"How to Get Out of Your Own Way and Get the Important Work Done"

David Kaiser, Ph.D.

Executive Coach and Founder, Dark Matter Consulting

Most people already know what they could be doing better…they’re just not actually doing it, because the new behavior just isn’t compelling yet, and because they are actually getting something out of continuing old ways of managing time.

  1. Find the vision, the “payoff”

Really, why do you want to manage your time better? Getting more stuff done isn’t the real reason. If you got more done, how would you feel? More confident? Less stressed? Like you’re on top of the world? Or perhaps, if you got more done, what could you do? Get home in time to see the kids and really be with them? Take on work you really want to do? Pursue a hobby you love? Take the time and get this right. Why? Because, 1> this “payoff” is your real motivation for getting stuff done, especially the stuff you are scared to do, or just plain don’t want to do. Also, 2> you can get those feelings NOW, in other ways, which will paradoxically make it easier to get more stuff done. So, what is the real payoff for getting more done?

Make notes here: ______

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  1. Identify the “hidden payoff”

There is a reason you are doing things they way you are now. You are getting something from being less effective, less organized, more stressed. Believe it or not, you are, and once we have that on the table, we can work with it. If you pretend it’s not there, it’s going to control you from the shadows, and you don’t want that. So, What do you get from your current situation? Maybe running around stressed all the time makes you feel important, or it gives you a thrill and makes you feel alive. Maybe you believe that planning and organization is for boring pencil-necked bureaucrats and you’re the creative type. Maybe your mom made you do your homework first before going out to play, and you always hated that. Maybe if you actually had your act together, you would have enough time to start that new project, and it’s scary. These are examples of the “hidden payoff.” Some people smoke, which we all know is bad for you, because it helps them to manage stress and it’s an excuse to be social, that’s a hidden payoff. What’s your hidden payoff? If you’re not sure, try answering the following questions:

If I managed my time well, I’d have to

______

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I don’t like organized people, they’re so ______

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I’m not a planner, I’m

______

______

Once you know what the hidden payoff is, you can either let it go, or find a way to get the same payoff in a healthy way. For example, if you crave excitement, you can take on innovative projects, rather than waiting until the last minute on a boring project and then running around with your hair on fire.

  1. Choose the new behavior

Choose one or two behaviors that will help you to get more done. You probably already have a couple in mind that you know will help, or that you have tried in the past. If you truly just don’t know what to do, below are some examples, pick one. Remember, there is no one best way. The best way…is the one that works for you, your goals, your lifestyle, your way of working, etc. Some people need a lot of structures, maybe a lot of technology, others get by quite nicely with a stack of index cards. You will find the way that works best for you if you keep playing with it and working at it.

  • Making, and using, a daily to-do list (could be a planner, software, index cards, etc)
  • Blocking time in your calendar to work on projects
  • Restrict emailing to a set, limited time of day (maybe one hour in the afternoon)
  • Choosing three to five high priority tasks each day, and making sure they get done first
  • Installing, and using, a productivity app (scheduling or to-do list, for example) on your phone
  • Examining your task list to see what really gives the most “bang for the buck”
  • Leaving early when going somewhere, to give yourself a cushion so you are on time
  • Meditate, slow down, focus on one thing at a time
  • Do it right the first time, so it stays done
  • Create a system of rewards for getting important tasks done on time
  • Create a system of punishments for failing to get them done

Jot down your new behavior here: ______

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  1. Structure and support

How are you going to make sure you do your new behavior? Maybe create a checklist, or give yourself a gold star on your calendar for every day you do it. You could tell a friend your plan and ask him / her to support you, encourage you, hold you accountable. You could set up a recurring appointment or task in your calendar. Whatever you do, it’s important that you do your best to be consistent, so that the new behavior has time to take root and become a habit. This usually takes a month or so. And, under stress, we often revert back to old ways of doing things. So if you forget, or fall off the wagon, don’t beat yourself up. Rather, reconnect with your vision, your payoff. Notice what led to giving up, and incorporate that new knowledge, and get back on the horse and try again. Keep at it and it will become a habit, and then it will feel easy, you won’t have to think about it.

Write down who or what you will rely on for structure and support here: ______

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Remember, you can use this process for anything, not just time management, but also communications, conflict management, planning, money, career, etc.

David Kaiser, PhD, is an Executive Coach who helps his clients make better use of their time, from productivity to living their life's mission. He is the CEO of Dark Matter Consulting.

773.454.7606