Mastering Time Management Through Strategic Planning

“Every morning in SEAL training, my instructors, who at the time were all Vietnam veterans, would show up in my barracks room and the first thing they'd do is inspect my bed.

If you did it right, the corners would be square, the covers would be pulled tight, the pillow centred just under the headboard, and the extra blanket folded neatly at the foot of the rack. It was a simple task, mundane at best. But every morning we were required to make our bed to perfection.

It seemed a little ridiculous at the time, particularly in light of the fact that we were aspiring to be real warriors. Tough, battle hardened SEALs. But the wisdom of this simple act has been proven to me many times over. If you make your bed every morning, you will have accomplished the first task of the day.

It will give you a small sense of pride and it will encourage you to do another task and another, and another. And by the end of the day, that one task completed will have turned into many tasks completed. Making your bed will also reinforce the fact that the little things in life matter.

If you can't do the little things right, you'll never be able to do the big things right. And if by chance you have a miserable day, you will come home to a bed that is made that you made. And a made bed gives you encouragement that tomorrow will be better.”

That is an excerpt from Admiral McRaven’s Commencement Address at Texas University in 2014. And it’s the heart of this week’s episode. Simple, mundane tasks that carry far more weight than you may think. 

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Script | 376

Hello, and welcome to episode 376 of the Your Time, Your Way Podcast. A podcast to answer all your questions about productivity, time management, self-development, and goal planning. My name is Carl Pullein, and I am your host of this show.

If you were to read the comments on any productivity or time management YouTube video, you’ll find many well-meaning commentators talking about this app, or that new method or hack to play with. 

The truth is few of them will work and most involve adding more and more layers of complexity which only stops you from doing the work that matters.

Real improvements in your time management and productivity comes from the boring and mundane. It’s the sitting down to respond to your emails and messages every day. It’s taking the laundry to the washing machine and hanging it up after it’s been washed. And yes, it’s making your bed each morning before you leave to take your kids to school. 

Doing the simple, basic tasks each day whether you’re in the mood or not, is the secret to massively improved outcomes. It means when you get home after a particularly stressful day, everything is calm, peaceful and ready for you to relax get some rest. 

It’s how you avoid getting home, stressed out and exhausted only to find your breakfast things are still on your dining table, your bed’s unmade and your laundry basket is overflowing with clothes that are beginning to give off a rather unpleasant odour. 

And, yes, it means giving yourself five to ten minutes each day to map out your day. To see where your appointments are and what tasks you must get done. 

None of this is complicated. It’s basic, it’s almost laughably unimportant, yet it isn’t. These are the critical things each day that ensure you remain on top of everything and know what needs to be done, where you should be and when and leaves you feeling calm, serene even, and ready for the next day. 

And with all that said, it’s time for me to hand you over to the Mystery Podcast Voice for this week’s question. 

This week’s question comes from Charlie. Charlie asks, hi Carl, over the last twelve months, I feel everything has spiralled out of control. I get home exhausted and just never seem able to catch up. My Task list is out of control and my calendar seems to fill up with random meetings each day. What can I do to get some control back into my life? 

Hi Charlie, thank you for your question. 

This is something that can happen from time to time. Things spiralling out of control. It’s often because we say “yes” a little too freely, or we stop following some basic principles. 

The basic principles of better time management and productivity are planning your days and week. Not in a micro-management way, but more in a what’s happening tomorrow or this week way. 

It’s also understanding that in most cases you can cancel or reschedule a meeting. I’ve often looked at my diary for tomorrow and seen I was over scheduled and realised I needed to postpone some meetings or rearrange some of the things I had planned to do. 

It’s never the end of the world if you have to reschedule. It’s just a part of life. 

For example, if you’re scheduled to pick your kids up from school but realise that if you do you’ll not be able to finish the proposal that must go out today, you could ask your partner or parents to help you out today. 

It’s only today. Or, you may decide to ask to be excused from a team meeting so you can finish the proposal. 

We always have options. Yet, if you want more options, plan the day the evening before and you will see any potential conflicts with plenty of time to explore all options. 

If you don’t plan your day, it’s likely you will see the problem you have a couple of hours before you have to pick your kids up. You’re not leaving yourself with much time to sort out the conflict. 

It’s the same reason why weekly planning is critical. The weekly planning session gives you the “big picture” view of your week. It your chance to see any potential issues well before they become crises. 

This is the number one reason you will find you feel behind, rushed and overwhelmed. You’re not giving yourself a moment to pause to look ahead for potential storms so you can plot an alternative route through. 

To start getting back in control, do a weekly plan for next week. Open you calendar and first look for any conflicts—these are where you have inadvertently double booked yourself. You cannot be in two places at once, so pick one. 

Next, open your task manager. This is probably where the bigger problems lay. When we lose control we start throwing all sorts into our tasks managers. It’s easy to put stuff there. 

If your sense of control has completely gone, it’s possible you may have stopped looking at your task manager altogether. If that’s the case, open it. 

Now you have a choice. You could declare task management bankruptcy and delete everything. Don’t worry, if something’s genuinely important, you’ll be reminded of it somewhere. You can then add it back later. 

The second choice is to go through everything in your task manager one by one. Delete what’s no longer relevant, update what is by making sure the task is written in an actionable way. In other words you have an actionable verb in the task so it’s clear what you need to do. 

Then for anything in your inbox, ask the three processing questions:

What is it?

What do I need to do?

When will I do it. 

Then, organise your tasks by stuff you will do this week, next week, next month. 

Once done, go back to your this week list and, with your calendar open, put the day you will do the tasks next week. 

Now be smart here. If you have six hours of meetings on Wednesday, avoid putting tasks on that day. You won’t have time. Not when you remember you will need to spend some time on your email and messages and any other matters that will inevitably pop up once the week gets going. 

Anything not in your this week list can be left undated. Hopefully, many of those will sort themselves out. If they don’t, you can look at them again when you do you next weekly planning session and decide if they need to be brought forward into the following week. 

Just doing these basic weekly planning steps, you’ll instantly give yourself a sense of control. 

Yet, this is only as good as your ability to say no. 

You cannot be in two places at once, and you’re not going to be able to complete sixty tasks and attend seven hours of meetings in one day. If that’s what your day looks like stop. 

You’re going to have to say no to something and the sooner you do this the easier it is to do it. 

The consequences of not doing these planning sessions are missed deadlines, over booked calendars and a lot of late nights and weekends spent catching up, feeling stressed and blaming your company. 

The blame game solves nothing unless you’re willing to say “no. This has go to stop”. If you’re not willing to do that, don’t complain. A bit harsh, I know, but you always have a choice remember. 

More basics are giving yourself time each day for your messages and emails. I’m always surprised how unwilling people are to protect time for dealing with these.

99% of the time it’s out of control email, Slack and Teams inboxes that people are most stressed about. And I know, if you don’t spend sometime on your communications daily, they will backlog quickly. 

And when I say quickly I mean it. One day missed will mean you will need double the time tomorrow. And that keeps increasing until you decide to spend a whole day clearing up your email. 

If you want to avoid spending days clearing your email inbox, protect time every day for dealing with it. That has to be a non-negotiable. 

I believe it was Einstein who said insanity is doing the same thing over and over again expecting different results. 

Well unless you protect time for managing your communications each day, you’ll be spending days clearing your inbox every month. Nothing will change unless you are prepared to change the way you schedule your day. 

So there you go, Charlie. The important basics of getting back control and staying in control, is daily and weekly planning and protecting daily time for dealing with communications. Do that, and you’ll soon find yourself regaining control. 

I know it sounds simple, perhaps too simple but it goes back to what Admiral McCraven said in his commencement address, “if you want to change the world, begin by making your bed.” 

Thank you for your question, Charlie, and thank you to you too for listening. 

Oh, and just a quick update, this podcast will be on holiday for a couple of weeks. We’ll be back in a couple of weeks. 

It just remains for me to wish you all a very very productive week.