This guest post was written by Jay Frawley.
We all have the greatest of expectations when we begin a new day. We map out what we’re going to do with our time the night before, right down to the last detail. We wake up and get in the right frame of mind by deciding that today is going to be super productive. It all starts out great… and then something goes wrong.
Best made plans
The other day I woke up, grabbed my day runner filled from 8AM to 6PM with tasks to accomplish that would take my goals forward. I packed up the laptop and headed out to Starbucks. I could not wait to get going. I had so much to do that day and when I hit my pillow at the end of it I wanted to feel like it had been full and productive. When I finally sat down at Starbucks, caramel macchiato in hand, and turned on my laptop I noticed something was wrong. My computer does not work well on battery, and even though it was plugged in I noticed the darker screen that showed it was on battery power. I checked the connections and then I saw it; my cat had eaten through my power cord. Game over.
Needless to say that changed my plans. I did not get back to my list for several hours due to every store I went to not having the right connection and by that time I had run out of steam. I thought my day was a waste until I asked a question we all need to ask more often. What can I learn from this situation? Murphy’s law cares not for your plans. Things happen. Since we have become a culture of planners, it would be best to plan for Murphy’s law as well. Here is how you do that:
- Do less, complete more
A full to-do list looks impressive in the morning. It gives people a sense of feeling important. The fact is most of the things on that to-do list can be completed in less than two minutes or better yet, can be ignored. Try whittling your list down to three big items (taking more than an hour of time to complete) and three little items (taking less than an hour to complete). Call them your Success Six. - Schedule downtime
Look at your list and honestly access how much time the it will take you. Then add two hours to that time and schedule thirty minute intervals too. That way, after each task you have a built in break. Use it to recharge, or if you are feeling ambitious roll it over to the next session for an extra long break later. This way, if your cat decides to get more rubber in their diet you will have the time to readjust.
Time vacuums
Use any extra time to do those little time vacuums. There are so many things during the day that whittle away time without our conscious awareness. Checking email, making phone calls or spending time on social media pages such as Twitter are great examples. For instance, you just did an item on your to-do list. Now during your interval go over to your email and check it for any important items that need your response. Remember, you only have thirty minutes before you need to attack your second big item so be choosy on what you respond to.
How I do it
There is only one way to do all this; the way that works best for you. Everyone will do this differently but this is my way. I schedule my three big items first with thirty minute breaks in between. I do not check email until after I get the first item done. This is tough to get used to at first, but you can do it. Then after the three big items are done, I start to work on the small items. Since I already checked email, went on Twitter and most likely used my three breaks, I usually spend the rest of the day doing the three small items. This leaves those last three breaks free just in case something comes up, which it usually does.
Conclusion
Remember that life happens when we are still making plans. You can use the most complex productivity plan imaginable and still life will throw you off course if you are not expecting it. Plan ahead for those unexpected events and you can still put your head on your pillow at the end of the day and feel like you were still productive.
February 2, 2009 at 09:13AM
Or you could just keep a backup power supply!
February 2, 2009 at 03:14PM
Its so true! If you plan a full day like that, something will go wrong. For me its usually the dog that throws me off…
February 2, 2009 at 03:25PM
I’m here from Jay’s blog. So true, I was told once to put three things on your daily to-do list. You’ll be more likely to accomplish them and feel good about it at the end of your day.
Jay, I can relate to cats and their destruction. Though I’m happy to say they haven’t eaten through my power cord, I have lost other valuables. Glad to see you could keep a sense of humor about it! Now I’m off to accomplish the final two tasks for my day…
February 2, 2009 at 03:30PM
Great story, Jay. These thoughts come to mind. I’m sure your cat’s day was purrrfect! It probably didn’t go on a guilt trip for ruining your day. And it’s hard for you to ruin its day because it doesn’t depend on gadgets to live its life, so I guess I’m getting additional lessons from your cat!
February 2, 2009 at 03:32PM
Hi Jay, some great, simple tips here. A few points I’d like to note. I have a problem with people at my workplace who say they can’t do anything if their email is down (it happens all the time). On the contrary, this is a brilliant time to catch up on non-email work. I think we should embrace technology failings (whether feline induced or not) as glimmers of hope in an increasingly robotic existence we live in. However, I’m sure in this case that as you are such a great writer you did actually need your laptop, so I’ll let you off!
I’d also note that setting a few tasks and doing these as a priority really does help! It does take a certain amount of self-discipline too, so well done to you on that part.
Finally, something that has given me oodles (is that a word) of free time is the cut the crap approach to information overload. I have cut so much of my information digestion out that I have loads of free time. Problem is I’m finding other ways of procrastinating now!
Keep up the good work my friend.
February 2, 2009 at 03:34PM
Hi Jay, so nice to see you here! Just stopping in to say another great post. Thanks for the great tips on time management and cat parenting! Ok, on to the next big thing on my list…
February 2, 2009 at 04:39PM
Chris, I sometimes go to Barnes And Noble where I can not get online. It is the only way I can avoid the constant checking on comments, email, and Twitter. It works until I realize I am in a bookstore and have to get up and go look at the glorious collection of books.
February 2, 2009 at 04:50PM
Love this point, “Remember that life happens while we are making plans.” I am going to try the idea of the success six, not do e-mail or Twitter until I have completed the first long one, as an experiment. Will let you know how it goes!
February 2, 2009 at 07:13PM
I am ridiculously in love with the success six term. I probably should have done some of those things on my list today before taking time to do that, but I’m still a work in progress.
February 2, 2009 at 07:21PM
Susan, trust me. Getting that first thing out of the way before the playing on Twitter is huge!
Tracy, one step at a time. We only see the results of all the great minds but they had missteps too. Just keep moving forward!
February 2, 2009 at 09:03PM
This is fabulous!
Jay, I am a procrastinator, someone who tenses at the thought of schedules and someone who does like lists… but I’m currently in the midst of trying to figure out the best way to prioritize. (I want to learn to keep and give up things in my daily life so I can accomplish more without feeling like I’m on some kind of self-prescribed plan. Although I’ve seen versions of what you’ve outlined here, your way of explaining it just clicked.
I’m printing this out, rereading it, trying it and welcoming whatever struggle comes just because you said, “This is tough to get used to at first, but you can do it.”
Thanks Jay and thanks to James for hosting him!
February 2, 2009 at 10:10PM
Thanks Julie. I am also somewhat afraid of the schedule from being forced to follow the 9-to-5 regiment for so long, but I find when you make your own schedule, things just work out so much nicer and life is easier. Who does not want that?
February 3, 2009 at 03:19AM
Hi Jay, great to see you here!
I have three kids, a wife, and one cat… life is completely a series of unexpected events! Productivity, for me, is getting things done whenever I can. Mornings are a good time and I do have some big things I want to concentrate on, so this could be a good time especially if I don’t get sucked into email, Twitter, etc. Once 8AM rolls around, the day is pretty much up in the air and I just go with the flow at that point.
Great ideas here Jay. I’m definitely going to take a look at what my big three are and see if I can’t really focus on them first thing in the morning.
February 3, 2009 at 04:46AM
Thanks Lance for stopping by. James gives great tips here and I was honored to be a part of his blog. I am always amazed you get anything done Lance. Three kids, full time job… where do you find the time! Maybe you should contact James for a good guest post…
February 3, 2009 at 09:40AM
Midway through the top part of this article I realized I was wasting time reading about someone’s enlightenment. Just this short reply it taking up time while I could be doing something better.
If you spend time calculating how much time you will spend on to-dos, you’re wasting time. It’s really all about just doing it. Don’t waste time on meaningless social sites and/or TV. Once you’ve gotten those GTD basics down, its smooth sailing. It’s easy and there’s really NO reason to waste ANYMORE time on reading about GTD or adopting hipster PDAs or new softwares. JUST DO.
I’ve got to go, things to do (cats are great).
February 7, 2009 at 04:44AM
Hey Jay, good things to ponder. I tend to lose large blocks of time on the computer playing with blogs and Facebook and stuff. I let it distract me. I need to be more intentional with my time and what I want to get done. It might help if I had 3 things on my list. Now where did I put that list anyway?!
February 12, 2009 at 02:25PM
Great tips. Regarding scheduling downtime I use an interesting technique called the 60-60-30 solution. Basically you work for 55 minutes and get up from your computer for 5, drink some water etc. Then you repeat once again and after that take a full 30 minutes break doing nothing that solicits your brain too much. Relax, eat lunch etc. Then you repeat with another 60-60-30 cycle.
It might not work for employees, but for those who are self-employed it is a great technique.
February 15, 2009 at 07:40PM
Thanks for the post Jay, and thanks to everybody who commented it. I’ll try to catch up! I’m currently trying to really cut back on stuff such as idle browsing to free up more time for my book writing. There are more time vacuums out there than I originally thought.