In recent weeks, I have been busy with my goals, my plans for the year, for the weeks, and for the days. I started off enthusiastically, and it gave me a good feeling; I was in the flow… And then there is always that moment when I get stuck, become vague, and look for new ways and possibilities. You can imagine that I then wonder, “Am I a good planner?” But also, “How do I manage my time as effectively as possible?” I must admit that my answers can vary. Often, it depends on the flow I am in. Below, I share my 10 most important tips for planning and focus with you.
One thing I know for sure: I have years of experience with time management, planning, and prioritizing. I am (still) always looking for (new) systems to approach it even better and more efficiently. And for this reason, I can support my clients well and ultimately help them discover what works best for them.
10 tips for planning and focus
I know there are a number of universal laws, and I know that it is customized for everyone to find out what works best for you. Here, I share my most important insights with you.
1. Don’t get distracted
Making a plan, following the plan, and thus staying focused also means “don’t get distracted”. So: when you make a plan and work on a project, turn off your social media notifications and email pop-ups. And put your phone on silent.
2. What are your rituals?
You probably know that great leaders and great entrepreneurs swear by rituals. For example: getting up at the same time every day, exercising for an hour every day, or starting each day with meditation. Know or find out what works for you and stick to your rituals. The power of rituals is their predictability. You do the same thing in the same way over and over. And so, the outcome of a ritual is predictable.
3. The rhythm
I am a sailor, and there is nothing better than the rhythm of the waves, the steady pace. It’s the same at work: build patterns, build systems. Those that work for you. And those that work for your team members. I recently came across this: Monday = vision day, where we set three milestones for the week; Friday = reflection day, where we look back and ask questions like “what went well?” and “what could be better?”.
4. Why?
What is your why? The stronger you know why you want to achieve something, the better. And that applies, of course, to your team members as well. Ask them their why. Did you know that the “why” question is the most frequently asked question by employees? So it’s a very strong motivator.
The key to good results = passion + goal. If you share your “why” with others, it gives a lot of energy; it’s even contagious.
5. Focus on results, not activities
I once attended a leadership training in Malaysia, and at one point, the trainer exploded. He yelled at us, “A lot of activities, but no results”. It startled me, and it made an impression. And I still keep that moment in mind. It helps me by regularly asking, “What is the result?” or “What is the goal?”. It greatly aids in focusing on clarity and helps to eliminate unnecessary activities. Scrum techniques (borrowed from the software development world) can be very helpful here.
6. Plan your day in 3 steps
Step 1: Plan – 5 minutes.
Do this preferably before you sit down at your computer, with a blank sheet of paper. Write down what will make this day a success. One thing, maximum three things.
Decide what will make this day a great success. Now take your agenda and schedule those things into time slots. Finally, prioritize.
Step 2: Check and review – 1 minute.
Preferably every hour. This way, you keep control of the day, and it doesn’t slip through your fingers.
Step 3: Review – 5 minutes.
Do this at the end of the day. What worked? What did you focus on? What distracted you? How can you be even more productive tomorrow?
7. Relax
Athletes perform best when they incorporate enough rest. In swimming, this is called the “Taper Phase”. Recovery time is key. To perform better, to work more effectively, etc. Plan this. When I work on a project, I often use the Pomodoro technique. It reminds me every 25 minutes to take a break. And it helps me to maintain control over my time (usage).
8. Urgent or important?
You probably know it: the Eisenhower quadrant. It makes you aware that you should focus on what is important, but not urgent. It provides focus, discipline, proactivity, and therefore more peace. This is quadrant 2 in the accompanying model.
9. Plan the unexpected
Leave some air, space in your agenda. Especially in larger organizations, appointments are often scheduled so tightly that there is no room for unexpected events. No time for a round with your employees, no time for a cup of coffee…
This eventually leads to mega stress. It is one of the topics I spend a lot of time on with my clients. How do you create space in your agenda? Let your assistant help you with this (delegate!).
10. Eat the frog
This is the title of a famous book by management guru Brian Tracy. “Eat that frog”. The essence is to always do the hardest thing first. So, if you’ve swallowed a frog, the rest of your tasks are probably a piece of cake.
Now I am, of course, curious about your planning and focus: what works best for you?
Would you like to write your response below this blog?
