Tag Priorities

How to Get More Done

Steve Keating 2 Comments

I’ll frequently ask someone how their day went. If I had a dollar for every time that they answered “busy,” I’d have a whole lot of dollars. For many people, having a “busy” day is the measure of a good day. Some even consider a busy day to be a successful day.

But I’ve seen many very busy people who are busy getting nothing of substance done. They are merely busy being busy. Sometimes, they are even busy doing things that shouldn’t be done at all. In essence, they are counterproductive.

To make progress toward a goal, or simply get something done, you must understand the difference between being busy and actually being productive. If, at the end of the day, you can’t point to something concrete that you accomplished, then you likely didn’t have a very productive day. Even if you’re exhausted at the end of that day.

The key to being productive is not simply getting more done. It’s getting more of the things that matter done. More of the things that will make a difference, for you or for someone else. That’s going to require a combination of effective time management, prioritization, and personal productivity strategies. Here’s what you need to do to make it happen.

1. Set Clear Goals

• SMART Goals: Make sure your goals are Specific, Measurable, Achievable, Relevant, and Time-bound.

• Daily Planning: Start each day by outlining your key tasks and objectives.

2. Prioritize Tasks

• Eisenhower Matrix: Categorize tasks into four quadrants based on urgency and importance.

• ABC Method: Label tasks as A (most important), B (important but not urgent), and C (neither urgent nor important).

3. Use Time Management Techniques

• Pomodoro Technique: Work in focused intervals (usually 25 minutes) followed by short breaks.

• Time Blocking: Allocate specific blocks of time to different tasks or activities.

4. Minimize Distractions

• Turn Off Notifications: Silence your phone and computer notifications while working.

• Create a Productive Workspace: Ensure your workspace is organized and free from distractions.

5. Leverage Technology

• Productivity Apps: Use tools like Trello, Asana, or Todoist to keep track of tasks and deadlines.

• Automation: Automate repetitive tasks where possible, using tools like Zapier or IFTTT.

6. Delegate and Outsource

• Identify Tasks to Delegate: Delegate tasks that others can do, allowing you to focus on higher-priority items.

• Outsource When Necessary: Consider hiring freelancers or using services for tasks outside your expertise.

7. Continuous Improvement

• Reflect and Adjust: Regularly review your productivity strategies and make adjustments as needed.

• Learn New Skills: Continuously seek to improve your skills and knowledge.

8. Stay Motivated

• Reward Yourself: Set up a reward system for completing tasks.

• Stay Positive: Maintain a positive mindset and keep motivated through challenging tasks.

9. Effective Communication

• Clear Communication: Ensure clear and effective communication with your team to avoid misunderstandings and delays.

• Regular Updates: Keep stakeholders updated on your progress to maintain alignment and accountability.

Years ago I was the General Sales Manager for a Soft Drink Company. Our delivery drivers went on strike and I found myself on a delivery truck working harder than I ever had before. The thing is, my day job didn’t stop. So at the end of my delivery day I would head into my office to get as much done as I could. The next day started at 4:00am and by sleeping in my office I could save myself an hour of commuting each day. But it was a losing battle and by the end of the first month I had piles of paperwork everywhere.

One night I went into the warehouse and grabbed one of those big dumpsters on wheels. I pushed it into my office and threw everything on my desk straight into that dumpster. It was a very freeing experience. I had no idea what the heck I was throwing away but at that point I didn’t really care.

Here’s the most interesting part. I barely heard a word from anyone asking about what happened to this paperwork or what happened to that document. It was then that I learned a lesson that has stayed with me to this day.

The lesson is this: Never underestimate the absolute unimportance of almost everything you do.

Most, not some, most of the things I stressed over and worked all hours to complete were not having any impact at all. They just didn’t matter. There’s a lesson in that for many of us.

By using the ideas I’ve listed above, you’ll understand your priorities and why they are priorities. Once you accomplish that, you’ll be well on your way to getting more done. More importantly, the things you get done will have a positive impact on your life and the lives of those around you.

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Why Being Indifferent Can Make a Positive Difference for You

Steve Keating Leave a comment

When we think of someone who is indifferent we tend to think of a disengaged person. Someone who doesn’t care, who is uncommitted and dispassionate. None of that sounds good. But there is a time for indifference in our lives and successful, happy people know when to use it.

They’ve mastered the discipline of being indifferent to the things, circumstances, and situations in life that make no difference. They burn no time or energy on “stuff” that doesn’t matter.

Indifference to unimportant things involves cultivating a mindset. It lets you focus on what matters and let go of unnecessary concerns. Here are some strategies to help you achieve this.

Identify What Matters

• Set Priorities: Determine what is most important to you in terms of your core values, goals, and relationships. If you have no core or can’t readily identify your core values, then it will be hard for you to know what matters. So begin by setting goals based on your core values.

• Assess Impact: Evaluate the impact of various things on your life. If something has minimal or no impact, it’s easier to be indifferent to it. Be honest here, I mean really, how much difference does it actually make if the donut shop starts putting 3 less sprinkles on their donuts.

Mindfulness and Awareness

• Practice Mindfulness: Being present in the moment helps you recognize when you’re getting caught up in things that don’t matter. Check yourself for a moment and ask “Will I even care about this in 30 days?” Your answer may help you let go of the “junk” that isn’t all that important.

• Self-Reflection: Regularly reflect on your thoughts and actions to ensure they align with your priorities. The key word there is regularly.

Develop Emotional Resilience

• Emotional Regulation: Learn to manage your emotions. Techniques such as deep breathing, meditation, or cognitive-behavioral strategies can help. The reality is that most of us are bombarded daily with less than intelligent ideas and suggestions. If you give all the silliness in the world the opportunity, it will eventually wear you down to the point where you can no longer focus on the important things.

• Detachment: Practice emotional detachment by not allowing external events to overly influence your emotional state. Go ahead and run the risk of having people say you just don’t care. The reality is that’s just fine because in many circumstances, you just shouldn’t care.

Simplify Your Life

• Declutter: Reduce physical and mental clutter by eliminating unnecessary possessions and distractions. I’m an American. While I hope for nothing less than an absolute full recovery for the wonderful Princess Kate, whether or not she ever returns to all her royal duties doesn’t matter one bit to me. I’m going to go out on a limb here and say it won’t have much impact on any American. So wish her well, pray for her and her family and move the heck along. Whatever is going on with the Royal Family is simply “mental clutter” to Americans.

• Simplify Decisions: Create routines and systems to minimize decision fatigue and focus on what’s essential. The smaller, less impactful a decision is on your life, the faster you should make it. Don’t allow needed decisions to pile up. Make them quickly and efficiently. It saves “brain space” for the decisions that really matter.

Cultivate a Growth Mindset

• Embrace Change: Understand that not everything is within your control and be open to adapting to new circumstances. Quit trying to control the things you can’t so that you have the stamina, mental and physical, to control the things you can.

• Learn from Experiences: Use experiences, whether positive or negative, as opportunities for growth rather than sources of stress.

Positive Focus

• Gratitude Practice: Regularly practice gratitude to shift your focus towards positive aspects of your life. I’ve said this before but the discipline of using the first 30 seconds of your day to focus on what you’re grateful for is life-changing.

• Positive Relationships: Surround yourself with people who support and uplift you. Eliminate the nattering nabobs of negativism from your life, and you’ll be well on your way to focusing on what really matters.

When you integrate these practices into your life, you can develop a mindset that prioritizes what truly matters. They will help you remain indifferent to things that don’t make a significant difference. You’ll be more productive, happier, and much closer to living your very best life.

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Making the Most of Your Time

Steve Keating 2 Comments

We should probably get this out of the way up front. We can’t actually manage time. We can manage the events that use up our time. You should also know that no one on the planet has more time than you. We all get 1440 minutes a day. No more, no less.

People who think they are short on time are actually short on priorities. They treat most every “event” in their lives as a top priority not realizing that if everything is the top priority then nothing is. Managing the events that use up your time effectively is crucial for achieving your goals, reducing stress, and maintaining a healthy work-life balance. Here are some practical strategies to help you manage those events more effectively.

  • Set Clear Goals: Start by defining your short-term and long-term goals. Having a clear sense of what you want to achieve will help you prioritize tasks and allocate time accordingly.
  • Prioritize Tasks: Use techniques like the Eisenhower Matrix (urgent vs. important) to identify and prioritize tasks based on their significance and deadlines.
  • Create a prioritized task list: Make a daily or weekly prioritized task list to outline tasks you need to accomplish. Break down larger tasks into smaller, manageable steps.
  • Time Blocking: Allocate specific time blocks for different tasks or activities. This helps you focus on one task at a time and prevents multitasking, which can reduce efficiency.
  • Use a Calendar: Utilize a digital or physical calendar to schedule appointments, meetings, and tasks. Sync it with your devices to stay updated and receive reminders.
  • Set Deadlines: Establish realistic deadlines for tasks to create a sense of urgency and maintain accountability.
  • Eliminate Distractions: Identify and minimize sources of distraction, such as turning off notifications, setting specific times for checking emails and social media, and creating a clutter-free workspace.
  • Batch Similar Tasks: Group similar tasks together and work on them during specific time blocks. This minimizes context switching and improves efficiency.
  • Use the Pomodoro Technique: Work intensely for a set period (e.g., 25 minutes) and then take a short break. Repeat this cycle to maintain focus and prevent burnout.
  • Delegate: If possible, delegate tasks that can be handled by others, freeing up your time for more critical responsibilities.
  • Learn to Say No: Politely decline tasks or commitments that don’t align with your goals or would overburden your schedule.
  • Set Time Limits: Allocate a specific amount of time for each task to avoid spending too much time on less important activities.
  • Review and Reflect: Regularly review your progress, assess what’s working and what isn’t, and adjust your time management strategies accordingly.
  • Use Technology Wisely: Utilize productivity apps, task managers, and tools like calendar reminders to help you stay organized and on track.

Effective time management isn’t as much about time as it is understanding your priorities. It is a skill that takes time to develop. Experiment with different strategies to find what works best for you, and be willing to adapt as your circumstances and goals evolve.

Remember, time is one of your most valuable assets. The more effectively you use it the more of it you’ll seem to have. You will seldom see a very successful person who doesn’t allocate their time well and if you do it’s likely they won’t be very successful for long.

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Yes, You DO Have Time

Steve Keating 5 Comments

There’s only one thing I don’t have time for. It’s people who tell me that they don’t have time. Everyone has enough time to accomplish all of their priorities. What many people don’t have is priorities. 

The reality is that without priorities time doesn’t matter. When everything is of equal importance then nothing is important. People without true priorities finish up their day and wonder where the time went. People with priorities and goals that align with them know exactly where their time went. It was used precisely where they intended to use it. 

So please don’t tell me you don’t have time. Tell me you can’t manage your time. Tell me you have no ability to prioritize. Tell me you just don’t know what to do next but don’t tell me you don’t have enough time.

Now I’m no time management expert. I don’t actually believe there is such a person. To manage time you would have to be able to stop it, to add to it, or borrow it from someone else. As far as I know, none of that is possible. 

So stop taking time management courses, most of the are just another waste of your time. Instead, start managing the events that use up your time. Managing the events that make up your day becomes much easier when you learn to use one word. It’s a tiny word, it’s a word than many people are offended by. It’s a word that many of us struggle to say, especially when we most need to. 

The word is NO. 

I say no to a hell of a lot of people and even more things. I, just like you, have 1440 minutes in each day. Unlike many of you, I alone decide how they will be used. I know that each day will have time devoted to family. Each day will have time devoted to work. Each day will have time set aside for fun. (Yep, each and every day) 

Some days I set aside time to do nothing. Some people don’t seem to be able to understand that particular concept. They call and ask what I’m doing on Saturday. I say I’m doing nothing. They say great, let’s do this. I reply that I can’t, I’m doing nothing on Saturday. They are very confused. For me, doing nothing is something and it’s pretty great.

I don’t blame them for being confused. One of the greatest stress producing beliefs that too many people have is that you must be doing something every waking minute of the day. Folks, I’m here to tell you that just ain’t so. 

I also have me time. My me time usually starts around 4:00am and ends around 5:00am. It’s only an hour but for me it’s an important hour. I’ll bet it would be for you too. In that hour I write stuff like this post. I do most I my social media efforts in that hour as well. I skim a few newspapers most days in that hour and it’s my time alone. No one is up in the house so I’m not taking time away from my family for me. My co-workers haven’t thought of getting out of bed yet so I’m not affecting them by focusing on me. 

5:00am to 5:30am I look at the days events and divide up my time according to the priorities my goals have set for me. Some days the number one priority might be a lunch with a colleague who needs my help. Other days it might be something I’d really rather not do but I know it must be done. There is even open time on my calendar that I allow other people to fill with their priorities because helping others is a priority for me.

Having a clear set of priorities each day will eliminate much of the day-to-day stress most people experience. Even on the days life throws you a curve and your priorities go out the window you’ll have less stress than others because you’re still in control of your time more days than not. 

So remember, when you start feeling stressed over time it’s likely of your own doing. Or more likely it’s because of what you didn’t do. You didn’t say NO!

Moving Heaven and Earth

Steve Keating Leave a comment

My mom used to say that she would move Heaven and Earth to help “you boys” (that would be me and my brothers) any way she could. I was too young to understand what that meant the first couple hundred times I heard it but I came to understand that it meant our well-being was the most important thing in the world to her.

She would, and frequently did, do everything in her power to protect us, even when that sometimes meant not protecting us at all.

Her priorities were crystal clear. She didn’t have to tell anyone what they were, they were completely visible to anyone who cared to look. Her family mattered above all else. That fact was reflected in everything she said and did. Always.

I share that with you as a set-up to a question I want to ask you…

Can people SEE the priorities in your life or do you have to keep telling them what’s important to you? I ask that because the fact is, people DO see the priorities in your life, you show them every day.

What you say are your priorities may or may not be. But what you do in your life are your real your priorities.

People get frustrated with my response when they tell me “they don’t have enough time in the day.” They get frustrated because I tell them that they absolutely do.

What they don’t have are identifiable priorities. They act as if everything in their life is so important when in actuality it is merely urgent.

The most successful people understand that what is urgent is seldom important and what is important is seldom urgent. People who don’t understand that do urgent things that won’t matter two weeks from now at the expense of truly important things that could be life altering.

When you act according to your priorities you’ll discover that you do have enough time to accomplish everything that is important to you.

If I followed you around for a week I could tell you exactly what your priorities are. In most cases you would disagree with me and argue that your actual priorities are different. But they are not.

I know many people reading this won’t like this but you SAY what you want your priorities to be. You DO what your priorities actually are.

For skilled, disciplined and successful people what they say and what they do are one and the same.

What exactly are your priorities? Not what you say they are but what you would truly move heaven and earth to achieve. Watch yourself and you’ll soon find out. If you don’t like what you see then either change what you say or change what you do. When you align your actions with your words you’ll accomplish more than you ever thought possible…with time left over.

You may not get all those urgent things accomplished but that’s okay because urgent things are only urgent for a short time. You can make a darn good living by focusing on those urgent things. If however you want to make a fulfilling life you’re gonna need to start focusing on the important stuff too.

Can I See Your Priorities?

Steve Keating 1 Comment

I already don’t like this post and I’m the one writing it. I can only imagine how many of you will feel about it. It’s a tough post to write because a lot of the people reading it will not feel better about themselves, at least not right away.

 

If just one person takes this message to heart then it will be a worthwhile post, no matter how many people might be offended. I know it will offend people because the first time it was shared with me I was offended too. But I have a lot more of everything today because I eventually changed my behavior because of it.

 

Around 25 years ago I was sitting in the audience at a Dale Carnegie Traning national convention. We were listening to a Dale Carnegie sales representative talk about the challenges of succeeding in the training business. As with almost all Dale Carnegie presenters his talk was awesome. What truly made his presentation unique however was the fact that he was playing the harp throughout his entire presentation. 

 

It was like he had two different brains working at once. His message was that achieving success, long-term true success, required that we do more than we thought possible. 

 

It was impressive to say the least. I made a comment to the person sitting next to me that I’d “give anything” to be able to play a musical instrument. 

 

He said that wasn’t true. Here’s the thing about working for a self-improvement organization like Dale Carnegie. The teaching never stops. Everything is a lesson. You are held accountable for everything you say and everything you do. It can be a challenging place to work but it is life changing. For the vast majority of the people lucky enough to experience it the change is very positive.

 

So the person sitting next to me said it wasn’t true and the lesson was on. When I said it absolutely was true he said “well then, what instrument do you play?” I said again that while I didn’t play any instrument I wished I did. 

 

It was then that I was informed I was mistaken. I was mistaken because if I really wanted to play an instrument then I’d be able to play an instrument. He went on to say that it wasn’t that I didn’t want to play an instrument, it was that I wanted to do other things more. He said I didn’t play an instrument because while I might like the thought of it, actually playing an instrument wasn’t a priority for me. 

 

He said lots of people say what they want but when you watch them they show their true priorities. 

 

I felt a little like I had been called a liar but eventually what he said sunk in. I started to measure the things I said I wanted against what actions I took to have them. It turned out I was like most people…. I said a lot and did very little. 

 

I decided that had to change. The change was instigated by the awareness that wanting something and doing what it takes to have it are two very very different things.

 

The odds are pretty high that you have some of that “say a lot do very little” stuff within you too. So here’s a suggestion. 

 

Make a list of your priorities, the “things” you want in every area of your life. Your personal life, your professional life, your financial life, etc. 

 

Then track how you spend your time, every minute of your time, each day for a week. You can Google “Time log” to find a tool that will help you with your tracking. BE HONEST! 

 

You will be somewhere between mad, disappointed, shocked, or horrified at how little of your time is spent in pursuit of your “priorities.” When I realized all those years ago where my time was going I was surprised to say the least. You might be too.

 

But awareness is a wonderful thing. You may decide that what you thought were your priorities really aren’t. You may decide that they are. In that case then you’ll also know that something must change. 


I still think that playing an instrument would be nice. I also know that I won’t give anything to be able to play one. In fact as it turns out, I was unwilling to give anything at all. 

The Difference Between Urgent and Important

Steve Keating 1 Comment

In my last post I discussed the fact that leaders understand the difference between need to do and nice to do activities.

Effective leaders also understand the huge difference between what’s merely urgent and what’s truly important. Those urgent things are frequently less productive, and often matter far less, than the important things. 

President Eisenhower said, “The urgent is seldom important and the important is seldom urgent.” That statement led Charles Hummel to publish a small booklet in the 1960’s entitled, The Tyranny of the Urgent. 

In it, he described the tension that exists between the urgent and important things in life and the fact that far too often, the urgent wins. Sometimes the urgent things are also important but very often they are not.

So what about you? Are you running around doing urgent things all day or are the things you do truly important? If you’re like most people, yes sadly most people get caught in the trap of urgency, you’re in such a rush to “get it done” that you don’t really stop to separate, or prioritize the urgent things from the important things. 

What’s more important, a conversation about school, life or their choice of friends with your kids or an empty email inbox? The emails may be urgent but the kids are important, for most of us, our kids are by far the most important aspect of our lives. Yet we stay at the office that extra hour to try and “get through a few more emails” while our kids, those incredibly, unbelievably, positively, absolutely important kids are waiting at home. 

If that happens to you then you are a victim of the tyranny of the urgent. 

If that happens to you then I’ll also bet you just use that always popular time excuse. You think that saying “I just don’t have the time” let’s you off the hook. You’re not responsible, it’s not your fault, it’s just “stuff” getting in the way of you doing what’s really important. 

Wrong! 

You’re not going to like hearing this but the fact is, you don’t suffer from a lack of time, you suffer from a lack of prioritization skills. Or, you just never slow down enough to truly prioritize. The challenge for many of us is that we just don’t often invest the time to consider what really matters to us, we just rush through life doing what’s put in front of us without considering what’s left behind.

I understand that you likely can’t get everything done that you would like to; that’s just a fact of life in the world in which most of us live. But that’s not an excuse for not prioritizing, it’s the very reason you should. 

At some point you’re just going to have to stop the madness, shut down the distractions and make yourself ignore the “urgent” stuff long enough to truly consider what’s important in your life. Just stop once in a while to determine if you’re running your life or if your life is running you. 

You may not be able to get it all done but you sure as heck can get the truly important stuff done, you just have to be aware of what’s really important in your life.