People have “too much to do”. Ask anybody, they will tell you. There’s more to do than you could possibly ever get done. However, consider this ~ you’re only going to do what you’re going to do today. That sounds like it’s obvious, but most people don’t relate to what they have to do as if that’s the case. Their to do list is full of things they think they should do or that they “haff” to do, and they think that if they have it on the “list”, they’ll get to it. You’re not going to do all the things you “haff” to do just because it’s on a list. You’re really only going to do what you actually do. The key to what you’re going to do is knowing that actions take place in time. Anything you’re going to do takes a certain amount of time, therefore if it’s not on your calendar it’s not going to get done and it won’t happen. If you don’t schedule real time on your calendar to do the task, including scheduling an appropriate amount of time to do it, it’s almost certain that it won’t get done. Everyone has a long list of things they want to do, should do, and “haff” to do. But when you get into that list, all the things on the list are not necessarily the things you’re going to do. Most likely the only ones you will do are the ones you put on your calendar. What’s on the calendar has the highest likelihood of getting done.
The key to getting things done is to use your calendar, and then do what it says in your calendar. Have you ever noticed you never do what you don’t do and you also never do what you should do because it should be done? You only do what you do. And if you didn’t do it, there’s a good chance you didn’t plan the time to do it ~ the time to do it wasn’t allocated on your calendar. Plan and schedule the things you’re committed to doing ~ distinct from the things you want to do, should do and “haff” to do. No one has ever done what they want to do, should do, and “haff” to do unless they actually did it.
Giving up the myth of the unending list of things to do, which occur as a burden is a powerful step forward in productivity. Being selective and rigorous about what goes into your calendar is the key. When you schedule items be sure to allocate the proper amount of time for every aspect of the task. Otherwise it won’t get done. Though this won’t guarantee that the item will get done, it will significantly raise the likelihood if it’s “in existence”, i.e., in your calendar.
I am impeccable about my calendar. Given what’s on my plate, I have to be. Therefore, I have a practice in place. I schedule what I’m going to do and I give enough time to get it done. For example ~ I have a meeting at 10:00 AM downtown. On my calendar is “9:15-9:30 pre-meeting briefing”; “9:30 – 10:00 drive time to meeting (it only takes 15 minutes to get there); “10:00 -11:00 attend and participate in meeting”; 11:00 – 11:30 drive back to office”; “11:30 – 11:45 debrief meeting”. That gives me the time to 1) be briefed, 2) travel, 3) be seated (as opposed to rushing in at the last moment), 4) participate fully in the meeting, 5) return to the office and debrief my notes from the meeting, and 6) send a follow-up to the client. So while I am only going to a one-hour meeting, in reality ~ in time ~ it takes 2 and half hours to complete everything about that meeting. People don’t live like that.
I have been to thousands of meeting at hundreds of companies. More than half of those meetings start late, and people come in unprepared. They didn’t brief any preparation, and likely didn’t allow enough time to get to the meeting. They’re rushing in to get seated and they’re not prepared to start. The result is they waste others’ time. The meetings are ineffective. Your time is precious. And their time is precious. You get paid to produce results with your time. Relating to and managing your time is a valuable asset that will make you more effective and more productive. Use your calendar as your best tool for effectiveness and productivity. It is an essential skill for any manager and anyone that intends to be a leader. You’re only going to do what you do. And if it’s on your calendar there’s a much higher likelihood you’ll get it done.