1 of  5

What to Do When There's Too Muchto DoReduce Tasks, Increase Results, and Save 90Minutes a Day Laura StackBerrett-Koehler © 2012175 pages[@]

 

Rating10 Applicability

6 Innovation

8 Style8 

FocusLeadership & Management

Strategy

Sales & Marketing

Finance

Human Resources

IT, Production & Logistics

Career & Self-Development

Small Business

Economics & Politics

Industries

Global Business

Concepts & Trends

Take-Aways• To do less work – and higher-quality work – each day, follow the six-step “Productivity

Workflow Formula”:

• First, “determine what to do.” Clean up your to-do list. Track only goal-related items.

• Separate tasks into what is due today and what you can do later.

• Second, “schedule time to do it.” Assign a realistic deadline to each task.

• Decline colleagues’ requests to do tasks that are not your responsibility.

• Third, “focus your attention.” Don’t gossip or surf the web. Exit meetings that run late.Don’t multitask – you’ll feel busy but be less productive.

• Jot down or voice-record ideas as you think of them to recall them more quickly.

• Fourth, “process new information.” Handle incoming messages, paperwork and otherinformation immediately.

• Fifth, “close the loop.” Bring tasks to a conclusion and stay on top of your priorities.

• And sixth, “manage your capacity.” Take care of your health – eat well and exercise.

LoginContext[cu=212208,asp=3877,subs=3,free=0,lo=en,co=ZA] 2014-12-01 10:17:15 CET

Book: getab.li/17006

Brought to you compliments of DigitalCampus, with permission from getAbstract Inc.

If you enjoyed this abstract and would like to receive more information how you or your business can subscribe to the fullgetAbstract library, please contact Leigh-Ann Arendse on leighanna@lr.co.za or +27 78 407 9830.

What to Do When There's Too Much to Do                                                                                                                                               getAbstract © 2014 2 of  5

getabstract

Relevancegetabstract

getabstractWhat You Will LearnIn this summary, you will learn:r1) How to be more efficient and reduce your workload, 2) How to deal with thosewho waste your time and 3) How to bring your best self to all you do.

getabstractReviewProductivity expert Laura Stack offers simple, innovative ways to help you enjoy a more productive and meaningfulworkday. She shows you how to prioritize your workload and create realistic daily, weekly and yearly work schedulesby decluttering your files and inbox, identifying what’s really important, streamlining your workload and makingmore effective decisions. Some of her suggestions pertaining to health and exercise are extremely helpful, but canbe found in other advice manuals. Nevertheless, most of her organizational ideas are novel and worth implementing.getAbstract recommends Stack’s realistic suggestions to everyone seeking to simplify a hectic schedule.

getabstractgetabstract

Summarygetabstract

getabstract

getabstract“Do less, not more, soyou can do better, morefocused work.”

getabstract

getabstract“The true sourceof productivity isn’tnonstop ouput; it’s arefreshed and energizedmind.”

getabstract

“The Case for Reduction”More is not better. You can be successful even if you do less. Studies show that a “60-hourwork week results, on average, in a 25% decrease in productivity.” To channel your energymore efficiently, use the six-step “Productivity Workflow Formula”:

1. “Determine What to Do”Examine your to-do list. If it’s filled with tasks with assorted due dates, it’s probably longand overwhelming. If you’ve thrown in some items you couldn’t say no to doing, your list isprobably downright frightening! To decide what stays on your list, estimate your “personalreturn on investment” – that is, the value you offer your company. Demonstrate that you’veearned or saved your firm “at least three times your base salary” each year. If you can’tdetermine a financial value, find a way to show how your company would suffer from yourabsence. Evaluate each task you do based on your personal value:

• What tasks are most important? – List your 10 most important responsibilities. Doesyour list match your boss’s perception of your priorities and value? If the two accountsdiffer, you are not giving your organization your best efforts.

• What do you care about? – Retain and follow through on tasks that you must completeby the end of the workday to feel satisfied.

• Keep tasks that further your goals – “Cut, cut and cut” all items that don’t move youforward. Delegate tasks that don’t benefit you.

Drop time-wasters from your day, such as repeated email checks and Internet visits. Gossipis time consuming and poisons the work environment. Make a “not-to-do list” of tasks you“simply refuse to do.” Prioritize desired items on a “high-impact task list” of today’s workor a “master list” of future work.

2. “Schedule Time to Do It”Assign a realistic deadline to each task. Do most of your work when you feel focused andenergized. Exit meetings that run late or veer off topic. Don’t accept work that should goto someone else; simply refuse such chores in a positive way. Say, “I’d love to but just

LoginContext[cu=212208,asp=3877,subs=3,free=0,lo=en,co=ZA] 2014-12-01 10:17:15 CET

What to Do When There's Too Much to Do                                                                                                                                               getAbstract © 2014 3 of  5

getabstract“Reducing yourcommitment load tothe bare minimum,so you can mosteffectively use your timeat work...makes youmore valuable to theorganization.”

getabstract

getabstract“If one of your tasksproperly belongs tosomeone else, hand itback to them – even ifthey don’t want it. Yourwork must come first,so stop being so darnnice.”

getabstract

getabstract“In recent surveys,workers have admittedto wasting anaverage of two hoursper workday, andapproximately an hourof it is online.”

getabstract

getabstract“You should be able toprove you’ve earned orsaved the organizationat least three times yourbase salary every singleyear.”

getabstract

can’t take that on right now!” or “But please keep me in mind for any further projects.” Begracious but, when you decline a request, never explain why. Don’t schedule unnecessarymeetings. Estimate the hourly salary of everyone who’s coming to a meeting to see if itscost makes financial sense.

3. “Focus Your Attention”Workers typically waste 28% of their day handling interruptions.

• Discourage your colleagues from chatting near your desk.• Play calming music to drown out distracting noise.• Limit discussions with co-workers.• Excuse yourself from office politics.• Come to work on time and take shorter lunch breaks.• Don’t multitask.

You waste several seconds each time you move from one chore to another. Those secondsquickly add up to hours of lost time. To avoid procrastination, break big tasks down intosmaller jobs and set deadlines for each one. Jot down or voice-record your ideas so youdon’t waste time trying to remember them later. Sort ideas into “memory lists” by topics,such as “article ideas, blog topics, birthdays” or “books to read.”

4. “Process New Information”Reduce the amount of daily data you receive. If you can, have staffers sort your email anddelete time-wasters. Unsubscribe from nonproductive mailing lists. If it takes more than 60seconds to locate an item, consider using the “6-D Information Management System”:

1. “Discard” – Don’t keep paper or emails because you think you’ll need them later. Heedthe “start-to-finish rule”: scan the data, make any required decisions and act.

2. “Delegate” – Reassign any item that does not help you advance toward your goals.3. “Do” – Act on the item now.4. “Date” – If you need to put off a task, assign it a realistic due date.5. “Drawer” – File important items that don’t require immediate action.6. “Deter” – Stop unwanted messages from coming again.

Process inbox items immediately. Don’t use your inbox as a to-do list or filing system.Instead, make a “tickler file” – a chronological file to check at regular intervals for date-specific reminders, notes and messages. A tickler file is a “rotating annual calendar forpaper,” though you can set it up on your computer as well.

5. “Close the Loop”Be on top of your tasks. Focus on your goals, make your deadlines and transmit informationclearly. The president of an automotive parts manufacturing corporation once contactedhis finance department to request a cost quote for a talk he planned to give. He wanted aballpark value, a number that would take only a few minutes to compute. Unfortunately, thestaff member misinterpreted the assignment and thought the president needed an accuratequote. He spent hours putting an estimate together. Their misunderstanding wasted timeand money. When you speak to your team or to co-workers, be clear and concise.

Micromanagers waste your time. You can’t increase your efficiency if your boss hangsaround repeating directions and demanding frequent updates throughout the day. If youcan’t move to the purview of a new supervisor or change your boss’s behavior, then confront

LoginContext[cu=212208,asp=3877,subs=3,free=0,lo=en,co=ZA] 2014-12-01 10:17:15 CET

What to Do When There's Too Much to Do                                                                                                                                               getAbstract © 2014 4 of  5

getabstract“If you break down alarge task into subtasksin order to overcomeprocrastination,make sure you setdeadlines and internalmilestones for each ofthe subtasks, and trackthem carefully.”

getabstract

getabstract“You must separatewhat you need to dotoday from what youdon’t need to do today.”

getabstract

getabstract“If you don’t already,learn to love what youdo – or change careers.You can’t maximizeyour productivity if youdon’t enjoy your work.”

getabstract

getabstract“You aren’t a robot.Long hours lead tophysical and mentalfatigue, which resultsin slower work, moremistakes and wastedtime.”

getabstract

the boss or consider changing jobs. If all else fails, then do everything a micromanagerasks. It’s time consuming, but complying may be the most functional solution. You mighttry “micromanaging the micromanager.” Bombard your boss with so many details that theyfinds the interactions unbearable. Anticipate your boss’s needs and provide informationbefore they ask for it. Regardless of which option you choose, protect yourself: Documentyour encounters with a controlling boss and insist on receiving all directives in writing.These steps will help you defend yourself if a manager tries to blame you for any mishap.

Don’t tolerate time-wasting processes. For example, author Laura Stack had a problemwith her smartphone, which would display her email only when the battery was fullycharged. She had to charge her phone every night without fail. If she forgot, which inevitablyoccurred, she would miss important messages the following day. She knew she needed anew phone but wasn’t due an upgrade for a year. If she bought one immediately, she wouldhave to pay top dollar. After missing several crucial messages, Laura decided to bite thebullet and get a new phone. Even though she spent more, she became more efficient andrid her life of a time-wasting and worrisome issue.

6. “Manage Your Capacity”Your health comes first. If you don’t take care of yourself, you won’t have the capacity towork efficiently. When you overwork, your productivity wanes. Set realistic expectations.You’ll perform at your best when you are rested. Take a morning and an afternoon break. Eatoften. You might feel light-headed if you go longer than six hours without food. Skippingmeals is unhealthy and can cause your blood sugar level to drop. When it’s lunchtime,leave the office. Don’t eat at your desk. Also, savor your big breaks – “weekends, holidaysand vacations.” It isn’t enough to sit in front of the television and think about work. Toadequately recharge your batteries, leave work behind. Do something you love to do.

Don’t underestimate the regenerative power of sleep. When you lack sleep, you are“basically slamming a wrecking ball through your energy levels.” Sleep resets yournatural circadian rhythms on a daily basis. The brain’s hypothalamus, which regulatesthese rhythms, is in charge of your physical status, “energy, activity and how you feel.”Researchers who studied 500 million Twitter messages found that, regardless of wherepeople live, the messages they post during the mornings and evenings tend to be moreupbeat; those they submit during the afternoon or at night are far less positive. Researcherssay that poor sleep habits cause these emotional changes.

If you adhere to Ben Franklin’s wise words, “Early to bed, early to rise,” you’ll stay on theright track. An early bedtime helps you “supercharge your adrenal glands,” which produceadrenaline, cortisol and DHEA. Cortisol wakes you up, and DHEA calms you down. Themore sleep you get, the greater the amount of DHEA your body produces. If you stay uplate, rest by sleeping late the following morning. To sleep better, follow these guidelines:

• “Control the thermostat” – Keep your bedroom between 68˚F and 72˚F [20˚C-22˚C].• “Shut out the snoring” – If your bedmate snores, get earplugs.• “Take a power nap” – According to a study in Nature Neuroscience, a daytime nap of

an hour or less can improve your performance afterward.• “Keep your bedroom sleep-related” – Do your work, texting and computer tasks in

another part of your home – never in your bed.

Eat healthy. Weighing too much will cut your energy. To eat less so you work moreeffectively throughout your day, follow these tips:

LoginContext[cu=212208,asp=3877,subs=3,free=0,lo=en,co=ZA] 2014-12-01 10:17:15 CET

What to Do When There's Too Much to Do                                                                                                                                               getAbstract © 2014 5 of  5

getabstract“Never confuse activitywith productivity.”

getabstract

getabstract“Stop multitasking.It just dilutes yourattention and fools youinto thinking you’reproductive, when you’rereally just busy.”

getabstract

getabstract“At the end of everyworkday, take a momentto ask yourself: ‘Was Iproductive today, or didI just stay busy?’”

getabstract

• “Put only two things at a time on your plate” – According to experts at CornellUniversity, individuals who only took “two items at a time” consumed 21% less food.

• “Cut 500 calories per day out of your diet” – It takes 20 minutes for your brain toget the “‘I’m stuffed’ signal.” Slow down as you eat or build a break into your meal.For example, go to one eatery for your main course and another restaurant for dessert.Chances are, your appetite will drop by the time you get to the next location, and youwill order a smaller treat.

• “Eat a salad before your meal” – Experts at Penn State say folks who eat salad firstlower their caloric intake by 12%.

• “Change your dinnerware to reflect correct portions” – Eat your meals on a smallerplate. You will take smaller portions and think twice before getting more.

• “Automatically ask for a box” – When you eat out, ask your waiter to pack up a portionof your food as soon as it comes to the table. Don’t wait until the end of the meal. If youwant to split your meal with a friend, have the waiter divide the portions onto separateplates before bringing the meal to your table.

• “Always eat your morning meal” – Don’t forget to eat breakfast. Skipping mealsinterrupts your body’s “steady flow of glucose.”

Be active. If you move less, you will have less energy.

• A 10-minute energetic walk revs up your engine and keeps your energy up for a coupleof hours.

• To pack more physical activity into your day, park further away from work and walk.• Take a stroll at lunchtime.• Don’t message co-workers; walk to their offices.• Walk back and forth when using a speakerphone; pace as you talk on your cellphone.• Take the stairs instead of the elevator.• Invite your family to walk with you after supper.• Watch your favorite television program while you use a treadmill or stationary bicycle.• Use the copier or bathroom on another floor of your office building and take the stairs.• If you take a subway to work, trot up and down every staircase – never walk.• Don’t use the moving walkway at the airport.

To bring more joy to your life, take these measures:

• “Make empowered choices” – Eeyore, the mopey donkey in the Winnie the Pooh series,always saw the dark side of life. His glass was permanently half empty. On the otherhand, Tigger, another Winnie the Pooh character, bounced around with zest for life. Belike Tigger. Stop thinking that bad things happen only to you. The choices you make canchange the direction of your life. Hang around with folks who have positive attitudes.

• “Spend more time with your family” – When you spend time with those you love, yourecharge your energy level. This quality time is a “balm for your soul.”

• “Do something nice for someone” – Benefit from the “helper’s high.” When you actkindly toward someone else, your body circulates mood-lifting endorphins.

getabstractgetabstract

About the Authorgetabstract

getabstractLaura Stack, head of The Productivity Pro, is a keynote speaker and author of Leave the Office Earlier, Find MoreTime, and three other books.

LoginContext[cu=212208,asp=3877,subs=3,free=0,lo=en,co=ZA] 2014-12-01 10:17:15 CET