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Time Management

How to … Overcome the Tyranny of Your To-Do List

September 5, 2022 By Nagesh Belludi Leave a Comment

Long before management consultants made the humble 2×2 matrix their stock-in-trade, President Dwight D. Eisenhower used the format to create one of the most powerful productivity tools of the 20th century: take your itemized to-do list, and dichotomize all the items on their importance and urgency. Then, classify these on a 2×2 with urgency on the x-axis and importance on the y-axis. The items in each bucket warrant a different kind of response.

How to Overcome the Tyranny of Your To-Do List

  • The urgent-and-important tasks in the ‘Do’ quadrant need doing now (e.g., call the fire brigade if your house is burning down.)
  • The urgent-but-not-important tasks in the ‘Delegate or Automate’ quadrant are best delegated where possible (think booking a hotel or clearing low-priority emails.)
  • The important-but-not-urgent tasks (strategic planning, training) in the ‘Schedule’ quadrant should take up most of your time. Eisenhower noted that truly vital yet immediate tasks are few and far between: “I have two kinds of problems, the urgent and the important. The urgent are not important, and the important are never urgent.” That means committing to doing the tasks you schedule. Being effective can’t happen if you keep kicking the can down the road.
  • The neither-important nor-urgent tasks in the ‘Eliminate’ quadrant are usually time-wasting activities and must be eliminated forthwith. They don’t move you towards achieving your goals.

De-prioritize Stuff You Shouldn’t Be Doing in the First Place

'First Things First' by Stephen R. Covey (ISBN 0684802031) The Eisenhower Priority Matrix isn’t entirely ground-breaking. Still, it can help you recognize you can deliver yourself by knowing it’s okay not to complete them all, so long as you get the most vital ones done. The challenge lies in being able to determine what’s essential and what isn’t, as expounded tediously in Steven Covey’s First Things First (1994):

Urgent matters are those that require immediate action. These are the visible issues that pop up and demand your attention now. Often, urgent matters come with clear consequences for not completing these tasks. Urgent tasks are unavoidadable, but spending too much time putting out fires can produce a great deal of stress and could result in burnout.

Important matters, on the other hand, are those that contribute to long-term goals and life values. These items require planning and thoughtful action. When you focus on important matters you manage your time, energy, and attention rather than mindlessly expending these resources. What is important is subjective and depends on your own values and personal goals. No one else can define what is important for you.

The key to productivity is to be very selective in what you pick and execute your most important priorities. Be ready to delegate and be quick and not-to-perfection on as many things as possible. You really don’t need to give 110% on everything.

Idea for Impact: Use the Eisenhower Priority Matrix to Triage Your To-Do List

Get Your Priorities Straight The Eisenhower method can be an indispensable weapon in your efficiency arsenal. Your life will never be the same when you internalize clarity of habits. Once you’ve been using the matrix for a while, you can realize a pattern of your own behavior. With some discipline, you can change your behaviors to ensure you’re spending more time on the ‘Schedule’ and ‘Do’ quadrants, improving your ability to plan your work.

Try taking a few minutes each day and analyze your task list. Are there things on there that you can delegate or eliminate? Are you genuinely focusing on the right tasks? It’s incredible how much more productive you can be with a bit of planning and forethought.

Wondering what to read next?

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  3. Everything Takes Longer Than Anticipated: Hofstadter’s Law [Mental Models]
  4. Get Your Priorities Straight
  5. Warren Buffett’s Advice on How to Focus on Priorities and Subdue Distractions

Filed Under: Mental Models, Sharpening Your Skills Tagged With: Decision-Making, Discipline, Efficiency, Goals, Procrastination, Task Management, Time Management

How to … Make a Dreaded Chore More Fun

July 7, 2022 By Nagesh Belludi Leave a Comment

How to Make a Dreaded Chore More Fun If everyday chores feel like a drag and you don’t have the motivation to do anything but be on your phone and laze around, consider the following actions that have most benefited my clients:

  • Find a friend you can talk to long-distance while you both tackle household chores. You can keep each other accountable.
  • Challenge yourself to beat the clock. Set a time to complete the task, and see how much ahead you can get it done.
  • Do “three-minute tidy” routines throughout the day. Choose a room or clutter magnet and go at it for three minutes. Sprucing up as-you-go throughout the day is more agreeable than a long list of must-dos that must be tackled at once.
  • Begin a dreaded chore in the morning or at the earliest you can. So the rest of the day is free for having some fun. The sooner you check off your to-do list, the more motivated you tend to feel.
  • Embrace the mess. It’s okay is good enough. Tolerate some clutter from time to time and excuse yourself for not getting all the chores done or having a perfect home. Think about it as a form of prioritization.

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Filed Under: Living the Good Life, Sharpening Your Skills Tagged With: Clutter, Discipline, Getting Things Done, Motivation, Procrastination, Productivity, Simple Living, Time Management

The Best Advice Tony Blair Ever Got: Finding the Time to Think Strategically

June 28, 2022 By Nagesh Belludi Leave a Comment

The Best Advice Tony Blair Ever Got from Bill Clinton: Finding Time to Think Strategically Former British Prime Minister Tony Blair reminisced, at a 2012 event at the Stanford Graduate School of Business, how easy it is to get so absorbed by the pressures of doing that you rarely ever disentangle yourself from the chock-full of activities and the clutter that can choke strategic thinking.

As the leader of the Opposition, when I went to see him in 1996 at the White House, he explained that one of the hardest things when you get into the government is finding the time to think strategically. It’s being able to create the space so that you’re focused on what you really know counts because otherwise, he said, the system will take you over. You’ll be in meetings from 8:00 in the morning till 10:00 at night, and you think you’re immensely busy, but the tactics and the strategy have all got mixed.

The Best Advice Tony Blair Ever Got from Bill Clinton: Finding Time to Think Strategically What happens in leadership is that things come at you the whole time. If you’re not careful, you’ll spend your time dealing with one situation after another. You lose your strategic grip on what’ll determine if you’re a successful government. Many of these crises are real, and you must deal with them. But when you judge your government in history, no one will remember any of them. You’ve got to create the space to be thinking strategically all the time to change the world.

Idea for Impact: It’s your strategic thinking, more than any other single activity, that can influence what you’ll achieve as a leader. Find ways to create more “head time” amid the busyness.

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Filed Under: Leadership, Mental Models, Sharpening Your Skills Tagged With: Creativity, Critical Thinking, Leadership Lessons, Thinking Tools, Time Management

How to … Nap at Work without Sleeping

June 27, 2022 By Nagesh Belludi Leave a Comment

How to Take the Perfect Nap

Make nap time the new coffee break. A quick snooze boosts productivity and improves memory and problem-solving.

Bill Anthony’s The Art of Napping at Work (1999) states that a shot of shut-eye was an indispensable afternoon pick-me-up for some of history’s greatest achievers, viz., Aristotle, Eleanor Roosevelt, John D Rockefeller, Leonardo da Vinci, Lyndon B Johnson, Margaret Thatcher, Napoleon, Salvador Dalí, Thomas Edison, and Winston Churchill.

'Take a Nap Change Your Life' by Sara Mednick (ISBN 0761142908) According to the University of California-Irvine sleep researcher Sara Mednick, you don’t want to get into a deep sleep because you need to be alert. Her Take a Nap! Change Your Life (2006) uses the term “sleep inertia” to describe the inability to shrug sleep off after a nap. This impaired state worsens as you go deeper and deeper into sleep. So the trick is to avoid getting deep sleep.

If you nap about twenty minutes, you’ll be in light sleep, which is easy to get out of. In other words, twenty minutes is long enough to reach Stage 2 sleep but short enough to ward you off from waking up groggy.

Idea for Impact: Go ahead and snooze for 20 minutes, ideally sometime between 2 p.m. and 4 p.m. Step into bright light or splash your face with water if you need help regaining alertness after the alarm goes off. The post-nap energy spike can last for several hours.

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Filed Under: Health and Well-being, Living the Good Life, Sharpening Your Skills Tagged With: Balance, Discipline, Motivation, Productivity, Task Management, Time Management

Great Jobs are Overwhelming, and Not Everybody Wants Them

June 13, 2022 By Nagesh Belludi Leave a Comment

One of my friends, a senior executive at a Fortune 500 firm, recently said, “no, thank you” when asked if he’d like to be considered for the post of CEO of his company.

My friend is an ideal CEO candidate: he’s accomplished and well-liked, he’s about 10 years from retirement, he’s been a company “lifer,” and he’s worked hard grabbing the gold ring.

Great Jobs are Overwhelming, and Not Everybody Wants Them When I asked what caused this change of mind, he reflected, “At what cost, however?”

Well, his response wasn’t unexpected. A successful corporate career demands a high level of performance for sustained periods.

Ambitious professionals, especially top performers, have started to think differently about the tradeoffs of a demanding job. They’re asking questions such as “How much is enough?” and “If I get that job, what is it that I’m giving up?”

Most new CEOs are overwhelmed, disclosing that their jobs are more demanding, complex, and stressful than expected. Little wonder, then, that the average CEO’s tenure has gotten shorter over the years.

The brutal reality is that CEOs have less time than ever to prove their worth. The tolerance for mistakes and short-term underperformance has really gone down.

CEOs have to perform or perish. The CEO job is no longer a tenured role, and the ground has shifted over the decades. Several factors have made the jobs of business chiefs much more complicated than in the past. There’s immense pressure to produce consistently excellent results and keep everybody satisfied. It’s so stressful just working hard to keep the job. Then there’s the unremitting pressure of walking a tightrope; managing the conflicting interests between various stakeholders is exhausting.

Ceos Have Less Time Than Ever to Prove Their Worth CEOs’ performance must be more transparent than ever due to the never-ending demands imposed by global competition, geopolitical volatility, technological disruptions, ever-watchful regulators, increasingly engaged boards, and the specter of activist shareholders. A job with such challenges can quickly overwhelm, and CEOs end up working days, nights, and weekends in a futile attempt to pull free. They feel guilty about sacrificing precious family time for their work.

Above all, CEOs feel lonely at the top—being “where the buck stops,” they don’t have anyone to confide in. CEOs tend to isolate themselves due to the overwhelming responsibilities and the pressure to appear calm to employees.

Idea for Impact: Not everybody wishes to climb the top of the ladder. A high-pressure climate is not for everybody. Remember, burnout happens not when you work too much but when you invest emotionally in work and don’t get a commensurate return.

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Filed Under: Career Development, Health and Well-being, Living the Good Life Tagged With: Assertiveness, Balance, Career Planning, Getting Ahead, Mindfulness, Stress, Time Management, Work-Life

Get Your Priorities Straight

May 28, 2022 By Nagesh Belludi Leave a Comment

Get Your Priorities Straight Most folks don’t take the time to write down and prioritize their values and goals. That’s the cornerstone of the all time-maximizing strategies.

Without distinct values and priorities, many people devote insufficient time to activities that support their most significant priorities.

No matter your goals, begin by thinking thoroughly about why you are engaging in any activity and what you expect to get out of it. Then be time-conscious. Match your time allocations with these top goals. Deliberately decide if you want to pursue each task required of you. Recall, too, that what you get done, and not time, in and of itself, is the best measure of success.

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Filed Under: Sharpening Your Skills Tagged With: Balance, Biases, Decision-Making, Discipline, Procrastination, Task Management, Time Management

What Most People Get Wrong About Focus

May 5, 2022 By Nagesh Belludi Leave a Comment

'Choose Wonder Over Worry' by Amber Rae (ISBN 0385491743) In Choose Wonder Over Worry (2018) self-help author Amber Rae recalls novelist Elizabeth Gilbert’s interaction with a wise older lady who was helping Gilbert with her struggles as a writer:

Lady: “What are you willing to give up in order to have the life you keep saying you want?”

Gilbert: “You’re right—I need to start saying no to things I don’t want to do.”

Lady: “No, it’s much harder than that. You need to learn to start saying no to things you _do_ want to do, with the recognition that you have only one life, and you don’t have time and energy for everything.”

This anecdote is such a powerful illustration of how saying ‘no’ is so much easier when you’re clear about your priorities.

Saying 'no' is so much easier when you're clear about your priorities That’s what focus really is—saying ‘no’ to things you’d like to do so that you can free up your time to focus on the pursuits that truly matter—even tasks you have to do, even if they don’t energize and excite you.

Idea for Impact: Setting boundaries isn’t always easy, but it’s essential to establish an overall sense of well-being. Every ‘no’ is a ‘yes’ to something else.

  • Don’t find any excuse to say ‘yes’ to what shouldn’t be done.
  • Don’t find any reason to say ‘no’ to what should be done.

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Filed Under: Sharpening Your Skills Tagged With: Assertiveness, Balance, Communication, Decision-Making, Likeability, Negotiation, Persuasion, Relationships, Time Management

How to Keep Your Brain Fresh and Creative

April 22, 2022 By Nagesh Belludi Leave a Comment

How to Keep Your Brain Fresh and Creative If you need to make much progress on a project, you may feel constrained to work on it in one sitting-down.

Don’t.

No one can concentrate on a single task all the time.

Break up your day—and your thought patterns—by regularly engaging in activities that aren’t intellectually taxing.

Plan your distraction. Have a little something to look forward to—a 15-minute break to watch the highlights of last night’s match, for example. Stretch, dance, or get a glass of water. Go for a short walk around your neighborhood.

'The Distracted Mind' by Adam Gazzaley (ISBN 0262034948) According to neuroscientist Adam Gazzaley and psychologist Larry Rosen’s The Distracted Mind: Ancient Brains in a High-Tech World (2016,) regular breaks can lower mental fatigue, boost brain function, and keep you on-task for more extended periods. Creativity can flow when your mind wanders, allowing you to synthesize information uniquely.

When you sit back down to resume working, you’ll be emotionally regulated and have your mental resources replenished. This helps you be more creative and get more done.

Idea for Impact: Work in spurts. Set specific times to take recesses and stick to them. Your mind needs a break—a “state change,” in fact—at least every 30-45 minutes to work more effectively.

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Filed Under: Health and Well-being, Sharpening Your Skills Tagged With: Balance, Discipline, Getting Things Done, Procrastination, Pursuits, Time Management

Deep Work Mode: How to Achieve Profound Focus

April 21, 2022 By Nagesh Belludi Leave a Comment

Deep Work Mode: How to Achieve Profound Focus--- Venture capitalist Paul Graham’s influential essay “Maker’s Schedule, Manager’s Schedule” (2009) underscores the need for compartmentalizing time.

A specific frame of mind is required to excel in ‘making’ things versus ‘managing’ things. The constant context switching impedes what you’re focusing on.

Graham recommends dividing work into two timetables of time blocks: “Maker Time” necessitates large blocks of dedicated, interruption-free time to work intensely—developing ideas, writing code, generating leads, producing products, or accomplishing projects. “Manager Time” requires shifting from one interaction to another, allowing for many meetings and brief-to-the-point interactions to oversee, direct, or administer.

The contrast is significant because of the different operative mindsets needed. Those engaged in maker time shouldn’t be pulled into meetings at irregular hours; that’ll debase the time blocks they need to move themselves and their teams forward.

Graham’s emphasis on the inconveniences of switching modes is right on: “For someone on the maker’s schedule, having a meeting is like throwing an exception. It doesn’t merely cause you to switch from one task to another; it changes the mode in which you work.”

Idea for Impact: Change the way you schedule your day and get uninterrupted stretches of time to get your most important work done. A bit of variety and change of pace can be good.

Wondering what to read next?

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  3. Easy Ways to Boost Your Focus & Break That Awful Multitasking Habit
  4. Stop Putting Off Your Toughest Tasks
  5. The Simple Life, The Good Life // Book Summary of Greg McKeown’s ‘Essentialism’

Filed Under: Sharpening Your Skills Tagged With: Balance, Discipline, Getting Things Done, Procrastination, Time Management

Give the Best Hours of The Day to Yourself

April 19, 2022 By Nagesh Belludi Leave a Comment

Give the Best Hours of The Day to Yourself

What part of the day do you feel your best?

Some feel most energized during the first few hours of the morning. For night owls, evenings are better.

Now, who gets those hours?

Do you fritter away your best hours catching up on work, mindlessly surfing the web, or doing chores around the house?

Try giving that time to yourself instead. Guard that time for sleeping adequately, eating healthy, working out, treating yourself to a favorite dessert, connecting with the people you treasure, engaging in hobbies, and engaging in personal reflection.

Focus on your values and priorities—personal and professional—rather than someone else’s. As the pressure mounts at work and home, self-care activities are often the first to be cut out.

Classify what you need to do, should do, and want to do. Focus on the few things that you must do. And, if you still have time, progress to work you’d like to do.

Idea for Impact: Being in touch with your own feelings and nourishing yourself in every way possible is the ultimate form of self-care. Give the best hours of your day to yourself.

Wondering what to read next?

  1. Personal Energy: How to Manage It and Get More Done // Summary of ‘The Power of Full Engagement’
  2. How to Keep Your Brain Fresh and Creative
  3. Warren Buffett’s Advice on How to Focus on Priorities and Subdue Distractions
  4. Get Your Priorities Straight
  5. Deep Work Mode: How to Achieve Profound Focus

Filed Under: Health and Well-being, Living the Good Life Tagged With: Balance, Discipline, Procrastination, Time Management

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About: Nagesh Belludi [hire] is a St. Petersburg, Florida-based freethinker, investor, and leadership coach. He specializes in helping executives and companies ensure that the overall quality of their decision-making benefits isn’t compromised by a lack of a big-picture understanding.

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