Being More Productive

It's time to take inventory - what gets your time and energy? Answering phone calls, responding to emails - what? Through the skill of awareness you can start concentrating on what is productive for you! Over the next week jot down your time robbers, the incidences, events, and people that consistently steal your valuable production time. You may have little or no control over some of your time robbers, but if you are like the rest of us - many of the interruptions can be better managed.

Many of you are familiar with the 80 - 20 rule,simply put, the 80/20 rule states that the relationship between input and output is rarely, if ever, balanced. When applied to work, it means that approximately 20 percent of your efforts produce 80 percent of the results. Learning to recognize and then focus on that 20 percent is the key to making the most effective use of your time.


Here are two quick tips to develop 80/20 thinking:

Take a good look at the people around you. Twenty percent of your colleagues and staff probably give you 80 percent of the support and satisfaction you need. They are your true advocates. Take good care of them. Likewise, you can probably name several friends and family members who would be there for you under any circumstances. Try not to put them on the back burner.

Examine your work. Ask yourself, "What do I really want to do with my life and my time? What 20 percent of my work should I be focusing on?"


80 percent or 20 percent?

Here are some signs that will help you to recognize whether you're spending your time as you should:

You're in your 80 percent if the following statements ring true:

You're working on tasks other people want you to, but you have no investment in them.
You're frequently working on tasks labeled "urgent."
You're spending time on tasks you are not usually good at doing.
Activities are taking a lot longer than you expected.
You find yourself complaining all the time.

You're in your 20 percent if:

You're engaged in activities that advance your overall purpose in life (assuming you know what that is — and you should!).
You're doing things you have always wanted to do or that make you feel good about yourself.
You're working on tasks you don't like, but you're doing them knowing they relate to the bigger picture.
You're hiring people to do the tasks you are not good at or don't like doing.
You're smiling.

If you'd like more information on this time management principle, I'd suggest The 80/20 Principle: The Secret of Achieving More With Less by Richard Koch (New York: Bantam Doubleday Dell Publishing; 1998). However, you don't need to read the book to begin using the 80/20 rule. Gain more control over your time and your work by taking one small step right now. Simply begin to look for the signs that will tell you whether you're in your 20 percent or your 80 percent. This increased awareness of what's vital to your life and your life's work may be all you really need to start using your time more effectively.