Schedule Your Priorities

"Time is what we want the most, but use the worst." -- William Penn

Have you ever begun your week committed to take action only to arrive at Friday realizing that it didn't happen? This was the week that you were going to apply for that job, start that blog, write that business plan, or start writing your book. You tell yourself that even though you missed this week, you will get it done next week. Sadly, next week goes by and you have the same result. You are an intelligent, goal oriented go getter, so why didn't you follow through? 

The reason for your lack of follow through can be summed up in one word: LIFE. 

The normal demands of life can throw you off course. These demands can come from family, career, friends, or the organizations that you belong to. Modern technology makes it easier to be thrown off course now that we have cell phones, email, text messaging, and social media. We live in an era of instant access and interruptions are only one click away. So how do you accomplish your priorities in spite of all of these interruptions? 

Scheduling your priorities in advance is the key to success. Below are my three steps to scheduling your priorities:

1. Identify the Priority 
What are the tasks that if accomplished will help you to achieve your ultimate goal? To accurately identify your priority, you must use what I call "The line up" test. If the task does not "line up" with the ultimate vision and goals you have set for yourself, then it should not be considered a priority. For example, if your ultimate vision is to be an entrepreneur, then the task of writing a business plan passes the line up test and should be given priority status.

2. Isolate the Time 
This is where you use a calendar to schedule in advance those tasks that are priorities for you. Depending on the task, you may need to schedule multiple days to complete it. There are three steps involved with isolating the time: First, set aside a minimum of a thirty minute block of time to get it done. Next, get a timer and set it to alert you once your time is up. The final step is to discipline yourself to not check email, send text messages, use social media, or do anything other than that task during the time you have isolated. 

3. Issue the Communication 
It is very important that you communicate with those around you and let them know that you are not to be disturbed during the block of time that you have scheduled. They will need to answer the phone and take messages on your behalf. This communication can be issued to family members, co-workers, employees, etc. The more advance notice you can give to those around you, the better results you will see. For example, Sunday's from 8:00pm to 8:30pm is the time that I have set aside to analyze my results from the previous week and to make plans for the upcoming week. My family members and friends know in advance I will not be available during this time because I have issued the communication to them.

So there you have it. If you commit to identifying the priority, isolating the time, and issuing the communication, you will be on your way to time management mastery! Remember, it takes twenty one days to form a habit so consistent focus is the key. 

Become High Maintenance

"Delay is the enemy of your destiny."
Eric M Twiggs

Do you anticipate and prepare, or do you just react to what the day brings? While in my late 20s, I competed in Karate tournaments. I had a match scheduled with an older, slower but more experienced competitor named Mike. I was confident that I would win because of my youth and speed advantage. Mike had grey hair, a pot belly, and an old worn out Karate belt around his waist. I watched him warm up and my confidence increased because of his slow and awkward movements.

In spite of all of my confidence, I lost the match! Mike used his experience against me by anticipating my moves and responding with the appropriate counter. It appeared that he knew what I was going to do before I did. This experience taught me that anticipation and preparation can give you a competitive advantage over superior talent. The best way to achieve this advantage is to become "high maintenance". 

Becoming "high maintenance" means that you are focused on the maintenance activities that will keep you in a position of anticipation and preparation. A maintenance activity is easy to ignore because it's a priority, but it's NOT pressing. There is no deadline for completion and you don't experience an immediate negative consequence for ignoring it. This lulls you into thinking that everything is fine. The long-term consequence of neglecting maintenance is that you end up in the "mandatory zone". In this undesirable place, the activity is now a priority AND it's pressing. How do you know if you are high maintenance, or in the mandatory zone? The following scenarios will help you decide. 

• Changing your oil at the recommended intervals is high maintenance. Once you have a blown engine, you are in the mandatory zone

• Exercising three times a week makes you high maintenance. Getting the high blood pressure report from the doctor puts you in the mandatory zone.

• Scheduling regular date nights with your spouse is high maintenance. Having your spouse move out puts you in the mandatory zone.

When you are in the mandatory zone you lose precious time that you never get back. The time that you would normally focus on your goal is now spent on damage control.

Take the time today to reflect on your TO DO list. If the majority of your tasks are maintenance activities, you will be like Mike and have a competitive edge.