How to Spend Less Time and Get More Done
Most people try to figure out how to cram more into every waking hour. That is not the key to being more effective. The key is to figure out how to get more out of every hour you spend. Here are two simple, yet powerful guides to help you achieve that goal.
Understand how the brain is wired
First, understand how the brain is wired. Last summer I took an on-line course in Positive Psychology through the University of Pennsylvania. It was taught by Dr. Tal Ben-Shahar (a former Harvard professor). One of the most powerful lessons I took away from the course is that the human brain is wired to work at an optimum level for 60 to 120 minutes in any given work session. This varies from individual to individual. Some people might work at a peak level for 60 minutes, some 90 minutes, and others might stretch that to 120 minutes. These are what Tal referred to as “sprints.” 
Identify what sprint time works best for you. Pay attention to both your energy level and your attention level; when you feel those begin to decline, you will know that you are nearing the end of your sprint. At the end of your sprint, you want to spend at least 15-20 minutes on a separate, non-related activity. Ideally, this activity involves some sort of mild exercise where you physically get up from your desk and move around. Once you’ve identified your average sprint time, you can begin blocking your time accordingly. I’ve tried this for myself and I get more done in six hours than I used to in eight or nine hours – and I feel more relaxed and energized.
Identify your peak performance times
Second, identify your peak performance times. For me, that is in the morning. I operate at my best during the hours of 8:00 a.m. to 1:00 p.m. Therefore, I put my highest value activities into these hours (separated into sprints). This includes writing, program development, research, etc. I also know that the hours between 2:00 p.m. and 4:00 p.m. are sluggish for me. Therefore, I use that time to answer all non-urgent e-mail, do mindless tasks or errands and go for a walk or a run. Then between the hours of 4:00 p.m. to 6:00 p.m. I have an upswing in energy so I have a strong finish for the day.
I have coached sales managers to implement this for themselves and the results have been terrific. Not only are they getting more done in their day, but they are getting more of the most important items done every day. And, as one manager told me, he is actually making it home on time to see his daughter play soccer.
Photo by texaseagle. Licensed under CC.
