Ideally, one will begin each week with this approach by looking out over an upcoming week’s worth of activity in order to understand what is required for the week to be considered a success. This is good form and fully recommended as it will alleviate many issues we find ourselves facing when we don’t plan our approach for the week ahead So, while the following is written from the standpoint of planning for a particular day, it is also fully applicable to one looking out over a given week. In fact, both are recommended as a complete process, but only one is presented here for the sake of simplicity.
The first step, and indeed, the foundation of this approach is to first understand one’s priorities. This is also a huge topic that has, more recently, occupied the focus of several books, especially in the business space (See “The One Thing,” by Gary Keller and Jay Papasan for an especially helpful approach to prioritization). While establishing priorities for oneself is essential work for any leader, and is in fact, a common conversation I have with my clients, the following approach greatly streamlines this process by only focusing on what the most important for a given day.
Defining Success
So, the first question to answer is:
This question helps us drill into what’s truly important to make the day a successful one. It requires us to make a decision about what we are willing to hold ourselves accountable to and, in so doing, remove from our focus from that which is not as important or even superfluous. It helps us be clear about what is especially important in this particular moment in time and to be realistic about what is doable for the concrete period a day’s work covers. Also, it is important we identify what is most important to us: Is it a successful day or a satisfying one? A joyful day or a day well lived? You get the idea: Use whatever idea that most resonates to you in order to create the most meaningful outcome to focus on.
The Power of Visualizing Success
The next step is a bit different than what we usually consider as we go about scheduling our time for a day, but it is essential in that it helps us connect the mental picture of what we want to achieve to the emotional resonance of the desired prospective experiences:
The power of visualization is well-documented (see here and here). It can noticeably increase our energy and commitment to a desired end and thus lead us to take meaningful action. Using it in this context helps us deepen our connection to what our goals truly mean to us and to establish a visceral understanding of our desired outcomes for the day. In so doing, this practice helps us remove whatever blocks we may have to actually doing what we need to do to achieve our goals. We can also come back to this feeling again as needed to help reestablish our connection to those activities that will get us to where we want to go.
Identifying Specific Tasks and Activities
Then, we get into the actual work that is required to achieve our desired outcomes by asking this question:
Oftentimes we avoid thinking about what is actually required to accomplish what we want given how much work it seems it might take. The previous two steps enable us to get clear on a picture of success for this short timeframe, so now our work is to actually envision the tasks required to achieve our outcomes, and, again, it requires us to be realistic and on point about what actually is the work ahead for us.
Another aspect to this step relates to the concept of chunking out work, or splitting a big project into manageable chunks so that we can much more easily tackle what is required in the here-and-now to achieve our grandiose visions of success. There is much to be said about the effectiveness of chunking, and this step helps us effectively break our work down into its core segments.
Assessing the Duration of Work Required
Now, on to the work to actually plan our day with our next question:
Answering this question accurately help us get granular about what is required for us to succeed in a given day. Importantly, we want to be realistic about how we typically get our work done by taking into account what else might take up our time. While most of us can improve on how focused we tend to be, the idea here is not to fight against how we do our work but to be as intentional as possible about what we want to achieve and to make choices about what we allow into our world and what we choose to leave out.
For example, I enjoy a more fluid way of working and tend to jump between tasks depending on how much brain power and focus they each require. I also benefit from stepping away from the desk and taking a walk outside or at least getting some fresh air. When I envision my desired outcomes, then see the tasks that are required to accomplish them, I naturally make choices between the various options available to me. On some days, a walk is exactly what I plan for given what I need to accomplish and how much time I have, yet on others, I choose to move through the day without a walk but select instead another activity that will help me manage my energy and well-being, such as doing some stretching and mindful breathing. Making this decision enables me to manage my attention and my energy in ways that are generative and supportive of my well-being while allowing me the time it takes to get the necessary work done.
A Final Step: Planning the Day
Now, we can finally get to our calendar and actively plan the necessary activities we plotted out earlier. With the clarity we have gained in the inquiry we have established thus far, we can then ask our next question:
The aforementioned book, The One Thing, describes the concept of “time blocking” one’s calendar to ensure the proper amount of time is set aside to allow for the necessary focus and momentum required to do the more creative work. I adapted this concept for this process. By putting our calendar together to assign our time to the work we need to do, including those activities that nurture our well-being and help to maintain our energy and attention, we are connecting the practical time considerations of the work itself while ensuring we have what we need to get our work done in as high a consciousness as possible.
One note on this step in the process is that we of course can be limited in how much we might be able to effect a given day’s schedule given what has already been placed on one’s calendar. Here is one place where a weekly practice makes a big difference as we will be better able to orient our schedule to maximally benefit the work we actually have to do throughout a week. However, the reality is that things do come up and there is a level of fluidity to our schedule, so a daily rendering of this calendar review practice is still worthwhile.
For example, if as a result of our answers to the previous questions, we are clear that we will need 3 hours to accomplish an important piece of work, but we only really have 2 hours free, what else that is scheduled can be moved given a lower level of priority? What meetings are on our calendar just because someone placed it there without our active agreement that this is the best time for us to meet? When we give ourselves permission to orient our calendar in ways that serve our needs, we regain power over a critical part of our life that is so important to our overall efficacy.
Finally, we come back to connecting once again with the emotional state we expect to experience with our outcomes accomplished:
I include a second feeling exercise to deepen the connection we have with the desired emotional state to help us remain dialed into the state of being we expect to experience upon achieving a successful day, a way to help us keep the end in mind as we navigate the inevitable ups and downs of the day.
A Practice for a Better Life
While it took a decent number of words (over 2500 at last count) to describe this approach, it really only takes 3-5 minutes to do this successfully at the beginning of each day. To sum up, here are the steps to complete in order to shift the balance of power back to yourself as it relates to our relationship with time:
Step 1: Become aware of any tension held within you, along with the script or belief causing the tension, related to the feeling that there is not enough time to do what needs to get done.
Step 2: Make a conscious choice to reframe the internal script causing this tension to one reflecting greater harmony with time (e.g., Move from “There is not enough time to do all I have to do” to “I have all the time I need to do what is most important “).
Step 3: Define success for the day (or week) by identifying clear goals of what you want to achieve or get done.
Step 4: Visualize what the success you defined in Step 3 will actually look AND feel like.
Step 5: Identify the specific tasks and activities required to achieve success.
Step 6: Place on your calendar exactly when the work will get done. If necessary, make decisions about what can be moved if there is not enough time to complete the most important work.
Step 7: Once again, envision what success at the end of the day will look and feel like.
Step 8: Go about your day with greater confidence and clarity now that you have aligned your actual work with what’s most important to you!
Once this process is followed, the shift in perspective AND practice not only leads to a day that is likely to be much more productive and on task, but, not insignificantly, it leads to our feeling more in charge of our lives and ultimately more content with what we do accomplish. Furthermore, it helps us be aligned with what is important to us so we can better live a life of purpose and engagement. The result is a much better world for you and for those you impact in ways large and small.
By Jeff Balesh, PCC
Helping senior leaders and their teams stretch into who they want to be in order to deliver meaningful impact with confidence and heart