Time Management

More from Less // Book Summary of Richard Koch’s ’80/20 Principle’

May 10, 2021 By Nagesh Belludi Leave a Comment

Vilfredo Pareto, Italian Sociologist - The 80-20 Principle The Italian sociologist Vilfredo Pareto (1848–1923) recorded a “maldistribution” between causes and effects in economic statistics. It’s an observable fact that a minority of reasons—nominally around 20%—tends to produce a majority—80%—of the results.

Most Effects Come from Relatively Few Causes

More than a century later, the Romanian-American quality control pioneer Joseph Juran (1904–2008) embraced Pareto’s notion and demonstrated that 80% of all manufacturing quality defects are caused by 20% of reasons. Juran urged managers to identify and address the “vital few” or the “critical few “—the small fraction of elements that account for this disproportionally large fraction of the effect.

This Pareto Law, 80/20 Rule of Thumb, Zipf’s Principle of Least Effort, Juran’s Law of the Vital Few, 80-20 Thinking—call it what you want—permeates every aspect of business and life. Now that you know about it, you’ll start seeing it everywhere.

80/20 Principle - More from Less A fifth of your customers accounts for four-fifths of your sales. 20% of your employees are responsible for the majority of your firm’s productivity. 20% of your stocks will be responsible for 80% of your future gains. You tend to favor 20% of your clothes and wear them 80% of the time. You spend 80% of your socializing time with 20% of your friends. 20% of the decisions you’ve made during your life have shaped 80% of your current life. 80 percent of the wealth tends to be concentrated with 20 percent of the families.

The Pareto principle is a state of nature (the way things happen) and a process (a way of thinking about problems.) The 20% are the sources of the most significant potential impact.

The Remarkable Variance of Contributors and Effects

Richard Koch’s 80/20 Principle: The Secret to Achieving More with Less (1999) elaborates on using this seminal prioritization principle. “The 80/20 Principle asserts that a minority of causes, inputs, or effort usually leads to a majority of the results, outputs, or rewards. … The winners in any field have … found ways to make 20% of effort yield 80% of results.”

Koch explains ad nauseam that most of us work much too hard and produce much less in relation to what could be produced. If trying harder hasn’t worked, perhaps it’s time to try less.

Invest your time and effort more wisely. Don’t address the less significant elements. “Most things always appear more important than the few things that are actually more important.” Examine what you do of low value. In other words, eliminate or reduce the 80% of efforts that produce less-significant results.
Know when to stop. Once you’ve solved the 20% of the issue to deliver 80% of the impact, any further effort can only achieve diminishing returns.

Idea for Impact: In most areas of human activity, just 20% of things will be worthwhile.

Recommendation: Speed-read Richard Koch’s 80/20 Principle. It’s an excellent reminder that not all effort is equal, so it pays to focus on what matters most.

Embrace the “80-20” frame of mind in everything you do—at work and home. Unless you want to spend every waking hour working, it’s essential to learn how to focus your efforts on the most promising, impactful aspects of what needs to be done.

Realize that few things really matter in life, but they count a tremendous amount. These vital things may be challenging to discover and realize, but once you find these things that really matter, they give you immense power—the power that gives you more from less. Spend a disproportionate amount of time and energy making sure these decisions are made well, and you put yourself in the best position you can in the process.
If you want to improve your effectiveness at anything, focus only on what matters most. Be extraordinarily selective—spend time resourcefully on the few essentials that matter the most and little or no time on the massive trivia that engulfs most of your time.

Don’t Ruminate Endlessly

May 6, 2021 By Nagesh Belludi Leave a Comment

Don't Ruminate Endlessly Say you’re in the market for a laptop but just can’t bring yourself to pick out the right model. You’ve spent countless hours comparing different models, visiting various websites, reading reviews, exploring stores, and researching all the available features, even though you’re unlikely to use most of them. Draining indeed!

Too Much Choice Can Stress You Out

Choice may be a great “problem” to have. Books such as Barry Schwartz’s The Paradox of Choice (2004) and Sheena Iyengar’s The Art of Choosing (2011) have exposed how increased choice may be bad for you.

Sometimes, the only thing worse than never having a choice is always having to choose.

Overthinking can trip you up. You can get confused when you have too much information or overthink about what you should be doing. Behavioral scientists such as Schwartz and Iyengar call this phenomenon “choice paralysis.”

Combat your indecisive nature by limiting your search, say, by establishing a cut-off time. Tell yourself that you’ll look around for two hours and then you’ll buy the best laptop you’ve come across in that time.

Use opportunity cost as a filter. Don’t poke around the internet for a better deal on an airfare or follow an eBay auction if you’re saving less than, say, $15 per hour spent deal-hunting.

Idea for Impact: Choose to Reduce Choice. Simplify and Prioritize.

Overthinking everything can make everyday life a challenge. Unnecessary analysis costs time and money and causes psychological wear.

The benefits of forgoing further rumination and acting on available information often offset the from needing to do everything perfectly.

Choosing when to choose is important. Rethink which choices in your life really matter and focus your time and effort there. Life is all about values and priorities.
In decision-making, simple beats complex. Reject complexity and accept that you’ll be sure that you’ve made the right choice. Make a decision, and then change course if it ends up being horribly wrong. As Amazon founder Jeff Bezos has written in his 2016 letter to shareholders, “If you’re good at course correcting, being wrong may be less costly than you think.”

Make Time To Do It

April 8, 2021 By Nagesh Belludi Leave a Comment

The essence of time management is to prioritize Think about how these two declarations sound:

“Let me make time to do it.”
“Let me find time to do it.”

If you asked someone to do something, which response seems more convincing and persuasive?

When someone says they’ll make time to do something, you sense they’ll give the matter a feeling of priority. It implies that they’ll prioritize.

On the other hand, if someone says they’ll find time, it appears like they’ll hope to find a gap where they may fit you in—if they can remember what it is you asked them to do.

Often language—particularly self-talk—can have a way of revealing truths about values and priorities. The expression “I’ll make time” shows how the idea of time management only matters to how important the stuff is that’s competing for your time.

Idea for Impact: You know something is important when one makes time for it.

Think carefully about what you make time to do versus what you find time to do. The essence of time management is to prioritize.

Five Ways … You Could Prevent Clutter in the First Place

March 17, 2021 By Nagesh Belludi Leave a Comment

Go paperless. Arrange for electronic delivery of all your bills and bank statements. Organize important papers into a filing system. Gather anything you want to keep for future reference and scan it to a computer. Shred or recycle the rest.
Look out for clutter magnets, those areas of your home or office that become enticements for clutter: the kitchen counters, the dining-room table, the chest in the hallway, a chair in the bedroom, and the ‘floordrobe.’ Place a crate near your closet where discarded garments can land until they can be sorted.
Turn down freebies. Before taking commemorative swag at a conference or nabbing hotel toiletries, consider if they’re things you’ll actually use or if they’ll become yet other objects that you’ll have to make space for.
Have a spot for everything. Store related objects together—that’ll spare you the pain of figuring out where things should go, and you can see if there’re already two or more of each item.
Institute a 15-minute quick tidy-up routine every night. Clear the kitchen counter, fold and put away laundry, and toss out the garbage. Save a whole lot of time when it comes to the weekend or deep-cleaning days.

Bonus: Clean-as-you-go throughout the day. Little clean-up routines can make your mind clearer and the time you spend with your loved ones less fraught.

Five Ways … You Could Stop Procrastinating

March 16, 2021 By Nagesh Belludi Leave a Comment

Don’t rely on motivation. Motivation is fleeting—it comes and goes. While it is advantageous to be motivated, the folks who get things done are those who find a way to work at whatever they are interested in, even when they don’t really feel like doing it.
Banish your inner perfectionist. Remember that many things in your life need not be done perfectly—they’re to be just done … taken to a little bit better shape than before at each baby step. Whatever you need to work on just needs to be an outline, first attempt, rough copy, version 0. It needn’t be perfect.
Picture the future self when you’ve achieved your goals. Figure out the finish line you are aiming at. Visualize what “done” looks like—a sense of achievement? Fame? Getting your co-worker off your back?
Confront your fears. Figure out the underlying cause for procrastination. If it’s fear or if you’re failing overwhelmed, challenge the worst-case scenario by asking yourself, “What’s the worst thing that could happen?” Perhaps you may discover that you’re procrastinating over something that isn’t that important.
Trick yourself into getting started. Say, “I’m not really going to work on this now. I’ll just open the report and make some notes for two minutes.” Beginning a task builds momentum, and seemingly-difficult tasks tend to get easier once you get working on them.

Bonus: Stop trying too hard to overpower yourself into action. Sometimes, getting those other, less-important tasks done first could motivate you.

Marie Kondo is No Cure for Our Wasteful and Over-consuming Culture

February 11, 2021 By Nagesh Belludi Leave a Comment

Tidying Up with Marie Kondo (2019) on Netflix

I recently watched Tidying Up with Marie Kondo (2019,) the popular Netflix series featuring the Japanese decluttering evangelist. The show is based on her bestselling manual, The Life-Changing Magic of Tidying Up (2011.)

In each episode, Kondo cheerfully proclaims, “I love mess!” With certain calm, she calls on various families and goes about clearing their tat-filled homes and bringing order to their chaos. Her trademark sense of minimalistic bliss is informed by Japanese aesthetic and a Zen-sense of orderliness.

Apparently, Marie Kondo isn’t attuned with Christianity.

Interestingly, Kondo has clients kneel on the floor and “ask” their dwelling for “permission” and “cooperation” before they get started. “I’d love for you to picture your vision for your home,” she pleads. “Communicate that to your home.” She encourages saying “thank you” to their piles of clothes as they sort and fold them. She daintily treats inanimate objects as living things and speaks to them. She encourages her show’s audiences to do the same.

That’s Buddhism/Shinto in force. Some flavors of native Japanese spirituality focus on inanimate objects’ sacredness. Several of Kondo’s critics in America have insisted that her methods aren’t compatible with Christianity. Kondo’s rituals of treating objects as if they have feelings, these critics have declared, is to be discouraged because her ways invoke animism, the religious notion that objects possess some sort of spiritual essence.

“Kondo-ing” Has Become a Verb.

With a translator in tow, Marie Kondo never treats her patrons as victims, and that’s exceptionally impressive.

By eschewing a victim mentality, Kondo encourages and empowers people in a way that actually brings about lasting change. Audiences particularly love her advice on organizing wardrobes and storage spaces and routinizing tasks into maintainable systems.

Kondo emphasizes prioritizing joy. She doggedly insists upon keeping only those objects that “spark joy” (she uses the Japanese intransitive verb “tokimeku,” roughly, “to flicker.”) Her “if in doubt, throw it out” commandment has helped millions of people ward off hoarding tendencies.

Kondo has become a cultural sensation, appealing to all sorts of homes bursting with cheap consumer goods. The “Marie Kondo Effect” is directly responsible for increasing donations to thrift stores and charity shops worldwide.

Marie Kondo isn't attuned with Christianity

Keep what sparks joy. Own less stuff. Pursue what’s meaningful.

If you’d like to downsize or declutter without letting go of things you love, take the KonMari method to heart. But don’t go too far. Be careful about shedding items to which you have a deep sentimental connection. Put it into operation earnestly to get rid of clutter. Find joy, significance, and sacrament in simple everyday objects and tasks. Simplifying your priorities and refocus on things that you tend to overlook in the busyness of life.

Only Consume What You Need. Supplement the Konmari method of paring down your belongings with the ongoing strategy for minimizing additional purchases. Buy only those things that will “spark joy” and continue to do so for many years. Never mind that the economy depends upon endless undifferentiated consumption.
Reduce, but Don’t Refresh. If you have a bunch of empty space, be selective in how you fill it up. Cutting down your possessions isn’t an invitation to revert to a situation where decluttering again becomes necessary after a while. Restrain that impulse to acquire the new and the shiny—that’s what overwhelmed Kondo’s clients in the first place.

The real magic of Tidying Up with Marie Kondo is in shedding anxiety, living in the moment, and being your best self. Your happiest moments come when you’re lost to a conversation or an experience. You’ll avoid the helter-skelter of life has the power to deny and neglect what’s most important in your life.

Will the Marie Kondo Effect alleviate haywire consumerism?

The more profound significance of decluttering and minimalism is to help make better choices when making purchases in the future.

And beyond the individual convenience, it would be more productive to build up collective awareness and confront the modern consumption economy. It only presents overwhelming incentives to mass-produce and overconsume superficially appealing items.

Collectively, humanity needs to start questioning whether we should be pursuing growth at all. The economic system we have now can’t sustain forever. Our ecological systems can only sustain so much life. We’ve grown so much as a population, and we’ve started consuming so much that we’re straining the earth’s ability to support us. Hyperconsumerism needs to stop.

Will the Marie Kondo Effect alleviate haywire consumerism?

Idea for Impact: Negligent hyper-consumerism is shameful and embarrassing, even to this “card-carrying” capitalist.

Ironically, after making us get rid of everything, Marie Kondo has started peddling such things as therapeutic tuning fork and crystal ($75,) compost bin ($175,) and food storage container ($60) that are guaranteed to “spark joy.”

At any rate, I hope Marie Kondo and her ilk inspire a collective self-loathing at how much we consume. Utility should be the principal criterion for what we buy and keep.

I urge you to make strides towards more mindful consumption and consciously differentiate wants and needs.

Buy what you need. Buy the best quality stuff you can afford, and keep them for longer. Choose things that can be easily repaired—if possible, repurposed and recycled. Encourage businesses that peddle goods that are manufactured as responsibly and mindfully as possible.

Don’t Let Interruptions Hijack Your Day

February 8, 2021 By Nagesh Belludi Leave a Comment

Don't Let Interruptions Hijack Your Day Most people spend a good part of their day responding to ad hoc requests, drop-ins, questions, and emergencies. During the short periods when they aren’t being interrupted, they find it hard to get back to their big projects, knowing that they’d soon be interrupted again.

Here’s a tried-and-tested tactic to prevent interruptions from invading your day.

Plan your day the night before (or first thing in the morning)—even if it’s merely preparing a list of what you want to accomplish that day. A plan will give you a definite starting place.
Once you’re done preparing that to-do list, don’t allow yourself to add any more to the same day’s task list. If someone asks you for something, say, “Okay, I’ve got it on my calendar for tomorrow!”

Make disruptions the exception rather than the norm. If your job allows it, don’t add on work for the same day. In many professions, there aren’t a lot of “emergencies” that really threaten a life or a business if not addressed within an hour or two.

Idea for Impact: Unscheduled tasks can add up to a dreadful drag on your productivity. Stick to a plan and stay focused. You’ll manage your day better and protect the most important, deep thinking work that’ll drive your goals forward.

Start the Day with a Workout

January 7, 2021 By Nagesh Belludi Leave a Comment

Start the Day with a Workout People who exercise in the mornings rave about the positive benefits of morning exercise compared to working out later in the day.

Exercising improves blood flow to the brain. It gives you a more alert mind—helping you become more energized and more focused. The sense of accomplishment from a morning workout puts you in a better frame of mind, and you’ll feel mentally prepared to tackle the day’s challenges.
Exercise is shown to intensify the body’s metabolic rate for four to eight hours. If you work out in the morning, the resulting metabolism boost can last all through the most productive part of your day.
There’s some evidence that habits tend to establish more quickly if pursued in the mornings. The concentration of cortisol, the body’s primary stress hormone, is highest soon after you get up in the morning. Waking up earlier in the morning strengthens the body’s cortisol awakening response. One study proposed that cortisol blocks the prefrontal cortex in the brain, suggesting that consistent morning behavior is more likely to become habitual.
After slogging all day, your willpower to spend an hour at the gym peters out. Moreover, the more time you have to think, the more time you’ll have to come up with “justifications” for ducking out of a workout later in the day.
Waiting until later in the day to exercise also increases the likelihood that something will crop up and impede your plan. If you can be disciplined enough to go to bed sooner and wake up a little earlier, you can get a workout done before any distractions can emerge.

Idea for Impact: Could the benefits of a regular morning workout be worth sacrificing a few more minutes in a warm, cozy bed?

Plan Tomorrow, Plus Two

December 21, 2020 By Nagesh Belludi Leave a Comment

At the end of each day (or first thing in the morning,) plan tomorrow and the next two days.

Review your commitments and write out the full list of what you want to accomplish over the three days. Outline the first day more thoroughly than the other two.

Plan Tomorrow, Plus Two - Three-day Planning Horizon

This act of writing down what needs to get done helps you feel less anxious—tasks seem smaller on paper than in your head. According to the Zeigarnik Effect, just the simple act of recording a task in a plan relieves the mental stress attributable to unresolved and interrupted tasks.

Having a three-day horizon allows you to be flexible.

You’ll know where your “wiggle room” is, so interruptions don’t invade your day. You can move your priority tasks around should the circumstances change. You can set apart emergencies from non-emergencies that can be addressed later.
When you have a lot on your plate, or something is taking longer than you planned, you can defer what’s avoidable today and move tasks around.

At the end of each day, rewrite your three-day roadmap. Reconsider how each task aligns with the current priorities and spread them over the next three days.

Idea for Impact: Plan tomorrow, plus two. You’ll have a clearer insight of the immediate future—and you’ll be better prepared to attend to those inevitable unforeseen demands for your time.

When Work is Home and Home is Work

December 11, 2020 By Nagesh Belludi Leave a Comment

Working From Home - Set Boundaries As much as you love lounging around all day in athleisure wear or plush robes, it’s easy to mix home- and work-life when working from home during the current pandemic.

Work is always available to you, and self-scheduling has caused work to spill over into non-work hours.

Have a designated workspace away from your personal life and personal tasks. That’ll create not only a physical barrier but a mental and social one as well.

When you practically live in your office, it’s hard for your brain to recognize when it’s okay to entirely shut down. Create some boundaries. Maintain regular office hours, switch off your computer and put it away, and disconnect completely.

Idea for Impact: Mindfully uphold boundaries from morning until evening. Follow a routine similar to the one you had before COVID-19 to accomplish your goals without losing your mind.

Time Management

Most Effects Come from Relatively Few Causes

The Remarkable Variance of Contributors and Effects

Idea for Impact: In most areas of human activity, just 20% of things will be worthwhile.

Wondering what to read next?

Too Much Choice Can Stress You Out

Idea for Impact: Choose to Reduce Choice. Simplify and Prioritize.

Wondering what to read next?

Wondering what to read next?

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Apparently, Marie Kondo isn’t attuned with Christianity.

“Kondo-ing” Has Become a Verb.

Keep what sparks joy. Own less stuff. Pursue what’s meaningful.

Will the Marie Kondo Effect alleviate haywire consumerism?

Idea for Impact: Negligent hyper-consumerism is shameful and embarrassing, even to this “card-carrying” capitalist.

Wondering what to read next?

Wondering what to read next?

Wondering what to read next?

Wondering what to read next?

Wondering what to read next?