packing, we pack, you know, more than one time, we we are constantly moving and going away, right, so we often times need to pack. So once you make this list automation right, it takes time upfronts. But in the long run, it's going to save you time later. So you're gonna make this list once of basic clothing, basic special clothing, basic medications, basic electron ICS, basic food. You want to bring basic toiletries, whatever you want to add into it. And if it's in a spreadsheet, it's super easy. All you have to do is copy the spreadsheet and adjust it for your next trip. So if your first trip was, let's say in the summer and your second trip is in the winter, you're gonna want to add, let's say, a coat and maybe some sweat pants or something like that. But like the basics of the the basic clothing, you know, the Sox, the broads, the underwear, whatever else you know, you are basics for you. The medications are gonna be there. The electron ICS are gonna be the toiletries are gonna be there. You might want to add or subtract, but the basic step is already done, and that is an example of automation. So not only am I getting to show you micro tasking here, but I'm also getting to show you automation in play, right, Because you're doing this step right now you're making a list, and if you call it something easy to find in your spreadsheets, you can just search for packing list, and then you can go ahead and have this already and set up for the next time you go when all you need to do is make a copy and a just a little bit. But right now, if you did that, it would probably take you. I don't know, 30 minutes to get it all down, right. And the next time you do it, it's only gonna take you five or 10 minutes to get the lift set up and ready. And so you're gonna be shaving time. So, yes, it's true upfront. It takes time, but later on, it's going to take you less time. And that's an important thing to remember. Sometimes it's worth putting in the extra steps right now, so it saves you time later on. The point of going into that much detail like acting as if you're talking to an alien who's from outer space, is to actually give yourself the chance to see what's missing. When you figure out what's missing, it's a lot easier to go forward. In this case, what we're missing was a list or a spreadsheet. But what if you know it's something else? What if we weren't sure where the suitcase was? That would be the missing tool, right? We might need to go out and buy a new one. We might need to search the house. Whatever it is, we would have the tools, the steps in place to figure out exactly what we were missing. So I want you to go ahead and, you know, try this as a practice task right on page nine of the workbook so that you can go ahead and get some practice. And then when I want you to do is I want you to go to page 10 of the workbook and we're gonna plug that in into a procrastination effects and see why you're procrastinating. And if you're If you can figure out why you're procrastinating, it's a lot easier to decide. OK, Am I missing a tool? Do I want to outsource this? Am I? You know, procrastinating because I need to automate it or a my progressive, because it's just not that important. And I really should be getting it off, going to do list all together. So, you know, doing those two sheets Page nine and Page 10 are really gonna help you figure out you know exactly what needs to happen. Now, I just want to make a few extra points here. Number one. While you're writing out each task, it's a good idea to estimate how long you think it will take you so that when you put it into your calendar, you're gonna understand how much time you need in total, which is part of the worksheet for page nine. So go ahead and figure out exactly how much time it's gonna take. You were gonna deal with that in Module four when we talk about macro tasking number two, the importance of being a specific of possible and treating the list as if you're talking to an alien for an outer space is important because if you want to delegate some or part of the task to somebody else, if you're a specific, it's possible it's gonna make it easy for them to do it. But you don't only want to make sure that your specific you want to make sure that your steps are in order. So in the case of the packing the suitcase, it's not so important. Obviously, you're not gonna want to put the, you know, put put it go on the trip first, right? Without banking the suitcase. That's not your first thing, but like putting it in the car. Is that such a like imperative thing to Dio, right? Like, But I'll give you another example. So, for example, I podcast every week when I podcast, I put upload the episode, and I created in a program called Anchor Anchor creates a long link, but I like to shorten the link because then I can track the link and I can, and it also takes up less characters when I put it in Twitter. But when I copy the long one onto the long address onto the clipboard, the first thing I do before I shorten it is First I copy the link, then I open Pinterest. Then I create a post in pin dress with a long link because Pinterest doesn't allow you to put shortened links in. So first I dio the long link. Then I opened Pinterest. Then I make a post in Pinterest and I post the Post and Kendra's. Then I close Pinterest that I open bit Lee B i t. That l y I create a shortened link that I opened Twitter that I opened linked in that I make post in those places etcetera, etcetera But to save myself the timing and to be a little more efficient because efficiency is also important year. I put the steps in that specific order because it makes the cutting and pasting less arduous and easier to manage if I'm handing off the task of someone else or even if I'm doing it by myself, right? So how you order the tasks when to break them down is also very important. So that's number three. Make sure you write down tasks in order so that your efficiency is maximized and take the extra minute to think about efficiency as you plan things. Four. If you keep track of these in the spreadsheet, which I love to dio, the next time you go away, we'll go back to this to case example. Then, next time you'll go away, you'll have it already done for you. And so it's gonna take a lot less work, as I already explained. So the advantage of that is that you're basically automating and that you're saving time in the long run, which again is efficiency. Micro tasking can be applied to both work activities and home activities. So when you're cooking for Shabbat or other large meals, you can use micro tasking. Take a few minutes before you start cooking. To make a schedule. Give yourself focus. While you're doing the task, it will make it go faster and from week to week. If you make the same things, you can use the list over and over again, which is automation, right? So if you make chicken, if you make salad and if you make soup, you're gonna want to figure out which one is the one you want to start with so that you can give all the other task their time to cook So, for example, the in my opinion, it would be best to start with soup. You prepare the soup, you get it ready and you start to boil a and you let it boil right. And then after that you get the chicken in the oven. And while the chicken is cooking and while the soup is cooking, then you make the salad right. So it's thinking about the order and the efficiency of each task. That's really, really important so you can apply and micro tasking, too, any kind of task that you're doing. And it's a great tool to teach your kids because it helps them break down with executive functions. So if your kids are having trouble figuring out how to get tasked on, so if you say to your kid hey, clean your room, they're going to like moving. Come in my room, you're gonna say to them, Put the toys, put this kind of toy in that been put that kind of toy and that been put that third kind of toy in the third been and make it easier for them. Pick up all the garbage and put it in the trash break it down for them, help them understand exactly how to do the task. I promise you it's going to make things go a lot more quickly. So if you've broken down all the tasks and you're still find that you're procrastinating, then we know that the problem is not a missing tool and it's not, You know that you don't know how to get it done. The problem is probably that the task is too hard for you or you don't want to do it or you don't enjoy doing it. If that's a situation, then you're gonna want to figure out how you can outsource it and get somebody else to do it so that you don't have to to free up your time. It's not always possible, so sometimes you're gonna have to bite the bullet and just get it done. In that situation, you're gonna have to put it on your calendar and get it done, and we'll talk about that more and manage module for but in in the grand scheme of things, figuring out why you want to do it or why you don't want to do it or what the problem with doing it is is going to really help you when it comes to procrastination. So if it's the tools that you're missing, the tools or you don't know didn't know how to get it done than micro tasking will help you . But if it's that you don't want to do it and you're just feeling overwhelmed about the whole task, see if you can get somebody else to do it. And if you can't then get it scheduled so that it can be done, break it down. That could sometimes be easier. Use the micro tasking portion to figure out how to break it down and break it down and do it over a number of days, especially if it's not urgent. So if creating packing. So if packing a suitcase is really difficult for you and you just feel overwhelmed by doing it. But you can't really outsource it to somebody else or you don't feel like you can or you have no one else the out sort to dio, then break it down over a number of days again. We'll talk about this more in the next module, but work backwards if you know you're going on a trip on Friday break down the six days of the six parts of the task into six days on day one. Take it, like work backwards from Friday. Right? So on Friday, you know you're gonna have to put it in your car. Right? Um on is So so that's gonna be the thing that you dio on Friday. Maybe zip it up and put it in the car. Is the task for Friday? Put everything in the case on Thursday, Gather all the supplies on Wednesday, make a list on Tuesday and get out the suitcase on Monday. Right. So you're working backwards to get it done, but you're Do you're separating the task into a little bit every day, so it's a less a little less onerous for you. Ah, little less distasteful, less overwhelming. And if you break it down into a day to day tasks, it's gonna be much easier for you to handle and feel less overwhelming. But if it's something you just don't want to dio again, maybe outsourcing is the best deal, but only if you actually can. Because it's not practical in every single situation. The next module is Emma for manage, and we're gonna talk about macro tasking. How to get all these tasks on the calendar. Had a buffer. Had to be flexible, how to be adaptive. So make sure you finish up the work sheets, get on track, learn about Mac micro tasking and the procrastination. So so that's pages nine and 10. Make sure you get those done so we can move on to macro tasking. 14. Module 4 video 1: Welcome back. This is module for manage in this module. We're going to discuss how to manage your tasks. So you're gonna learn how to plot things into your calendar. The best time to plot things into your calendar. How toe buffer, how to be flexible and how to be adaptive. We're gonna figure out the systems that can work best for you. So head onto video to we're going to discuss macro tasking. 15. Module 4 video 2: Hello and welcome back. We're talking about macro tasking in this video. Now macro tasking is taking the test that you have prioritised and getting them into your calendar at the start of the week. I write my to do list for the week, and then I put my tasks in throughout the week. I tried to never schedule more than three very large task per day unless they're very fast . And every morning I do a quick check of my calendar so I can stay on track. Now, of course, reminders remind me when I need to start and wrap things up and when I need to switch tests . If I'm not already doing that, you can use Pages 11 and 12 in your workbook to help you figure out all the details of these next few videos. But before you deal with weekly tasks, it's important to first put all the recurring appointments on your calendar and schedule everything else around them because this will give you a baseline for how to proceed throughout your week. So if you know when your weekly therapy or coaching call is, and when your kids have basketball and karate, then you're gonna be able to fill in everything around that and you're not gonna over schedule yourself, which is a big problem for a lot of people. Now, remember, here it's important to write everything down because if it's not on your calendar than it isn't really riel. So after you put in those baseline activities, things that are happening every single week, you're gonna want to put in your M I t is your most important tasks. So again you're gonna had to the worksheet and you're gonna how use the worksheet to figure out which tasks are the most important tasks for that day. Now you're also gonna want to check your time tracker and see is the morning time your zone of genius? Maybe it is for me. It's not really for me. I prefer to work at night, and I feel much more balanced at night because it's quiet and the rhythm is different than during the day when it's when it's a little bit tactic outside my door. So figuring out when your zone of genius is important when your zone of genius is is important and you'll be able to find it from the data that you collected when you were tracking your time. It's a good idea to schedule your M I t is in the morning your most important tasks in the morning because if something goes wrong during the day, you want to be able to be flexible. Okay, so that's another thing to take into consideration if something goes wrong during the course of the day, are you still gonna be able to get your M i t is done? Do you remember what I said about decision making in the automation section? Maybe not. Well, what I said was, we only get a limited number of decisions we can make every single day before our brain stop making them. So if you have a task that requires a lot of decision making capacity than try doing it during the part of the day where you're most clearheaded, that could be the morning for you. But if you take an afternoon nap, I have a bunch of clients to take a nap in the afternoon so that they can work later into the night. Then maybe it's right after you get up for a nap or from a nap. Or maybe It's right after you eat a meal so that you feel more rested. Or maybe it's right after you take a break. But you will run a wanna figure out and use your time tracker here again because the date is going to tell you when to do this. When is the best time to do the kind of tasks that are really focused on decision making? Now you're also gonna want to go back to video to in Section One about hormones and use the chart there to figure out at which time of the month is the best time to do specific tasks related to specific things. You need to dio based on what your hormones are, because that's gonna help you get the task done better. So if you have flexibility and when things can get done, it's a good idea to check the chart and see if you can accommodate how your cycle is going to what needs to get done. So let's go back to the zone of Genius for a minute, which means that you have to check the time tracker, right? So what time of the day are you most productive if you have a flexible job isn't much easier for you to be focused later on. In the day, you're gonna need to check the time tracker to find out. But basically, you're gonna want to see if you're most productive between nine. And 12. Or maybe after lunch, maybe from 2 to 5, maybe from 8 to 10. Whatever it is, use that time to do the tasks that feel more urgent because you're gonna want Teoh. Um, make sure that you're getting the most out of those tasks. So, Matt, for tasking is really the art of figuring out which tasks go when and how to batch those kind of tests together. And we're gonna talk a little bit more about matching, which is the next step of macro tasking in the next video. But I just wanted you to understand, like in a larger way, like big adult, as they say, like in a large way. How can you know the macro tasking really fit in? So it's good idea to use the worksheet and also plot out the task that are important throughout the week and work backwards if you have a deadline. So remember how we packed the suitcase from working backwards and six steps. We broke it down a little bit every day. You're gonna want to do that when you're doing macro tasking and scheduling. What task need Teoh? I need to go where? So you're gonna want to decide if you have a big project. How can I break this down into smaller, more manageable tasks so that I can get it done? And then after we talk about the batch ing and we're gonna talk about time blocking and we're also going to talk about multitasking and we're also going to talk about and we're also going to talk about buffering flexibility and deadlines and it's all part of this micro tasking portion, but I really want you to make sure that you get the work she's done before we move on to the next stage. 16. Module 4 video 3: Welcome back. This time we're gonna talk about matching and blocking. So matching is when you put task that are similar together. The idea is that since you're doing similar tasks and you're in of, like, a routine, it's gonna go faster. Now. This can work on a large or a small scale, so meaning it can be. You can batch three phone calls that you have to make one after the other or you can batch time for emails. Whatever it is that you want a badge, things are gonna go faster. If you're doing, you know one thing, one like item all the time. First days. If you're switching back and forth, phone call email. Phone call email phone call email write. It might take you a little longer to get back into the swing of it, so creating set times during your day to do batch task. Also, it is not only more productive, but it's more efficient because instead of checking your email every 10 minutes, you'll have a set time like 10 and four o'clock to check your emails. By the way, it might seem like it's not possible to do that, but you can tell your colleagues that you're gonna do that and they'll get used. Teoh, you know, making sure that if you see something, they try to get you between 10 and four to know that you're either going to check it at the beginning of your day or the end of your day. And I promise you that, like your colleagues are gonna get used to it and that they'll be okay with it. It gives your colleagues a set of expectations what they can expect from you, and it makes it easier for them, even though in the short term it seems annoying to them in the long term, it's actually easier for them now, blocking out set times during the day to do these things and batch ing like items together will make you more efficient, which is part of the E right time efficiency. Eliminate and enjoy, right? Your brain won't have to make as many switches, and it's gonna be easier for your brain to go from task to task, knowing that whole part of the task is complete. So all of the emails are complete. All the phone calls all complete. All of the laundry is complete right instead of switching back and forth, which creates attention for your brain because it has toe constantly move and swish, and it's extra decision making right. We want to limit the amount of decisions that we have to make in a day it takes planning to do, but you can certainly do it when you're putting these task onto your calendar. They do have injured individual parts. So even if your batch ing three phone calls together, you want to make them separate entries into your calendar. So 10 to 10 15 you want to call A me from 10 15 to 10 30. You want to call Rachel from 10 30 to 10 45. You want to call Stephen? It doesn't matter who you're calling or when you're calling them right. But you want to put those three tests together, but separate them like so macro task, but micro test them so you know each part of the call and that each part is separated this way. If one goes over a little, you can move it back and use your buffer time slides. You should probably buffer a few minutes in between each call, but The point is, is that you can break them down into smaller tests, even though your batch ing it and you should list them as thes smaller tasks. These micro tests within the batch so that you make sure that you get everything done. Of course, if it's easier to just put them in a section on the calendar and then put a note in that times thought, and then go through the notes as you're sitting there and cross it off your list. That way, that's fine, too. This is a little bit about finding what works for you. Now, in the next section, we're gonna talk about multitasking, and so stay tuned and head over to to that video about multitasking, to see if we should or should not do it. I bet you know the answer already. Oh, 17. Module 4 video 4: come back. This video is about multitasking. Now there are two important things to know before we move on. The first is micro tasking isn't a good thing. You may sometimes need music or backward NYSE to focus on tasks that are simple, like e mails or data entry or other road tests like dishes or cleaning. But in general it's distracting, and it can limit our decision making capacity. So if you need to focus, limit the music and turn off other distractions. I've been opposed to the link to this article in the description section of this video, but I wanted to just bring it to your attention. It says that people waste 759 hours per year because of multitasking and distractions. That's a lot of hours. The second thing is, as I mentioned it inadvertently, is that multitasking can inhibit your decision making capacity connected to multitasking is distractions, right? We want to also limit our distractions because we can't necessarily function so well when we're distracted so you can get an ABS. Like I mentioned before. Teoh, limit the access to certain sites so you don't get distracted by them. You could turn your phone on silent. You can set a time, or any of those things will be fine if you need to stay connected. Like I mentioned before, you can put on your Do not disturb where certain numbers could get through, but it will limit anybody who's not in that special list. I want to recap these last three videos because I think it's important and it's a good time to do it. So the 1st 1 is. Find your zone of genius by checking your time tracker because the data doesn't lie to put your recurring tasks on your calendar first so you can work around them. Three. Try doing your M I T. Is your most important tasks early on in the morning, even if that isn't your zone of genius so that you can get them done in case something happens for schedule. Less difficult tasks for times when you aren't as alert and for when things aren't as imperative to get done. Separate, difficult tasks into smaller tests because then they'll use less brainpower. And number five don't multitask and limit your distractions in the next video. We're gonna talk about buffering CIA soon 18. Module 4 video 5: Hey, welcome back. This video is about buffering. Well, what is buffering you ask? Well, it's when you leave a space in between two tasks. Now I use this equation to figure out how long Teoh leave. In between tasks, I do the task divided by two, which equals the buffer. So if the task takes me 30 minutes, I want to leave a 15 minute buffer because 30 divided by two is 15. Right? Page 11 in the workbook talks all about this so you can head there for more information. So let me just go back and say this again. If a task if a task takes you an hour, leave a 30 minute buffer because things come up. So as you're writing a report, you might realize you're missing a piece of information and you need to go in and check with someone else, which takes a little bit of time out of your our right. Or you might need to look up the information in an email or on the wet on a website. Whatever it is, you're gonna need that little extra time to make sure you have time to complete the test. You don't want toe run the tasks so close together that you have no time in case something runs over. Having buffer space allows you to be flexible, which we're gonna talk about in a minute. Use the buffer zones to also accommodate any bathroom breaks, food breaks, drink breaks or even just a downtime break so you can have 10 15 20 minutes to recollect your brain. Maybe you want to go for a walk, put it in the buffer zone if that's something that is easier for you, because it's something that will help you recalibrate your brain. So if you're working on something from 9 to 10 and and then you give yourself an extra 30 minutes to do the task just at a five or 10 minute extra addition to it to give you time to do the food or the walk or the stretching or whatever it is that you need to dio Teoh Garner in the short break. Of course, if you if the task isn't take you an hour, you're gonna have a lot of time buffering, so you can either, you know, take a break or you can move on to the next task and then have a longer buffer slot later on. Of course, this feature depends on you. So, for example, if I know that I need to travel for 30 minutes of time, I know that sometimes it takes me an extra few minutes to get out the door. Because maybe my kids want something from you at the last minute or the phone rings or the dog throw up or whatever it ISS. So I try Teoh and my task 10 minutes early. So in actuality, instead of the 30 minutes that I need for traveling, I actually have 40 minutes. This gives me time in case I'm running Lee, which is huge because sometimes we're running late. If I get there early, I can do a short task. I can use that extra quick time to check email or make a phone call or even meditate. But the point is, is I would rather be a little bit early and give myself that extra time on the front end, then be scrambling and stuck in traffic and muttering at everybody here. You're in my way, right? So I'd rather give myself the space and the peace of mind of that extra 10 minutes to get to my destination. Calm and relaxed. Now, the thing about it is you just have to remember to build it in. So if you know something takes you 30 minutes, leave 40 minutes. And that's OK to leave that extra buffer because your peace of mind is important too. In the next video, we're going to talk about flexibility. See you there. 19. Module 4 video 6: So in this video, we're gonna talk about flexibility. Now we all know flexibility is right. Being flexible is so important when you're trying to schedule yourself, not just for the things that come up outside of your control, but also because sometimes it's hard to get a task done, and we need the flexibility to give ourselves more time to complete a task. So I want to break this video up into two parts. The first part is what happens when something comes up and what happens when you can't focus because both require flexibility. It's a little like procrastination, right? So So let's say you're plugging along. Everything is going great. Everything's on course. Your check in your items offer to do this. 123 Everything's done right, And then all of a sudden, your boss says, Hey, you didn't do X Y Z, right? You got to do it again or your kid calls and he's sick and you got to go pick him up. Sometimes you need to stop what you're doing, switch gears and do something else, which means that sometimes you'll have to leave the task unfinished or you'll have to and get back to it another time. If it's possible when you have to switch gears like that to finish what you're working on, then that's the best course of action, obviously. But if not, you're gonna have to take note of where you've stopped and slotted back into your calendar . It's worthwhile to take a minute to slide it back in and figuring out somewhere else and rearrange yourself. Take the five minutes on the front end to figure everything out. You can always go back and correct it, but it's a lot easier than trying to figure it out later and get yourself back on track leader after you've been distracted. The point is, is, if you're distracted, put the task back on the calendar now is so that you can move on when you have the time to do it when you can get back to it. But if you leave it for later, it's gonna be more difficult to get back to. So when those kind of things happen, I think that shows you the beauty of buffers. Right. Buffers are there, so we don't over schedule ourselves. Picking only three major task to do each day is there so we don't over schedule ourselves. So we don't have too much to dio. Of course, it's not gonna be perfect system all the time everyday. But the concept, the underlying concept is there to direct us and keep us moving. Buffers leave us space for emergencies. And that's where flexibility has come in. So so again, If you were following the rules, you should be You should only be doing three large tasks a day and building your day around that. But hopefully by the time the emergency happens, you've gotten well into some of the priority tasks. If you haven't, you're gonna have to take a look at how you're spending your time and see what happened and why not? When you look about when things happen and you need to be flexible, you're gonna have to go into your calendar and you're gonna have to see okay, what can stay and what can delegate. So something comes up your kid calls. Your boss says X Y and Z needs to be fixed right then and there you look at the calendar and say, Okay, what can stay, what can move. Where can I buffer, right? What can I delegate? What can I outsource? Even if you normally wouldn't. This is an emergency. This is where you're being flexible. This is where you go back to your friends and you say, Hey, I need some help. This is where you ask your husband or another kid or colleague or whatever it is. Hey, can you pick up the slack for me? Because you know what? You're gonna have an opportunity to repay them at some points. You just need to make sure that right now everything is getting done. So take a look through look and see what can get moved. What can get delegated? What can get outsourced? What is more flexible? What can move to later on? The most important thing that can happen during this time is that you remember to breathe so that you can stay calm. Staying calm through an emergency is the most important thing you can dio in terms of being flexible because it's gonna us chart the course for the rest of the time, for the day and maybe even for the week. So take a deep breath again. Look at your schedule. See how you will be able to move things through what you can move through, What you what you can pass off and what has to get done and what is urgent. You're gonna be able to have grace and calm If you can just breathe and and push yourself re center yourself through this emergency. If you can stay calm through an emergency, you're gonna win. So take a deep breath, check your schedule, figure out what can be moved, what's now a priority, where you can delegate where you can outsource and you're gonna approach it. If you can approach it with grace and calm, it's gonna be a lot easier to get through this. Re sent to yourself, take a deep breath and say, I got this. I can do this. This is we're talking nicely is going to come in and it's really gonna help you. You don't have to beat yourself up. You don't have to say unkind words. Things happen. It is what it is. So just figure out a way to move forward and move forward because you're learning to schedule yourself, and that is you're also learning to not over schedule yourself. You're gonna be able to take away anything that's like a bonus at this point. We're gonna talk more about that in the next module. But now is a good time if you're in an emergency situation to take a look and see is anything here, not essentials? So what happens if you're having a quiet day and you're just having a little hard time focusing? Or what? If you're having a busy day and you're having a hard time focusing, the first thing you should do is go back to micro tasking. Check to see if you have all the tools that you need to get the task done, and that you know all the steps of everything that needs to happen if you do great, but you still need to figure out how to move forward. And this is where flexibility comes. If you're flexible than if you're feeling uninspired or unfocused, and completing a task is too hard right now, Sometimes switching gears can be helpful. Check your schedule, see if things can be moved around. So do a task that's more wrote and less creative, like checking email or vice versa. Maybe you're feeling a little bit creative, and you don't want to do those administrative tasks right now. So then go ahead and see where you can switch in your day. Maybe being creative is a little bit easier for you in the afternoon. Again check the data and figure out if being creative is easier for you in the afternoon. And also, by the way, don't forget that things can change over time. Maybe for a while. You're feeling creative in the evening and then you switch and it feels more creative in the morning. Be aware of those fluctuations. That's part of flexibility. If you're not able to do that, then here are a few things that can move you forward right now. Give yourself a little bit of buffer time. Now go take a quick walk. Get some fresh air. It can really help to motivate you. Or you can take a large drink of water and get some food, because sometimes our brain just needs a little more calories to function. So give yourself a little bit of fuel to get the task done. Sometimes lack of focus can be due to our hormones, so if you really aren't feeling a task, it could mean something is off, so check in with yourself. Did you get enough sleep? Did you eat something that made you feel off? Is it something you can address? Like can you close your eyes at your desk for five minutes? Great, if you can. Just knowing the issue can sometimes help us move forward. You could say I know I didn't get enough sleep tight tonight. I'll go to bed earlier, but for now I'm going to do X, y and Z as best as I can. And you're going to remind yourself that you're looking for progress and not perfection some time for we're just stuck because we're scared. We can't do things because the fear is paralyzing. Fear is same as hormones. Sometimes when we just acknowledge were scared because X y and Z is coming and we can't move forward. If you're scared of what will happen when you finish, check in with yourself. Calm yourself down. Find a way to soothe yourself. Sometimes when I feel scared, I take a 10 minute break, play candy crush on my phone, have a glass of water and then try again. It usually works. I give myself the mental space to feel the fear, Look at it, examine it, make a resolution and move forward. I just want to clarify when I say that, you know, you're feeling scared of what will happen when it's done like, let's say you're putting out a video for social media. Well, maybe you're scared. Once it's done, then you actually have to post it. It's not getting the test done. That's hard for you. It's what happens at the next step. So try to figure out where along the line the fear is overtaking you and push yourself. You can say to yourself, Well, at least I have the video done when I release it, that's the next step. I don't have to worry about it right now. I just have to focus on getting this task done, and then I can worry about the afterwards, afterwards, right sometime. We need to be flexible because we feel overwhelmed. We're looking at the looming deadlines, and we don't know how we'll all get done, and maybe it won't get all done and that's OK. Does it matter? Maybe it won't be done perfectly. Maybe you can edit things afterwards with at work when you feel overwhelmed and you aren't sure you can cope? Do the following one. Breathe. We can't forget. We always forget to breathe. Right to take a look at your schedule. What can stay and what can go? Number three, What can you give to someone else? What can you delegate Number four? Are you doing the most important parts first? Some tasks we do are just crazy. Extra. Even if they aren't associated with a larger task, then they can be added afterwards. So what can you go back to later on? Figure out what you can move, how you can move it and when you can move it to remember, doesn't have to be done perfectly. Just has to be done. Knowing how to schedule yourself and be flexible gives you the tools to deal with situations like this. So so remember to try to always be flexible. And remember that in order to get things done, you need to put them in your calendar and track them. So if you do have to move things around, you gotta take note of what you're moving so that you can be sure that you get everything done. But remember progress not perfection. If something happens, speaking nicely to yourself, because if you don't no one else will remember that it's not the end of the world. Weaken do these tasks. We can get them done. They just need to be done. They don't need to be perfect. 20. Module 4 video 7: Hey, welcome back and welcome. And welcome to the last video in this module. In this video, we're gonna talk about deadlines. Deadlines are great. Motivator. Deadlines are important to help, not only keep us motivated, but to understand how to get our tasks done. So a lot of times it's important to figure out when your deadline is and work backwards from there. And that's gonna help us decide how we fit in our tasks to our schedules. So, for example, if you have, let's talk about the suitcase example again and how if you remember last time I said toe work backwards from the deadline from the day you're going on vacation until the day you start packing. So if it's going to take you six steps, you're gonna work backwards from that. So if Friday is the day you're going away, Friday's the day you're gonna want to put the suitcase in your car. Thursday's the day wanted the bid up. Wednesday is the day that you want Teoh put all of the supplies in. Tuesday is the day that you're gonna want to make the list. Monday is the day that you're gonna want to take out the suitcase. Right, So you have a little part to do each and every day you're breaking up the task, but you're working backwards from the deadline so that you can figure out how to get the task completed and how much time you need toe buffer for each task. So these tests are not relatively long tasks. But for a bigger project where things take a longer time, you wanna work backwards from the deadline so that you can actually see how much time you have to focus on the task. So, for example, let's say you're moving. If the movers air coming on Sunday morning, you need to have all the boxes packed by Saturday night, right, so that the movers can just take everything out. But if you're worried about how you're going to get that done, you can say, OK, I'm gonna pack the kitchen on Friday. I'm gonna pack the bedroom on Thursday. I'm gonna pack the bathroom on will be Wednesday. I'm going to pack the, um, other bedroom on Tuesday. And if you have away and you work backwards from the end, it's sometimes easier to figure out where to start because you know what the end needs to look like, But you don't necessarily know what the start looks like. Deadlines keep us motivated because we have to do them. We don't have a choice. The movers are coming Sunday morning. If all of the boxes are unpacked up, then they're not gonna be able to move us, right? So working from the deadline is helpful because it allows us to see the end in sight, which sometimes we have trouble with focus because we can't see the end of the project. So when we're able to focus on the end and work backwards from the deadline, it helps us move forward and figure out our starting point. If you don't have a deadline on a project, then I suggest you make an artificial deadline because you need an end date. If you say I want to make you know, a video course like this one, well, you gotta have an end date in mind. Or else it's just not going to get done. And if it takes you a little bit longer to Dio, that's okay. But as long as you have the deadline, something that you can work backwards from its gonna be easier to actually accomplish your Cole. The other great thing about deadlines is is they force us toe work. And the thing is, is that if you have a deadline, even a superficial deadline, like I'm going to give myself an hour to complete this task, you can put in obstacles to make sure that you get it done. So, for example, when I really want to finish the task and I'm having trouble getting it done, I give myself a one hour deadline and I What I dio is I take my laptop and I go to the mall and I sit in the food court and I don't bring my charger or I go out to my car and I sit in my car for an hour and I don't bring my charger to my laptop because I only have a certain amount of battery life. If I don't get the task done, my last Huff's gonna die, right? So I'm imposing this artificial deadline. It has to get done in one hour, and it allows me to be motivated, and it keeps me moving forward. Deadlines are important, and they're critical to macro tasking Because if we don't know the deadline, it's really difficult to fit the task in into our calendar. So make a deadline for yourself, no matter what the task is. Even if the task doesn't have a deadline and make an artificial deadline. So you get things done. Eliminate distractions so you can hit the deadlines because deadlines usually are not negotiable. Things have to get done. They need to get done. We don't want to procrastinate. We don't want to put things off. We just want it to be done. So now we've wrapped up module for we're gonna head into Module five, which is focusing on elimination, efficiency and enjoyment. See their way. 21. Module 5 video 1: Hi. Welcome to Module five. In this module. We are going to be talking about the letter e for efficiency, elimination and enjoy or enjoyment. In this case, we are going to talk about how efficiency saves us time because being more efficient is better. How we should eliminate tasks we don't need to do and how to enjoy having our time managed . It's important to remember that if the information doesn't seem like it could apply to you , you ask yourself how can I apply this information? Shifting your perspective can help you move forward. See you in the next video. 22. Module 5 video 2: being efficient is an important trade to have in time management. So much of our time gets wasted because we don't optimize the way we do tasks. We aren't planning the steps of the tasks in the most efficient ways. So remember the example I gave you about my podcast? How first I need to create a full link. Then I pasted into my spreadsheet. Then I'm put it into pin tres because Pinterest requires a fulling and I create a posting. Been drug. Then I put the I post the post Dipendra's. Then I take the full length that's already on my clipboard, so I don't have to copy it again, and I go to Billy and I shortened the link. And then I post that in my spreadsheet. And then I make a Twitter post and a linked in posed in a Facebook post. But because I take the step to not have to go back and forth with the full Lincoln the half link, I end up doing less work. Now it sounds like it's not a big deal like Okay, who cares, right? What does it save you? A minute or 30 seconds. I don't really know how much it saves me in the long run. But the fact of the matter is is that I'm taking less steps. So I have less decisions to make, less choices, to make less room for making a mistake that in it of itself makes it more efficient. When you micro task, it's really important that you look and check and make sure everything that you've put down to get the task done is efficiently listed because if it's not efficiently listed, it's gonna take longer to dio. Economy of movement is important when we're trying to get tasks done. It doesn't matter if we're physically moving or if we're moving just with some clicks on the mouse. It's important to see how quickly we can get a task done so that we can move on to the next task so that we have time to do the things that we want. Being more efficient allows us to do the things we want to dio when we're done with the things we need to dio, being efficient gives us more time in the long run. It saves us sanity. It saves this decision making and it is a form of automation. You may think that being efficient is not worth the effort. But I gotta tell you, when you're done with the task and you're doing the things that you want to dio instead of the things you have to dio, it's a good feeling. Remember, efficiency is key, though. 23. Module 5 video 4: Hey there. Welcome back. This is the final video. Yea, for you. For getting to the end. You took the time out of your busy life to try and fix an issue you were saving. Very good job. I have just shared with you almost everything I know about time management. The only thing I've been holding back is this stuff in the bonus section. So make sure you check out the bonus section to get the most out of your time management. I hope this course have has helped you and that you have learned easy ways to implement tools to manage your time better. Here are a few extra tips for implementation. You do not have to do everything at once, master, micro tasking or buffering or even macro tasking. Just get things on your calendar. Whatever you do, that is a great first step. Just always keep building on it. Remember, practice, practice, practice If you want to be the best at time management, if you're feeling stuck, remember this is going to take time to implement. Rome wasn't built in a day. Cut yourself some slack. You are learning number two. Remember? The goal is always progress, not perfection. You just need to get stuff done. Number three. If you feel stuck post in the group, the group is here to help you. Number four. If you're struggling, don't forget to check what you can eliminate. This can be tasks, but it can also be clutter. If clutter is part of your issue, schedule some time to address it, and you can chat with me about it in the group if you want. I have several options that can help you like the Conqueror Clutter Challenge course or one on one coaching number. Five. You can watch these videos as many times as you want. Go back to them. Listen to them again when you feel stuck. You have access to this class forest long as I run it. Number six. If you fail at getting something done, that's okay. Failure is part of growing. Acknowledge your your failure to yourself and to others. If you need Teoh and learn from what went wrong. You didn't get it done. OK, go back, figure out where you went wrong and correct it. If you made the mistake because you didn't write something down, make it clear. Intention to start writing everything down. Don't be afraid of failure. Learn from it. The most important thing, though you can do when you do fail, is to again acknowledge it, especially if you fail in a business setting. Acknowledged to your boss that you failed. Tell him what went wrong and how you hope to correct it. So that next time it won't happen again. If you fail for your family, that's okay. Acknowledge that you failed. Show them that it's OK to fail. Tell them how you're gonna correct it and move on. Next time you won't fail. Next time you'll get it right. Because now you know what the problem is and you know how to fix it. That wraps us up. For now, be sure to check the bonuses. And if there is something you think is missing, be sure to let me know. I always want to improve and I want to make the course better for you. You can always feel out the class survey which is located in the description, and it will be sent to you via email for now. Good luck. Happy time management and happy organizing 24. Module five video 3: come back in this video, We're gonna talk about what you can eliminate. At this point, you've used the Time tracker to track your time. You've learned how to use tools to help with productivity. You have learned how to micro and macro task. You know how to plot your tasks. You know how to automate. You even know how to outsource. But what we haven't talked about its elimination. I know we've briefly touched about it when we talked about doing the micro tasking. But I want to actually go into it in depth here. What? Can you leave off your list or, if not, leave? At least get a move to a wish list or outsource? Taking items off your list is so freeing when you realize something doesn't actually need to get done, and you can cross it off your list and let it go. It frees up so much mental capacity and gives you the ability to move forward and do the things you want to dio. If you get stuck taking things off, go back to the goals you set in module one and see which tasks don't align with your goals . That's a good first step. What is on your list that won't help you get to a more calm Shabazz or what is on the list that won't help you spend more time with your kids or what's on the list that won't allow you to cook healthy foods. Whatever it is, we'll look through the list, used the data and figure out what you can take off. There's always something to take off. If cleaning the floor won't help you spend more time with the kids. Or that extra main course for Shabbat won't make your Shabbat better than ditch it. If the dirty floor bothers you and you're doing other things to get ready, now is the time to outsource or let go. Be okay with it. Take a deep breath and tell yourself this is an imperative. It's not important I can let it go and then let it go off course. I can't less this section go by without touching on decluttering and organization. Reducing what you have is going to help you in the time management process because you will spend less time taking care of your stuff. It's very simple. Having less clothing means doing less laundry It may mean your laundry machine is running more often, but it will be easier to put away. And you won't have massive piles to attack every time you try to do the laundry. If you have less gadgets in your drawer, your drawers will simply be easier to close. If you get rid of old medical supplies and beauty supplies, you'll spend less time looking for the medical on beauty supplies you do want to use. So to sum up this section is not only about getting rid of the tasks that you don't need, but also about eliminating the stuff you don't need off course. If you need help with getting rid of the stuff, you can always join conqueror clutter to help you move forward with all this without all the stuff you don't need. Elimination is a key tool to managing your time better. Not only do we want to make sure we do the tests that we need to dio, we also want to make sure we don't waste time doing the tasks we don't need to dio. So go back. Take a look at your list, see what you can eliminate. Check the workbook see if that worksheet helps you eliminate things even further than what you first thought of and move forward with time management and getting the most out of your time. Because remember, we wanna work smarter, not harder. And we want to make sure that we're only doing what we need to do. We don't want to do more than that. We just want to do what we need to dio.