You Need More Than ONE List (Here's Why)

"But I thought you meant..."

Have you heard someone say that lately? Or, have you said it to someone you work or live with? Talking about your goals - out loud, and with the right people - is a sure way to save time, relieve stress and be more productive. You might even save some money as well!

Look around your office, review your calendar and double-check your to-do list sometime today. Make TWO lists in your notebook:

• one list of projects you're managing, and
• one list of ideas you're still thinking about (but haven't committed to doing or decided not to do...yet).

WHAT TO WRITE ON EACH LIST

The list of projects includes events you're participating in, client or vendor agreements you're managing and matters you're involved in. For many people, this list will be 25-100 items long. There's no "right number" of projects you have going on; the most important thing, though, is that you know what they are.

The list of "things to think about" includes the back-burner projects or "might-get-to-ideas" that you are not working on in the next 12 months. Again, there isn't a right number here; but, many of the clients I coach have made lists of more than 200 items! The number isn't important, but I will tell you what is CRITICAL if you're going to succeed at work and at home:

CHECKING IN WITH YOUR TEAM

You've got to be on the exact same page with your colleagues at work about what you are and are NOT working on. And it may be even more important do this at home. For example, what house project are you NOT going to take on? What vacation are you NOT going to plan? What youth program are you NOT going to send the kids to? Once you know what you're NOT going to do -for now, not forever - you get to double down with your resources (time, energy, focus and money) on what you said yes to.

You also create clarity.

When you are - or someone you work with is - confused about which priority is a higher priority, and which "less-important" task can wait until later, the entire workflow system is compromised. Whether you are a leader in a large organization or manager in a small one, you must have these kinds of goal-setting conversations regularly.

DON’T DROP THE BALL

Most likely you've experienced the inefficiency and ineffectiveness of having to work overtime, or (what could be worse!) you had to ask for an extension at the last minute. You pay a significant price when you over commit or under deliver. Whether you mean to or not, when something doesn't get done, trust is damaged. Then you spend extra time, money and effort to rebuild the relationship.

At work, this can jeopardize relationships with team members or clients. At home, you may have to retrace your steps, rebuild a relationship and reestablish trust with those you live with and love.

TRY THIS

Right now, ask yourself this question (and, considering brainstorming your answers in your notebook):

"Where is there ambiguity and unclear direction?"

If you ask yourself this question and really listen to the answer, SOMEthing valuable will show up.

MANAGING PROJECTS

Years ago, I hired a small company to build a new website for our new company. We were a few weeks into a 6-month project, and I had this sense that something was off. That weekend, I talked with my partner, and on Monday morning I sent an email with the subject line:

"Let's talk about both kinds of goals"

The 30-minute conversation that week went smoothly. We made a list of the projects to manage, and ANOTHER list of possible things to discuss at later phases of the project (6 and 12 months after publishing the site).

Looking back, I figure that meeting saved me dozens of hours, and probably a few thousand dollars of "scope-creep" and "project changes" over the next few months. By framing the meeting in a way that would help us all see what needed to be done, we experienced less pressure and more productivity than before. Oh, and the best part of it? We wound up finishing in just five months!

That wasn't the first time I'd had this kind of conversation. And, I often meet with my clients, my vendors and even my wife to talk about the types of goals we manage. In fact, I'd been practicing talking about types of goals for almost two decades.

BUILD YOUR LIST

If you'd like to explore the differences - both in life and at work - journal your responses to questions like: "What am I working on? What am I working toward? What am I working for?" These questions help identify which goals you’re managing and ideas you’re considering.

A project is something you've committed to; it's something you'll submit, finalize, sign-off or move on from something. Projects have deadlines. It might be a report you'll present at the end of the month, or it could be a new line of business you'll launch next year. Either way, at some point you'll be done with it, and get to check it off your list!

Your second list is a full of ideas that you’re managing, which is equally important to the project list. Your innovations come from giving yourself the freedom to think without committing to every through that passes through your mind! Separating these ideas from actual projects keeps you focused and clear.

START TODAY

Go! Open your journal and identify the two kinds of goals you can set starting today. And, remember to ask for help along the way!

2 Ways Positive Acknowledge Inspires Others

Journey and Destination - like Peanut Butter and Jelly (or chocolate!)

I often talk about the Journey and the Destination; I always require myself to step back and ask myself (process/debrief):

“Which is Which?”

Is me speaking at AU the journey? Or a destination? Is the http://www.BetterManCourse.com a Journey? Or a Destination? Is me meeting a new friend… you get it.

The part about being specific … I get it, and I’ll push on it.

If “being a millionaire” is something someone wants as a destination, we can help them by asking:

• Do you want to make a million dollars? (Like through a lifetime?)
• Do you want to have a million dollars to your name? (Like in a bunch of savings/real estate/investing accounts?)
• Do you want to earn a million dollars a year? (That’s $86,000 a month, for 12 months…)

I’m not here to judge; I am here to define.

What is the AMBITION? Or, in my case, “What’s the #KnownFor?” And, once you identify THAT, you’re ready to add new people to your circle of influence.

1. Soon after I added someone who made a million dollars a year (actually, he made a little more than that) to my social network, I went from earning $60,000 a year to more than $150,000. Within 24 months!
2. The moment I added someone who’d written more than 40 books to my network, I published a book. (Within 11 months!)
3. The moment I added someone who had a better relationship with his wife to my network, I became a better - and happier - husband.

I think you get it… it’s not a matter of WHAT the goal is, just be specific.

Know your #KnownFor.

Then, add someone to your network who has already gotten there. Not just to copy them; you may ultimately do things differently than he or she does.

The important thing is to be around someone who is there…in their version of the journey… AND the destination!

What do you want?

I sent an email to a leader I coach today…I took out some of the details, and left the rest for you!

 

Hi ______,

GREAT to chat with you today. Remember, there are three kinds of work:

1.  
2. Catching up
3. Keeping up
4. Getting Ahead

That last one can have TWO prongs:

• In my control
• Out of our control

Here’s a little of my thinking...

You want to organize your Email Inbox. And the to-do list. And the meeting schedule. And your calendar.

You crave a sense of control; you want to believe that what you WANT to do and what you HAVE to do can get done.

A long to-do list isn’t the problem.

Nor is email. Or too many meetings. Or a calendar out of control.

The problem is this:

The way you used to work doesn’t work anymore. 

Brute force, sheer will, working after hours or on the weekend won’t help.

You’re going to have to change the way you work; how you THINK about how you work must change.

I was there too. I understand.

I got the call one evening - it was after 6pm, dark outside, and I was still at work - and Jodi asked, “Are you coming home for dinner?” 

I hemmed and hawed; I made up an excuse about having SO MUCH to do and I suggested she go ahead and eat dinner without me.

It was Saturday night... and I wasn’t near done with all the work I’d had to do.

And so began my journey of becoming more productive. 

• A class? I took it. 
• A book? I read it. 
• A notebook? I bought it. 

I interviewed HUNDREDS of people asking the same question:

How do you manage your SELF so you have time to do everything?

And, it took me a few years to discover the secret…there are just a FUNDAMENTALS to managing myself, my time and my productivity. 

Not just one; but not 100 either. (Good news!)

The plan I provide is simple to follow, and easy to implement. 

Your success depends on deciding to put yourself first and keep your word. 

Let’s start with your morning… the first 60 minutes of each day. Here are the three things you’ll have to do:

1. Wake up when you say you will, and review your THREE kinds of work for the day.

If you set your alarm for 6am, get up at 6. Not 6:30. Not 6:15. No Snooze. If you’re going to snooze, then set the alarm for 6:08, ok? Next, sit down at your desk or at a table with a glass of lemon water or coffee (doesn’t matter to me) and review your list. Look at your calendar. Yes, even check your email. Look for these three kinds of work. (Don’t DO any of them, just review it all.)

a. Catching up: What is the work that’s overdue that you need to DO or DELEGATE?
b. Keeping up: What meetings are scheduled? What discussions do you need to continue? What planning needs to be reviewed?
c. Getting ahead: Look at your calendar 30-90 days out and ask, “What will we wish we’d started thinking about sooner?” Whatever the answer, add a next step to your to-do list. Delegate some research. Send an email. Make a phone call and leave a message. Do something(s) today that move you ahead.

2. Commit. Tell someone on your team - via text, email or face to face - what your 3 PRIORITIES are for the day. 

If you’re going to WIN, you need to let them know what you’re thinking about that THIRD kind of work: Getting Ahead. Clearly identify what you’re going to work on that is IN YOUR CONTROL and discuss or bookmark what’s OUT of your control. Too often, people get “hung-up” and don’t plan far enough into the future because they wave their arm and say, “It’s all unknown.” As a leader AND manager, your job is to identify and handle the 10%-20% that is IN your control and control it.

3. Set up to win. Organize your nutrition, transition and completion plans for the next 10 or so hours.

The energy and focus you have RIGHT NOW is based on the past 2-5 hours of movement…rest…nutrition. The more you set up yourself for those three, the better you’ll be at getting the important work done.

But, that’s a topic for another session...

This is where I call you on your s _ _ _ !

On time-change day, I recorded a “from-the-heart” video for you to watch. Or, to share with the man in your life who needs someone who’s willing to stand toe to toe and call them on their you-know-what.

Look, I’m not going to say you’re doing not enough; but, I will say you can do BETTER. Here’s a video I made for you that’s over at LinkedIn.

 

After you watch that video, click the like button. Every like and SHARE increases the chances that the right men will see this video.

5 Questions - about work and life (and balance)

 

Could a single question change everything?

I was a first-year Graduate Student, at the University of California. At the end of one especially difficult day, I asked for a meeting with a mentor. For about an hour, I explained how hard it was, how challenging the program was, how I might be re-thinking my career choice...

He listened. And then, at the best time possible, he asked:

“Would you know a good day, if you saw it?"

That question… Rocked. My. World.

That the question I needed to hear, because, quite frankly I was so myopic in my views that in fact I DIDN’T have a vision of what a good day would be! And, in that moment I discovered my love of questions.

A well placed question…it can change everything!

So, last week when I got FIVE questions from a buddy who’s writing a book, you can imagine how exciting that was for me. Below, the questions and (as of today) some of my ideas in response:

* How important is it to balance your daily schedule between “work” and “life.” If it is important, why? What percentage of time should you give each endeavor?

I’m one of those guys who goes “all-in.” If I’m working, you’re going to see an intensity and drive that walks along a line you’d call perfectionistic and overachieving. If you see me racing an Olympic-distance triathlon, you’ll see that everything I’ve got is right here, right now; I’ll give you 95%-97% of my heart rate for those 2 and a half hours. And, if you catch me sleeping, well of all the guys that I’ve interviewed, I constantly rate at the top of Deep Sleep / Light Sleep / Awake metrics through each night.

Now, my daily schedule needs to reflect the movement [not balance] between living…and making a living. It’s really challenging for me to give you a percentage, so here’s what I’d say:

Divide your day into natural sections, blocks of time that mean something to you.

Think about times of the day you need to think, plan, visualize and discuss the future. At other times of the day you need to “work.” You know, make the calls, write the emails, talk to people 1:1 or in small groups, read and review the documentation you’re studying. Then, there will be other times of the day you need to relax, recharge, refresh. Make sure you take care of your BODY and MIND needs, this way you can come back stronger and more focused than ever before.

* You’re a bike racer and triathlete. How much time to do you devote to those activities? And why do you think it makes a difference in your overall success?

I schedule my workouts 15-30 days in advance. Every Sunday, I review and renegotiate those workouts based on what city I am in, where I’m traveling and scheduled athletic events. Personally, I need something to train for; the people who can “just exercise because they’re supposed to” amaze me! I’ll always have 2-3 events (a ½ marathon, a triathlon, a Rim-to-Rim-to-Rim hike at the Grand Canyon…) on the calendar!

A workout is an hour. Unless it isn’t! That’s why I schedule them so far in advance. I know on a travel day, to get that 60-minute session in will be a challenge. And, on the weekend, the 2 hour run and 1 hour bike ride won’t happen if I “hope I have time."

Now, how does all this help me overall?

Well, the first part is what I shared earlier: I need a goal, something to go toward that has an objective finish line. When I step on that treadmill for a 2-hour indoor training session, I’m not bothered by the fact that I’ll be in one place for 120 minutes; I’m training to make it to the finish line of an upcoming event! Too many times entrepreneurs start with goals that aren’t objective enough, and they aren’t 100% willing to do the long, boring, unglamorous, behind-the-scenes work.

In my business life, as a writer, author and coach, I’ve found that my hardest projects are the ones where I don’t have clear goals. I’ll work overtime, stay up late and get up early, to clarify not just the goal, but iterative milestones that I can take on that will get me closer to what I want.

* You have a lot of things going on in your day. How do you prioritize?

In our book, “Get Momentum: How to Start When You’re Stuck,” Jodi and I give you a great “prioritization” tactic called the #KnownFor exercise. If you happen to read that book, and make it to chapter three, you’ll read the question we give you there: “What do you want to be known for?” This question is not meant to freak you out, or making you re-think your life. Instead, we ask you to bring it down to more immediate and more practical levels. 

Here’s now:

Step one: Identify 8-15 roles you have, at work and in life. My own examples (of course!) would include: Author, Husband, Executive Coach, Triathlete, Volunteer, Keynote Speaker, and Homeowner.

Step two: For each role, pick a particular project/event/milestone that is 6-12 months out. I like that time frame because it gets me OUT of the day-to-day overwhelm, into thinking about what those MOST important things are. 

Step three: Write a 3-5 sentence #KnownFor statement for each. 

It could look like this:

As an author, by September 10th I want to be known for submitting a book proposal to my publisher. I want the proposed idea to be exciting for me to want to write about AND tested by and in the market I’m writing to. I want to be known as an author who constantly brings new and useful things to readers worldwide.

My job NOW is to review those #KnownFor statements “as often as I need to so that I’m working on my priorities.” How often is that? Honestly, I’ve found the best cadence for me is every couple of days.

* You’ve said the hardest part of your job is to decide what NOT to do every day? How do you it?

First off, I gotta know what shouldn’t be on the list anymore. That’s where the #KnownFor process kicks in. ToDos and even projects have a sneaky way of making it to the list of things we think we should do. Check your calendar, your email inbox and today’s list. About once a week (Thursdays for me), I stop working for about 30 minutes, maybe an hour. And for that time, I go through every inventory of “work” I’ve collected that week. My goal?

To get rid of 50% of what is there! I will tell you the challenge, ready? While I’m cleaning up, I always see something that I added to my list and think, “Oh, it’ll just take a couple of minutes, I’ll do it right now.” Then, I watch a couple of short videos, read a few saved articles, draft a short 250-word article for one of the magazines/websites I write for. I make a phone call or two, even type out an email. And then...

And THEN, I’m right where I was before. 

So…NO! My job during this clean-up process is to look at a list of 10 things and GET RID of 5 of them. I may delegate 2, delete 2 and move one 5-8 weeks out on the calendar. I do ANYthing I can to clean up my system so that I know what I am doing, have to do, and can get by without doing.

* What advice would you give to those so called “workaholics” that think success lies in the amount of hours you put towards your work?

I looked up that word in the dictionary and found, "a person who compulsively works hard and long hours.” I’m not here to judge if you’re working hard (and not smart) or long hours. I’ve met people who have a position, situation or circumstance that demands they work 10-12-15 hours a day. My question is always one of “sustainability.” That is, can you work 15 hour days…for a career?

There are going to be projects you’re on and events you’re a part of that dictate you work hard…and long. Alternatively, there is other work you have to do that COULD be easier! The advice I have, look at your #KnownFor statements that I wrote about earlier. Go back through them, and add how you want to be known as being, not just doing. If you know you get tempted to work long, hard hours, put something in there about working efficiently, asking for help early on in your projects and getting things done in the time that you promised. 

One of the MAIN reasons that people work long hard hours is they give themselves too much time to get things done. Instead of telling yourself you’ll have that “thing” (whatever it is) done by Friday next week, set a timer for 30 or 60 or 90 minutes, and go ALL OUT right now on it. 

Wanna prove me wrong? Go!

I shared earlier that a well-placed question just may change everything. So, I’ll ask you: “What’s the question YOU need to ask yourself to take what you do and how you do it to the next level?"

No time? It's because you don't know time!

How early in the day do you KNOW that you have no time?

It's a typical Wednesday and you started the morning doing the "right things." You woke up rested, in your own bed. If your partner was there, and awake, you welcomed them to the day (and, if they were still asleep, you quietly made your exit!).

Years ago, I contributed to an article about this state of "The Productive Experience." (Link here.)

You know your routines, and what you need to do at the office...

• to rest,
• to move your body a little, and
• eat SOMEthing that will give you the energy you need

Before you continue, pause for a moment.

In fact, give yourself 60 seconds of moments.

Re-seat yourself in your chair. Check your weight is balanced throughout your seat, your back is comfortable and you're breathing deeply. Next, breathe in...as long, and as deeply as you can. Right when you get to maximum fill...hold your breath.

Count to 7. And ever so slowly, let your breath out.

Next, close your eyes, and do that two more times.

(That was just .06% of your day. You have time for this!)

 

If you don't have enough time in the day...

...start by tracking the three things you do WITH time.

There is a time-log process to complete over the next three days to change the way you work. And, it could change the way you live.

It's time to track your time in a way you haven't done it before.

Old time management methods had you stop multiple times during the day and write down in great detail all you did that day. For this exercise, for you to begin the process of controlling your time, you're only going to track THREE things:

1. Time you're catching up
2. The time you're keeping up
3. The times of the day you're getting ahead

Let's get you started "write" now. Print the time log PDF (here) or make your own. I suggest you divide the day into 48 sections (blocks of 30 minutes each).

As soon as you have that piece of paper (and I do recommend paper, for reasons I can explain if you want to talk!) choose THREE symbols that you can use to annote each half-hour block.

I use a +, a - and an = sign.

And this is how it works... Start a countdown timer (you can use your Smartphone, or click here) for 30 minutes.

Then, work. Do. Email. Meet. Think. Read. Talk. Strategize. Whatever it is you call your work, do it for the next 29.75 minutes.

THEN, when the alarm rings, you'll open your Time Log (you can print the PDF here) and mark one of three symbols.

No explanation, no justification, no opinion; just a subjective annotation.

• Are you ahead? (Plus symbol, +.)
  
• Are you up to date? (Equal sign, =.)
  
• Are you behind and have to catch up? (Minus symbol, -.)

Once you have a few days of this (minimum of 3 days, max of 7) you have some really, really good information.

Over the years, I've heard something like THIS over and over again:

"Jason, I tracked my time for just a few days, and I'm already noticing a pattern: There are certain times of days, certain days per week where I'm CONSTANTLY in 'behind-only' mode. It's during those times of those days that I'm most stress, run around the most frantically, and take the least care of myself. I don't eat right, I don't drink enough water, I don't get up from my desk or move my body...bottom line, I'm compromising everything."

Of course, I'm paraphrasing AND combining.

But here's the deal, I've heard that once people KNOW their time, they can do something about it.

Your Challenge:
(Should you accept it!)

1. Track your time for 3 days.
2. Identify any patterns you can.
3. See if you can shift the kind of work you expect yourself to do to different times of the day, or different days of the week so that you can focus on your priorities.

EXTRA CREDIT:
Comment below with (1) what you THINK you'll find if you do this tracking and - of course in week or so - (2) what you ACTUALLY realized after you tracked your time this way!

 

 

PS: Here's that that time log/tracker looks like. Again, you can print this one, or make your own. I do suggest you use a PRINTED version!