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The Time Management Secret I Wish Everyone Knew About

The Time Management Secret I Wish Everyone Knew About

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 What are your priorities today? What about tomorrow? Do you even know? This week, I’m sharing a simple switch you can make that will make prioritising your work almost automatic… Almost. Links: Email Me | Twitter | Facebook | Website | Linkedin What is Time-Based Productivity? Learn more and register for the Ultimate Productivity Workshop here. Get Your Copy Of Your Time, Your Way: Time Well Managed, Life Well Lived The Working With… Weekly Newsletter Carl Pullein Learning Centre Carl’s YouTube Channel Carl Pullein Coaching Programmes Subscribe to my Substack The Working With… Podcast Previous episodes page Script | 415 Hello, and welcome to episode 415 of the Your Time, Your Way Podcast. A podcast to answer all your questions about productivity, time management, self-development, and goal planning. My name is Carl Pullein, and I am your host of this show. How do you decide what to do and when? Do you operate a FIFO methodology (First In, First Out) or is it something more nuanced than that? I don’t think it’s an exaggeration to say that almost everyone has too much to do and too little time to do it. That’s perhaps the reason you are listening to this podcast. It’s further complicated by the scope of what we are asked to do. Today, we have Slack or Teams messages that somehow cut through our defences and turn into long, time-consuming “chats” about a minor issue on a project that isn’t due to be completed for another six months, preventing us from doing the rather more important work we had planned to do that day. Then there is email, treated slightly less urgently than instant messages, but it can again destroy our focus, leaving us distracted and unable to finish the work we need or want to complete. Every day is a challenge. What to do, what is the most urgent, and what is the most important thing you can do today? And if you can work on the most important thing, will you have enough time to do it? If not, would it be better to do something else? Agh! It’s enough to drive anyone around the bend. And it’s not isolated. Every day we have to go through the same decision-making process. It’s exhausting and stressful (Is this the right thing to work on, or should I respond to that email I just received from my colleague?) and can lead to a prioritisation freeze and activity addiction, where looking busy is more important than doing work that matters. This week’s question is about ideas for solving these challenges, so to get us started, let me hand you over to the Mystery Podcast Voice for this week’s question. This week’s question comes from Benjamin. Benjamin asks, What are your thoughts on organising work into categorised FIFO-style lists, adjusted for priority, and then using time blocks to work through them without expecting every block to result in a fully completed task unless there’s a real deadline attached. Hi Benjamin, thank you for your question. I think you are on the right lines with your ideas there. Let me give you an example of this working. I teach a method called Inbox Zero 2.0 for managing emails. This method has two parts. The first is to clear the inbox. This is about speed, and all you are doing is filtering out the informational emails that don’t need any action, except to archive them and moving any actionable emails to a folder called “Action This Day”. Later in the day, you go into that folder and try to clear it. Now, the ‘secret sauce’ of this method is that the emails in your Action This Day folder are in reverse order. The oldest ones are at the top, and the newest ones are at the bottom of the list. (You can do this from the folders’ settings in Outlook and Apple Mail. I’ve never been able to find a way to do this in Gmail) This means, when you come to ‘clear’ the Action This Day folder, you start at the top and work your way down. You try to clear it every day, but often that’s not possible; sometimes there are too many in there. However, because you start with the oldest, the remaining emails, the ones you were unable to get to, will likely have only recently come in, so the urgency is less than the ones you did respond to. Now, occasionally, an email that recently came in needs to be responded to that day. Here, you would “adjust for priority”, as you aptly call it, Benjamin and respond to these out of their natural order. It’s a system that has worked for years, never letting me down. Because I spend at least 20 minutes a day on my actionable emails, my emails rarely back up; my inbox is cleared every day, and nobody needs to wait more than 24 hours for a response. Now, you mentioned doing as much work as you can within the time blocks you set. That is exactly how to do it. This is also where many people go wrong with time blocking. Time blocking isn’t about squeezing in a specific amount of work within the time you have set. That’s never going to be...
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