Have you ever gotten to the end of a busy workday and you think, “What did I even accomplish today?” You know you did a lot but you’re unsure if you made progress in the key areas of your business. This is common for many advisers.
To increase our productivity at work, we need to change the way we organize our most important tasks (see this Streamline My Practice blog post on the secret to planner productivity). What most advisers do is create a to-do list. But there are three problems with these lists that have caused high performers to find a better way.
Problem No. 1: To-do lists continue to grow as the day goes on. To-do lists quickly become an unending wish list of things we hope to get done. It becomes another burden in our already stressful life.
We have more to do than what can be done and we are guaranteed to have multiple fires show up every day. When those fires happen, we are going to focus on the urgent, rather than the important. Adding these things to our lists adds the extra mental stress of knowing that we won’t be able to accomplish it all.
Problem No. 2: We want to check of the shortest item on our list. It’s proven that people get a good feeling from checking something off on a to-do list. Our brain is getting a little shot of dopamine every time we do this. Checking more things off our list makes us feel better. We are prone to finding and accomplishing first the easiest things on our list, rather than tackling the big, most important projects.
Problem No. 3: To-do lists do not identify length of time for a project. Some of our highest value activities can be listed as one to-do item, which might take 90 minutes to complete. Looking at a to-do list will give us no idea how much time we should be budgeting to accomplish these things.Thankfully, there is something you can start doing today that will greatly increase your productivity.
Live from Your Calendar
Top advisers and other high performers don’t use to-do lists. Rather they focus all their energy on their calendar. If they want to accomplish something, they schedule it. They live from their calendar.
Using the calendar approach will free your mind. One of the best things about using your calendar as your project manager is that you will never have to have the feeling of wondering what you did all day. By starting the day looking at your calendar, you’ll know exactly what you need to do. You’ll be able to accomplish the most important thing you have on your list at the right time.
Here are a few helpful tips to test out this method of using the calendar:
- Schedule in chunks.
- When do you do your best work? When are you most focused? If it’s early in the morning, then it makes sense to schedule time for your high-focus actions in the morning. Blocking all else out during that chunk will help you focus.
- When do you enjoy talking to clients the most?
- Think about what’s most important in your life: exercise, family, work, etc. Make sure time for these things is blocked off.
- Plan ahead.
- Pick the most important thing you should do today and schedule it first thing you do when you get to the office. Ask yourself the question, “If I could only do one thing today, what would it be?”
- Make sure you’re only doing the most important tasks you can do rather than the mundane $10/hour tasks.
- Reschedule when something gets in the way.
- When a true emergency “fire” eventually does get in the way of one of your calendared tasks, reschedule the task for another time or day.
Take the next step and try using your calendar this week to schedule your most important tasks. At the end of the week, reflect to see if you got more done.
Streamline My Practice