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master your time.
it is not that we have a short time to live, but that we waste a lot of it. life is long enough, and a sufficiently generous amount has been given to us for the highest achievements if it were all well invested. but when it is wasted in heedless luxury and spent on no good activity, we are forced at last by death’s final constraint to realize that it has passed away before we knew it was passing. so it is: we are not given a short life but we make it short, and we are not ill-supplied but wasteful of it...life is long if you know how to use it.
seneca.
Will Polston, Make It Happen © 2019
All rights reserved. Under no circumstances should this document be sold, copied, or reproduced in any way except when you have received written permission. The information contained with the document is given in good faith and is believed to be accurate, appropriate and reliable at the time it is given, but is provided without any warranty of accuracy, appropriateness or reliability. The author does not accept any liability or responsibility for any loss suffered from the reader’s use of the advice, recommendation, information, assistance or service, to the extent available by law.
video 1.2 – exercise 1.
What do you want to get out of this?
What challenges are you facing at the moment with your time management and organisation that you would like to be able to overcome? What would be an ideal outcome for you having done this online course?
we cannot manage time. we can only manage ourselves in relation to time. we cannot control
how much time we have; we can only control how we use it.
alec mackenzie.
video 2.1 – exercise 2.
In order for you to know how best to spend your time we want to ensure you are living as congruently to your goals as possible. You will do this by identifying your goals using the SMART PP Principle
specificWhat exactly do you want to achieve? The more specific your description, the bigger the chance you’ll get exactly that. S.M.A.R.T. goal setting clarifies the difference between ‘I want to make more money’ and ‘I am making £50,000 a month for the next ten years by creating a new software product’.
measurableMeasurable goals means that you identify exactly what it is you get when you reach your goal. It means breaking your goal down into measurable elements. You’ll need concrete evidence. Being happier is not evidence; not smoking anymore because you adhere to a healthy lifestyle where you eat vegetables twice a day and fat only once a week, is.
achievableIs your goal humanly possible?
realisticIs your goal realistic? That means investigating whether the goal really is realistic to you. You weigh the effort, time and other costs your goal will take against the profits and the other obligations and priorities you have in life. There is a difference between can you do it and do you think you can do it.
timeframedDeadlines are what makes most people switch to action. So install deadlines, for yourself and go after them. Keep the timeline realistic and flexible, that way you can keep morale high. Being too stringent on the timely aspect of your goal setting can have the reverse effect of making the learning path of achieving your goals and objectives into a hellish race against time – which is most likely not how you want to achieve anything.
present tenseAny thing you say I am as the prefix to you are. Putting it in the present tenseis expressing an action that is currently going on or habitually performed, or a state that currently exists. We are training you to think you have already accomplished it!
positively phrasedLanguage is an exceedingly powerful tool and where focus goes energy flows so we want you to really start honing in on what it is you want not what you don’t want.
ultimate.
10 year.
5 year.
3 year.
1 year.
90 day.
30 day.
video 3.1 – exercise 3.
In order to achieve your desired goals you must choose where you spend your time. All the time you are awake you will be spending will be spent in one of the 4 below dimensions. Whether you are achieving your goals or not will be dependant of how much time you are spending in each of them.
note: urgency & important = stress
video 3.1 – exercise 3.
Not urgent and not important: Current % Ideal %
What not urgent, not important tasks you currently spend your time doing?
Urgent and not important: Current % Ideal %
What urgent and not important tasks you currently spend your time doing?
Urgent and important: Current % Ideal %
What urgent and important tasks you currently spend your time doing?
Not urgent and important: Current % Ideal %
What not urgent and important tasks you currently spend your time doing?
video 4.1 – exercise 4.
List all the tasks you need to do, want to do or must be done in any 3 months period. Think about getting a balance between chunking tasks and not being specific enough as if you are too broad it will make exercise 7 more difficult.
You can use the answers from exercise 2 to help with this.
alec mackenzie.
the true cause underlying most time wasters is found within the person who allows his or her time to be wasted.
video 4.1 – exercise 5.
The purpose of this exercise is to monitor where your time is actually being spent.
You will be amazed at the difference between what you think you are doing and what you actually do. You will also be amazed at how long you think something takes to do and how long it actually takes.
Do this every day for the next two weeks. I recommend you print a copy of this or the excel document you can get via make-it-happen.co.uk/masteryourtimeresources
Time Task
10.00 Emails
10.05 Emails
10.10 Unexpected phone call
10.15 Unexpected phone call
10.20 Unexpected phone call
10.25 Emails
10.30 Emails
10.35 Team meeting
10.40 Team meeting
10.45 Team meeting
11.10 Bathroom break
11.15 Working on new project
11.20 Working on new project
11.25 Working on new project
11.30 Asked to solve problem
video 4.1 – exercise 6.
Brainstorm everything you would do in any typical week or month in your personal life:
video 4.1 – exercise 6.
Brainstorm everything you would do in any typical week or month in your professional life:
video 4.3 – exercise 7.
Do, delegate or delete
From the list in Exercise 7 identify what you are going to do, delegate or delete.
do
delegate
delete
dr john demartini.
unless you fill your day with challenges that inspire you, you’ll fill it with challenges
that don’t.
video 4.3 – exercise 8.
How to delegate.
From you list of tasks in exercises 7 identify what it will cost you.
Next step.Ensure that tasks you have delegated in Exercise 8 match what the tasks that are the least productive and/or least profitable and/or have a low meaning score from this exercise.
Task Incomeproduced per hour from task
How much isit to delegate£
How manyhours a week you spend doing it
How muchmeaning1-10
Do, Delegate or Delete
Make a list of people or companies you can delegate to
video 4.3 – exercise 9.
stephen covey.
the key is not to prioritise what’s on your schedule but to schedule your priorities.
video 4.5 – exercise 10.
Default diary.
On the following page is an example of what a default diary looks like. Fill in your own too on the page after that. You can edit the key to be what is relevant to you. I recommend you block out ‘you’ time first.
There are two type of tasks you fill your default diary with:
Block time – Tasks that you allocate a certain amount of time to but its not 100% necessary to do at that exact time such as emails etc.
Scheduled time – Tasks that you must do at a certain time such at taking the kids to school or client meetings.
Start by creating your own key.
You can access an online version of the default diary example and template by going to: make-it-happen.co.uk/masteryourtimeresources
default diary example.
blank default diary.
video 4.6 – exercise 11. Now you have identified and scheduled your regular reoccurring tasks what about the ad hock tasks that come up? Well that’s is where the ‘must do’ list comes in. I recommend that you have this as an electronic copy, rather than handwriting it so you save time every day. You can get a word document template of this here: make-it-happen.co.uk/mustdolist
weekly goals• i.e. Check up on certain people
•
•
STIMDT – on a full day reduce if blocked time is high1.
2.
3.
4.
5.
6.
7.
TWAT – a maximum of 20 things8.
9.
10.
11.
12.
13.
14.
15.
16.
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18.
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20.
ongoing IGA tasks15.
16.
17.
18.
19.
20.
21.
22.
23.
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ongoing non IGA tasks25.
26.
27.
28.
29.
30.
waiting on31.
32.
33.
34.
35.
Must do.
video 4.7 – exercise 12.
reminders
• i.e. Check up on certain people
•
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notes
• i.e. Books to read in the future
• i.e. Films recommend to watch
•
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Reminders and notes.
What can you put in your notes or save a reminders?
alec mackenzie.
time is the only resource that must be spent the instant it is received and it must be spent at one fixed rate: sixty seconds
per minute, sixty minutes per hour.
video 4.4 – exercise 13.
things to do you your own• i.e. watching the sun rise
• i.e. taking vitamin supplements
•
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•
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•
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things to do with others• i.e. going for dinner at favourite restaurant
• i.e. meeting friends
•
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•
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Self love list.
video 5.1 – exercise 14.
What tasks or projects could you reduce your timeframe or deadline on?
Task or projectold deadline or timeframe
new deadline or timeframe
video 5.2 – exercise 15.
When are you going to choose to have breaks?
50 minute work, 10 minute break.
25 minute work, 8 minute break.
or
a version of your own:
Choose your breaks:
video 5.5 – exercise 16.
Who is going to be your accountability partner?
video 6.1 – exercise 17.
2 week review.
This exercise is to be complete when you have implemented after you have been putting all of your learnings into action for two weeks.
One a scale of 1-10 how efficient and effective are you with your time?
What areas of your life have you become more effective and efficient?
What have been the benefits of being more effect and efficient with your time management?
What do you need to do more of?
What do you need to do less of?
What can you continue to improve?
What have you found most effective?
What have you found least effective
Top tip: Review these questions and redo this course every 3 months.
video 6.2 – exercise 18.
On a scale of 1-10 how would you rate the below?
action score out of 10
Quality of Diet
Quantity of Diet
Quality of Exercise
Quantity of Exercise
Quality of Morning routine
Frequency of Applying Morning routine
Quality of water drank
Quantity of water drank
Quality of water drank
Quantity of water drank
