![[image]](http://mowser.com/img?url=http%3A%2F%2Fwww.michaelhyatt.com%2Ffromwhereisit%2Fheader.jpg)
How to Shave Ten Hours Off Your Work Week
Almost everyone I know is working more time than they would like. That’s why a book like The 4-Hour Work Week by Timothy Ferriss has been such a big bestseller. This is a great book, but the promise is a little over the top. I don’t know of anyone, including Tim Ferriss, who really only works four hours.
But what if you could shave ten hours off your work week? In my opinion, that is much more do-able. Virtually anyone, with a little thought and effort can do it. Here’s how:
Limit the time you spend online. In my experience, the Web is most people’s #1 time suck. Yes, I know it is a wonderful tool for research, blah, blah, blah. But I often catch myself and my family members mindlessly surfing from one page to another with no clear objective in mind. Before you know it, you can eat up several hours a day. The key is to put a fence around this activity and limit your time online. Set a timer for yourself if you have to.
This is true for Web surfing and it is also true for email. Unless you are in a customer service position where you have to be “always-on,†you should check email no more than two or three times a day.
Touch email messages once and only once. Okay, let’s be honest. How many times do you read the same email message over and over again? Guess what? The information hasn’t changed. That’s right. You are procrastinating.
I have a personal rule: I will only read each message once then take the appropriate action: do, delegate, defer, file or delete it. I describe these in more detail in a post I made last week.
Follow the two-minute rule. My to-do list is very short. It never gets longer than about thirty items. This is because I do everything I can immediately. If I need to make a phone call, rather than entering it on my to-do list, I just make the call.
If I can complete the action in less than two minutes, I just go ahead and do it. Why wait? You will be amazed at how much this “bias toward action†will reduce your workload.
Conversely, when you don’t do it promptly, you end up generating even more work for yourself and others. The longer a project sits, the longer it takes to overcome inertia and get it moving again. The key is to define the very next action and do it. You don’t have to complete the whole project, just the next action.
Stop attending low-impact meetings. If there’s one thing we can probably all agree on, it’s that we go to too many meetings. Either the meeting organizer isn’t prepared, the meeting objective isn’t defined, or you can’t really affect the outcome one way or the other.
Every meeting should have a written objective and a written agenda. If you don’t have these two minimal items, how do you know when the meeting is over? Could this also explain why meetings seem to drag on and on until everyone is worn out?
If the content of the meeting is irrelevant to you and your job or if you don’t feel that you really add that much to the discussion, ask to be excused.
Schedule time to get your work done. This is crucial. As the saying goes, “nature abhors a vacuum.†If you don’t take control of your calendar, someone else will. You can’t spend all your time in meetings and still get your work done.
Instead, you need to make appointments with yourself. Yes, go ahead and actually put them on your calendar. Then, when someone asks for a meeting, you can legitimately say, “No, I’m sorry, that won’t work. I already have a commitment.†And you do—to yourself!
Cultivate the habit of non-finishing. Not every project you start is worth finishing. Sometimes we get into it and realize, “This is a waste of time.†Fine, then give yourself permission to quit.
I do this all the time with reading. It’s why I am able to read so many articles and books. Here’s publishing’s dirty little secret: most books are not worth finishing. Most books could be cut in half and you wouldn’t miss a thing. The key is to read as long as you are interested and then stop. There are too many great books to read without getting bogged down in the merely good ones.
Engage in a weekly review and preview. Part of the reason our lives get out of control is because we don’t plan. Once a week, you have to come up for air. Or—to change the metaphor—you have to take the plane up to 30,000 feet, so you can see the big picture.
I generally do this on Sunday evening. I review my notes from the previous week and look ahead to my calendar. I have written elsewhere on this topic, so I won’t repeat myself here.
This is true for Web surfing and it is also true for email. Unless you are in a customer service position where you have to be “always-on,†you should check email no more than two or three times a day.
Touch email messages once and only once. Okay, let’s be honest. How many times do you read the same email message over and over again? Guess what? The information hasn’t changed. That’s right. You are procrastinating.
I have a personal rule: I will only read each message once then take the appropriate action: do, delegate, defer, file or delete it. I describe these in more detail in a post I made last week.
Follow the two-minute rule. My to-do list is very short. It never gets longer than about thirty items. This is because I do everything I can immediately. If I need to make a phone call, rather than entering it on my to-do list, I just make the call.
If I can complete the action in less than two minutes, I just go ahead and do it. Why wait? You will be amazed at how much this “bias toward action†will reduce your workload.
Conversely, when you don’t do it promptly, you end up generating even more work for yourself and others. The longer a project sits, the longer it takes to overcome inertia and get it moving again. The key is to define the very next action and do it. You don’t have to complete the whole project, just the next action.
Stop attending low-impact meetings. If there’s one thing we can probably all agree on, it’s that we go to too many meetings. Either the meeting organizer isn’t prepared, the meeting objective isn’t defined, or you can’t really affect the outcome one way or the other.
Every meeting should have a written objective and a written agenda. If you don’t have these two minimal items, how do you know when the meeting is over? Could this also explain why meetings seem to drag on and on until everyone is worn out?
If the content of the meeting is irrelevant to you and your job or if you don’t feel that you really add that much to the discussion, ask to be excused.
Schedule time to get your work done. This is crucial. As the saying goes, “nature abhors a vacuum.†If you don’t take control of your calendar, someone else will. You can’t spend all your time in meetings and still get your work done.
Instead, you need to make appointments with yourself. Yes, go ahead and actually put them on your calendar. Then, when someone asks for a meeting, you can legitimately say, “No, I’m sorry, that won’t work. I already have a commitment.†And you do—to yourself!
Cultivate the habit of non-finishing. Not every project you start is worth finishing. Sometimes we get into it and realize, “This is a waste of time.†Fine, then give yourself permission to quit.
I do this all the time with reading. It’s why I am able to read so many articles and books. Here’s publishing’s dirty little secret: most books are not worth finishing. Most books could be cut in half and you wouldn’t miss a thing. The key is to read as long as you are interested and then stop. There are too many great books to read without getting bogged down in the merely good ones.
Engage in a weekly review and preview. Part of the reason our lives get out of control is because we don’t plan. Once a week, you have to come up for air. Or—to change the metaphor—you have to take the plane up to 30,000 feet, so you can see the big picture.
I generally do this on Sunday evening. I review my notes from the previous week and look ahead to my calendar. I have written elsewhere on this topic, so I won’t repeat myself here.
You may not be able to reduce your workweek to four hours—and honestly, who would want to?—but you can certainly scale it down to a manageable level by cutting out the wasted motion and developing a few good habits.
Technorati Tags: Productivity, Workflow, Time Management
How would you rate this post?
Octavio Heredia says:
"There are too many great books to read without getting bogged down in the merely good ones." - could you share your list of great books or a list of your must-haves in any personal library?
Friday, November 16, 2007 at 11:12 AM
HEATHER PALACIOS says:
Oh my gosh! This post is pure, fresh, (almost holy) oxygen! I'm taking it all in and I'm sharing it with those I do life with. Thank you!
Friday, November 16, 2007 at 12:48 PM
BRG says:
Fantastic. Thanks.
Friday, November 16, 2007 at 03:28 PM
Dr Shock says:
I love this post, especially about the meetings will keep that in mind, regards Dr Shock
Friday, November 16, 2007 at 03:46 PM
MRL says:
I'm very surprised that you have not given David Allen any mention in this article. It's clear that several of the techniques listed are taken verbatim from GTD.
Friday, November 16, 2007 at 04:40 PM
Nony says:
Love the post, but have two questions:
1) Does that time you spend planning on Sunday evening count as work? (If so: you don't really know what to do with your free time, do you?)
2) If your (Thomas Nelson's) employees follow your advice, who owns the ten (or so) hours they save? a) Thomas Nelson, b) The employee, c) it depends on their rank and salary.
Friday, November 16, 2007 at 04:51 PM
Michael Hyatt says:
You're right. I didn't credit David Allen here, but I have liberally mentioned him in numerous other posts. In fact, I mentioned him earlier this week.
Friday, November 16, 2007 at 05:28 PM
Derrick4Real says:
If I followed # 1...I wouldn't have read this article...
#2 is probably the most useful out of them all. (touching emails once)
#4 is utterly obsurd in real life (stop attending meetings)
Not "dumb" as someone stated...but certainly not realistic for most of corporate america
Friday, November 16, 2007 at 05:34 PM
Michael Hyatt says:
Derrick,
You might want to re-read both #1 and #4. I didn't say, "stop surfing the Internet," I simply suggested that you put some boundaries around it.
Nor did I suggest that you “stop attending meetings.†I said, "stop attending low-impact meetings.“ Just because you're invited, doesn't mean you have to attend. Even if you're boss has asked you to attend, you can often get out of it if you explain how using your time in a different way can help better accomplish his or her goals for you.
Thanks,
Mike
Friday, November 16, 2007 at 05:38 PM
MRL says:
Michael,
Thank you very much for addressing my comment. I am not a regular reader of yours, and thus I missed the assumed reference to Allen. I'll be sure to check out some of your other posts.
Friday, November 16, 2007 at 07:08 PM
Nick Dragon says:
I completely agree with you about the amount of time wasted attending meetings. The majority of them only serve to self-validate some middle management's position because everyone else is wondering what that person does on a daily basis to deserve that post to begin with.
As far as books, I can see where your position requires you to read books that are less than what they could be, but for the rest of us I have to disagree. Taking the extra time to find a great book or series of books, and absorbing the reviews of others on those books will save a great deal of time in reading a bad one. I can honestly say I can count on one hand the number of bad books I've purchased and read in the past twenty odd years, where I've wished someone could give me my money back. Just lucky I guess.
Friday, November 16, 2007 at 07:35 PM
Matt Smith says:
Brilliant post! This is so very helpful in today's society... and by the way, I ended up reading every word you wrote, as it maintained my interest. The content was very succinct and it appropriately linked to previously written content. Thanks!
Saturday, November 17, 2007 at 12:34 AM
Richard says:
It's a good list, but I'd offer one kind of top level tip - keep a journal. I find myself automatically reviewing, deciding what's important and what's not, noting down things I must remember to do (like reply to emails I can't do right away) and killing off quick tasks as I look back through mine. I think it's also from Dave Allen that if you keep all this stuff in your head it tends to go round and round without being resolved. He advocates lists, but I don't really think it matters in what form you get all this stuff out of your head and onto paper so long as you do. It sounds odd but, it helps you think everything through.
Saturday, November 17, 2007 at 03:03 AM
Eric S. Mueller says:
The one drawback to #4 is mandatory low-impact meetings. I have to attend a staff meeting every Thursday that is utterly useless. I record my accomplishments on the weekly report, that same weekly report is read at the meeting, I repeat everything verbally for the 3rd time, then sit for an hour and a half while other people talk about what they did that week. The others in my group and I have tried to convince management that our participation is not required, but so far nobody else believes it.
I love your comment on reading. I've been slow to learn that lesson, but it saves me a lot of time. I spent the last two years working on my degree, and I had a lot of magazines pile up in that time. Some deserve a more thorough reading (History Channel magazine) while others get a quick scan and go to the trash (Oct 2005 Computer Shopper).
Saturday, November 17, 2007 at 05:57 AM
Dravidian says:
Great list! This is probably the first "time management tips" list that is practical and actually works.
I agree totally with the scheduling time to get your own work done - you will quickly realize how other people infringe on your work day. People stopped wasting my time with unimportant things the day I started to tell them to come back later.
Saturday, November 17, 2007 at 06:07 AM
Anita Danger says:
Nice post and I agree with you. We forget some of these points and fall back into a routine, we need to reread this post and not return to bad habits. When I go to a mandatory meeting, it seems only about half the time you spend in them is necessary. I have learnt to tell them when I get there, I need to be some where at a certain time, this gives me the freedom to leave if I feel the most important information has been given and it also gives me the option to stay if I feel it is necessary.
Saturday, November 17, 2007 at 08:57 AM
Dennis says:
Michael,
I started out saying that this was fine for managerial staff, then realized that it was even more important for people like me who have jobs that combine managerial and technical components. I don't have time to touch things more than once and I really have to schedule time for various types of work. It's easy to meet schedules based on customer calls, much harder to schedule for that internal customer, myself. I also have seen the need for journals, the memory is very hard to understand, and to sort out which things I'll remember and which I won't, well... it's easier to keep a list.
Thanks for putting these together.
Saturday, November 17, 2007 at 10:52 AM
DebMc says:
Terrific post! Creative folks like myself have a tendency to dither about too many things. One of my favorites in your list is to make appointments with yourself. I do this and it is so effective. I blogged about it myself a few months ago.
I'll be sharpening up my email and internet guidelines and adopting a bias toward action in order to shave a few precious hours off the must-do list and transfer them to the want-to list.
Saturday, November 17, 2007 at 07:38 PM
Brian Gill says:
Thanks for this post, on two counts.
1. It's a manageable how-2 list, about something I'm trying to control better.
2. You gave me something to post about today.
Saturday, November 17, 2007 at 11:11 PM
Wambura Kimunyu says:
As usual, excellent tips. Thanks.
I've practised the "habit of non-finishing" for some time now but you've given me the vocabulary to define it.
Having bought a book, I try to give it the benefit of doubt. But, I can tell by the time I get to the third chapter whether it's worth finishing right there and then or not. If it's a good book but not a great book, I place it "on the list". I have a set of criteria for what constitutes, in my mind, a great book.
When someone asks me why I haven't yet read such and such book that everybody else has read, I say it's "on the list." I've a lot of good books "on the list" because I'm not done with the great books yet.
I'm getting better at filtering at point of purchase, based on recommendations, reviews, etc, but that's a method that's not 100 per cent foolproof.
I particularly love the two-minute rule. Never come across it before. Must try it.
Sunday, November 18, 2007 at 01:11 AM
Patricia Skinner says:
Notice how all the best ideas are pure common sense really? I agree with everything said here. Now to cultivate the self control necessary to implement it. :) Great blog Michael.
Sunday, November 18, 2007 at 08:53 AM
sd says:
I love this post. I have to read it carefully one more time. Yes, I agree that Internet is number one time killer. Sometimes I hate myself clicking and opening internet pages, not even reading them. Just pure waste of time. I made the 10 minutes rule, which is to open my 2 e-mails, facebook, and rlslog website for 10 minutes in the morning and 10 minutes in the evening. So far, it doesn't work that well but it is getting better.
Sunday, November 18, 2007 at 10:35 AM
John says:
I'd argue that this list conveys how to spend a greater percentage of your time on things that make a difference; it's not really about spending less time at work.
However, if you often put in extra hours without pay, then eliminating those less important tasks can help avoid staying late.
If you don't make a habit of staying late, I believe that will naturally force you to focus on the important tasks in front of you and cut out what will get in the way of completing those tasks.
Sunday, November 18, 2007 at 02:11 PM
Brandon says:
But I get paid HOURLY... This is all so POINTLESS! :)
Monday, November 19, 2007 at 01:26 AM
Dan Meub says:
This is an excellent list. I particularly like #5 - Schedule time to get your work done. How often do we find ourselves "in" the flow of the business reviewing others' work, going to meetings, responding to email, phone calls. Versus being "in" the business, we should schedule at least some portion of our week working "on" the business. And as Mike said, this On-Time should be thought of as a meeting with ourselves. We have an agenda, we don't allow ourselves to be interrupted, we have desired end results, next steps, etcetera. I use these meetings as dedicated time to plan and work on permanent improvements to the business that otherwise I'd never get to (or I'd be doing that work late at night or on weekends - not!).
Monday, November 19, 2007 at 09:24 AM
david dewese says:
A book publisher admitting most books aren't worth reading. I love it! Great blog btw.
Monday, November 19, 2007 at 10:13 AM
Rubber Stamps says:
Great info. Thanks for the publishing info.
Monday, November 19, 2007 at 11:46 AM
The Baldchemist says:
You know Michael , when work becomes or is such a bore that you need to shave any time off it then it's time to change your vocation.
We work with multi media and its hard for us to stop when we are having such a creatively fun time.
Its not about working less is it? what is it that people want to retire from? Life?
No my friend when you are having a great time with your "work", then my experience tells me that the punters want a piece of what you are having.
But thanks for the thoughts. The Baldchemist
Monday, November 19, 2007 at 09:47 PM
David Edmundson says:
Excellent short but sweet list. #6 is one I have perfected. You are referring to Quiting, aren't you?
Tuesday, November 20, 2007 at 10:08 PM
Andre Legoh says:
The biggest challenge is to discipline yourself and/or employee.. Further tricks must be developed
#1. I even limit some manager for sitting in front of computer when they come in the office in the morning. for instance. Planning is more effective (for some people) when they not facing the PC.
#3. show to people and personally see how they do with the 2 minutes. Once they discover, they will try.. but again.. reminder is always important.
#4. I try to stop my employee to make a low impact meeting
#5. limit the timing. sometimes give extreme ly shortened timeframe. it works to get the skeleton works done.
#7. is a must. but again if you fail to monitor it. more than 50% will not do it.
Thx for the post
Friday, November 23, 2007 at 03:01 AM
srinivas says:
not reading mail more than once
internet time
cultivate the habint of not-finishing
good one to follow
Tuesday, November 27, 2007 at 05:54 AM
Sylvia says:
Dear Mr Hyatt,
I am Sylvia from China. I am currently working for my first job in China. Career life and university life are completely different, so I have felt frustrated since the first day. Gradually, I realize productivity is one of the most important competencies in the 21st century. Therefore, I start learning time management.
I have visited your blog several times. It is very impressive! Thanks a lot for sharing so many productive tips with us. I even recommended your blog to several friends. All of us really like it!
As I know you are the CEO of President and Chief Executive Officer of Thomas Nelson Publishers, you must be very busy all the time; however, you still have time to do those things you like, e.g. writing, golfing, fishing, and photography etc. We are all really curious about you. Could you please tell us something about your life? As a CEO, are you incredibly busy and holding dozens of meetings every day? When did you start using GTD, does it help a lot for your productivity?
I am looking forward to reading your new article.
Best wishes,
Sylvia
Tuesday, December 18, 2007 at 02:09 AM
Tiffany Stuart says:
Great tips. Plsn to apply many of them.
Tuesday, April 01, 2008 at 11:49 AM
Jeff Widman says:
Fantastic post!
How do you handle the two-minute actions that come at you all at once? I have things in a meeting come at me in bursts of 3-4 2-minute actions, but can't deal with them in the meeting.
It's tedious to put them on a to-do list, so do you have a mini-to do list?
Wednesday, May 07, 2008 at 04:12 PM
Michael Hyatt says:
@jeff: I write them in my Moleskine notebook and then transfer them to my main lists later—or, if I can just do them after the meeting, I do that. You might want to to read my post, The Lost Art of Notetaking.
Thursday, May 08, 2008 at 05:15 AM
Matt says:
In reference to the Baldchemist's post, and to support Michael's excellent comments, I would point out that even if you love your job, which I do (and I hope you do too), there are (hopefully also) other commitments in your life that need some attention - examples for me are:
a) don't let work disrupt your family life (make sure they have enough time too - my wife and children are my no1 priority, even though I say "I love my job");
b) don't let work disrupt your sleep/R&R time (this will make you healthier and keep your brain alive, making you more productive at work too):
c) don't let work disrupt your hobbies ("all work and no play makes Jack a dull boy ..." - your work will also benefit from having a life outside work) - for me this is currently about training for a marathon.
When you love your job it is easy to get sucked into working an extra 10 (or more) hours, even when you have other important priorities - Michael's comments can help there.
Sunday, October 19, 2008 at 03:55 AM