The Biggest Time Management Mistake You Can Make

Most time management problems are really motivation problems in disguise. Procrastination, lack of balance and a failure to delegate are merely symptoms of a bigger issue.  From my experience, the biggest time management mistake that you can make is not being clear on what you value. 

This lack of clarity will cause you to procrastinate, and spend time with the wrong people doing the wrong things.  So, how do you become clear on what you value so that you have more time and experience less stress? 

Your 90th Birthday
Close your eyes and imagine that you have traveled forward in time to a 90th birthday celebration banquet being held in your honor.  Who is in the room and what are they saying about you?  You are asked to speak and you make the following statement:  “I have lived a great life because I achieved my dream to ….” Whatever comes after the word “to” represents what you value. The people that you imagine as being in the room and the words they use to describe your life are also a part of your value system. 

Your Personal Mission Statement
The next step is to create a written personal mission statement. Your personal mission statement is a statement that summarizes the core values and beliefs that you discovered in the 90th birthday visualization exercise. It can be as brief as three words or as long as three paragraphs. 

Taking the time to do this will imprint your purpose and values firmly in your mind and serve as the guide for future decisions. For example, my personal mission statement is as follows: “To serve God, provide for my family, and to inspire current and future generations through my writing and speaking.” My daily actions and priorities are a reflection of this mission statement. 

If you feel that you lack balance in your life, there are two possible root causes:

1. You have not clearly defined your personal mission.

2. You have made choices that don’t line up with your personal mission.

Completing the 90th birthday exercise and writing out your personal mission statement will give you a clear picture of what you value and keep you from making the most common time management mistakes.   If you found this to be helpful, please share this message via your social networks! 

Sincerely,
Eric M Twiggs
Your Procrastination Prevention Partner

PS. I have written an ebook that will help you to maximize your time so that you are ready for your defining moment. Get your copy now. 

Do Not Submit If It Does Not Fit

“It is better to say NO to an opportunity that is not the right fit, than to say YES for political reasons.”

Success breeds opportunity, but not every opportunity is the right fit. The ability to demonstrate competency and deliver results at one level does not guarantee success at the next. It is better to say NO to an opportunity that is not the right fit, than to say yes for political reasons. The following true story from my past clarifies the point. 

Several years ago, I worked for a regional manager named Robert.  He was the shining star of the company with responsibility for over 100 retail locations in the New England region.   He won numerous awards for his sales and profit results, and had a reputation for being highly competent.  Robert was approached by senior level management and asked to take over the Washington, DC region, which was known to be very difficult and had been underperforming for many years.  He accepted the position and relocated his family. 

Unfortunately, Robert was not a fit for the new assignment.  He did well in New England because he inherited a team of seasoned managers that needed minimal direction.  The DC region required someone who was skilled at turning around failing organizations and recruiting good managers.  Robert did not posses these skills and struggled to keep up.  He was eventually fired for poor performance. 

The added stress impacted his personal life and contributed to him getting divorced from his wife.  This is a sad example of what can happen when you fail to evaluate a potential opportunity to determine if it is a fit. There is one key to making sure that you don’t end up in a position that is not right for you. 

Know Yourself
American psychologist Abraham Maslow said: “What is necessary to change a person is to change his awareness of himself."  The key to knowing yourself is to have a realistic picture of where you are. Recently, I had an experience in the mall that illustrates this point. 

I went to the mall last week in search of a gift for my young daughter.   I could not find the toy store so I went to the map at the center of the mall. On the map I saw in big letters “YOU ARE HERE”. I also saw that there was another store closer to me that sold toys than the one I originally planned to shop.  Based on where I was, this was a better fit for me.  This experience taught me that knowing where you are is essential to getting the opportunity that is the best fit for you. 

Knowing “where” you are is not just a reference to your physical location.  By where, I am referring to your personality as it relates to the potential opportunity.  For example, Type “A”, driver personalities don’t fit well in positions that require extensive research and data analysis.  Analytical personalities are not a natural fit for positions that involve leading large groups of people.  My supervisor Robert was an analytical personality type, which contributed to the challenges that I mentioned previously. 

If you do not know your personality type, resources like Wonderlic and Myers Briggs offer tests that can help you find out. They can also help you to identify opportunities that are the best fit based on your test results. 

By making sure potential opportunities are a fit for you BEFORE you say YES, you will maximize your time and minimize your stress.

Address the Root; Not the Result

"It’s not the towering sail but the unseen wind that moves the ship."

Asian Proverb

Back in my childhood days, I would help my parents by working in the backyard on the weekends.  They provided me with a set of clippers that I used to trim the bushes closest to the house. One day, I came across a weed growing nearby. In an effort to be helpful, I used the clippers to cut the weed so that it was no longer visible. I was proud of myself for eliminating this eye sore in an otherwise beautiful lawn. After several weeks, I was disappointed when I saw that the weed had grown back. The reason the weed grew back was that I failed to cut it at the root. I only dealt with what I saw on the surface. 

Procrastination is like that weed in the backyard. What you see on the surface is not the total picture. The consistent delay and constant lateness represent the surface. If the root cause is not addressed, this habit will continue to appear. Today you will learn the most common root cause of procrastination from my experience and what you can do to deal with it. 

Perfectionism
The root of perfectionism will delay you from beginning a project until you have ALL of the answers.  Everything has to be perfect before the perfectionist gets started.  Sometimes the key to success is to start moving from where you are, and as you move the answers will come.   The solution to perfectionism is to break your major projects down into small and actionable next steps.  As you approach the project, the question you should ask is “What is the next action?” 

For example, if your project is writing a book, the next action may be to select a title.   If you are cleaning the garage, the next action may be to create a throw away pile.   If you are hiring a new employee, the next action may be to create an employment ad.  Each action will put you one step closer to your goal.   The most important aspect of the next action is that it is an observable behavior that is specific.  The following test will help you to determine if your action is specific enough:

Picture Test

If you can take a picture of yourself performing the action, you will know that the action is specific enough. You can take a picture of yourself creating an ad, throw away pile or book title so they each pass the test. Vague steps like trying harder, doing better, and working on it, do not pass the test.

Eliminating perfectionism through clear and observable action steps will help you to address procrastination at its root and improve your results. 

Sincerely,
Eric M. Twiggs
Your Procrastination Prevention Partner 

PS. I am finalizing the world’s most comprehensive e-book on time management for executives and entrepreneurs. Please send me an e-mail with your most pressing time management concern. I will send you a free copy of the e-book as a thank you gift.

Embrace the Process

"Many a failure has come about when he would have won had he stuck it out."

Author Unknown

Failure to embrace process is one of the biggest time wasters. Recently, I had an experience that reminded me of this fact. I was in traffic headed to an appointment. The lane I was in did not appear to be moving. 

In my attempt to find a shortcut, I noticed that the lane to my right seemed to be flowing faster. I changed lanes and suddenly I was at a standstill. I looked to my right again and saw that the next lane was now moving at a faster pace. Confident that I could make up time, I changed lanes only to find my self at a standstill once again. 

My frustration reached a boiling point when I realized that the lane I started in was now moving freely. I would have arrived at my destination much faster if I stuck with my original idea. Each time I switched lanes, I was starting the process over and wasting time. 

Have you ever given up on an idea because it did not seem to be progressing on your time table? This idea may have been a business, a book, or a budding relationship. In the beginning, you received plenty of encouragement and positive reinforcement, confirming that you were on the right path. 

Suddenly, you stopped making noticeable progress. Your efforts did not appear to match the results you were getting. You felt as if you were on a treadmill, expending a great deal of energy but not moving forward. 

This "treadmill" is a normal part of the process and the place where most people give up. Just like in my traffic experience, every time you give up, you are losing precious time because the attainment of any worthwhile goal is preceded by a treadmill season. When you begin the new venture you are starting at the back of the line. Below are two strategies that will help you to embrace the process:

Planning
Planning will allow you to anticipate that there will be a treadmill season BEFORE you pursue your goal. The key is to determine up front if what you are aiming for is worth the sacrifice that will be required to make it through. If your goal is in alignment with your purpose and passions then it should be considered worthy of the required sacrifice. If the answer is NO, then let it go! 

Quitting the pursuit of goals that don't line up with your purpose will save you valuable time. Every minute you spend on the wrong road, is taking time away from your true calling. You only have a limited amount of time to do what you were born to do. Planning will enable you to make the best use of this time. 

Persistence
Once you have determined the goal to be worthwhile, you must persist until you have achieved it. According to author Seth Godin, most runners who quit the 26-mile Boston Marathon, usually give up around the 18th mile. In spite of  the fact that they have spent more energy at mile 25, very few runners give up when they are 1 mile from the finish line. This is because they can see their goal and this vision inspires them to persist through the pain. 

The lesson is to always keep your finish line in front of you. If you can view it, you can do it! One way to accomplish this is to create a vision board with pictures of your objectives and placed it in a location where you are forced to look at it regularly. Being able to see your finish line will inspire you to persist through the pain of the process.

If you are in a treadmill season right now, be encouraged. You will be in better shape when you get through it than when you started. Planning and persistence will help you to embrace the process and allow you to make the best use of your time. 

Sincerely,
Eric M. Twiggs
Your Procrastination Prevention Partner 

Address Your Blind Spots

“The difference between winning and losing is how you deal with your blind spot.”

I am a huge fan of the National Football League. The most recognized, and highest paid player on each team is the quarterback. If Tom Brady, the quarterback of the New England Patriots were to show up at your favorite restaurant, everyone would know that he was in the building. If the man who plays the position of left tackle stopped by, he would go unnoticed. 

I would argue that the left tackle is the most valuable player on the field because he is responsible for protecting the quarterback’s blind spot. He blocks would be tacklers that the quarterback cannot see. Even though the average fan can’t name the left tackle, this player is the second highest paid on the team. The coach realizes that the difference between winning and losing is how he deals with the blind spot. Before I discuss how to deal with yours, let’s get clear on a definition of the blind spot. 

What is a Blind Spot?
A blind spot is a personal flaw that is invisible to you, but visible to others. Everyone has at least one, but not everyone has the systems in place to manage them. Poor blind spot management can cause you to lose time and fail to achieve your desired outcomes. 

For example, if I have a flaw in my keynote speech delivery, the organization that I am presenting to may not invite me back and I may never know why. If I have the right systems in place, I can find out and make the necessary adjustment. As an entrepreneurial executive, what systems can you put in place to effectively deal with your blind spot? 
 

360 Degree Feedback Surveys
A 360 degree feedback survey is a tool that gives people at every level of the organization an opportunity to give feedback on how they perceive their supervisor. Years ago, I was a young executive in charge of 500 employees and 17 retail locations. We were having a record-setting year in sales and profits and I received several awards for our performance. My boss and the senior level executives showered me with praise at our national meetings. 

I was shocked when I got the results of a survey of my subordinates. Many of them thought that I was too demanding and critical in my communication style. This survey made me aware of my blind spots and has shaped the way I lead and communicate today. If you implement a 360 degree feedback system in your organization, you can experience a similar result. 

Three Ups and Three Downs
As a result of the survey feedback, I began having monthly meetings with my team. At the end of each meeting I conducted my own informal survey. I handed out blank sheets of paper and asked my managers to evaluate me using the three ups three downs system. They would list three positive aspects (ups) of my leadership and three things that they would like me to change (downs). This was an anonymous survey so there was no fear in giving feedback. This saved me a great deal of time and stress because it helped me to do more of what was working and eliminate what was not. I use this method today whenever I deliver a workshop or keynote address. 

If you implement the 360 degree survey system and the three ups and three downs, you will maximize your time and minimize your stress. You can also use the surveys to get feedback from your customers and clients. If you are a team of one or one thousand, these systems will protect your blind spot like a great left tackle! 

Sincerely,
Eric M. Twiggs
Your Procrastination Prevention Partner