by Helena Escalante | Goals, Leadership, Mindset, Miniseries, Opportunity, Planning, Productivity, Resources, Time, Tools, Willpower
Links to other parts of this miniseries:
How to find 5 extra hours per week – Part 1
How to find 5 extra hours per week – Part 2
How to find 5 extra hours per week – Part 4
How to find 5 extra hours per week – Part 5
How to find 5 extra hours per week – Part 6
Estimated reading time: 4 minutes, 0 seconds.
TODAY’S IDEA: How to find 5 extra hours per week – Part 3
— From Learning to Lead: Bringing Out the Best in People by Fred Smith (1915-2007)
So far, In Parts 1 and 2 of this miniseries, we’ve looked at some important basics, such as letting people know that they’ll be seeing less of you for a certain time, cleaning your desk, eliminating the news, being selective on our reading materials and waking up a bit earlier. Today we are going to continue looking at the next installment in Fred Smith’s 20-point checklist as it appears in his book Learning to Lead.
6. Work on the majors only. “Some people have the unfortunate habit—and it is a habit—of listing everything that they have to do as if it were equal with all the others. […] Not everything in life is of equal importance… make a hierarchy of priorities to keep [you] from allowing emergencies to top the list. […] Write down the two, three or four major things [you] simply cannot slight, and be sure only to work on them. These are [your] current majors, the items of greatest importance today. Everything else has to be pushed aside to work on the majors.”
As it relates to this point, on this post, Greg McKeown (author of Essentialism) emphasizes two things:
(a) The idea that we can do all or have it all is a damaging myth because “it results in stressed people trying to cram yet more activities into their already overscheduled lives.”
(b) Prioritizing (or focusing on the majors only) doesn’t mean just saying no. It entails “purposefully, deliberately and strategically eliminating the non-essentials, and not just getting rid of the obvious time wasters, but cutting out some really good opportunities as well.”
Be careful as you work on the majors, as some decisions will be very hard to make and require lots of careful thinking, especially when the opportunity in front of you is very attractive. Try to postpone those opportunities for later, when you are done with your emergency period.
7. Make no radical changes. “The object of the battle plan is to pick up time, not to change.” Since radical shifts require much time to implement, Smith advises against them: “I wouldn’t try to review my habits for spending time. These are my reflexes, and it takes too much effort to change them. I wouldn’t attempt to rework the organization or correct others’ mistakes or get people mad at me and have to go back and apologize. I call these kinds of things ‘rework.’ I save the rework for the general war and concentrate on winning the present battle.”
8. Avoid the wood-hay-and-stubble activities. “Things that flatter [your] ego, satisfy [your] human ambition, make [you] liked—social affairs—are wood, hay, and stubble. If [you] have time for them, they’re perfectly all right… [but] they can drain a lot of time.” Smith suggests making a list of the meetings from which you can stay away comfortably. Lunch with [an organization] every time it meets is not mandatory as you can catch another of those lunches in the future. Under emergency mode, Smith points out he might go into a meeting and say, “Folks, I’m pressed for time. I’m going to have to ask your indulgence. Give me 15 minutes to cover my subjects. You talk them out after I’m gone and then write a memo on what our plan should be.” But he reminds us to do this only during an emergency crunch. “They might let me do it for as long as six weeks, but I would be neglecting my responsibilities if I tried every time.” So just determine what is wood, hay, and stubble for now and avoid it during this period.
Come back tomorrow to read the next installment in Smith’s list on finding 5 extra hours. You’ll learn why dealing only with the “driving wheels” is important during this period. Are you enjoying this miniseries? Please let me know in the comments here.
ACTION
TODAY: Make your hierarchy of priorities and focus on working on your majors.
FUTURE: As great opportunities present themselves during this period, you’ll be tempted to say yes. Think whether they are essential and contribute to your goal during this time crunch or take you away from it. If they take you away from it, politely decline (you’ll learn a great way to do this tomorrow!) or, if possible, postpone doing them until the time you are out of monk mode. Write these opportunities down in a piece of paper and put them in the same box with your unnecessary reading. Once you are done with your emergency period and come back up for air, you can examine them and decide what to do about them.
Know someone who could use an additional 5 hours per week during a time emergency? Please share this post with that person. Thank you! Email, Facebook or Twitter.
by Helena Escalante | Goals, Leadership, Mindset, Miniseries, Opportunity, Planning, Productivity, Resources, Time, Tools, Willpower
Links to other parts of this miniseries:
How to find 5 extra hours per week – Part 1
How to find 5 extra hours per week – Part 3
How to find 5 extra hours per week – Part 4
How to find 5 extra hours per week – Part 5
How to find 5 extra hours per week – Part 6
Estimated reading time: 4 minutes, 13 seconds.
TODAY’S IDEA: How to find 5 extra hours per week – Part 2
— From Learning to Lead: Bringing Out the Best in People by Fred Smith (1915-2007)
In yesterday’s Part 1 of this miniseries, we learned what the basis must be to declare a time emergency, and roughly how long we can make it last without affecting our work or relationships. We also learned how to announce going into monk mode to the people that surround us in order to get their help and support. So far so good.
Today, we will start unpacking Fred Smith’s 20-point checklist in Learning to Lead. The goal is to help you find five extra hours per week, despite being completely swamped. There’s no time to lose, so let’s get started!
1. Clean off the desk. “To start the battle, sweep away everything you won’t be using in the next six weeks. When I diet I don’t leave food lying around the house to tantalize me. Unfinished work tempts me, makes me want to look at it, pick it up, finish it. I feel guilty about it. So the first step is to clean off my desk.” If cleaning your desk becomes a tremendous chore in and of itself, then grab a box and put all the stuff in there that you won’t need for the next few weeks. Once your emergency plan is over and you are back to normal, you can take the contents of the box, examine them and clean them up. For now, they’ll be fine in a box: out of sight, out of mind.
2. Stop reading the newspaper. “I can pick up three and one-half hours a week right there, and if I only need five hours, that’s a pretty good start,” says the author. If you’re hesitant to do this out of fear someone will ask something and you might appear uninformed, it’s easier to reply, “No, I didn’t see that. What did it say?” The person can tell you in a few minutes. Smith asks himself, What am I getting out of the newspaper that’s worth making my life frantic? In this post, I talk about lifestyle design guru, Tim Ferriss, author of The 4-Hour Workweek, who decided not to read or watch any news based on four factors. The same goes for TV: “Break the habit of turning on the set without first checking the listings. Make TV watching a planned occurrence,” says Fred Smith. His book was written when there was no easy way to record a TV show, yet nowadays you can record or stream your shows at will, so there’s no excuse for binge-watching when you can do this at a later time.
3. Get up 15 minutes earlier. Smith says, “Our wills may support getting up 15 minutes earlier, but they won’t support getting up an hour earlier. We say, ‘But I should be able to.’ That’s fantasy. We’ve got to be objective about what kind of resolution we have. Fifteen minutes each morning gives me an added hour and three quarters a week. Add that to the previous three and one-half hours and the goal of five extra hours is already reached.”
4. Delay unnecessary reading. Smith recommends, “I would postpone all reading that does not directly contribute to what I am doing during this emergency period.”
5. Read only parts of books. The author says, “I’m surprised at how many people feel they have to read a book cover to cover. If I’m in a hurry, I skim the table of contents, find the subjects I need to know immediately, and read those chapters.” Smith points out that we can still get plenty of ideas that way. Further, nowadays, you can subscribe to online summaries that do a good job of providing the core information in a book. Or I know of a daily blog called EntreGurus that I highly recommend… 😉
Come back tomorrow to check out the next few steps in Smith’s emergency time plan. You’ll learn why it’s important to avoid what he calls the wood-hay-and-stubble activities during a time crunch.
ACTION
TODAY: Get started today. Clean your desk and work area so that you can focus on catching up and working on what you need to get done over the next few weeks. Put your newspaper subscription(s) on hold, as if you were going on vacation. Set your alarm clock for tomorrow 15 minutes earlier than normal.
FUTURE: Keep a box by your desk where you will put the unnecessary reading during this period of time. Once your emergency period is over, you can come back to this pile of reading and determine whether you really want to do it or if it was necessary at all. Sometimes we read materials out of the habit and eagerness to keep up with as much as possible, and also due to FOMO (Fear Of Missing Out), but nothing happens if we let this batch of accumulated reading material go and, going forward, we just pick up from here.
Know someone who could use an additional 5 hours per week during a time emergency? Please share this post with that person. Thank you! Email, Facebook or Twitter.
by Helena Escalante | Goals, Leadership, Mindset, Miniseries, Opportunity, Planning, Productivity, Resources, Time, Tools, Willpower
Links to other parts of this miniseries:
How to find 5 extra hours per week – Part 2
How to find 5 extra hours per week – Part 3
How to find 5 extra hours per week – Part 4
How to find 5 extra hours per week – Part 5
How to find 5 extra hours per week – Part 6
Estimated reading time: 2 minutes, 44 seconds.
TODAY’S IDEA: How to find 5 extra hours per week – Part 1
— From Learning to Lead: Bringing Out the Best in People by Fred Smith (1915-2007)
How do you spend time? “Most people spend time like they do money,” says leadership guru Fred Smith in his book Learning to Lead. “They spend until suddenly they run short; then they seek a way to compensate.”
Most books and philosophies teach a disciplined approach to time and money as the best path to prevent either one from slipping away. Yet sometimes life happens and we find ourselves in a crunch trying to find time desperately to complete whatever project we’ve (over)committed to… In Smith’s experience, when he asks his worn-out coachees how much time it would take for them to catch up they say, “If I only had five more hours a week!”
What to do?!
Smith put together a checklist to conduct an emergency plan “as a way to pick up five [or more] hours from any week you choose. It provides immediate and effective relief for those who are swamped.” However, he warns, “This is for emergency use only. As in dieting or spending money, the long-range answer is a better lifestyle that doesn’t require temporary bailouts.” He goes on to say that “this is a battle plan, not a war plan. You shouldn’t continue this emergency plan for longer than, say, four to six weeks.”
Smith suggests announcing our emergency plan to the people around us with a statement of this sort: “Folks, you are not going to see as much of me for the next six weeks as you have. I’ve gotten behind in some very important things I should be doing, because I’ve been doing other things that were needful. I’m going to need your understanding for the next month while I catch up.”
You can also announce it to the world via email with an autoresponder, just as Greg McKeown did when he went into monk mode to write his wonderful book Essentialism: “Dear Friends, I am currently working on a new book which has put enormous burdens on my time. Unfortunately, I am unable to respond in the manner I would like. For this, I apologize.”
People are generally understanding and cooperative. Just make sure that you are indeed working on what you need to accomplish, as opposed to playing golf for hours on end. Smith says, “When you declare an emergency, it’s got to be legitimate.”
“Time is what we want most, but what we use worst.” – William Penn
Come back tomorrow, as we’ll get started with Smith’s 20-point checklist for finding a minimum of 5 extra hours per week.
ACTION
TODAY: Are you in a time crunch and could use a period of four to six weeks to catch up? If so, block off the time in your calendar so that, as of tomorrow, you will start implementing the techniques that Fred Smith shares in his checklist to put in place an emergency plan.
FUTURE: As you go through the next six weeks implementing the points we are going to see in this miniseries, jot down the lessons learned as you come across them. You will find many ways to improve your time management and effectiveness so that you don’t fall into emergency mode again.
Know someone who could use an additional 5 hours per week to catch up? Please share this post. Email, Facebook or Twitter.
by Helena Escalante | Accountability, Goals, Growth, Habits, Mindset, Planning, Tools, Wellbeing, Willpower
Estimated reading time: 3 minutes, 7 seconds.
TODAY’S IDEA: The one characteristic that unites enemies and strengths
— From The Artist’s Journey: The Wake of the Hero’s Journey and the Lifelong Pursuit of Meaning from Steven Pressfield
I love Steven Pressfield’s books. He has a knack for brevity, clarity and great wordsmanship that I admire enormously (and secretly wish I had).
In his great book The Artist’s Journey, the author makes a point of sharing and comparing the modern-day enemies that (most of us) share and the strengths that we all strive to have. The conclusion? The one thing that unites both our enemies and strengths is that they are all mental.
Don’t believe it? Check this out:
ENEMIES: “None of these enemies are real… they are all products of the mind.”
Fear of failure.
Fear of success.
Fear of the new, of pain, of loneliness, of exertion, of intensity.
Need for external (third-party) validation.
Self-doubt.
Arrogance.
Impatience.
Inability to defer gratification.
Predisposition to distraction.
Shallowness of thought and purpose.
Conventionality.
Insularity.
The need to cling to the known.
The best part of this, says Pressfield, is that we “confront no foes that are not of [our] own creation.” Yes, a pouncing lion or a man with a gun may be real, but we’re not talking about those absolutely true, physical dangers in here (if you confront either one of them, please run!).
We’re referring to our every day, mentally domesticated and cultivated, enemies. We have within ourselves the ability to defeat them: we’ve created these enemies in our heads and we can overcome them the same way.
But how do we overcome them?
By developing and nurturing strengths within ourselves. They are also a product of our mind. And while Pressfield rightly points out that none of the strengths listed below are innate, the good thing is that “all may be acquired by effort and force of will.”
STRENGTHS:
Courage.
Honesty, particularly with oneself.
Self-confidence.
Humility.
Compassion for oneself and others.
The ability to receive criticism objectively.
Patience.
Curiosity, open-mindedness, receptivity to the new.
The ability to focus.
The ability to defer gratification.
Will.
Mental toughness.
The capacity to endure adversity, injustice, indifference.
In computer science, the term GIGO stands for “garbage in garbage out.” This means that if you put flawed data in (=garbage), you get flawed data out. It’s the science equivalent of the old saying you reap what you sow.
Our mind works the same way. Feed it with the enemies described above and it becomes a fearful, selfish mess. Feed it with the strengths above and you will attain the best version of yourself. We could even coin the term VIVO: virtue in virtue out, or value in value out. (I was not able to find the opposite of GIGO anywhere… if you have a better option let me know in the comments here.)
The wonderful thing about all this is that it is up to us: we’re not subject to anything or anyone to get started and to cultivate and reap the rewards of the VIVO habit. Let’s go!
“Cultivation to the mind is as necessary as food to the body.” – Marcus Tullius Cicero
ACTION
TODAY: Pick one of the enemies from the list above or one that you are battling within. Pick a strength to overcome it. Think of an instance in the past in which you let the enemy rule and ponder how you could have overcome it with the strength. Please don’t use this as a way to beat yourself up, but instead as an opportunity to learn directly how to react the next time. It’s all a matter of awareness: the quicker you realize when your enemy is creeping up, the quicker you’ll be able to defeat it by bringing out the virtue/value with which you want to substitute it.
FUTURE: Make VIVO a habit that will help you cultivate and reap the best version of you.
Know someone who could use the concept of VIVO? Please share this post! Email, Facebook, Twitter. Thank you!
by Helena Escalante | Goals, Growth, Habits, Mindset, Resources, Tools, Willpower
Estimated reading time: 3 minutes, 46 seconds.
TODAY’S IDEA: The elements of grit
— From The Icarus Deception: How High Will You Fly? by Seth Godin
The Merriam-Webster Dictionary defines grit—in a behavioral sense—as “firmness of mind or spirit.” Psychologist and author Angela Duckworth describes grit as “passion and perseverance for long-term goals,” according to her awesome book: GRIT: The Power of Passion and Perseverance.
Marketing guru Seth Godin, in his book The Icarus Deception, defines grit as “the attitude of someone who realizes he has the power to care and is intent on doing something with it.”
Regardless of the definition that you like best, grit is real, albeit hard to describe and quantify. Many authors have racked their brains to figure out what constitutes grit and how to develop, nurture, and grow it. Godin says, “Grit is our future. Our best and brightest future.”
How so?
Because, “Grit is the unexpected bump, the decision that cannot be changed, the insistence on a vision, or the ethics of a creator. Grit stands in the way of the short-term compromises of the industrialist.” Godin goes on, “The grit in your spinach is precisely the same grit that we seek out in a leader or a hero. We measure sandpaper and grindstones in terms of grit—their ability to stand up to resistance. Someone with grit will grind down the opposition, stand up in the face of criticism, and consistently do what’s right for their art.”
So, if grit is so important, what are the elements that we must grow within ourselves? Here’s a list that Godin outlines as a compilation of the work of many authors including, of course, Duckworth’s.
Perseverance: “Many people mistake perseverance for grit. Grit includes perseverance, but it comes before the need for perseverance arrives, because grit includes goals and a passion for those goals. Some people will persevere merely because they are instructed to do so. Those with grit will persevere because they believe they have no choice, not if they wish to be who they are.”
Hardiness: “If the grind is wearing you down, then you may be viewing the grind as the enemy, something apart from the work itself. The person with grit, on the other hand, understands that the grind is part of what makes the work interesting, a challenge worth doing. If there were no grind, you’d need no grit.”
Resilience: “As the marketplace continues to create obstacles and deal setbacks, bringing grit to the problem (as a process, not a single event) turns every obstacle into a learning process, not a momentary hassle to be dealt with. […] The endless emergency of getting it over with is replaced by the daily practice of doing the work. This shift in attitude transforms the work and the worker.”
Ambition: The desire for accomplishment, power or superiority has nothing to do with grit, except that people committed to a goal and a way of being are often given credit for having those things. […] Grit exists whether or not it leads to measurable external success. Grit is its own reward.”
Commitment: “People with grit consciously set long-term goals that are difficult to attain and do not waver from these difficult goals, regardless of the presence of feedback.”
Flow: “Something extraordinary happens when we are swallowed by our passion, focused beyond all reason, deep into something we care about. […] What you are engrossed in isn’t nearly as important as the fact of being engrossed.”
And I would add a sense of meaning and belonging to the list above. A sense of meaning: because we must be aware of the positive outcome that our actions will create, and that must be important for us. And belonging: because we must feel that we are part of the change we are seeking to make.
ACTION
TODAY: Do you have grit? Take this quiz and find out where you stand on the grit scale.
FUTURE: Remember that all the elements of grit are internal, that is, they come from within you (vs. the outside from your loved ones or colleagues, for instance). Make it a habit to examine in which of your long-term goals you exhibit passion and perseverance. And if there are any that are falling through the cracks, look at the elements above and figure out which one you need to inject into the project to make it come back to life again (that is, of course, if you want to continue with said project; if not, focus your energy and your grit to where they will yield the best results).
Please share this post with someone you admire for his or her grit. You can do so via email, Facebook or Twitter, thanks!
by Helena Escalante | Mindset, Planning, Productivity, Willpower
TODAY’S IDEA:
When you’re dreading doing something and simply can’t find the determination, mechanical action can propel you forward.
— From The Magic of Thinking Big by David J. Schwartz, Ph.D. (Read an excerpt here.)
We’ve all been there: we’re stuck. We have to do something and we simply can’t muster the will to do it. Whether it’s waking up early, working out, writing a report, calling someone, going somewhere… something is making us dread it and we want to put it off but we can’t, so we wait to make a decision, but we can’t make a decision… and time passes by… and, at best, we feel bad with ourselves but, at worst, there may be repercussions if we don’t take action. Ugh.
So what can you do to snap out of the funk immediately? Rather than wait for inspiration to strike or willpower to show up, simply take mechanical action. Put the alarm clock far away from your bed so that you have to get up (mechanical action) to turn it off (yes, I implemented this one, and apparently I’m not the only one that thinks this is a good idea, check out this alarm clock that runs away from you!). Pick up the phone and and start dialing; start putting on your socks followed by your running shoes; turn the computer on; start writing an outline of your document or presentation in a piece of paper; get in the car and put the keys in the ignition… That movement (mechanical action), no matter how small, is the push we sometimes need to get going.
ACTION:
Today is Sunday, and the leisure of the day can help look at the circumstances where we get stuck a bit more objectively and detached than when we are right in the midst of them. So this makes it a great day to think about those things that we dread on Mondays, or that we are dreading this particular week, or dreading for a project, or ______ (fill in your particulars here). Where are you stuck or where do you normally get stuck? What’s ahead of you? What do you need to get done? What kind of mechanical action will you take? Try it and let me know in the comments, I’d love to hear how you get unstuck!
