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3 Simple Steps to Take Control of Your Time

Mar 14, 2019

Seeking Solace in a Tumultuous Modern Office

In today's world, it can feel like there are never enough hours in the day. When we go to work we feel that our priorities are constantly being interrupted by the priorities of others.

By the time the work day is over, we may have put out everyone else's fires but have neglected the set of intentional tasks we had designed for ourselves originally. Then, we find that just as we have some time to focus on what we want to it is time to go home and handle the demands of our personal life.

Once home, agitation is high as a sense of not having control of our schedules sets in. How do we break the cycle?

How can we ensure that we aren't just treading water but are making major strategic advances in our businesses while setting aside ample time for to expand our personal lives and relationships as well?

Shallow Work Vs. Deep Work

In order to take control of our time, we must first understand why it is that we feel so out of control.

At the end of most work days we know that we spent the entire day doing something, but very often we can't place our finger on what it was that we did.

Why is this?

The fact is that, absent a true set of skills and a system to manage our time effectively, we effortlessly slip into a state of perpetual distraction; without a singular, guided destination, our focus fleetingly drifts from one priority to the other.

Giving in to this constant stream of distractions causes us to conduct our work at the most shallow level possible.

The Danger of Attention Residue

Have you ever opened an email, read it and found what it was asking of you, but then closed it and decided to handle that later?

Have you ever vowed to buckle down and get to your work right after you check what's happening on Facebook only to find yourself emerging from a click hole 20 minutes later having no idea how you fell in?

Have you ever set down to do a project but then opened every email that came to you while you were working?

By allowing your attention to drift from one stimuli to another so unintentionally, you are never allowing yourself to take full advantage of your mental faculties.

Studies have demonstrated that when you vacillate in this type of see-saw pattern from task to task, your brain retains an amount of "attention residue" from the previous stimuli when you are trying to focus on the new one. This is why it takes so long to get into a new gear after you have been distracted. 

In order to truly crush your to-do list and to be able to focus on what is truly important not just what is urgent, you have to be able to create a space for you to dive into deep work.

What follows is a three step process that will allow you to start taking control of your time so that you can prioritize what is truly important and not just what appears to be most urgent and enticing at the moment.

What's more, at the end of each day you will feel truly accomplished since you will have measurable results to show for the expenditure of your time that are aligned with your deepest values and purpose.

How to Take Control of Your Time in 3 Steps

1. Take inventory of how you are spending your time

When you stop viewing time as an unlimited resource, you start to realize that you have to invest it, not carelessly spend it.

The principles that you will apply to maximize the value of your time are approximately the same principles you would use to maximize the value of your money. You cannot leave your expenditure of time to randomness; it has to be cherished and judiciously expended in ways that will results in long term gains.

The first step in assessing any problem is to determine the current state of affairs.

Draw out a schedule of all 24 hours in a day.

Now ask yourself, what portion of your time are you strategically spending? Meaning that you decide how the time will be spent and you do not let anything or anyone else interrupt it.

Now, what percentage of your time is being left to randomness? Do you see a pattern and a problem here?

Are you getting acquainted now with how much time there truly is in each day to be used for effective means?

There are 168 hours in a week. That's a truly astounding amount of time. What could you do with 168 intentionally blocked hours?

2. Before you start each day, finish it.

Now that you've become acquainted with how much time is truly going down the drain, you are going to learn how to spend your time in a way that is decisive and purposeful.

You are going to learn how to align your time expenditures behind what you value most, not what is the most convenient or shiny distraction at the moment.

So on your piece of paper draw out a new schedule now and make a row for every hour of the day. Now intentionally schedule your day into sacred blocks of time that will focus on what is important before what is urgent.

Do not put responding to emails at the top of your schedule. If you allow someone else's demands for your time to be what dominates your schedule from the beginning of the day, you will find it much more difficult to carve out space for yourself later on.

Instead, front load your schedule with the most important work that you need to do that will measurably move your life and your business forward.

Instead of worrying about who is demanding your attention, ask instead "what is the most important thing I could be doing right now for my business?" Once you start asking that question, the entire game changes.

Those blocks of time are for the task you have designated for them and nothing else. That is the power of this strategy.

"BUT WHAT ABOUT MY EMAILS?!?!"

I know, I know, I can hear you screaming in your head from here. While this new form of scheduling your time is powerful for getting what is important done, you may think that it will keep you from being responsive to people who depend on you via email.

Wrong.

What you need to do is create a "reaction block" of time in your schedule for precisely this purpose. I usually do mine from around 1pm to 3pm depending on the demands of the day.

You might be thinking "there's no way I could do that. I have enough emails to keep me busy all day!"

Again, wrong. The reason why your emails are taking you all day is because you are allowing them to.

Remember what I said about shallow work and attention residue? If you are in the habit of opening and reading emails only to close them and decide to handle them later, then yes you will spend all day on your emails.

You can either allow yourself all day to randomly open, read, close, and eventually handle emails OR you can give yourself only two hours a day to handle all of your communication so that you only open, read, and handle emails once.

You might have heard the old maxim that "your work will expand to consume the amount of time that you give it."

If your boss gives you a week to assemble a report, that's how long it takes. If he gives you an hour, that's how long it takes.

If you truly want to master your own time, you have to give yourself non-negotiable deadlines for getting work done.

While it sounds like you are becoming overly rigid and controlling it is actually the most liberating experience in the world.

You just decide how you will be spending your time, and then you just MOVE. No more hesitation. No more distraction. No other options. It's truly freeing.

Stack up 4 or 5 intentional blocks of well spent time on each other and you will have gotten more done in a day than you previously were in a week. Just try it.

"But should I really schedule every hour of my day?"

It depends on your style and what you really want out of life. Remember, 168 hours is a lot of hours. The typical work week for most Americans is just 40 hours – that's only 23% of your available hours for the week.

I personally block out every hour of every day because I know how precious time is, and I have a lot of big moves that I want to make in that limited time.

You might think that I am describing a lifestyle where you never sleep and only work.

Wrong.

If you want to truly feel a lifestyle of freedom, you should block of time to "shut off" and be present with your spouse, your family, and your friends. The practice of scheduling your time allows you to 1) get so much work done while at work that you truly can be present at home and 2) causes you to intentionally set aside time for the people in your life that are important.

But what if something urgent comes up?

Every morning, I schedule my entire day. I've gotten to the point where I can't start my day without doing it.

Yet, there has never been a day when I was able to keep to my schedule exactly how I had originally designed it.

Even though the vast majority of "urgent" tasks are actually not very urgent at all, there is still the very real possibility that your employer needs something from you right away that will throw off your time blocks.

When this happens, it is not time to stress and throw in the towel. All you need to do is go back to your schedule and readjust your blocks.

Allocate time for the new task and then adjust the remainder of the day.

The point is to maintain an intentional allocation of your time throughout each day and to never let your time fall to randomness.

3. Remove the possibility of distraction

While blocking your time is a very powerful, it is not very intuitive for most people at first. But it can be. In fact, intentionally spending your time can become just as strong of a habit as randomly using your time has become, so get excited.

One of the things necessary to do in order to be successful at blocking your time is to eliminate all possible distractions.

When you need to go into a deep work state, you will need to ensure that you are not being bombarded with notifications from your social media accounts, email, or that you are going to be interrupted by others.

Here are some helpful tips to reduce distractions while in your time blocks:

  • Turn off all desktop and mobile notifications. You don't need to get email and social notifications sent to your phone. Only check these platforms during your reaction blocks. In this way, you get back to everyone in a timely manner but you maintain your focus and sanity throughout the day.
  • Utilize a newsfeed blocker for Facebook, Twitter, and more. These browser extensions will keep you from being able to see your news feeds which will enable you to stay out of click holes.
  • Use an app like Freedom to block certain sites for time blocks. If you have a tendency to check your email or social accounts while doing a task, use a site like this which will temporarily block those sites making sure that you simply don't have the option to be distracted.
  • Insist that your coworkers respect your time blocks. 9 out of 10 requests from your coworkers for your time can wait. Insist to them that your mind is simply in a different gear right now and that you need to come back to them later. They will understand. Plus, once you block time to handle their request or meet with them you will be able to be fully present with them which they will appreciate.

Conclusion

Although we have a tendency to live as if we have unlimited time on this Earth, we don't. Our tomorrow's are limited.

Your focus is an unimaginably powerful resource. In a way, it is like a laser beam. When it is truly focused on achieving one desired outcome and all of its resources are zeroed in on that destination, it can cut through steel.

But if you allow it to be fragmented and dispersed, it will have no lasting power.

The world is facing the greatest challenges it has ever faced, and you are living in a time where you have access to resources beyond what any generation of humans before you had access to.

How you will use your time matters deeply. Commit to learning how to master it, and you will never be disappointed in yourself.

VIDEO TRANSCRIPT

Hey everybody, it's Ty Hicks. Results Coach and National Influence and Leadership Trainer. So excited to have you here today because what I wanted to do is take a few minutes to share with you the strategies that I use as well as my clients use to get control of their time. Let me ask you, have you ever felt like there's just not enough hours in the day? Have you ever felt like even though you have time that's being spent throughout the week that you're not really in control of how most of it is being spent, you feel like your time is being demanded by other people's demands and how other people want to set your agenda for you?

Have you ever felt just out of control in this area? Well you're certainly not alone, it's one of the most common complaints that individuals have is that they do not feel in control of their time and they don't feel that they have enough time to do the things that are important to them. So if that's you in some degree or another, I want you to get excited because today could be a chance for you to actually transform this area of your life for good and I wanted to share with you the most powerful strategy that I found to be able to increase the amount of time that you're spending on the things that matter most to you.

So firstly, I wanted to share with you this quote, Brandon Broussard, he's a very intelligent man, he's an authority in the personal development space, he has this quote that I really love, he says "every minute that you leave to randomness, you are stealing from your greatness," and I love that because I think it's so true, it's so easy for us to let time just kind of slip through our fingertips, and if we do not intentionally design how it is that we spend our time, then we end up letting all sorts of randomness flood in and fill up how we're using our time, and that's not gonna serve of any of us whatsoever.

So let's talk about how most people spend their time and maybe this fits you to some degree or another, but what most people tend to do is throughout a given day, what they will have is periods of time where they have intentionally designed what they're going to do, so for instance they might actually buckle down and zero in on a task for a dedicated period of time, but the vast majority of their time is actually spent in what we might call reaction mode, where they're just perpetually reacting to notifications and emails and people walking into their office or whatever the case is and they have not compartmentalized how they're going to use their time in intentional ways, and the challenge with that is when you just react to the world in your time, all of your time can very easily fill up, because there's no shortage of things to react to, there's no shortage of distractions, there's always going to be that next email, there's always going to be that next social media ping, there's always going to be something somebody else needs from you, so that is never going to go away, and I think a lot of people tend to think that they have to fill their time up with as many tasks as possible that if they're being as busy as possible then that means that they're being as valuable and as productive as possible and I got to tell you, that is absolutely not the case, like I just said, there's never going to be a moment where you actually get to a spot where you say "wow, all of my work is completely done.

There is, there's nothing left for me to do, everybody's needs are met, there is not a single other thing that I can possibly do," yet people tend to think that they could just run fast enough on the hamster wheel and eventually get to that spot, it just does not exist in the way that they're currently pursuing it.

So this is a real problem and it may not seem like a problem to you when you show up to work and you pop in to your email inbox and then all of a sudden your entire day has been wasted, except for maybe the one little spot where you actually said "you know what, I really have to focus on this." That may not seem like a problem for you spending one day, but the problem is if you then see how much of an impact this is having week to week and year to year think about what percentage of your time is going to just reacting to the world, and you might be thinking by now, "okay but wait a minute, I can't just turn off my inbox forever, people are going to need a response for me, I have people who deserve a reply from me, i'm going to have to get back to them, I have to take care of those things," well I'm by no means saying that you shouldn't do those things, but what I am proposing to you is that you can get all of those things done in a much more concise allocation of your time.

And you might be also thinking by now well, I know that's not going to happen, I mean, I've got 12 hours of email to answer everyday and if I try to cut that down to nine or six hours, it's just not going to happen." Well what I would propose to you is you are not looking at things exactly the correct way. So what I would propose to you is if we can maximize the amount of your time that is designed intentionally, you're actually going to free up your time in the long run.

So for instance, let me ask you, how often do you end up sending back and forth email correspondence, checking in to see if a project is done? How often do your supervisors check in with you to see if a project you are assigned to is done, and how often do you spend time, responding to those communications, telling them that it's not done? So in essence, by prioritizing getting the important work done up front, you are actually going to minimize the amount of reactionary pings there are to respond to in the long run, that's number one, the other important thing to be keeping in mind is the end goal is not just to be responding to emails, that is not why you were hired at your company.

You were hired at your company presumably to oversee a division or to manage a team or to execute a project, not to answer emails. I'm sure that your job description does not say answer emails, unless that is literally your job description, if you're handling customer support or something like that, but in either case, your job then would be to create an environment in which customers have their needs met, not necessarily just to answer emails. So you need to start elevating your own standard of what you hold yourself to as a professional, number one, and you need to start thinking very critically about what the most important work is that you could be spending your time on and you need to carve out sacred periods of time to make that happen.

So one thing that you also need to do as you're maximizing out your intentionally designed periods of time is remove the possibility of distraction. When you are going to block your time into these segmented intentionality blocks, you have to make sure that falling down click holes, answering your inbox, are not options. There's plenty of tools out there for you to use, I recommend newsfeed blocker for Facebook and there's a site called freedom that will allow you to block different sites like Gmail, Youtube, Netflix, whatever it is that you need to just rid yourself of for a period of time in order for you to zero in on the important tasks. So with these intentionally designed time blocks, now you're going to be able to master your time and you're going to be able to go home at the end of the day feeling that much more confident and excited about what you actually achieved.

Have you ever worked the whole day of work and then you get home and you're like "you know what, I can't think of a single tangible thing I actually got done today?" Well it's because you're spending all day in reaction, and then you end up miserable, wondering what actual progress or contribution you're actually making. So what you want to do in order to take control of your time is literally schedule out each period of your time throughout the day. Now your schedule is not necessarily going to be something that stays fixed as soon as you said it.

It may have to change, there may be a fire you have to put out that you didn't expect, that's fine, but the point is for you to at the very beginning of the morning, set your agenda and block your timeout for the day, then you need to dive in on those tasks. Another pro tip, by the way, is never ever put responding to notifications within the first couple hours of your day. Never do that, do not respond to notifications when you wake up, you need to set your schedule and then you need to follow through on those tasks in the first couple hours of your day, that's the most valuable period of time that you have, that's where your focus is the highest that's where you can just knock things out and then get everything important done that you need to get done in the first half of the day and then maybe put in a reaction block down here.

So you're still going to answer emails, you're still going to follow up with those things, but the point is that you do it in batches, that you say okay from 3 PM to 5 PM is going to be my email block and that's it, at 5 PM, I'm done, I'm out, that's it. These deadlines are also really important for your time management because when you give yourself a hard deadline like that, it gives you extra added pressure to make things happen in that period of time that you have. If you budget three hours to write that proposal that you needed to write, you've got three hours to do it and by the end of that three hours it's got to get done.

The more you train your brain to respond like this, the more effectively you're going to rip open every amount of possible value out of the time that you have, and imagine if you were to flip these colors, imagine if you were to intentionally designed two thirds of your time and only react to one third now imagine that being magnified over the course of a week, a month, and a year. That can create a completely different set of results for you in your career, that could mean the difference between you getting a promotion in a year and you're getting a promotion in three months because you've intentionally designed how you're spending your time. So it's such a powerful exercise that you need to do.

Now as I mentioned, your schedule may adjust, you may design your entire schedule for the day and there may be an unforeseen emergency, you may have to hop on something very quickly that you didn't anticipate. That's okay, but the point is that you then get out the schedule and you revise it, and you always stay in control of intentionally determining how you're going to spend your time, that's the really important thing here.

You never want to just be reacting to life and letting other people's demands dictate how it is that you're spending your time on a regular basis. You need to be the one that's in control of your time so take control of it, and if somebody's going to harp on you, trust me, they will learn very quickly. This is a pattern that I've used forever, I mean I only have one period of time a day typically where I respond to email, that's it. The rest of the time is blocked out with intentional building activities, things where I am focusing on the most important things that I need to be doing to build my business and so you need to be applying the same sort of strategic mindset to how you approach things, and trust me if you're worried about your team or your supervisor or boss worrying about this, they won't, they really won't, now you might need to adjust, maybe you need a reaction block at 11 AM and one at 4 PM, maybe you need to do it twice a day, that's fine, I wouldn't recommend more than that though, and people will get a, they will adjust, they will adjust, they will understand that you're just being productive, you're in the zone, and in fact you can set a new standard in your company, which is a really exciting process. So make sure that you intentionally design your schedule, block out all of those distractions and that's really it, that's how you take control of your time. The challenge is going to be whether or not you actually do it.

Now in the next video I'm going to be showing you a strategy that you can use, a single strategy that you can use to improve every area of your life at once. How exciting is that, so please stay tuned, keep an eye on your inbox, I'll be sending that to you shortly, I'm hopeful that you found to be valuable and I hope that you're going to start taking control of your time to make sure that you maximize your contributions to the world. Go out there, stay purposeful, stay excited, I'll talk to you next time, take care.

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