Have A Meaningful Workday - Guide

Sold to
fsetznpu@sharklasers.com
Welcome!
First of all, a huge THANK YOU for purchasing this guide and taking this
next step in the wonderful journey called Your Life. It takes COURAGE to
take this first step and I admire you for doing it.
Taking the first step, taking action in general, is what differentiates highly
successful people from the rest. Youre already on you way to having a
meaningful workday!
Why have I created this guide?

We all have to work on a regular basis and it represents a large portion of
our days, weeks, and even our lives. Though life is not only about work,
work is an important part of our lives. Even though some of us are or will
be entrepreneurs, most of us will have some form of full-time job, which
means spending a certain number of hours in an office (or something
similar to an office if you work from home).
Have a Meaningful Workday! by Andrey Sergeyev
INTRODUCTION
Actually, being an entrepreneur means having a workday, too, and it can be

even more challenging than being in the corporate world. I know that from
personal experience, having been on both sides (corporate executive and
entrepreneur).
Time is one of the constraints we all have, and one that most of us struggle
with. In the midst of this crazy and fast-changing world, Im sure were all
asking ourselves the same questions:
How can I achieve outstanding results without working extra hours

and without so much stress?
Where do I get the extra time I need to accomplish everything I

want to at work, and also in my life apart from work?
Will this sense of overload end one day?
Is it possible to get all the things done that are scheduled in my

daytimer, and still enjoy life?
How do I spend more quality time with my kids and family?
We all have these concerns about time, but Im guessing that the real
reason youre holding this guide is not about time management techniques
or tips on increasing productivity, though these are important. Your real
reason is something deeper, something different.
During my professional life Ive met many people from different walks of
life and Ive discovered that nearly everyone wants to create something
valuable, to contribute to their own life, to the lives of others, and to the
world in general to the degree they can, and to have those things that we
all want happiness, health, friends, family, financial freedom, security,
peace of mind, hope.
INTRODUCTION
We all want to know that what we do everyday is significant. Thats why

we want to have meaningful workdays, to know that these 8-10 hours we
spend each day are worth something, so that we cant wait to go to work in
the morning.
Meaningful: Having a meaning or purpose. Having real

importance or value. Serious, important, worthwhile.
In other words, if we know that what we do has meaning and creates value,
we enjoy doing it.
Thats why I firmly believe this is the real reason youre holding this guide
you have a deep desire to have more meaningful workdays, to enjoy what
you do at work and to achieve outstanding results.
And in the process to achieve your goals and dreams in life faster, in
order to become all that you can be, do all you want to do, and have it all
happen faster. Ultimately the real reason is even beyond that we all want
to have a meaningful LIFE, dont we?
So if we have a meaningful day at work, what impact will it have on other
areas of life? On our relationships? On our happiness in general?
One of the keys to a meaningful workday is to be more productive, to take
our productivity and effectiveness to the next level. Managing our time at
work wisely is one of the most important aspects in this endeavor. Why?
Well, just imagine that you not only reach your goals and achieve expected
results at work, but you exceed them with less stress and fewer hours. How
would you feel? What impact would it have on your family life? What
impact would it have on your income? I bet you would experience a
tremendous lift in all areas of life, not just these.
INTRODUCTION
In addition to that, I can tell you from my experience as a senior executive

for almost two decades, that if your boss sees your efforts and the results
theyre producing, youll have a greater chance for promotion. Such things
are rare, so they get noticed, believe me.
But what is more valuable than reaching company goals and achieving
outstanding results, is who you become in the process. What you do and
what you achieve are important, but most important is the fact that you
made the decision to change the way you do things. That means you will
grow on your way to reaching your new goals.
Who YOU ARE lays a solid foundation for long term success, not only at
work but in all of life. When you reach goals, make progress, and
implement these principles, it reveals this strong foundation to those
around you: your boss, colleagues, clients, partners, family, friends and
YOU, yourself. Attitude, character, persistence, commitment, etc. these
are the essentials of success in anything we do.
And...if you dont get noticed in your existing workplace, dont worry about
it. You WILL get noticed by someone outside. Since these qualities are rare
nowadays, people notice them, so implementing these principles makes
you more valuable in the marketplace.
You can BE, DO and HAVE anything realistic that you want. You can reach
the maximum youre capable of. You also know that any dream or goal in
your life always requires time, and most of them require money. If youre
doing better at work, youll reach your goals and dreams faster.
Dont have dreams yet? No worries. Your first dream might be "having a
meaningful workday" :). Seriously.
INTRODUCTION
Ill do my best to guide you through some simple yet powerful principles
and practical steps so you can have outstanding results at work, whether
you run your own business or work for somebody else.
By helping you to be more effective, to achieve outstanding results at work
by having a meaningful workday, I hope to enable you to achieve your
dreams and goals in life faster. THAT is my ultimate purpose for creating
this guide for you.
What this guide will do for you

You will learn . . .
What it takes to have a meaningful workday
How to determine WHAT is THE MOST IMPORTANT and where to

focus your efforts
HOW to PLAN TIME to get the most important things done, to

maximize results
HOW to STAY FOCUSED on the most important in the midst of

distractions
. . . so you can achieve outstanding results at work with less stress and
fewer hours.
These strategies and practical tools derive from the successes and failures
in my personal and professional life, from almost 20 years of international
business experience from startups to helping build multi-million dollar
businesses. From being a senior executive and an entrepreneur. And, yes,
as a husband and the father of three wonderful kids. Ive also observed that
Visit my blog Timewiser.com for more resources and tools
INTRODUCTION
the same principles have worked for many other people in various parts of
the world, as Ive travelled for business and leisure in the USA, UK, Russia
and Europe.
Practically everything you find here has been personally tested by me, so I
can tell you what works and what doesnt. I can guarantee you that if you
read and implement these principles and tools, youll experience
outstanding results this very month, and with some of the tools this very
day. Thats IF you follow the principles and implement them.
They have worked for me, helping me build a successful life and achieve
outstanding results in business for many years, and theyve worked for
many other people I know. They will work for you, too.
How to use this guide

This guide is full of practical advice. Almost each section has simple
assignments for you, so you can put these principles and tools into practice
right away in your own situation. Therefore I encourage you to have ready:
Pen
Notebook for notes
Daytimer / personal planner / calendar
To work with this guide you basically have three options:

1) You might want to read the whole thing right away;
2) You might read one section, do the assignment and then continue to
the next section;
3) You might jump directly to the section you want to read first.
Its up to you to choose the pace and sequence. Enjoy!
INTRODUCTION
Any questions?
If you have questions or comments or if I can be helpful in any way reach
out to me via social media or by email. Ill be happy to help.
Visit my personal website:
www.AndreySergeyev.com
Visit one of my blogs:

www.timewiser.com
Connect with me on social media:

Twitter.com/AndreySergeyev
LinkedIn.com/in/AndreySergeyev
Andrey Sergeyev is an Entrepreneur, Digital

Business & Leadership Expert, Motivational
Speaker, Author and Ziglar Legacy Certified Trainer
with almost 20 years of unique international
business experience from startups to helping build
multi-million dollar businesses.
Currently Andrey speaks at various conferences, start-up and corporate
events, and lead workshops around the world on topics of Personal
Effectiveness, Leadership in the Digital Future and Digital Transformation
& Strategy. He also enjoys to advise and train senior executives, business
leaders and entrepreneurs from different industries in Europe, Russia and
the USA on leadership, improving business results and building competitive
business in the Digital Age.
INTRODUCTION
Table of Contents
INTRODUCTION ................................................................................................ 1
CHAPTER 1 - The Only Key You Need To Master ........................................ 10
CHAPTER 2 - How To Determine What Is The Most Important ............... 21
I. Why do you do what you do? ......................................................... 22
1. Defining your Why at work ........................................... 26
2. Defining your personal goals for work/business ............ 28
II. Know your goals and results: what is expected of you at
work? .............................................................................................. 32
How do we set specific goals? ............................................... 35
Examples of measurable goals ............................................. 44
III. The most effective activities to get you to your goals
and results faster ......................................................................... 47
Introducing the 20/80 rule .................................................... 49
CHAPTER 3 - How To Plan Time To Get The Most Important Things
Done ........................................................................................ 60
I. Where to spend our time 4 types of tasks ................................ 61
How do you choose between equal priorities? .................... 70
II. Actual scheduling When and How ........................................... 75
III. How to maximize results during the day .................................. 87
INTRODUCTION
Table of Contents - continued

CHAPTER 4 - How To Stay Focused On The Most Important .................. 99
I. Removing digital distractions ...................................................... 100
II. Eliminating meetings .................................................................. 104
III. Learning to say NO ..................................................................... 108
1. Here are 3 simple tips for saying No ........................... 110
2. How to say No to your Boss ......................................... 113
IV. Working with email effectively and efficiently ........................ 116
1. General principles when to use email
and when not to ................................................................. 117
2. Checking email .................................................................. 121
3. Reducing the number of incoming emails ..................... 123
4. Processing emails efficiently ........................................... 128
5. Writing effective emails and replying efficiently .......... 132
CHAPTER 5 - Taking Action ....................................................................... 136
I. Fundamental principles ................................................................ 137
II. One quick, but effective thing to do TODAY .............................. 142
Chapter 6 - BONUS: 15.5 Additional Tips To Boost Productivity ............ 143
CONTACTS ...................................................................................................... 152
Life consists of many important segments Family, Personal, Career,

Relationships, Finances, Mental, Spiritual, Physical. Work is just one area
a very important one, but not THE most important and definitely not the
only one. All areas are important to overall success in life, and theyre all
interconnected. Failure in one area affects other areas, success in one area
affects others as well.
We all have 24 hours in a day to spread among these various segments of
life. Actually we have less than 24 hours, as we also need to sleep for 6-8
hours, dont we? Time is the one constraint we all have and once gone, it
cannot be recovered.
Your =me is Your life. Do not waste either of them.

Andrey Sergeyev
10
CHAPTER 1 - The Only Key You Need To Master
If we aim to be successful long-term, we need to balance all of these

segments. Since we have a limited number of hours, the only way to do it is
to squeeze everything we have planned, into these 24 hours, so we need to
do things more efficiently, faster, smarter, right? Wrong!
I dont know about you, but when I was in my early twenties, I thought I
could stretch time and make a lot happen. For some reason back then, time
seemed to contain more hours and the days were longer :). So, I tried to get
a lot of things done during the workday, some in the evening after work,
then go to sleep late and still wake up early in order to fit all my
important activities into the day: prospecting, selling, time at the gym,
time with family and friends, hobbies, self-education, etc.
This schedule seemed to work for awhile, but since my body didnt get
enough rest for several days, I was exhausted by the end of the week and
not able to accomplish all I had planned. And still there was the feeling that
the time was wasted, not spent wisely.
A good friend of mine explained one vital principle to me that has helped
me over the years to understand how to be more effective and to have less
stressful days, and at the same time to know that the important and
meaningful things are taken care of.
He said,
You simply CANNOT do everything and you DO NOT HAVE TO get
everything done. There will always be more things to spend time on than we
have time to spend. You need to determine what to spend it on in order to
achieve outstanding results.
Visit AndreySergeyev.com for speaking and consulting opportunities
11
The Only Key

The key to success in life and at work is NOT to get all the things on your
to-do list done, but to get the MOST IMPORTANT and MOST MEANINGFUL
things done. Yes, Ill say it one more time you do not have to get all the
things on your to-do list done, ever!
If were going to achieve all that we want to become, to do and to have, and
achieve long-term success in life and business, we actually need to
understand and learn to apply only ONE simple, yet profound principle.
Yes, only one. Not two, three or 10. Only one. I like simplicity. You dont
have to do all the things you have on your plate. Its not about fitting more
things into a day, but about doing those things that really matter.
If you want your life and work to be meaningful, then focus on

the things that maFer most and spend your =me, eorts and
resources on those things that ARE meaningful.
In other words, the key to a meaningful workday and to long-term success
in general is to FOCUS ON THE MOST IMPORTANT THINGS. That applies
whatever you do, wherever you are, and whoever you are.
If were serious about life, about success in all areas, about enjoying a
meaningful life and leaving a lasting legacy, this is the only way to live and
work. I dont see any other alternative.
Only by focusing on the most important things can we spend our time and
life wisely, become the best we can be, and positively impact others for
centuries.
12
In his famous book, The Eective Executive, the father of modern

management, Peter F. Drucker, gives five vital principles of effectiveness.
One of his most important points is this:
Concentrate on the few things that will produce the greatest

results. Force yourself to set priori=es. Do rst things rst and
second things not at all. Peter F. Drucker
Just imagine if you spent most of your days doing only the most important
and meaningful things.
How would you feel?
How would that improve various areas of your life?
What results would you achieve at work or in business?
How would that help you to become the best you can be and achieve your
dreams and goals in life?
This simple, yet profound principle has a direct impact on the level of
greatness we can achieve at work and in life.
Ive been using this principle for more than a decade now and Ive seen it
working for many other people as well from secretaries to CEOs of big
corporations.
The Reason Unlimited opportunities vs Limited resources
The main reason this ONE key principle to be true is that there will always
be Unlimited opportunities, but Limited resources. To illustrate this
principle, lets compare time with money.
13
Time is like money

Time is like money in two ways:
There is always a limited amount of money available, to be used

against an unlimited number of choices. Even if you had all the
money that Bill Gates has, there would still be things you might
want but could not afford: countries, planets :).
If you want to enjoy life without debt, then money needs to be

planned, because of the basic principle its amount will always be
limited, while opportunities to spend it will always be essentially
unlimited.
Because this is true, we must have clear priorities to determine what to

spend our money on and how we will use it.
One of the ways we set these priorities is to use a budget.
Obligatory vs optional expenses
As you know, a budget is a document used to project future income and
expenses. Expenses are divided into two groups: obligatory expenses
(things we must have or must pay for) and optional expenses (things we
wishto have). At the simplest level, the budgeting process looks like this:
14
Obligatory expenses are those things we absolutely must have to sustain

life, or that we are required to pay for: debts we owe, housing, utilities,
taxes, food, transportation, maybe savings for the future. The rest is
optional. Thats right the Internet and mobile communications are not
obligatory :). (Unless you need it to make a living by working from home.)
Lets look at a classic, modern-day example.
If I dont pay for my apartment or food on time (obligatory expenses), but
instead buy a new smartphone which I cant really aord this month, I can
expect to experience problems in both the short-term and long-term.
Everything costs something. Every choice we make, costs us all the other
choices we could have made.
Successful people understand that every decision has long-term and shortterm considerations, so we need to learn to delay immediate gratification
(I want it now, i.e. short-term) so we can enjoy more good things in the
future (Ill have it later and enjoy greater benefits, i.e. long-term).
In reality, budgeting money is not about the amount of money we have, but
about self-discipline and character (i.e. the discipline to spend less than we
earn and to save regularly, and the character to recognize that what we owe
belongs to the other person, not us). These are absolute essentials for longterm success.
So...with money we need to budget obligatory expenses first and only then,
IF something is left, we can spend it on things we want to have.
15
Budgeting our time

The same principles apply with regard to time, except that with time, we
cannot earn more or save it.
So our total income will always be 24 hours in a day, and expenses
will be what we spend that time on. Therefore, the first thing we need to do
when planning our time is to get the most important and obligatory things
into the budget and only then can we use what is left for other things,
the less important things.
Later on well look at some specific ways to determine WHAT is the most
important, i.e. what our obligatory expenses are for time where our
time and energy should be focused, first of all. The main point here is that
there will always be more things to spend our time on, than we will have
time for.
Putting this ONE principle into practice

In order to apply this vital principle, we must FOCUS ON THE MOST
IMPORTANT AND MEANINGFUL THINGS at work. To plan our time
effectively and achieve outstanding results, we need to understand 3 things
now:
1. How to determine WHAT is the most important and where to focus
our efforts
2. HOW to PLAN TIME to get the most important things done and to
maximize results
3. HOW to STAY FOCUSED on the most important in the midst of
distractions
16
We will look at each section in detail in the next chapters. But before we
jump into it, here is my first QUICK FIX for you.
QUICKFIX
FIX#2.
#1
QUICK
Ask
your
boss
about your teams and/or companys Why
Limit
Your
Workday
One of the things I encourage you to decide on right now is: how many
hours per day, how many hours per week, youll work.
Yes, youre reading me right :). As we just discussed, there will always be
more opportunities to work, to spend our time, than we have time for.
Youve heard this saying there will always be more work to be done. If
we wanted to work 24 hours a day, there would always be enough work,
and it would never end.
So we need to make a deliberate choice to limit our workday. As weve
already said, work is just one area of life, an important one, but not THE
most important. There are more important things in life, and if we want
to live a balanced life, we need to balance the amount of time and energy
we spend on certain things in certain areas. We absolutely must limit our
workday.
Do you have kids or grandkids? If we want to leave a legacy, than in
reality, the next generation is our most important work. Have you really
thought about that? Who and what they will become, depends on us as
parents or grandparents. If we really love and care about them and their
future, then we will parent them with purpose. It requires not only
quality time but quantity time with them. You have heard that kids spell
love t-i-m-e. This is true. We need to spend time with them while
theyre with us. But how can we do it if we work all the time???
One of the biggest mistakes Ive made in the past was not spending
enough time with my kids at critical points in their lives.
17
QUICKFIX
FIX#2.
#1 - continued
QUICK
Ask
your
boss
Limit
Your
Workday
I was spending too much time pursuing success in the business world,
and as a result, we are all experiencing some consequences now. Some
opportunities might never be recovered, unfortunately. One day I realized,
Here I am: helping build multi-million dollar businesses, leading others
to change their lives, but missing precious time with my own kids . . . Am
I really successful? What do my schedule and actions really say to my
kids? Is the cost really worth it? Thank God that I realized it when I did,
and have been able to recover a lot of what we had missed. Thats why I
encourage you dont repeat my mistakes. If you feel that youre off
track here, change your course NOW. Remember, every choice you make
costs you something. You pay for too much time at work by having less
time with your family and loved ones, by having less impact on their
future, by having more stress, worse health, etc.
I encourage you to decide NOW how many hours youll work. Once you do
it intentionally, you have a better chance of following through on your
commitment. Some days, it might be difficult to stay on course, but if
youve made the decision, youll be aware that youre violating it, and it
will be easier to re-adjust your schedule quickly to get back on track.
And let me point out an additional benefit limiting your workday will
force you to set priorities so you can focus on the most important things
you need to accomplish during those hours. You WILL have better results
and boosted self-confidence, guaranteed. Remember your last vacation
and the day before that at work? What usually happens is that we plan
that final workday the previous evening, so we know exactly what tasks
to tackle first in order to get everything done. We work hard, protecting
our time and moving fast. We accomplish more in that one day than we
probably do during most entire weeks. Isnt it amazing? This shows the
power of having limited time and strict deadlines.
18
TO-DO #1
Limit Your Workday This Week
Start small and write your commitment down. For example:
This week Ill finish 2 days at 5:30 or 6 p.m. max. And I will not
work on weekends.
Next week you can extend the number of days to 3, thus making sure you
do the right thing and at the same time have flexibility during the week.
Mark this in your calendar.
I, ___________________________________________
(write your name)
made a decision today ______________________________
(date)
to work _______ hours per week, because:
_____________________________________
_____________________________________
_____________________________________
Even if youre experiencing a lot of pressure at work right now, the
principle is still valid. You may have to devote the necessary hours to
resolving the situation by working extra time. The main principle here,
though, is working unlimited time or after-hours should be the
exception to the rule, not the rule. And you would need a plan anyway
how to deal with the crisis now, and how to avoid it in the future.
NB! If youre in a financial crisis and you need to work overtime or work
several jobs to provide for your family, these principles will still work for
you. Several times Ive been in situations where we simply did not have
19
TO-DO #1 - continued
Limit Your Workday This Week
enough money. In such situations the need is even greater to focus on the
most important things at work to get better results and resolve the
financial crisis faster, but also, the added stress makes it doubly
important to have the rest we need to renew our energy (which happens
by doing the most important things when were off work). So, you might
work extra hours, but make sure you plan in time for rest and for
planning the necessary steps of how to get out of this crisis.
Even small steps in the direction of limiting your workday or even finding
another job that will allow that, will make a big difference in the long
run. Ultimately, its a matter of attitude and choice, not circumstances.
20
Before we start doing things, we need to actually understand where we

going and what specific steps will take us there. Only then we can start
doing. Isnt that a simple and logical approach? We all know it, but for
some reason we want to do things right away without spending much time
clarifying the goal and the process, because many of us are doers and we
love to do things. But wouldnt it be better if we did things that were
meaningful, not just anything that comes along? Of course it would. But
this requires devoting time to planning, to determining what is the most
important, and where to focus our efforts.
Three questions will help you define what is the most important:
I. Why do you do what you do (the motivation, personal goals)?
II. What is expected of you at work - goals and results (where are you
going)?
III. What are the most effective activities that will get you to your goals
and results faster?
21
CHAPTER 2 - How To Determine What Is The Most Important
I. Why do you do what you do?

If youre reading this guide, then we have something in common. We want
to have a meaningful workday, a meaningful life. We want that large
portion of our life that we spend at work to produce something that brings
satisfaction to us and enriches the lives of other people.
Well, it all starts with a simple, yet very deep question: Why? It applies
to our work, our projects, our businesses, our lives. Why do we do what
we do? Its one of the most powerful questions we can ask ourselves, our
team, our family. In the answer we find meaning. It serves as a guiding
light to everything we do, determining our priorities, focusing our
attention and energy.
Many organizations today have mission statements to answer this
question. True, not every company lives it out and sometimes even the
executives dont remember what it says :), but my point is this if
companies have it and consider it one of the most important aspects of
their organization, then teams and individuals should have it too!
Would you rather come to work for a paycheck or to help build a dream?
Would you rather come to work to sell products or to help clients solve their
problems in a particular area and make them happy?
Wouldnt you rather have a meaningful workday, knowing that what you do
is really signicant, so that you cant wait to go to work in the morning?
It all starts with Why. Let me tell you an amazing story.
22
One year just before Christmas I was sitting alone at a table in the large
cafeteria at my clients corporate headquarters, late in the day. Two
workers were decorating the entire room with Christmas lights, hanging
them high up at the ceiling. It was just an ordinary day, but something
interesting happened when one of them asked me to move a bit, as they
needed to cover the area right above the table I was at.
They looked exhausted as they approached my table. No wonder, I thought,
as this task is not an easy one even for two strong men the room is just
huge. So I asked them, What are you doing? Well, weve been hanging
these decorations all day long and we need to finish today, one of them
answered.
At that moment it struck me no, they were not just hanging decorations,
they were doing something bigger and more meaningful than that. So I
responded, Actually I dont think youre just hanging the decorations, I
think youre CREATING A WONDERFUL CHRISTMAS ATMOSPHERE for all
people who work here. Isnt that true?
They looked puzzled at first, but in a few seconds if you could just see what
I saw in their eyes it seemed as if the lights were turned on and their
faces lit up. Probably for the first time these men felt a sense of purpose in
what they were doing. Now this long-hard-day-doing-something had
meaning, and this new sense of purpose changed their motivation for their
task, and I believe even beyond that. The rest of the room was finished at a
different speed and quality, to their apparent surprise. But most
importantly, it was finished with a different attitude and approach.
How oNen are we all running around in life and business talking
mostly about WHAT and HOW, but forgeRng the most
important ques=on WHY?
23
Why are YOU doing what youre doing in your work or in business?
What personal GOALS do you have for your work or business? I.e. HOW this
work or business will help you to reach your life goals and dreams?
As I travel around the world and work with various people from different
walks of life, I have been surprised by how few of them have ever actually
asked themselves this question: Why do I do what I do? Yet its one of
the most important questions ever, not only at work, but in life!
No wonder so many people are stressed out and tired of coming to work,
tired of working long hours, of not feeling productive, of not being satisfied
with their lives. No wonder executives and businesses are not producing
expected results, as the foundational question is rarely asked and thus
rarely answered, leading to lowered effectiveness because efforts are not
focused.
I spent many years in that situation and I know how it feels either
drifting through boring days or taking on a lot of interesting things
without first identifying the reason behind it. I was in my mid-twenties
before I learned the importance of clarifying the answer to Why and it
took several more years to really nail it down, to get it on paper and make
it my driving force. Even though it somehow was in my heart already and
affected most of my decisions, it didnt have that driving force until I put it
on paper. So its ok if you dont have it clarified at this point. It takes time.
The truth is, if you do have it youll be among the handful of people in
the world who has identified it, so youll be laying a really strong
foundation for your long-term success and for outstanding results from
your efforts.
24
If you have never answered this question for yourself, or have never
written your personal mission statement out clearly on paper, then let me
help you to be among those who have nailed it down.
You can do it right now, or devote some time to it during the next few
weeks or months. Dont stress about it. Its up to you. It will take some
time, but its worth it and the main point is that you start working on it.
You can always come back and modify it as you grow. But one thing I
definitely promise you your work and life will take on a different hue.
Especially when you start seeing your work/business as a vehicle to
achieving your life dreams and goals.
Some examples:
1. My mission statement in my professional life: To inspire and
enable people to dream big, to get outstanding results and to achieve
long-term success in life and business in the Digital Age.
2. Secretary: To help everyone entering our office to feel welcome and
special and to help my boss and colleagues to do their work better.
3. Social media manager: To help existing clients feel special and to
solve their problems fast.
4. Sales person of financial management software: To improve the
lives of my clients by making it easier for them to keep their finances
organized.
25
1. Defining your Why at work

TO-DO #2
Defining Your Why At Work
1) Why do you do what you do at your work?
____________________________________________
____________________________________________
2) Who is your main customer (inside the organization, and outside it)?
____________________________________________
____________________________________________
3) What value do you provide them?
____________________________________________
____________________________________________
4) What makes your heart sing at work?
____________________________________________
____________________________________________
5) What do you personally gain by making it happen everyday (in light of
your life dreams and goals)?
____________________________________________
____________________________________________
Your Why: ____________________________________
26
QUICKFIX
FIX#2.
#2
QUICK
Ask
Askyour
Yourboss
Bossabout
Aboutyour
Yourteams
Teamsand/or
and/orcompanys
CompanysWhy
Why
One of the quickest things that can help you define your own mission at
work is to refer to your companys and teams mission statements. Even
if they dont exist or are not clear, you can still talk to your boss about it
and get him/her to explain it in their own words.
Also, ask your boss,
What value do you expect me to bring to our clients and
organization by fulfilling my responsibilities?
The answer will provide enough information for you to know how to
direct your efforts, and simply asking the question will show your boss
that you care. From my experience, you almost always will get some kind
of response from your boss, even if its not a perfect one. In case you
dont hear from your boss, its still ok define your mission yourself
using the previous steps.
27
2. Defining your personal goals for work/business

If we have a deep sense of purpose, then coming to work every day,
including our motivation and results, will be much, much better. This
sense of purpose comes not only from answering the Why question, but
also from having personal goals for the work we do what we want to
achieve in our particular organization, in our career, business, what we
want to become, to do, to have, as a result of performing at our maximum.
Its important that you define your PERSONAL goal for what you do at work
and how reaching this personal goal can help you to reach your life goals.
In combination, this sense of purpose and personal goal provide the
necessary motivation, the powerful drive and the direction for our daily
work, and contribute greatly to having a meaningful workday, even if there
are things we dont like about where we work.
Just imagine, if you know everyday WHY youre doing all these things (the
reason, the motivation) and know WHAT you need to do to achieve the
personal goal you set for work (more managerial/leadership
responsibilities, other responsibilities in areas of interest, X% higher pay,
etc.), and then you achieve more than your boss is expecting from you
would that not be an awesome day, week, month, year? Would that not be a
really meaningful workday, leading to a deeper sense of satisfaction in life
in general?
So lets define your personal goal for work.
For setting any goal, I like to use the 7Step formula of my legendary
mentor, Zig Ziglar (www.ziglar.com).
28
TO-DO #3
Defining Your Personal Goals For Work/Business
Zig Ziglars 7-Step Formula
Write down everything you want to achieve in your career, in this
particular organization, business, what and who you want to become, to
do, to have, as a result of performing at your maximum. Dream about it.
You might have several goals.
STEP 1: Identify your goal
____________________________________________
STEP 2: My Benefits From Reaching This Goal
____________________________________________
STEP 3: Major Obstacles and Mountains to Climb to Reach This Goal
____________________________________________
STEP 4: Skills or Knowledge Required to Reach This Goal
____________________________________________
STEP 5: Individuals, Groups, Companies & Organizations to Work With to
Reach This Goal
____________________________________________
STEP 6: Plan of Action to Reach This Goal
____________________________________________
My first ONE action step this week.
____________________________________________
STEP 7: Completion Date
____________________________________________
29
Defining Your Personal Goals For Work/Business
EXAMPLE
STEP 1: Identify your goal
To earn additional 1000 USD / month
STEP 2: My Benefits From Reaching This Goal
Provide more for my family; Enhance sense of accomplishment; Increase
happiness-confidence; More stable marriage; More old age security;
Additional recreation opportunities for kids and family; We will build our
new house faster.
STEP 3: Major Obstacles and Mountains to Climb to Reach This Goal
Heavy workload; Lack of confidence; Poor money management; Limited
work experience.
STEP 4: Skills or Knowledge Required to Reach This Goal
Money management; Time management; Inspirational reading; Discover
ways to grow as a leader; Learn about passive income opportunities.
STEP 5: Individuals, Groups, Companies & Organizations to Work With
to Reach This Goal
Family, Boss, Mentor, Two best friends, Professional Association.
STEP 6: Plan of Action to Reach This Goal
Discuss career opportunities with my boss; Talk to my friend John about
his experience with additional income; Read books daily on time
management and leadership; Establish and control budget;
My first ONE action step this week: Schedule a meeting with my boss to
discuss potential income increase and career opportunities.
STEP 7: Completion Date - Within the next 6 months by Dec, 31.
30
Based on your action plan for these goals, what do you need to integrate
into each day to develop the skills, knowledge, attitude necessary to reach
the goals? Do you need to read books, or listen to podcasts on your way to
work? Do you need to give more positive affirmations to yourself and
others around you? Watch inspirational videos in your idea time between
meetings?
Figure out what works best for you and start today, even if its something
small.
31
CHAPTER 2 - How To Determine What Is The Most Important:

going)?
III. What are the most effective activities that will get you to your goals and
results faster?
II. Know your goals and results: what

is expected of you at work?
We all have to deal with different projects at work on a regular basis. Our
decisions about where to focus our efforts and spend our time depend a lot
on our goals for a particular project, the business, or some initiative.
Having a clear goal is the first thing we need to get any project or business
started.
During my many years of working with different types of organizations,
from corporations to startups, Ive often witnessed situations where teams
start to discuss the activities a project will require BEFORE stating and
clarifying the goal of the project itself. Its so easy to get carried away with
creative ideas and actual implementation, that we often forget that
successful implementation is directly connected to a specific goal.
What do I / we want to achieve, and why? should be the basis

for the next steps and the implementa=on plan, not vice versa.
It also serves as a clear benchmarking tool to see if achieved
results are sa=sfactory or not.
32
Just recently I observed a illustration of this in a clients team where they

sat down to discuss the functionality of a new product. As the discussion
progressed, new ideas started to flood the table and the list of must be
implemented items started to grow.
About 30 minutes into the conversation, one of the team members
suddenly paused and said, Folks, lets not forget about the initial goal of
this product, because now it sounds like we want every possible feature to
be included. He was right, and his comment helped the team regain its
focus on Why and the Initial goal, and cut out some ideas that were
not really important to reaching the initial goal.
Do we need to set goals at all?

My opinion absolutely! Otherwise, how would you:
know where to go, at all?
tell if your achieved result is good or not, if you havent set a

specific and measurable goal beforehand?
provide feedback to your colleagues or employees, if they dont

understand clearly what is expected?
When asked about the necessity to set goals, I always recall a story from
the bookAlice in Wonderland by Lewis Carroll, when Alice meets the Cat and
asks him about which road to choose:
Would you tell me, please, which way I ought to go from here?
That depends a good deal on where you want to get to, said the Cat.
I dont much care where said Alice.
33
Then it doesnt matter which way you go, said the Cat.
so long as I get SOMEWHERE, Alice added as an explanation.
Oh, youre sure to do that, said the Cat, if you only walk long enough.
If you dont know where youre going, youll get somewhere, but it might
not be where youd like to be. Goals are like your GPS, helping to navigate
in the world of complexity, distractions and daily challenges.
Studies also have shown that specific and ambitious goals lead to a higher
level of performance than easy or general goals.
Once we start to concentrate on a specific goal, our efforts become focused
and aligned with the goal, which means we dont waste time on
unimportant activities that dont contribute to reaching this important
goal. It also helps other team members understand expectations and have
clear measurement criteria, reducing the possibility of personal
interpretations.
REMEMBER THIS: Focus on the most important things.
And goals at work are the second vital element in determining What is The
Most Important (after Why I do what I do).
34
How do we set specific goals?

You have only 2 options here, if you work for somebody else:
1) Ask your boss, OR
2) Set goals yourself and then talk to your boss about them.
And you have only 1 option, if you work for yourself:
1) Set goals yourself
If you already know your goals, please go to section 3. Make goals
S.M.A.R.T.
If you dont know your goals at this point or they are unclear or there are
too many of them, dont worry the majority of successful people started
exactly where you are now.
Actually, about 70% of organizations and businesses in the world dont
have clear goals and objectives. Unfortunately. So, youre not alone, but
this is why youre here you want to change that and change your future. I
am glad youre here. This is a sign of proactivity taking complete
responsibility for your actions and your future.
35
Where do you start?

1. Ask your boss, if you work for somebody else
Sometimes the easiest way to understand what is expected of you is to ask
your boss. This is logical because your boss is the one who expects results
from you and expects that you wont waste time at work. There is a chance
that he/she doesnt know what goals they have for you, as they might not
have clear goals of their own, BUT here are two powerful questions you ask
them anyway:
1.1. Powerful questions

Powerful question #1:
What is YOUR ONE most important goal/thing you need to be
working on for the next 3-12 months? i.e. The ONE goal that must
be achieved, or nothing else you achieve really matters much.
Anybody can instantly answer this question when asked about only
one thing. Just think about it. If I were to ask you this question right
now about your work or any other area of your life you could provide
an answer in a matter of seconds, couldnt you? That is the power of
focus.
The answer to this question helps you understand the challenges your
boss has, and its important that you understand them, since it is very
likely that in the near future, those same challenges and goals will
become yours or your teams.
Your boss might even share some other important things as well, and
tell you why, etc.
36
Powerful question #2:

Then what is MY ONE most important goal/thing that you expect
me to be focusing on for the next 3-12 months? i.e. The ONE goal
that must be achieved, or nothing else I achieve really matters
much.
The same principle applies now to your bosss expectations about your
goals, responsibilities, etc. This question he/she can easily answer,
too, even if they could not put it on paper or communicate it clearly
before. You might actually get 2 or 3 goals from him/her.
Now, do you see what just happened? You just clarified your final
destination at work for the next 3-12 months, your goals, directly from
your boss! No guessing, no complexity. It works, trust me. Ive been on
both sides of the table. And having been in management for most of
my working life, I can tell you that its the quickest way to get noticed
and for you to grow as an employee.
Benefits of talking to your boss:

1) You will have clarity about what is expected
2) You will experience less stress and have more time for the most
important things, as youll be able to focus better now and to say NO
even to your boss (we will discuss how in a later section, Learning
to say No)
3) It will be easier to track progress and results
4) Your credibility will grow, as not many in the organization really
care about these type of things, and higher credibility in turn leads to
greater chances of promotion
37
TO-DO #4
Schedule Time With Your Boss This Week
When:
____________________________________________
____________________________________________
If for some reason you cannot do this right now, or you want a slightly
different approach, then go to next step 2. Set goals yourself and talk to
your boss.
38
1.2. Limit the number of most important goals to two

Oh, yes limit the number of goals to a maximum of two for a certain
period of time. One is even better :). To be able to focus on the most
important things, you need to FOCUS :). Your chances of reaching
many goals at the same time decrease as the number of goals increase.
If you just have one goal, your chances of reaching it are close to
100%, because you have a clear focus and all your resources and
energy can be directed toward this specific goal.
The fewer the number of goals, the better and faster the results. This
idea contradicts what most of us experience at work, but this is what
the most successful people and businesses do they simplify and focus.
This becomes even more vital in the Digital Age, where technologies
have changed the way we live and do business, so speed, focus and
simplicity are MUSTs for staying competitive.
QUICKFIX
FIX#2.
#3
QUICK
Ask
your
boss about
your teams and/or companys Why
Limit
Number
Of Goals
If you have more than 2 goals from your boss, see if you can still
determine which 2 are the most important ones by asking the questions
above and then asking:
Among all these important goals, which 1 or 2 are the most
important ones to tackle first?
39
2. Set goals yourself and talk to boss (if you work for
somebody else)
If you work for yourself, or if for some reason you cannot talk to your boss
right now, or if you want a slightly different approach, then you might
want to do some preparation and set goals yourself first, and only then talk
to your boss. Here are the steps:
2.1. List everything

Find a quiet place where you can concentrate (conference room,
outside the office, etc.) and write down ALL the tasks, activities,
projects, goals, large and tiny to-dos, which require your attention for
the next 1-12 months.
This approach is really helpful, especially in situations where you feel
overwhelmed and stressed out. Anxiety usually rises when we feel
were not in control of what is going on. Making such a list has helped
me in similar situations to regain my focus and minimize my stress.
_________________________________________
_________________________________________
_________________________________________
_________________________________________
_________________________________________
_________________________________________
40
2.2. Choose 1-2 most important goals/tasks/projects from that list

Now, based on what you know already and what has been discussed in
the company or with your boss, ask yourself these questions about
everything on the list:
What is MY ONE most important goal/thing I need to be focusing

on for the next 3-12 months? i.e. The one goal that must be
achieved, or nothing else I achieve really matters much.
What are MY TWO most important goals I need to be focusing on

for the next 3-12 months?
Now choose from the list 1-2 that you think are the ones you should be
focusing on.
Or you may just ASK these two questions above without listing
everything (step 2.1), since there is a good chance that you already
know what these 1-2 goals are.
Examples:
Goal 1: Increase number of purchases for Product A.
Goal 2: Launch redesigned corporate website.
Goal 3: Automate and optimize processes in Customer Service
Department to decrease the number of unanswered calls and emails.
Now that you either have your goals from your boss or you have set them
yourself, you need to convert general goals to specific and measurable ones.
41
3. Make your goals S.M.A.R.T.

Evaluate your most important goals using the S.M.A.R.T. approach and
convert general goals to specific ones, if necessary.
I like the S.M.A.R.T. approach to setting goals, since its easy to remember
and it contains the essence of the goal setting process.
Specific
For goals to be specific, they must tell you or a team exactly what is
expected, why is it important, whos involved, where its going to happen
and which attributes are important.
Measurable
If a goal is not measurable, its not possible to know whether youre
making progress toward successful completion. A measurable goal will
usually answer questions such as:
How much?
How many?
How will I know when its accomplished?
Attainable
Goals should be realistic, but ambitious enough to stretch you a bit. If the
goal is ambitious, but not realistic it demotivates. The theory is that a
challenging but attainable goal causes goal-setters to identify previously
overlooked opportunities that will bring them closer to achieving the goal.
42
Relevant
A relevant goal is one that supports or is in alignment with other larger
goals. A relevant goal can answer yes to these questions:
Does this seem worthwhile?
Is this the right time?
Does this match our other efforts/needs?
Are you the right person?
Time-bound
A goal should have a specific date. A commitment to a deadline helps you
and the team focus efforts on completion of the goal on or before the due
date.
A time-bound goal will usually answer the question:
When?
What can I / we do within the next six months?
What can I / we do within the next six weeks?
What can I / we do today?
You can read more about this approach in the book by Paul J. Meyer
Attitude is Everything.
43
Examples of measurable goals:

Example 1:
Not measurable: Increase awareness of Product B.
Measurable: Increase awareness of Product B from 10% to 25% among
25-35 year old women by the end of this year.
Example 2:
Not measurable:Increase number of purchases for Product A.
Measurable: Increase number of purchases for Product A in the youth
segment (18-25 year olds) from 10,000 to 35,000 by the end of this
quarter.
Example 3:
Not measurable:Launch redesigned corporate website.
Measurable: Launch redesigned corporate website by May 1st, focusing
on increasing sales leads from small and medium clients and making
relevant information about TOP 5 products accessible in 3 clicks
Example 4:
Not measurable: Optimize and automate processes in Customer
Service Department to decrease number of unanswered calls and
emails.
Measurable: Decrease number of unanswered calls and emails in
Customer Service Department from 500 to 10 monthly within the next
2 months.
44
REMEMBER THIS:
Generally speaking, a goal thats not specic and measurable and not
WRITTEN DOWN, is not a goal. It just an idea, or a wish, and it wont direct
our behavior.
NB! Some goals might not be measurable in the sense of quantifiable
results, but still some parts can and must be measurable (like in Example 3
about launching a website, i.e. the date and some important requirements).
TO-DO #5
Make Your Goals S.M.A.R.T.
Take your 1-2 most important goals from the previous step (2.2.) and
make them measurable:
My goal 1:
____________________________________________
My measurable goal 1:
____________________________________________
My goal 2:
____________________________________________
My measurable goal 2:
____________________________________________
45
4. Discuss with your boss (if you work for somebody else)
Now, you need to communicate these S.M.A.R.T. goals to your boss
regardless of whether you initially got them from him/her or you set them
yourself. Your boss needs to have the opportunity to agree with them and
provide feedback, in order to avoid misunderstanding and
misinterpretations in the future.
TO-DO #6
Set Up A Meeting With Your Boss
Write him/her an email or set up a meeting and communicate these goals
to get his/her approval.
So, now you have your Why and Most Important Goals clarified for the
next 3-12 months. Isnt that awesome? Youre already way ahead of most
of your colleagues and many other people in the world. Congratulations!
Dont worry if not everything went as smoothly as you hoped. There is no
right way to do it that will make it perfect. The main thing is that you
get started on your journey to being effective, and each day will bring
positive results, I promise you.
46
CHAPTER 2 - How To Determine What Is The Most Important:

going)?
III. What are the most effective activities that will get you to your goals
and results faster?
III. The most effective activities to

get you to your goals and results
faster
REMEMBER THIS: Focus on the most important things.
And the most effective activities we should engage in are the third vital
element in determining What is The Most Important (after Why I do what
I do and Most important goals at work).
Now that you have clarified and know your final destination for the next
3-12 months, the next step is to define what are the most important things
TO DO in order to achieve your most important goals at work.
Concentrate on the few things that will produce the greatest

results. Force yourself to set priori=es. Do rst things rst and
second things not at all. Peter F. Drucker
47
What are the first things at work?

At work, whether you run your own company or work for someone else,
only a few things will get you closer to the goal at any given point in time.
Not every project is equally important, not every meeting is equally
important, and not every task needs to be completed. Remember this the
next time youre overwhelmed with all kinds of different tasks, projects
and pressing deadlines.
Im not asking you to act irresponsibly and cancel everything. Im just
saying that any particular activity should either contribute to producing the
greatest results or it should not be seriously considered.
Your Why and Most Important Goals are good criteria to

determine whats most important and what should be your
rst things.
These determine your final destination, your focus and your milestones
the direction youre heading and the place you need to arrive at.
But what happens along the way? What about those activities and things
you need to accomplish on a daily and weekly basis in order to arrive at
your final destination faster, more efficiently, and with higher quality?
What is your journey plan? i.e. What do you need to do, and how?
Here again we need to FOCUS ON THE MOST IMPORTANT THINGS, the few
things that will produce the greatest results and get us closer to achieving
our most important goals. Here is how to make an action plan, your map to
reaching your goal.
48
Introducing the 20/80 rule

The 20/80 rule is also known as the Pareto principle it says that, for
many events, roughly 80% of the effects come from 20% of the causes. In
other words, only a few things among many options will bring the greatest
results.
For example:
If a company has 100 clients that generate 100,000 USD in a year,

then most probably only 20 clients (20%) bring in 80,000 USD
(80%) and the other 80 clients (20%) will bring in the rest
20,000 USD. In different situations, the percentages might differ:
10/90 or 25/75 or even 30/70, but the main point is there is a big
disproportion between efforts and results. Efforts invested in those
top 20 clients produce a disproportionate return compared to
efforts invested in the other 80 clients.
In your own life: from everything you have in your closet, most of
the time (80% of time) you wear only few things (20%) :)
This means that before we jump into doing things, even if we know our
goals, etc., we need to choose these few things that will bring the greatest
results and then concentrate on doing them first.
Not everything we think we need to do in a workday, on a particular project
or initiative, really needs to be done. The same goes for our goals only a
few activities on the list will help us to achieve them. These few things I
like to call 20/80 activities.
Our challenge is to apply this rule to every stage in the process of achieving
a specific goal.
49
First, we do it for the goal itself, then for each 20/80 activity, then again
for each 20/80 activity of each 20/80 activity, etc. It streamlines and
focuses your efforts at every level.
Example of how it works

Ill share an example from my experience working with senior executives
and teams in various countries, as I help them improve their business
results, build great businesses and achieve goals.
One of my good clients, a large corporation in the retail sector, asked me to
help them with formulating a business strategy and roadmap for building
their digital business and specifically at this point to significantly increase
revenues from their internet store. This is one of my main areas of
expertise, derived from international business experience from startups to
helping build multi-million dollar businesses, specifically in the digital
space. So, we sat down with their top executives and the team responsible
for internet sales, to identify what could be done to achieve this ambitious
goal.
First of all, we converted the goal To significantly increase

revenues from the internet store into a measurable goal: To
triple internet store revenues in the next 6 months (from ___USD
to ___USD).
Then we identified where this revenue would come from existing

clients or new clients. We implemented the 20/80 rule and decided
that in their situation, existing clients would be the first priority to
target, but even more specifically those existing clients who had
bought something through the internet store during the past 6
months.
50
Why? Because this client base was already huge, those clients already knew
the brand, and they had already bought something through the internet
store recently so at this point, targeting those particular clients would
logically bring the greatest results from among all the options.
For the next step, after identifying WHERE we needed to focus our
efforts and WHY, we decided to identify a few tasks that we needed
to focus on first of all. The team provided a list of 25 things that
needed to be improved or done in order to achieve this ambitious
goal. This is what usually happens when you ask for an action plan,
right? :) Anyway, by this point some of the team members had
already started to do some of the things on the list, and others were
eager to tackle the tasks one by one immediately. But here is the
point not everything on that list was equally important. Doing
just a few of the things would have a huge impact on results, if
executed properly. We only needed to identify 2 things, or 3 things
max, which absolutely had to be implemented or improved in the
next 6 months, or else the goal could not be reached. After having a
quick look at analytics about the whole purchasing process by a
customer from coming to the internet store, browsing around,
choosing a product, going to checkout, to receiving the purchased
product it was obvious that the stage where the most clients left
the store without completing the purchase was at the checkout
page. They had chosen what they wanted, but couldnt figure out
how to pay for it. In other words, improving only this stage of the
process, without tackling the huge and complex work on other
stages of the process, would DOUBLE the number of clients
completing the purchase and therefore double the revenues.
51
See the point I am trying to make? Sometimes its not that obvious, but if
you look hard enough and ask the right questions, youll identify the area,
the task to tackle first of all to get the desired results.
So, after identifying what stage we needed to work on, we

implemented the 20/80 rule again what aspects of that stage
should we improve first, etc. As a result, we soon had a clear plan
of action with detailed tasks that would keep the team busy for
most of the next few months, because even these few focused tasks
required changes on a larger scale in the organization such as
making sure there would always be enough products in stock,
redesigning the logistics process to handle the increased amount of
merchandise being moved, connecting offline and online sales and
marketing efforts, simplifying internal processes, etc., all with the
goal of making clients happy throughout the whole process.
This approach simplified everything. Just imagine if they had tried to do all
25 of the initial things on the list considering that everything else affects
other things as well. More stress, more work, less results.
This client had other challenges along the way, but as a result of
introducing them to the 20/80 rule and them integrating it in their
thinking, they achieved significant growth and millions in additional
revenues exceeding their goal, actually.
The example Ive used reflects a complex situation that most of us dont
face on a daily basis, but the point is the principle works with simple
goals as well as big, complex ones. It can be done. This example is just one
of many similar ones Ive seen during the course of my work as a CEO and
strategy consultant. It even works in complex environments like Russia, for
example :).
52
How do you apply this 20/80 principle in your own

situation?
Take your 1 or 2 most important goals from step 2 above and for each goal,
list everything you think needs to be done, is already being done, etc. When
youve done that, ask yourself in this order:
which TWO or THREE activities under each goal will be most

helpful to reaching that goal?
which ONE activity should absolutely be done before I move

further? In other words if you dont do this ONE thing, other
things wont matter, and you wont reach this goal.
As a result, you should have a list of a few tasks, activities, and projects,
that you consider to be the most important to helping you reach your goals.
In turn, each activity or task by itself can have many sub-tasks beneath.
Apply the same questions to those sub-tasks, too, and get to the 20/80
activities for each of them that will bring the best results faster. Dont
worry about getting everything planned out. Its enough to get this far and
plan the first steps.
Those activities on your list that dont contribute to helping you reach your
goals should, as graciously as possible, be delegated, postponed or
completely ignored.
Im as proud of what we dont do as I am of what we do.

Steve Jobs
53
Examples with some level of details:

Goal 1: Increase the number of purchases for Product A in the youth segment (18
25 year olds) from 10,000 to 35,000 by the end of this quarter.
Increase the number of purchases made by existing clients (get them to

buy more often).
Effective post-purchase communication (email, mobile, social

network) to get them back to an offline/online store.
Personalized targeted offers based on previous purchases and

products life-cycles.
Increase the number of mobile app users to be able to communicate

more often.
Increase the average check for one purchase (get them to buy more at one
time).
Use existing loyal clients to bring in their friends.
Goal 2: Launch redesigned corporate website by May 1st, focusing on increasing

sales leads from small and medium clients and making relevant information about
the TOP 5 products accessible in 3 clicks.
In the initial stage of the project:
Map the main 3 needs of the companys departments and teams that will
be involved
Create a detailed customer process (visit a website > purchase) for the
Top 5 products
Identify what information is relevant
Analyze concerns and motivators on each step of the clients

purchasing process
Analyze the pages that are currently most popular from existing
web-analytics reports
54
Goal 3: Decrease the number of unanswered calls and emails in the Customer
Service Department from 500 to 10 monthly within the next 2 months.
In the initial stage:
Identify the main causes of unanswered calls and emails
Analyze Customer Service operators shifts and requests hourly
Analyze the TOP 5 most common requests per month

Analyze internal processes (request>reply)
Identify what needs to be done preventively to decrease the number of

incoming calls
Automate answering the most common requests to speed things up
55
TO-DO #7
List 20/80 Activities For Your Goals
Measurable Goal 1:
____________________________________________
20/80 activity #1
____________________________________________
20/80 activity of 20/80 activity #1:
_________________________________________
_________________________________________
20/80 activity #2
____________________________________________
_________________________________________
_________________________________________
What is one first small step youll do this week?

____________________________________________
56
List 20/80 Activities For Your Goals
Measurable Goal 2:
____________________________________________
20/80 activity #1
____________________________________________
_________________________________________
_________________________________________
20/80 activity #2
____________________________________________
_________________________________________
_________________________________________
What is one first small step youll do this week?

____________________________________________
57
TO-DO #8
Decide About Activities Unrelated To The Most Important
Goals
For other activities that are on the list for some reason, but which you
have identified as less important decide what to do about them right
now. Otherwise they will still be there and will not allow you to think
clearly while focusing on the most important activities.
1.
____________________________________________
Action:
Delegate Postpone Ignore
2.
____________________________________________
Action:
3.
____________________________________________
Action:
4.
____________________________________________
Action:
5.
____________________________________________
Action:
58
TO-DO #9
Send Your Action Plan To Your Boss (if you work for
somebody else)
Now, when you have a plan of action, email it to your boss saying:
...These are our goals as a company/team, these are my goals as I
understand them, and these are the specific focus areas, which I
believe I absolutely must focus on in order to achieve these goals.
These are the things Ill be working on this week, month, quarter.
Please let me know if you have any comments...
Trust me, when you know exactly what few things you will be working
on, it will take a lot of stress off you, and outcomes will be greater.
Dont be afraid of talking to your boss about it and discussing priorities.
Youre not risking that much, actually. Youre in a worse situation when
goals are vague and you have trouble delivering whatever the expected
results might be, working long days trying to achieve something that is
not clear.
Now we have defined what is The Most Important, i.e. we know WHY,
WHERE TO GO and WHAT ACTIVITIES we need to focus on first.
The next step is to plan your workday and workweek effectively and
allocate enough time to achieve these most important goals and maximize
your chances of achieving outstanding results.
59
As we discussed before, our time should be devoted MOSTLY to the most

important tasks if we want to achieve the most important goals. We already
know what is The Most Important.
Now these 3 aspects will help us plan our time effectively to get these most
important things done:
I. Where to spend our time 4 types of tasks
II. Actual scheduling: when and how
III. How to maximize results during the day
60
CHAPTER 3 - How To Plan Time To Get The Most Important Things Done
I. Where to spend our time 4 types

of tasks
Before we move to actual scheduling and time allocation for specific tasks
and activities, lets look at a very powerful concept and approach to
planning time and making decisions about our priorities and how we
allocate time.
All of the time for our tasks, projects, etc. in any area of life can be divided
into 4 segments. Anything we do will fall in some of these 4 segments:
This method is said to have been used by U.S. President Dwight D.

Eisenhower for making decisions and allocating time. Later on, Steven R.
Covey popularized it in his bestseller 7 Habits of Highly Eective People.
61
These quadrants are:
Q1: Important and Urgent

This is our crisis and fire fighting segment, when we need to put out
fires, manage crises, act immediately.
Examples for Q1: crises, deadlines, some meetings, projects, client
problems, bosss requests
We MUST do these actions. No excuses. They are important, because they
help us move closer to our goals, but they are often unplanned or
unwanted.
There will always be something in this quadrant, since we live in an
imperfect world life brings its own challenges, and emergencies always
happen. However, our aim is to minimize crises over the long run.
After you have resolved an emergency, devote some time to analyzing the
reasons behind it and how you can prevent it in the future (and this is your
Quadrant 2 time). Unfortunately, many people will deal with an emergency,
then go on without doing anything that might prevent its recurrence. This
is one of the reasons they deal with the same issues over and over again
and have to spend so much time in Q1 dealing with emergencies. Be
different, and youll be more effective.
62
Q2: Important and Not Urgent

This is our prevention and growth segment.
Examples for Q2: planning, preparation process, creating preventive
systems, building relationships, personal growth, relaxation.
Eventually, we need to spend most of our time here. This requires a change
in mindset thinking long-term and preventively. We often neglect these
important tasks and issues, because theyre not urgent (yet!) and we tend
to spend more time on things that require our immediate attention.
For example, if I dont take care of my body by exercising everyday (Q2),
the day will come when Ill have health issues I need to deal with urgently
(Q1), which will jeopardize not only how I feel at that moment but also
future opportunities and what I could become, do or have.
The same principle applies at work.
We need to schedule important things intentionally and do them while
theyre not urgent, and develop systems and processes to prevent things
from becoming urgent. The more we think this way and discipline
ourselves to do these things, the more results well see and the happier
well be.
63
Q3: Not Important and Urgent

This is your illusion of importance segment.
Examples for Q3: Interruptions by colleagues, some phone calls, some
emails, some requests from partners, certain meetings
Activities in this segment are usually confused with activities in Q1,
because theyre urgent. These activities cannot be scheduled ahead of time.
They come without warning and are hard to ignore, since urgency demands
our attention. But these activities are rarely really important and they
rarely help us to progress toward our goals and highest priorities. Thats
why I call this quadrant the illusion of importance.
We need to find a quick way to deal with distractions.
It helps to turn off notifications on your computer and phone, and
sometimes to turn the phone off completely. Get yourself lost to others, so
you simply cannot be interrupted. If someone interrupts you anyway, and
its not your boss, say right away that youre busy and ask them to state
their question quickly. Theyve already disturbed you, so listen to their
request, send them away politely by redirecting them to someone else, or
say that youll get back to them later, then make a quick note so you dont
forget, and continue working on your important tasks. Or if you have the
opportunity, delegate these tasks.
64
Q4: Not Important and Not Urgent

This is our procrastination and waste of time segment. Sometimes its
because we dont want to tackle a complex or unpleasant task, or we dont
have the motivation to do whats important. In any case, were wasting our
time and the tasks were avoiding will come back to us at some point as
urgent.
Examples for Q4: time wasters and time killers, social media, games,
watching TV, surfing the Internet, coffee breaks.
Dont spend any time here at all, unless:
Your daily work is closely connected to social media.
You have a break between finishing an important tasks and starting

another one, and you use these activities as a reward :). In that
case, they become part of your Q2 activities.
Otherwise, analyze what activities you do that fit into this quadrant, stop
doing them and spend this valuable time in Q2 and Q1.
Start working on a task you dont like and youll notice that as youre
working on it, you feel better and its not as bad as it appeared to be.
Usually the start is difficult, but once we get started, it becomes easier.
65
The majority of people, especially in the corporate world, spend most of

their time in Q1, Q3, and Q4, for different reasons. In my opinion, most
common reasons are:
Lack of planning or goals are not clear
Tendency to not take action, to procrastinate
Cannot say NO
But youre in a different position now and can change that in your
situation.
Your ul=mate aim spend at least 70% of =me in Q2,

20% in Q1 and 10% in Q3.
66
You achieve this aim in 2 leaps:

STEP 1 - You need to start focusing on tasks in Q1 and Q2 by getting
rid of Q4 and resolving Q3 activities and tasks quickly.
STEP 2 - After that, your main focus will be to spend the majority of
your time in Q2, moving from fire fighting (Q1) toward creating
preventive actions and systems (Q2).
Doing this will enable you to
avoid stress and spend less time at work,
while dramatically increasing your effectiveness and productivity. Dont try

to do everything at once follow incremental steps. But get started!
67
TO-DO #10
Analyze Where You Are Right Now.
STEP 1 Have your goals and 20/80 activities in front of you
STEP 2 List everything that requires your attention now, for the next
week, for 1-3 months
STEP 3 Define the level of importance for each task
For each task, ask the following questions:
Is this task really important?
Does it contribute to overall success and to reaching the most

important goals?
How did this task make the requires my attention list?
Sometimes, were moving at a fast pace through our days and dont have
time to think about what were doing and why. These questions can help
us regain focus, see the big picture without stress, and redefine priorities.
Often the tasks we think are important, are not THAT important. The
stress of the moment just does not allow us to see and think clearly.
The most important goals and 20/80 activities will guide you in your
decisions.
Continue to the 4th step only with those tasks about which you can
answer in the affirmative to these questions above for important tasks.
Dont give any attention at this point to those tasks about which you
cannot give affirmative answers. Its not their time yet.
68

Analyze where you are right now.
STEP 4 Define Urgency
How urgent is this task or activity?
Do I have a strict deadline for this particular task or step, or

strict deadlines for the next related tasks or steps?
Does this particular task fall into any of these categories:
a genuine crisis
important meetings or presentations that cannot be
critical issues and problems related to customer service
moved. Sometimes they are scheduled by other parties and

you absolutely must be present, but many meetings can be
rescheduled (even if the meeting is with your boss)
a task coming directly from your boss that needs to be

done now
Remember its your situation, you have a unique understanding of it

and there is no right or wrong here.
STEP 5 Put tasks into respective quadrants
STEP 6 Start to deal with tasks in Q1
STEP 7 Continue with tasks in Q2
NB! Resolve Q3 issues as quickly as they appear and stop doing things in
Q4!
69
How do you choose between equal priorities?

This is one of the most common questions I get. We have various projects
to manage, activities and tasks at work or in business or in life, and each of
them has its own goals and priorities. Sometimes we face two or more
equally important issues requiring our time right now.
Imagine its now 2 p.m. and you have 3 tasks, all of which qualify as
high priorities:
1. You need to put the important information about Product As promo
campaign on the website. The campaign started 2 days ago, but you
just now received a banner and a description. The task requires 30
minutes.
2. You need to submit an expert article for the industrys professional
publication. The deadline is 5 p.m. The article is almost finished, but
needs a bit of polishing. The task requires 3 hours.
3. The boss called a few minutes ago and asked you to come at4 p.m.
for an urgent meeting with the management team. The meeting is not
on the schedule.
The question is what to do?
Have you been in a similar situation? I bet you have. We all have.
At this point it doesnt matter why it happened, you just need to decide
NOW what to do, then analyze and devise a preventive action plan later. So,
what should we do in a situation like the one described above?
70
Our example is fairly typical, so lets look at some general principles and
criteria that can help in these situations. Ive found them useful in my life
and business.
General principles
1. One thing at a time
Actually, when you have 2 or more high priority tasks or projects in
hand and consider them equally important, you need to remember that
only ONE of them can have the highest priority at a given time. As
difficult as it seems, youll need to define and choose ONE to tackle
first. You cant do several things at once anyway . Our mind can focus
effectively only on one thing at a time.
2. Tackle Urgent and Important first
When defining the highest priority, go through these 2 simple steps:
Step 1 Define Importance (see TO-DO #10 Step 3)
Step 2 Define Urgency (see TO-DO #10 Step 4)
3. Focus on this ONE task now
Once you have defined the task as important and urgent, devote
uninterrupted time to this task and dont get sidetracked! Otherwise
youll end up in the same stressful situation as in the beginning. Once
you finish this task, take a break, reward yourself and get into the next
task in the pipeline (the next important and urgent).
I guarantee youll achieve more in a day and it will be less stressful.
71
Back to our example.

The Importance test:
All these tasks pass the Importance test, since they are vital for the
organization and for you. No doubt about it.
The Urgency test:
This is the tricky part which one should you tackle first?
Meeting with your boss at4 p.m.
Submission of the article at5 p.m.
You cannot postpone the promo campaign, as it has started already

2 days ago.
Its now 2 p.m. That means you have two hours for finishing the article and
putting the promo campaign on the website before the meeting with a
management team. Putting the promo campaign requires 30 minutes of
your time, so you actually have one and a half hours for the article. But you
really need 3 hours for that.
Well, lets think about these tasks again.
For sure, you cant cancel the meeting with your boss, since the request
came from the boss and other people are involved. This task stays on your
agenda.
Can you postpone the submission of the article by a few hours? My guessis
you usually can, as 1 or 2 hours doesnt make much difference for a
publisher, especially when they know not everybody submits on time.
72
Can you do the promo campaign later in the evening? You probably can. If
its already 2 days late and the material was received later than planned, so
a few more hours will probably not do any more harm than has already
been done (if any).
So, you now face 2 options:
Option 1:
call the publisher about postponing the deadline
get the promo campaign on the website
do some work on the article
go to the meeting with the boss
finish the article in the evening
Option 2:
call the publisher about postponing the deadline
work on the article
go to the meeting with the boss
finish the article after the meeting
put the promo campaign on the website in the evening
It all depends on the new postponed deadline for the article.

I would personally go for Option 2 and find somebody to delegate putting
the promo campaign on the website, since you dont know how long
73
the meeting with your boss will last. If you dont have anybody to delegate
to, it can be done later in the evening anyway.
If the publisher wont postpone the deadline, you have a tough, but still
manageable choice you might work on the article, cutting some of the
parts to shorten the time but providing the same quality OR youll need to
consult your boss to see if the meeting could be postponed for half an hour
or an hour.
I personally believe that there is always a solution, especially if you can get
other people involved in the discussion and explain your situation. People
love to help, and will most likely be flexible.
74
II. Actual Scheduling: When and How

Once you have a list of the most important tasks and activities to focus on,
how do you go about planning your day, your week, your month, based on
this new knowledge? Here are some practical steps from my own and other
peoples experience to help you.
1. Plan weekly
Why weekly and not monthly or daily? From my experience, a month is too
big a period for our minds to grasp and as a result things tend to slip away
and its easier to procrastinate Oh, I have 3 more weeks to go. A day is
better, but is too narrow and we might not see the big picture as we get
consumed by daily tasks and to-dos.
A week is short enough to control, but long enough to be flexible if any
changes need to be made. It also allows us to see the bigger picture how
this week fits into ourmonthly, quarterly and yearly goals and still stay
focused at the same time. In weekly planning we can focus on
accomplishing specific things by the end of the week and still have a
certain amount of flexibility on some days.
75
Even when you focus on a week in your planning, youll still have specific
tasks for specific days and youll still have a to-do list foreach day. Thats
ok, since youre doing these tasks in light of the weeks goals and the
overall big picture.
TO-DO #11
Schedule Weekly Planning Time
Set aside half an hour to an hour one day a week which youll use to plan
your upcoming week. Schedule this planning time into your calendar and
find a place without distractions. This is part of your thinking time. For
me,Sundayeveningworks best.
Decide for yourself right now.
Weekly planning time (when) ____________________ (30 min)
76
1.1. Think in terms of Results, not the Process

When planning your week and days, think about what results need be
accomplished by the end of the period, not the process. It might be:
to complete a specific stage of a project not working on a

specific stage of a project
to hold certain important meetings and reach specific

agreements so you can move on to the next stage not just
hold some important meetings
to get some specific task done
Break down each result into detailed steps, activities. Think

backwards.
Thinking backwards is something most of us do every day even if we
dont realize it. Lets say you know you need to be at the office
tomorrow at 9 a.m. (your final goal in this mini-project). That means
you need to get in the car at a certain time or catch the bus at a certain
time. That means you need to finish your breakfast and get your
clothes on before that, and it means you need to wake up at a certain
time, and if you want to have 7 or 8 hours sleep, you need to go to bed
tonight at a certain time.
See, you already know how backplanning works :). You can apply
the same principle to any project or activity. Dont stress out over the
very detailed plan (especially if being too detailed is not your
personality type), but implementing this principle in your own way
will boost results quickly, as youll identify and plan most of the
necessary tasks.
77
Basically, when youre finished, you should have a list of

accomplishments that need to take place this week, with the activities
planned in that will make them happen.
Doing this will clarify your focus and get you closer to achieving your
bigger and most important goals on a monthly and yearly basis.
Example:
Today is Monday and next Monday I need to present at the monthly
board meeting and Ive already done some preparation last week.
My planned accomplishment (mini goal):
to have my presentation ready and practiced byFriday of this week
My activities this week (backplanned):
need to practice (approx. 2 hours, Fri)
need to finish the presentation (approx. 10 hours, Wedand Thu)
need to find pictures for the presentation (approx. 2 hours, Tue)
need to ask colleague A for data on Product X growth (Mon)
Now I have tasks and to-dos for each day.
78
1.2. Use the rule of 33
Dont plan more than 3 most important things to accomplish in a

week
Dont plan more than 3 most important things to accomplish in a

day
Why 3? The same reason weve discussed before creative tasks

require time and thinking, but also life brings distractions and crises
into our day.
So, if you plan in too many such tasks, there is a good chance that you
wont finish them all in the time you planned. This in turn tends to
diminish your motivation and confidence.
NB! If youre able to get these 3 most important things done and still
have some time have some rest and then tackle your next most
important task in the pipeline.
2. Put the most important things into your calendar first

Once you have listed your planned accomplishments for the upcoming
week and figured out what needs to be done to achieve them, you end up
with a list of activities and the approximate amount of time you need to
devote to each one and even specific deadlines for some of the steps.
Then start to put into your daytimer/calendar the blocks of time for the
most important things FIRST (your Q1 and Q2 tasks, activities).
79
So, your most important goals and the activities associated with them are
going into the calendar first, with ALL the steps and the necessary time for
each one:
pre-scheduled important meetings
urgent and important things (putting out the fires)
thinking time and planning time
important goal-related 20/80 activities for the week
TO-DO #12
Schedule Weekly Thinking Time
Even a small amount of time set aside each week to think about
important, but not urgent aspects of our work and life,can make a huge
difference. Icall this time thinking about strategic things:
goals andpriorities
preventive actions and building preventiveprocesses
leading people and improving relationships
how you spend your time
Giving serious thought to these strategic things is important for each of
us who want to deliver peak performance, but especially for leaders, since
they need to devote more time to long-term issues and not to daily
operational tasks.
Schedule thinking time now.
Weekly on ____________________________ (1 hour)
or
Monthly on ____________________________ (23 hours)
80
2.1. If you need to have more time in your calendar

If you need to have more time in your calendar, review what is already
in there one more time and ask 2 critical questions:
1) How will this specific activity get me/uscloser to my/our bigger
goals
2) Is this really the MOST important activity this week compared
to other ones?
Replace the ones that you cant answer in the affirmative. DONT
EVER sacrifice thinking time, since this time allows you to think
strategically about the bigger picture and preventive actions, to avoid
having fires all the time (Q1) and instead come up with an effective
fire prevention system (Q2).
Other things go into calendar only AFTER the most important activities
are there and IF there is time left for them.Surprised? Yes, IF there is
time left for them.
Remember the budgeting principle. We dont make optional
purchases before making our obligatory payments. It wastes money so
that we dont have what we need when that important bill comes due.
Wheres the wisdom in allowing less important things to consume
your most precious resource time and postpone or prevent you
achieving the most important things?
81
2.2. Be Flexible
Some weeks will be busier than others, and unforeseen things can
happen. Remember that a timetable is only a plan or a guide. You dont
have to follow it religiously every week, but try to stick to your plan as
best you can.
QUICKFIX
FIX#2.
#4
QUICK
Ask
your boss
aboutTime
Schedule
In Flex
Allow 30 minutes for unforeseen things between your time blocks,
activities or meetings
2.3. A more effective To-Do list for tomorrow

As we discussed before, we dont plan more than 3 things to
accomplish in a day, based on our weekly priorities, which in turn are
based on our most important goals for the month, the quarter and the
year.
From my experience, this is a more effective To-Do list approach than
just having a To-Do list with a lot of things on it, many of which dont
have any correlation with our highest priorities and goals. As a result,
were busy all the time, but without significant progress and without
the desired results. The only guaranteed result we can expect is lots
of stress and health problems.
82
3. Review daily
Each day, schedule in 15 to 30 minutes of review time. It might be at the
end of the day or the beginning of the next day, but the principle is to
adjust your plans in light of your overall, long-term goals and this weeks
more immediate goals, to review the results of the previous day BEFORE
you start your new day. Make any necessary adjustments in your upcoming
day before it starts, and do it every day. Otherwise youll very likely be off
track by the endof the week.
For me, the evening of the previous day works best, as my mind also gets
additional reassurance that everything is under control so I can get a
good nights sleep, knowing I am prepared for tomorrow. Some people do it
first thing in the morning.
Dont carry over unimportant tasks to the next day. Graciously delegate,
postpone or ignore them.
TO-DO #13
Schedule Daily Review Time
Schedule what time daily youll review your day now.
Daily on ____________________________ (15-30 min.)
Again, this is your situation and the main principle here is TO HAVE this
review, not to have it everyday at a specific time.
83
4. Track progress
If you set specific and measurable goals, it will be easier to track your
progress on your way to success. So when you prepare for the next day and
the next week, and review your allocation of time and results daily and
weekly, youll be able to see how youre doing for each of your most
important goals.
4.1. Visualize goals and results

All of us are aware that in a car, there is a bright dashboard in front of
the driver. This dashboard is designed to help the driver see whats
going on with the car and the driving process, and to enable him/her
to make necessary adjustments as conditions change. By paying proper
attention to the cars dashboard, the driver can see at a glance whether
everything is all right with the car, the engine temperature, the speed,
the fuel. Will the speed get us to our destination on time? Do we have
enough fuel to complete the trip?
The same principle applies to any goal, especially for business and
work. That daily look at the dashboard enables us to instantly see how
were doing, whether we have enough time left in the week to
accomplish all that needs to be done, or if we need to make any
adjustments to stay on the right track, and on schedule.
84
TO-DO #14
Design Your Goals Dashboard
STEP 1 - Put your main goals on paper with 20/80 activities and the
criteria youll use to measure your success.
STEP 2 - Put that paper somewhere on or near your desk where you can
see it all the time. Remember, its your dashboard. It should always just
be a glance away. Your daily to-do list should be attached to it, or hung
nearby.
STEP 3 - Dont forget to visualize your personal goals, as well, so they
dont get lost in your efforts at work picture what you want to
accomplish personally and keep it in front of you, so youre frequently
reminded of what you want to be, to do and to have in the future.
EXAMPLE:
85
4.2. Reward yourself

Celebrate results youve achieved big wins and even small ones.
Absolutely! Taking action and making progress are more important
than achieving perfect results. Come up with your own rewards for
each step you finish on the way to reaching your goals. It will motivate
you to complete tasks on time and with the desired quality.
BeFer DONE than PERFECT.
86
III. How to maximize results during

the day
These additional principles and practical steps will help you plan your day,
and schedule tasks during the day, in such a way that you maximize your
chances of getting the most important things done, with the desired
quality.
1. Start your day with one important task

Now youre ready to jump-start your day!
From the list of the most important tasks for today, choose ONE which is
the most important. Remember, at any given point in time there is always
ONE thing that will be MORE important than any other, even if they all fall
into category of the most important.
87
TO-DO #15
Choose ONE task
List your 3 most important tasks for today:
1. ___________________________________________
2. ___________________________________________
3. ___________________________________________
Choose the most important one:
____________________________________________
1.1. Start you day with this one task.

Devote uninterrupted time to this task and dont get sidetracked! Than
continue with your second most important thing on the list, then your
third most important thing.
Were talking about tasks that require our creative thinking, creative
energy so called strategic stuff, Q2 stuff (reviewing our goals,
designing preventive systems, processes, strategic planning, time with
ourselves, changes in strategy, etc.).
1.2. Do not multi-task!

The idea of multi-tasking that was popular a couple of decades ago has
been thoroughly debunked. Our mind is created in a such a way that it
can fully concentrate only on one thing at a time. Also, concentration
requires a bit of time before you reach the point where youre really
88
focused. Dont try to manage several projects or deal with several

issues at the same time. Finish one, then move to the next one, and so
on.
Multi-tasking includes checking your email while youre trying to
write a report; or watching TV or checking your phone while planning
your next day. Dont do it, as you lose your focus and it will take 10-15
minutes or more to get it back to the same level you had a moment
ago. The danger here is that multi-tasking is enjoyable. We often do it
because were curious whats that next email, tweet or Facebook
message about? This all feeds that desire for immediate gratification.
But if we want to take control of our time and achieve outstanding
results, resisting distractions and staying focused on the task requires
discipline and mental effort. But its worth it!
NB! In some jobs, multitasking is unavoidable. It depends on the
nature of our work. Some of us need to be always online with
customers, colleagues, and partners. The point is to limit and
minimize distractions and disruptions. Even small changes can make a
big difference. The less task-switching you do during the workday, the
more effective and productive you become because you save your vital
mental resources for activities that matter.
QUICKFIX
FIX#2.
#5
QUICK
Ask
your
bossPlace
aboutToyour
teams
and/orPlanning
companys Why
Find
A Quiet
Do Your
Strategic
If you work in an open space among other people, use a conference room
for your strategic / planning / most important time. It will help you be
able to concentrate.
89
2. Take advantage of your peak hours

All of us have different personalities and different biological rhythms.
Some of us are early birds, some of us are night owls. It means were
more effective at accomplishing certain tasks at different times of the day.
And thats totally fine. If we can understand this principle, it can help us to
save time and intentionally look for ways to maximize our results during
the day based on our bodys natural rhythms.
These rhythms might change with time. I used to like to get up early in the
morning and go to bed early in the evening. I just could not stay up late.
Now things have changed and I still like to get up early, but Im also fine
with staying up late.
2.1. Identify your peak hours for maximum effect

Each of us is wired differently and we come to know when were the
most effective at performing certain tasks. For me, the most
productive hours are during the day from 8-11 a.m. and then 4-6
p.m. These are my peak hours, when my creativity and strategic
thinking are at their best (most days). So, I try to plan anything that
relates to strategy or solving challenging issues for these times, so my
mind can work quickly and clearly. That saves time, since I can
accomplish a lot more on these important tasks during my peak
hours than I could during my non-peak hours.
What are YOUR peak hours during the day?
__________________________________________
__________________________________________
90
TO-DO #16
If You Dont Know Your Peak Hours
STEP 1 - Take one typical day (today, tomorrow)
STEP 2 - Mark your energy level for each hour of the day
STEP 3 - Connect the dots
You may want to repeat this exercise several days in a row, or on days
with varying levels of activity to get an even better picture of your energy
levels.
91
TO-DO #17
What Can You Plan During Peak Hours To Achieve
Maximum Effect?
1. ___________________________________________
2. ___________________________________________
3. ___________________________________________
4. ___________________________________________
5. ___________________________________________
QUICKFIX
FIX#2.
#6
QUICK
Ask
yourToDo
boss about
Daily
List your teams and/or companys Why
Todays Tasks
Energy required
(High, Medium, Low)
Time needed
Done
Reward
92
2.2. Plan enough time for rest, so you have peak hours!
We all have situations when we need to work extra hours to finish
something on time (a project, a paper, a product launch, etc.). Thats
totally fine. Remember, the plan should serve you, not you serving the
plan. Rigidity in working your plan can be as bad as not having a plan.
In both cases, youve lost conscious control.
Even in the crunch times, though, make sure to devote enough time to
rest and sleep. Our bodies needs to refresh and get strength for the
next day. Have you noticed that when you dont get enough sleep, you
function differently the next day? Of course you have! Its the same
with your health if you dont take care of your body today, tomorrow
it wont serve you well. Your body is your primary resource that helps
you produce results. Only when its working well can you use your
time well.
3. Break your days into blocks of time

Time blocking is one of the most powerful approaches I use to plan my
time. Ive also witnessed it working successfully for many other people.
You, too, can benefit from this approach to planning your days and weeks
so you get better results with less stress.
For our purposes, a block of time is simply a pre-established amount of
time scheduled into your daily plan to allow uninterrupted, focused work to
be accomplished.
93
Why is Time Blocking effective?
Enough time to complete important tasks

People often dont achieve results at the required level of quality,
simply because they dont plan in enough time for accomplishing a
specific task well. They usually plan a lot of things into the day, so the
day gets broken into smaller, less effective periods of time.
Improved focus and quality

To creatively solve problems or accomplish an important task, a person
often needs a larger block of uninterrupted time, as short periods of
time are simply not enough for the required focus. When our focus is
diffused, we tend to miss details that can make the difference between
quality and mediocrity. Without distractions during a specific block of
time, your mind can stay focused, which leads to faster completion and
better quality.
Less stress
By scheduling blocks of time in advance, you keep making steady, daily
progress on the highest priorities instead of procrastinating and then
stressing out about important projects and tasks at the last minute.
Improved overall results

The fact that you accomplish the most important things each day,
steadily moving forward, means youre going to reach your long-term
business goals or life goals faster.
94
How can you implement this in your life?

Simple. Divide your day roughly into 3 major blocks of time, like this:
Most important tasks
Routine and administrative tasks
Meetings
Lets look at them separately.

Most important tasks
This is the most important time of your day, so it needs to be protected
and planned in, every day. Start with having one block of 1 -2 hours
each day. Youll see better results right away, whether youre the CEO,
a department manager or just an employee.
During this time you focus on the most important tasks and priorities,
difficult projects and complex issues. It might include reviewing the
big picture and your goals, designing preventive actions, etc.
Protect this time and dont allow any distractions. Your mind needs to
focus.
Routine and administrative tasks
There are many routine tasks that dont require much creative
thinking, but completing them takes time such things as checking
and answering emails, returning calls, preparing reports, etc.
Group as many similar activities together as possible, since youre
actually several times more productive when you can focus on one type
95
of task rather than switching among different types of tasks.

Try to plan routine tasks into the part of the day when youre not as
productive based on your individual biological rhythms (off-peak
times).
Meetings
If you absolutely must have meetings, then as much as possible, try to
schedule several meetings close together, e.g., late afternoon or late
morning. It will allow you to focus on meetings and not break your day
into smaller, more ineffective pieces. Scheduling meetings in the late
morning or late afternoon also helps keep them from dragging on,
since nobody wants to stay at work late or miss lunch because of an
extended meeting.
4. Start each day with the Most important tasks time

block
This is your most important time period. Start your day with it. Find a
place where nobody and nothing could distract you. Yes, this includes your
boss. From my experience as a CEO, there are very rarely situations that are
so urgent that your boss needs you right now and it cant wait for a couple
of hours until youre available. So, no worries there. Plus . . . if your boss is
managing his/her schedule well, he/she is also focusing during this time,
so he/she is not likely to be looking for you to respond to some crisis.
For example, John Reed, the former CEO of Citigroup, kept his office door
closed from7 a.m. to 10 a.m.every day, refusing to take any calls or visits
until he opened his door.
96
After finishing your most important tasks block, you can move on to
other things on your list and know youve had a great day, because the
most important things are already done.
5. Schedule in flexibility time and plan fun time after

each block
Plan about 30 minutes of flexibility time after each block or about every
couple of hours. This will enable you to handle an emergency without
having to adjust your schedule.
Also, schedule in some fun activities between tasks to give your mind a
rest. Do something enjoyable, or reward yourself for completing an
important step.
6. Devote bigger blocks of time to more challenging tasks

Weve already discussed the fact that smaller blocks of time are typically
less effective, and the fact is that people often sacrifice quality simply
because they dont allow enough time to accomplish an important task
well. So it makes perfect sense to devote more time to more challenging
tasks.
If you devote an hour and a half or two hours for each such activity, it
allows your mind to concentrate well and youll achieve more during that
time. Its more effective to plan a quarterof the day in bigger chunks than
to plan three quarters of the day divided into 15-30 minute periods.
97
QUICKFIX
FIX#2.
#7
QUICK
Ask
your boss
Combine
Activities
1. As much as possible, plan meetings only on certain days, and on other
days devote your time to planning and working on important things.
2. Use morning for planning and strategic issues, afternoons for
meetings.
7. Set deadlines
Set a limit on how much time youre willing to spend on a particular
project today. It will mobilize you and help you focus.
This is an important principle. Its known as Parkinsons Law, summarized
as, Work expands to fill the time available for its completion. This
interesting observation was made by Cyril Northcote Parkinson, the famous
British historian and author, in 1955, first appearing as the opening line in
an article for The Economist and later becoming the focus of one of
Parkinsons books, Parkinsons Law: The Pursuit of Progress. This means that
if you give yourself two days for a two hour task, then psychologically
speaking the task will increase in complexity and youll complete it in two
days, not two hours.
By assigning the right amount of time to a task and having deadlines, we
mobilize ourselves and find ways to reduce the complexity of the task in
order to finish it on time.
98
How can we get some extra time to accomplish planned tasks and reach
goals in the midst of distractions? Especially in this always on age, when
we carry these small devices called smartphones with us everywhere we go,
even to the restroom. Well, physically we cant add an extra minute to a
day, but we can enlarge the blocks of time we need for the most
important things. By minimizing time-wasters and distractions, and
applying a few simple ideas to increase our productivity, its surprising
how much more we can achieve in the same amount of time.
To stay focused in the midst of distractions, we need to improve in 4
specific areas:
I. Removing digital distractions
II. Eliminating meetings
III. Learning to say NO
IV. Working with email effectively and efficiently
99
CHAPTER 4 - How To Stay Focused On The Most Important
Here are few guiding principles and practical steps that Ive personally
found useful.

1. Check your emails and social networks only a few times
a day
New technologies, social media and the growing penetration of mobile
devices have changed the way we live, work and communicate. They help
us a lot, but at the same time they add stress to our lives, since we now
expect instant access to information 24/7.
Do you check Facebook while youre using the restroom? Or check email
every 10 minutes? :) In our hyper-connected society, many people seem to
be afraid of missing something important. As a result, many of us are
always online.
But remember, every notification on your mobile phone, every sound of an
incoming email, every instant message, IS A DISTRACTION. Every time you
check Facebook to see whats happening, youre distracted and might get
caught up in another world.
What would happen if you checked your emails only twice a day? Or
checked Facebook once a day or even once a week? Nothing really. Just
think about it what would really happen? Usually there is no urgent need
to reply (unless you work in the Customer Support Department), so there is
no urgent need to check things. If something is really urgent, somebody
will find you.
100
QUICKFIX
FIX#2.
#8
QUICK
Ask
your
bossEffectively
Check
Email
1. Check and process several emails at once, i.e. in the evening. It will take
less time than if you check emails and reply during the day as they come
in. The same goes for social networks.
2. Dont check work email after work hours and during weekends. Guard
your time!
3. Spend no more than 30 minutes working on emails each time.
4. Dont check your email in the morning!
I know many people who check email first thing in the morning,
sometimes even before getting out of bed. I do it sometimes, too. The
reason were curious to know whats happened, to hear some good news
weve been waiting for, etc. But is it the most important thing we need to
be spending our mental and physical resources on right after we wake up?
Dont let your inbox define the course of your day. We need to decide
ourselves how our day will start and what well be focusing on. We all have
more important things to do before checking email.
When I changed that habit and started my day with the most important
things, and checked my email only after I was done with those things I
felt better almost instantly. I had discovered that things very seldom
happen that are so urgent or so important that they cant wait for a few
hours while Im working on the most important things. I also discovered that
my thinking became clearer, as I decide what to put in my mind and
preoccupy my thinking first thing in the morning.
101
Previously, after checking and reading emails in the morning, issues

brought up in the emails would distract me and preoccupy my thinking,
taking my energy and thoughts off the most important things I had planned
to do. It was not good.
I expand more on working with email effectively in the next section
Working with Email effectively and efficiently.
TO-DO #18
Set Specific Times To Check Email And Social Media During A
Day
1. ___________________________________________
2. ___________________________________________
3. ___________________________________________
2. Turn off notifications

When you work on your most important tasks, turn off notifications on
your computer and phone and sometimes turn the phone completely off.
Get yourself lost to others, so you simply cannot be interrupted.
Every distraction costs us an additional 15-20 minutes on a taskor project,
because we lose our focus and it takes 10-15 minutes or more to get it back
to the same level we had a moment ago (According to a University of
CaliforniaIrvine study). End result we lose time and sometimes quality
as well.
102
TO-DO #19
Turn Off Notifications
Go to your phone and computer to turn off notifications for:
1. Email
2. Social media
3. Other apps on your phone
4. Other apps on your computer
103


If you work in the corporate world, then the chances are you have a lot of
internal meetings in your calendar, and the majority of them are not useful
at all, or at least not as important as stated. Sometimes it even seems that
all you do during the week is attending meetings, doesnt it? Ive
experienced that first hand too, so I understand what you may be dealing
with on a daily basis.
Some time ago a good friend of mine, an executive in a large organization,
said to me, This week was full of various internal meetings, so when did I
have time to work? I need to stop it somehow. In the corporate world
many people perceive internal meetings as time-wasters. I often
experience it myself, as I work with clients and business partners. I could
not agree with my friend more.
In spite of that, people still have all these meetings booked in their
calendars and it seems that the curse will never stop. The bigger the
organization, the bigger the challenge.
104
Changing your own approach to meetings will help to significantly reduce

the number of unimportant and unnecessary ones, and youll have MORE
TIME during the day / week for whatever IS important and meaningful, be
it meetings or other things. Isnt that a beautiful thought thats worth
pursuing?
Rule of thumb: if the activity or meeting will not get us closer to the
important goals, then ignore them or use alternative communication
methods.
We need to constantly evaluate our calendars to see if most of our activities
and meetings are getting us closer to the goals, i.e., are they meaningful
and important? If not, apply the rule of thumb.
Why do meetings waste time?

The most common reasons Ive observed:
meetings are scheduled chaotically and based on other peoples

priorities
there is no clear agenda, and no clear desired outcome
people come to the meetings unprepared
there are too many people at the meeting
105
The most basic question do we really need to meet?

This depends on your goals, the reasons for meeting and on the people
youre working with. My personal opinion is that meetings can be
important in building relationships, and sometimes they help move things
forward much faster than would happen without the meeting. But a
meeting is not always the only way to do those things. Personal meetings
are more of an expectation in certain cultures, though those which are
more relationship-oriented.
So . . . here are some good questions to ask yourself before you schedule or
agree to a meeting:
Do I really need to MEET? Can I move the issue/project forward by

other means of communication (phone call, email, etc.)?
How will the meeting help to stimulate progress on the issue/

project? What is the desired outcome I want to achieve as the result
of the meeting?
Can I delegate the meeting to someone else?
Think creatively about these ideas and answer these questions honestly,
keeping as your primary goal to use your time effectively and achieve
results. And as a bonus you wont have to work extra hours. It will
involve saying No to some things you used to say Yes to, but with no
loss in results, and with a gain in productivity.
Dont forget to keep indirect results in mind when youre considering
whether or not to meet, i.e. building relationships, credibility, solving a
problem, resolving conflict, etc. These are always important to discuss in
person, if at all possible.
106
REMEMBER THIS:
When youre approached with a request or notified of a meeting dont
commit right away. Just because someone has sent you the request or
scheduled the meeting, does not mean its important for you or that you
need to engage. Take time to evaluate how it fits into your calendar and
responsibilities, and then reply. Otherwise youll constantly face the fact
that others are planning your weeks, reducing your productivity to enhance
theirs.
QUICKFIX
FIX#2.
#9
QUICK
Ask
your
boss about
Plan
Effective
Meetings
If youre INITIATING the meeting:
1. Take control of your schedule
2. Communicate the desired outcome and expectations beforehand
3. Invite only those who can impact the results
4. Prepare for the meeting
5. Limit the meeting to no more than 30 minutes
6. Leave the meeting with a clear plan for the next steps
If youre INVITED to a meeting:
1. Take control of your weekly schedule
2.Clarifyexpectations and the desired outcome beforehand
3. Go to the meeting only if you can impact the results
4. Prepare for the meeting
5. Leave the meeting after 30 minutes, whenever possible
6. Have a clear plan for the next steps after the meeting
107


We all have occasions when other people approach us with a request, a new
commitment, a task, etc., that would require our time. For most of us, to
say No to people is not the easiest thing to do, right? Yet saying No is
one of the most powerful skills we need to have in order to be effective.
Remember, motives are critical. We dont say No because were selfish,
but to be less so. Our lives have more meaning for everybody when theyre
devoted to the most important things. The good is often the enemy of
the best, and we need to keep that in mind as we consider using this
handy tool, the simple word No.
Why are we afraid to say No?

Do you have a hard time saying No to peoples requests? Do you feel like
youre not being nice when you say No? Well, youre not alone. Most
people experience that from time to time, and some do all the time. When I
was younger, I personally did not do well at managing requests and saying
No when I should have, but as my understanding of where I fit into the
bigger picture has matured, Ive gotten better at this. Even now, though, I
still experience hesitation at times.
108
Here are a few reasons were afraid to say No to people, from my

observations:
Our personality
Were all wired differently as personalities and that affects how we
view ourselves and other people. It affects how we respond in stressful
situations, how we approach tasks and daily work. Some personalities
are more focused on people and relationships, some more on tasks and
results. Some people are more responders, some more initiators. The
beauty of this is were all valuable. There is no wrong or right in
regard to personalities. But for some types of personalities, especially
for those who are more people-oriented, its just harder to say No to
people, so they need to put more effort into this area.
Afraid of being rude

Most of us were raised in cultures where the word No is associated
with something negative and sometimes saying No is even
considered to be rude. In reality, though, it all depends on the way you
say it and the attitude behind it. Saying No does not mean that
youre not a nice person; it simply means that you have personal
priorities and boundaries.
Fear of what people will think of me

This usually comes from our insecurities and how we view ourselves.
We cant please everyone, so there will always be someone who doesnt
like us for some reason. Just accept it. Remember, this is Your life and
youre responsible for how and where you spend your time, so choose
whether youre going to live on your terms or on other peoples terms.
109
Fear of future repercussions

Sometimes we hesitate to tell a particular person No because we
know were dependent on them in some way, and may soon be asking
them for something where our efforts will be hindered if they say No
to us. This is reality in all of life, and must be managed carefully.
Sometimes we will need to graciously say that were really busy right
now, then ask, Would you be offended if I say no to this one?
1. Here are 3 simple tips for saying No

1.1. Do not respond immediately
When youre approached with a request, dont commit right away. Just
because someone sends you the request, doesnt mean its important
to you, or that you need to respond immediately. Take time to evaluate
how it fits in with your priorities, your schedule and responsibilities,
and then reply. Otherwise you must face the fact that others are
constantly planning your weeks, reducing your productivity to enhance
theirs.
You can say something like Let me think about it first and Ill get
back to you. Specify a time by which youll respond and mark it in
your calendar to follow-up.
If someone has interrupted you when youre busy, say something like
Right now Im in the middle of something. How about we reconnect
at X time? Please call me at X or send me an email with more info.
Sometimes the issue might already be solved by that time, but even if
you still need to discuss it with the other person, youll be more
prepared.
110
1.2. Know and double-check your priorities

Its easier to protect your time when youre clear about your own
priorities and goals. If your days are booked and planned out in
advance, its much, much easier to say to people,
Id love to, but I cant, because I already have other commitments
scheduled for that period that require my full attention.
And if you realize you really do want to commit to something thats
being offered, but your schedule does not allow it at the moment, you
can always suggest a different date or solution. For example, a few
weeks ago I was asked to speak to a group of people. My schedule was
pretty well booked for the next few months, so I suggested a different
date that would not compromise other commitments Id already made,
and to avoid putting extra pressure on my schedule. It worked out fine
and I was glad I said No to the date initially proposed.
1.3. Do not provide long explanations and apologies

When you say No, dont go for long explanations like,
Unfortunately, I cant do that, since were going to celebrate our
friends birthday this weekend and need to do a lot of preparations
before that. Just say
Unfortunately, I cant come or cant commit to this, as I already
have plans / commitments for that day.
Long explanations and long apologies dont help you. The more you
say, the more likely people will see it as simply an excuse or that
youre not being truthful.
111
Also, if you provide more details than needed, some people may offer
to help you to resolve your issues in order to free your time for them
then youre really in trouble! I see this happening all the time with one
of my friends. He wants to please everyone, so anytime he tries to say
No, he also apologizes and gives an extensive explanation for why
he cant commit. In most cases, the other people use his explanations
to find a solution that frees his time for their task, so they end up
getting their way anyway.
So, keep it simple and polite.
Try these tips today if you need to, and see how much time you save for
your most meaningful tasks and priorities. Youll like the results.
TO-DO #20
Preparing To Say NO
List situations when its hard for you to say NO:
1. ___________________________________________
2. ___________________________________________
3. ___________________________________________
Write appropriate answers to each situation:
1. ___________________________________________
2. ___________________________________________
3. ___________________________________________
112
2. How to say No to your Boss

Unless we run our own company, most of us have a boss of some kind that
were accountable to. Usually its the boss who sets the expectations for
goals, tasks and results. Most of us probably have a lot of tasks assigned by
the boss, sometimes too many. The natural question Im often asked is,
Can I say No to my boss when he/she is giving me more urgent and
important tasks, on top of those Im already working on? Sometimes its
just too much. Many of us are afraid to say No to our boss and so we
continue to take on more and more tasks, which leads to more hours and
less quality, since we cant handle everything thats on our plate. We cant
tell the boss what to do. If we do, we might lose our job. I have been on
both sides of the table, and as a CEO, I can assure you that people can say
No to me. Here are some practical ways how.
First of all, there are three principles to consider here:
1) The boss cares about results
2) The boss has the final word on what is urgent and important
3) We cannot add more to our load without subtracting something
If you clarified your goals and priorities with your boss earlier, than its
clear what you should be doing today and this week. When your boss brings
you a new task which is urgent and might be in conflict with your other
high priorities, you always need to:
113
2.1. Clarify the deadlines and desired outcomes.

Dont just accept the task without asking a few questions. Sometimes
what seems urgent actually is not. Maybe its just the way your boss
operates, or maybe this kind of language is typical of his/her
personality type. So to clarify deadlines and desired outcomes, ask
these questions:
1. What should the end result look like? What all should it include
What format should it be in?
2. When is the latest day/time you need to have it?
2.2. Ask about change in priorities

If youve discussed your other tasks and priorities with your boss, then
at this point its easier to ask which tasks should be given a lower
priority, since you now have tasks that are competing for highest
priority.
Say something like this:
I understand the importance of these tasks and the results you
expect. As we discussed before, I have other high priority tasks Im
working on, which youve assigned me, and which have close
deadlines. I want to deliver what you expect with excellence, but
theres not enough time now to get everything done with the
quality you expect. My question is, which task has the higher
priority and which task can we postpone or change the deadline
for?
114
Youre not actually saying No to your boss, but youre letting him/her
know that you care about results and priorities, and youre also making
your own life easier.
As a result of these questions, in most cases youll still work on the most
important things, as your boss will redefine priorities for you and you will
have his/her permission to postpone or drop some tasks, so you can still
work with less stress and without longer hours.
Try it the next time your boss calls or emails you. Do your homework,
rehearse your response if necessary. You will see some changes come
quickly, and you get noticed for sure. Not many people clarify these things.
They just accept new tasks out of fear, then stress over delivering on time
or at the desired quality. Even if they pull it off, it costs them in other ways
health, stress, time with family, etc.
Remember, you cannot add more to your load in any area of life
without subtrac=ng something else.
115

IV. Working with email effectively

and efficiently
Nowadays email is an integral part of our professional and personal lives
and will continue to be in spite of future technology advancements, I
believe.
Most of us during our days and weeks deal more with work/business
related emails, and the number of emails might amount to several hundred
per day, depending on the size of the organization.
Now with the capabilities of smartphones, we constantly have access to
email and probably check it even more often than we should. For some of
us, email rules our lives, not the other way around.
But in spite of the number of emails flooding our inbox every day, if we
want to be effective in our work and achieve great results, we need to learn
or improve our skills to effectively manage this important tool.
116
We can manage e-mail more effectively by improving these 5 important

steps in the process:
1. knowing general principles when to use email and when not to
2. checking times
3. reducing the number of incoming emails
4. processing emails
5. writing effectively and efficiently
Before we jump into practical details, lets start with the main principles
we constantly need to keep in mind when dealing with emails. You will see
some similarities with principles in previous sections, as the mindset and
approach Im encouraging you to adopt is the same in different situations.
1. General principles when to use email and when not to

1.1. Do not use email for urgent or complex matters
Email is intended for one-way communication most of the time and is
not about immediate reaction or response, which means that email is
not suitable for solving urgent matters or going into deep discussion
over the issues.
Especially in the corporate world, we tend to use email in most of our
communication, replacing other forms of communication and
forgetting that sometimes its not the right tool. When we use in
improperly, miscommunication results, and that in turn triggers more
emails, more miscommunication and more wasted time.
117
Do not use email in these situations:
For issues that require back and forth discussion or response from
many involved people
These might include complex projects or tasks where a discussion
is required as opposed to just simply assigning a task; or situations
where you need to do more than just convey your message when
you need to communicate complicated nuances, or sell the idea.
In these situations, meet face-to-face or set up a conference call.
Then send a short email afterwards as a summary, to pinpoint
decisions reached, responsibilities, and next steps.
When something needs to be done NOW, i.e. for issues that requires
urgent resolution
Even if the person regularly checks his/her phone for new emails,
you cant rely on that. Pick up the phone and call, use IM or meet in
person. This is the fastest way to reach this person and resolve the
issue. Discuss all necessary details, make decisions, and solve the
problem quickly.
For anything important where your words or tone could be

misinterpreted
It could be expressing your opinion, expressing your feelings or just
the overall context of the situation, but any time there is a high
potential for conflict or a conversation is likely to require a mixture
of verbal and non-verbal communication, then email is not
appropriate. Its too easy for misinterpretation to occur.
118
For providing critical feedback or delivering negative news

Delivering sensitive and difficult information such as critical
feedback, expressing concerns about work performance, or
terminating someones project or employment, requires a face-toface meeting, ALWAYS. In email your tone and words might be
misinterpreted and also seen as insincere, too impersonal, or
uncaring. Sit down with the person and discuss it. Remember,
motives are important. Your goal is to help him/her become better
at what they do, not just communicate feedback or humiliate them.
To cancel something last minute

If youre late for a meeting, just call the person. It will be
professional and show respect for the other person. Youll also have
100% assurance that they got the message and can adjust their
plans accordingly.
1.2. Use email for:
Assigning or delegating tasks that do not require detailed

discussions
Summarizing the outcome and next steps after a call or meeting. It

will also provide written record of what was said and agreed on as a
reference for the future
When something is so complicated (like documentation about

procedure, instructions, etc.) that you want the person to have
these details in writing, as a next step after you have discussed the
issue
119
General Rule of Thumb for Email:

if sending this particular email is more likely to create additional complexity
rather than helping you and the other people progress towards your highest
priorities then use other, more eective forms of communication.
Its sometimes simply moreefficient to spend 10 or 20 minutes discussing
what you need face-to-face or over the phone, than to exchange countless
emails throughout the day or over the next several days.
1.3. Highest priorities first, emails second

Work is all about getting the most important things done, not just doing
anything or having zero emails in your inbox.
Our goal in managing email is not managing email as such, but
effectively using this communication tool to help us to progress
towards our highest priorities and achieve outstanding results.
As with anything else, we need to set priorities and do the most
important things first.
As already discussed, dont start your day by checking email. Start it
with your ONE most important thing and only after you finished that,
check email. Having your goals and key projects clearly defined will
also help you see instantly which emails are relevant to these highest
priorities and really need to be dealt with.
Remember: email is a tool, not your master. Use it effectively to achieve
results according to your highest priorities and dont allow it to
overwhelm you with unnecessary stuff and control where you spend
your energy and time.
120
1.4. Communication must be toward resolution and results

Email should not be used just for communication, but for so-called
purposeful communication that leads to desired results and help us
to progress toward achieving our most important goals. One of our
goals should be to keep conversations moving toward resolution and to
do it as efficiently as possible, reducing the time we spend processing
and replying to emails.
2. Checking email
2.1. Check email only a few times a day
Basically, let it pile up and then process it. A few times a day should
work for almost anyone. From my experience as an executive in both
smaller and larger organizations, I can tell you that this principle can
be applied almost anywhere unless your work is directly related to
dealing with emails (like in a Customer Service Department). Even in
this situation you can implement these strategies, but use good
judgment that fits your circumstances.
Choose the times that work best for you in your situation. The main
point is not about what exact times, but about do it only a few
times a day. For some it might be 10 a.m. and 4 p.m., or 10 a.m., 1
p.m. and 5 p.m. Putting the first time to check email later in the
morning allows you to finish your first most important thing at the
start of the day.
121
You can also read and respond to email after a long period of
focused work, or at a time of day when your energy and creativity
are at their lowest. Occasionally you might want to check email in
your idle time while commuting between meetings (if youre not
driving) or waiting for a meeting, for example.
As discussed earlier, turn off email notifications on your phone and

turn off the email program on your computer completely between
the times you have scheduled to check it. Yes, I personally do this
most of the time I dont open my email program until I finish
one important task. And after checking it at a certain time, I close it
back down.
2.2. Spend 30 minutes

During each of these scheduled times, spend 30 minutes checking and
responding to emails. Again, limiting time for a specific task forces
you to prioritize and work faster. You dont have to respond to every
email in your inbox. Its ok for some emails to still be in your inbox for
the next checking and responding time.
2.3. Close email when done

When youve processed emails, close it. Discipline yourself to open it
again during the idle time or the next checking time. If youll resist
the temptation to leave it open, your mind will function much better,
as it will stay refreshed and able to focus clearly on the most
important aspects of your workday. If you're concerned that your
colleagues, boss, or partners will be confused that you're not
responding to their email quickly, talk to them and explain that you
only check email at certain times, and that they can call you or come to
your office if a matter is really urgent.
122
3. Reducing the number of incoming emails

Think not only about processing emails efficiently, but also about
preventive measures to reduce the number of incoming emails. The fewer
the incoming emails, the fewer emails to manage :). This is a Q2 issue
(important, but not urgent). Resolve the root cause for the number of
emails in your inbox and they will decrease.
Ask yourself these simple questions:
How can I decrease the number of incoming emails?
What I can do myself and what I can do to help others send fewer
emails?
Some ideas for you in this endeavor:
3.1. Unsubscribe from newsletters or reroute their subscription to a

different email
You can do this by using a search function to search for unsubscribe.
That should list most of the subscription emails you get. Go through
them and unsubscribe from the ones you no longer want to receive.
This might take some time, but its worth it in a long run and will save
you countless hours in the future.
You can also set up a separate email address just for newsletters and
only give it out for subscriptions, sign up forms, download requests,
etc. especially, if you dont want to give out your real email address.
This trick will keep your work or personal email clean, without
distractions.
123
3.2. Turn off email notifications from social media, etc.

You dont want to receive an email every time someone makes a
comment or sends you a message on Facebook, or connects with you
on LinkedIn.
If you use the mobile apps of these social media sites or visit their web
sites, youll see any updates there anyway. Go to the Settings page on
all the social media sites you have accounts for and turn off all email
notifications
3.3. Educate people about these ideas and set an example

One of the best things that you can do to limit the amount of email you
need to process, is to encourage people to send you less.
If some colleagues constantly include you in Cc: for unimportant
issues or send long emails, just ask them politely to not include you in
certain emails or send emails that are only 1 or 2 paragraphs long. You
can assure them its not about them personally, its about the
demands on your time and theirs, and your desire to use it more
effectively for both for you. Encourage them to call you or to meet if
the issue requires more than 1 or 2 paragraphs.
Promote good email communication strategies in your organization or
a team. Set an example yourself first. Especially if youre a leader.
Use relevant subject lines, write shorter emails, include only those who
need to receive this specific email. Be thoughtful.
124
3.4. Send emails that do not create more emails

Just look at your emails and see if there are some threads that could be
eliminated or avoided if the initial email had be sent differently. What
caused this email to develop into a long back-and-forth discussion?
Write in a no response required format.

This approach is one of the most powerful ideas youll encounter. It
works even with your boss. State your concern in your emails in a
way that doesnt require a response from the recipient. Briefly say
what you intend to do and that if they have any other concerns or
its not a good fit for them, they should let you know, otherwise,
you both proceed as stated.
For example, if youre working on a project and another persons
response is important before you proceed, you can write something
like this: Im going to send this material to our partner on
Monday at 10 a.m., so they can proceed with technical changes in
our system X. If I dont hear back from you by tomorrow, Ill
assume thats fine with you.
If they dont have a problem with it, you wont get an email with
their reply. And you just reduced the amount of email you receive.
By the way, if the person DOES have a problem with it, but
overlooked your email, you have proof that you informed him/her
before sending it out. Next time theyll pay more attention to your
emails and be more effective in their time planning.
Remember, its not about taking advantage of someone, its about
helping both you and them to be more effective and get the most
important things done.
125
Many emails can be avoided simply by stating the question properly

Instead of having open-ended question like, I would like to meet
this week. When would be a good time for you? (which triggers
more emails with options about date and time) consider one that
requires only yes/no as a reply
I would like to meet this week. Im available Mon 124, Tue
911, or Fri 24. Do any of those dates/times work for you and
if so which one?
Most probably they will respond with a specific date and time,
because its easier for a recipient to choose from your options or
suggest their own if none of yours fits. End of discussion..
Use Cc wisely
Every person you add to a discussion is a potential new email as a
response. Include only those who absolutely need to get and
respond to the email. Be careful to avoid the Reply to All option if
your response is not intended for all.
Use FYI in the subject line

If your email is just for informational or educational purposes and
does not require a response, state it in the subject line, not in email
body. The recipient will see it right away while scanning his/her
inbox.
For example: FYI: sales report Q1.
126
Use vacation auto-reply

Most of us already use this one, but Ive discovered that there are
still many people who dont. To reduce the amount of email that
piles up in your inbox while youre on vacation, make sure people
know that youre not available and redirect them to someone who
can help them in the meantime. This keeps them from emailing
you several times, thinking that youre available but just not
responding for some reason. It will also resolve some issues
quicker, as they will be redirected to someone who can help them.
Dont say where youre going on vacation and that youre reachable
on your mobile phone guard your time!
TO-DO #21
Schedule Time This Week
1. To unsubscribe
When: ________________________________________
2. To turn of notifications
When: ________________________________________
3. To educate people
When: ________________________________________
127
4. Processing emails efficiently

4.1. Organize to process your VIP emails first
Decide who your VIPs are, i.e. which people and emails have the
highest priorities and thus require your immediate attention and a
timely response. This list might include your boss, top management,
team members and partners on key projects, key customers, family,
etc. Whenever you check your email, scan for emails from those VIP
names and respond to them first.
If youre more familiar with the options available on your email, you
can set up email rules or filters to make sure you dont miss VIP
emails. For example, you can create a folder/category Boss and
create a rule/filter that puts every email from your boss in this specific
folder. Then, whenever you check your email, you look at this folder
first.
I like simplicity and dont want to spend my time creating rules for
less important emails, as their number is usually bigger than my VIPs,
plus you never know who else might write you. So, I prefer organizing
my VIP list into folders and then process other emails directly from my
primary inbox. But I encourage you to find your own way to organize
your inbox without complicating the issue, and at the same time
making sure that your notice and process your VIP emails.
TO-DO #22
Create Your VIP List
____________________________________________
____________________________________________
128
4.2. Reading emails start with VIPs

When you check your email, scan whats in your inbox or in your VIP
folders and deal with these highest priority emails first. Only then can
you deal with other emails IF you have time (within the 30 minutes).
Yes, the same principle applies as in previous chapters focus on the
most important things first and secondary not at all.
I encourage you to process incoming emails based on your most
important goals and priorities, not based on the sequence theyre
delivered to you.
4.3. Read once and take action

Read each email once and decide what to do with it right away. Dont
put the decision off. Make it now. Postponed decisions tend to hang
over us and decrease our motivation. Your action about each email falls
into one of 5 categories: Reply, Delegate, Schedule To-Do, Delete,
Archive.
Reply
If you decide to reply, do it now. If your response requires more
time or additional preparation, while the email is open and youre
thinking about, put into your calendar when you plan to deal with
it, then go to the next email.
Delegate
When you delegate to someone, state in the email the date and time
when you expect the status update on this issue. Put this follow-up
milestone into your calendar right away, then go to the next email.
129
Delete
Dont be afraid to delete emails that are not important. If you dont
think the message is important but the other person does, they will
find you or email again. You dont need to reply to every email. Its
true. Many people dont even expect a reply, but if you feel you
have to reply, do it efficiently with one word or a short sentence
like, Got it. Thanks.
Archive/File each email after replying or delegating.

I encourage you not to use your inbox as a To-Do list. If you have
scheduled time for follow-up emails or calls, time for tougher
emails, then you wont forget to do it, so you can archive the email
itself. Your inbox will be cleaner, and less overwhelming, too.
Many of us may also get lots of internal notifications sometimes theyre

related to getting important data from other departments, reports,
interesting industry research, colleagues who want to keep us in the
loop, but sometimes were getting these emails because somebody just
didnt think carefully enough about whom to send it to, so they include
everyone they think should be on the list. If you see your name in the "Cc"
field instead of the "To" field, chances are it's an less important email.
Consider filing it in a specific folder or ignoring it completely, based on a
quick scan of the content.
130
QUICKFIX
FIX#2.
#10
QUICK
Ask
your boss
about your
teams and/or companys Why
Schedule
Follow-up
Activities
Always schedule follow-up activities immediately. Whenever you suggest
a date/time to someone, or agree on a date/time (even if its only
tentative), put it in your daytimer/calendar.
It avoids trying to keep all the info in your head thats necessary to make
sure all the associated milestones and planned activities happen on time.
Whenever you review your calendar and your tasks the next day, these
follow-ups will be among the other to-dos.
For example, when I send an email proposing potential times to meet a
client, I put these potential times in my calendar with ? mark, so I dont
schedule something there before I get a reply from the client. I dont have
to keep the info in my head, and it prevents confusion later.
131
5. Writing effective emails and replying efficiently

Once you start responding to emails based on your priorities, your
challenge is to refine the process to make it even faster and more efficient,
so you spend less and less time replying and writing, but achieve better
results. There are some effective ways to do this:
5.1. Use good subject lines

Subject lines are similar to headlines of articles. A well-written subject
line tells the recipient what the email is about without having to open
the email itself.
You might want to include the date in the subject line if your emails
are regular, for example Weekly report March 17.
If you want an action or a response, state it in the subject line: Please
reply by March 3.
If the thread is long and your reply is about aspects other than the
initial email, change the subject line to something relevant.
If you have a short message to convey fit it into the subject line:
Could you please schedule a conference room for Mar 5 at 10 a.m.?
Thanks
5.2. Consider your tone and words

Remember, people often forward emails or include other people when
replying to your message, without deleting or modifying the
information in your initial conversation. Avoid sharing sensitive,
private or personal information in your emails, and dont write
ANYTHING that you do not want everyone in your office to see.
132
When writing, ask yourself this question:

If I knew this email would be made public, would I still write it the way I
have?
Always assume the contents will be made public. Consider your tone
and words. Dont yell. Dont gossip. Dont criticize. And always use
spellcheck.
5.3. Keep your email short, under 1 or 2 paragraphs

Nobody likes to read long emails. Especially since were checking our
emails on mobile devices more and more. So keep emails short and to
the point. Every word matters.
Try to keep it brief by using no more than 2 paragraphs. Some experts
suggest that you use no more than 5-6 sentences. It will save time to
both of you and will force you to get to the point.
If you need more sentences consider some other form of
communication, or send them an attachment or a link to a document
with instructions, detailed information, etc.
Begin by specifying the action or response expected of the recipient

(request an action to be taken, request information, provide
information)
Limit your emails to one subject per message. Send multiple

messages if you have multiple subjects. Have you noticed that when
you ask 2 questions in an email, very often only one gets answered?
133
5.4. Speeding up replies and writing
Use email templates/canned responses

If you get a lot of emails that require the same kind of answer,
create a canned response or a template. One click and your message
is ready. Ask your IT department, or Google it to learn how to
create a canned response or template for specific email clients.
Use text expansion feature or apps

Text expander programs allow you to assign predefined keystrokes
to complete specific words and phrases you use. Whenever you type
that keystroke in, the text expander will type out the complete
word or phrase. Here are some of the most popular text expansion
apps available at the time of writing this guide:
a) iPhone / iPad iOS builtin feature (Settings/General/
Keyboard/Add new shortcut)
b) TextExpander(Mac)
c) PhraseExpress(Windows)
d) Texter(Windows)
Use keyboard shortcuts

Find out if your email service has this option. Using keyboard
shortcuts for your most frequently performed actions (compose a
message, reply, reply to all, send, etc.) saves a lot of time, when
you learn how to use them. In a few days theyll become automatic
for you.
134
Try these practical steps yourself to see what works for you, and
experiment with other ideas as well. Remember, the goal is to make email
your tool, not your master.
135
Now, when youre about to finish reading this comprehensive guide and
have already started implementing some of the To-Dos in each section,
your future success in making your workdays meaningful and reaching
your goals and dreams in life, depends on one major factor, above
everything else TAKING ACTION.
It doesnt matter how much we know, how much we learn, or how much
were inspired at the present moment, until we start to DO things, nothing
happens.
Ill share one of my experiences related to this.
Some time ago I started going to a gym after a long break from regular
exercise. In a moment of personal reflection, I had written down physical
fitness as one of my important goals, so I needed to execute on that. So, I
got all prepared, selected a gym, bought a monthly pass and was excited to
start. But within 15 minutes of starting the first exercise, my excitement
was gone!
136
CHAPTER 5 - Taking Action
There I was in the gym, 15 minutes into the exercise and sweating as if I
had been running all day. Well, this is what you expect when you dont
exercise for a long time, right? I had two thoughts running through my
mind: What in the world am I doing here? This is so hard I just cant
stand it anymore, and When will this end?
Have you ever felt like this when starting something new or starting over?
We all struggle with these issues from time to time.
But instantly I remembered two important principles of success that
enabled me to continue and feel better about the pain.
I. Fundamental principles
1. The start may be painful, but its worth it in the long
run
The first thing I remembered was the importance of taking action. At first
it seems hard and may bring some pain, but afterwards youre glad you did
it.
Ive experienced this before during business startups and even with writing
this guide. Thoughts like, Will I succeed?, Will anybody like it? or
Lets do some more planning enter my mind, but these are just
thoughts. The challenge is to not think about the bad things that might
happen if you start, but instead to think about the opportunities youll miss
if you DO NOT get started on something important, meaningful today!
Whether its managing your time better, improving your performance at
work, achieving your dreams and goals, starting a business, or enriching
your relationships dont wait! Start taking action today!
137
Once you get started, youll make progress toward the goal and things will
get better not only at work, but in every area of life. Why? Because small
achievements and victories help you see yourself as a winner (I can do it)
and improve your self-image. How you see yourself determines how you
act and what you do, which in the long run either keeps you defeated or
enables you to achieve long-term success in life.
Its now been quite a while since I started exercising, and as time goes by, I
find myself getting used to the effort and pain, and my first thoughts have
been replaced with these: Im glad I got started, it feels so good now,
and Im a winner, since I set a goal and took steps toward achieving it!
You dont have to be great to start, but you have to start to be

great! Joe Sabah
2. Take small steps
The second principle I remembered is this: Its better to take small steps
toward a goal, then not to take any steps at all. Remember the ancient
Chinese saying, A journey of a thousand miles starts with a single step.
In life, there is no such thing as overnight success. Yes, thats true, in spite
of what you constantly hear in the media and what we all wish. Real
success takes time and diligent effort.
You become successful by doing the right things on a regular basis to move
closer to your goals. Small actions today make a big difference in the long
run.
138
In my exercising, I started doing only a few pushups per day, then after a
week I added a new exercise for my back, then the next week I added
another exercise, and so on. It doesnt matter how many pushups I did
when I started, the main thing was to START exercising. The same goes for
work-related issues. Making one extra call to a client. Coming 5 minutes
earlier to the office. Leaving the office 30 minutes earlier to decrease extra
hours.
Even if all you can do is just 5 minutes a day, do it. Continuous progress is
more important along the way than doing it perfectly. Incremental
improvements each day will bring amazing results over time.
Start with ONE goal today, implementing the principles from the previous
sections. Develop a simple plan of action, and work on it for a few weeks.
Youll be amazed at the results and will find you have more courage and
energy to work on other goals!
STEP 1: Ask yourself what one TINY thing can I do today that will
move me closer to this specific goal?
STEP 2: Then do it.
3. Keep going success takes persistence, patience and

faith
Some goals may take months or even years to accomplish. If you start
working on your goals and dreams today, but dont see immediate results,
will you continue tomorrow? How much faith and patience will that
require? Successful people dont stop they move forward, even if they
dont see immediate results. They know that if they put in the effort, doing
the right things every day, then results will eventually come.
139
The Chinese bamboo is a perfect example of this.

Did you know that the Chinese bamboo shows no growth for 4 years? Once
you plant it, you need to water it, nurture it, and fertilize it every day. But
nothing visible happens the first year. You do the same thing the next year,
and still nothing happens. Thats right, you see no results for 4 long years!
Youre waiting for results, not seeing any evidence of progress. Can you
imagine yourself doing the same things every day, not having any evidence
that your efforts are having any effect? The only thing you know, is that
the result is supposed to come in 4 years. But then what happens on the
fifth year? Its just awesome! One morning you wake up and see a small
bamboo sprig, then the next day an even bigger one and in 5 weeks it has
grown up to 90 ft. (27 meters)! WOW!
What do you think did it do all its growing in the last 5 weeks, or was it
growing for 4 years? Its obvious that the bamboo was growing
underground the whole time without visible evidence, but it was
growing. It was developing the solid root system necessary to support the
height and weight of the bamboo stalk for a lifetime.
So dont let your mood, circumstances or people derail you. Get started,
and keep going. Youll be amazed at what you achieve. And whats even
more important, is who youll eventually become as a result.
140
QUICKFIX
FIX#2.
#11
QUICK
Ask
your boss
Increase
Yourabout
Motivation
1. Share your goals and what youre working on with 1 or 2 trusted friends
or colleagues. Ask them to keep you accountable. These people who really
care about you will provide the necessary support when you cant keep
going for some reason. We all need people to help us and inspire us when
were stuck.
2. Journal your big and small wins at work and in life in general. When
you feel discouraged or in doubt about your abilities to succeed, or dont
feel motivated, or dont believe you can do it, review your previous
accomplishments. It will remind you that you CAN and have done great
and valuable things in the past in spite of the challenges. This is the boost
you need to regain your confidence to keep going.
141
II. One quick, but effective thing to do

TODAY
This one thing you can implement right away to boost your productivity
and results, even if you have not read the whole guide yet. Follow these
simple steps:
STEP 1: Think about tomorrow and all the tasks you need to perform,
what is expected from you, what stresses you out, etc.
STEP 2: Now, answer this question What is ONE thing I absolutely
must do and finish tomorrow?
From my experience, everyone to whom I ask this question from CEOs to
entry level assistants can instantly answer it.
I bet you can, too. Write it down now.
STEP 3: THIS is your first and only task to start your workday with
tomorrow!
Just try it! Youll be amazed at what this simple question and the resulting
action will do for you.
Other things weve discussed will take a bit more time, but you have a
proven framework in your hands to have a meaningful workday, manage
your time wisely and achieve outstanding results with less stress! Go for it,
my friend!
142
1. Start every day by preparing your mind and heart

What we put in our minds and hearts everyday determines how we view
ourselves and what we do. As my mentor, Zig Ziglar, has said: Youre
what you are and youre where you are because of what has gone into your
mind. You change what you are and you change where you are by
changing what goes into your mind. As an example, you shouldnt start
your day by watching the news, since most of it is negative. Instead,
prepare yourself for the day by reading something positive and reflecting
on things that are important to you. Make it a daily routine:
for 15-30 minutes, read/listen/watch something inspirational,

something that will help you to grow as a person and boost your
confidence, your self-image.
for 15-30 minutes, reflect on your purpose, your highest priorities,

your goals. Pray, meditate, to fix your mind on whats important
and relates to your life in general, not only work.
143
CHAPTER 6 - BONUS: 15.5 Additional Tips To Boost Productivity
Do it BEFORE you start your day, so youre able to focus on whats most
important and prepare yourself for the days challenges.
2. Get some physical exercise everyday

If you dont have exercise in your daily routine, start today. Even if its only
5 minutes. Small changes will have a huge impact in the future. Its not
only about health benefits. As you exercise you prepare your body to work
harder, but youll notice that you also have more energy, a better selfimage, you feel happier and can think more clearly to accomplish your
most important things.
3. Read or listen 15 minutes a day to improve your skills,

attitude
If we want to be successful and achieve outstanding results, we need to
constantly improve in what we do and who we are. People who do that
everyday, quickly become high achievers and become more valuable in the
marketplace.
We all have at least 15 spare minutes a day commuting to work, driving a
car, waiting in line, watching TV, etc. Find a book, a blog, a podcast, or a
CD, and carry it in your phone or car.
Just 15 minutes a day is 90 minutes per workweek, 6 hours per month, 72
hours per year!
This small change in your workday will have a dramatic effect on your
future. This is exactly what I did when I started in sales back in the
nineties, without any experience. I quickly showed exceptional results and
was offered more responsibilities all because I started implementing the
things I read on the way to the office.
144
4. Once you promise something put it in your calendar

immediately
Always write down what youve promised someone. Schedule it as a task/
reminder in your calendar immediately. As we discussed earlier, you cant
keep all this info in your head. You need to see these reminders in your
calendar as you review your commitments for the next day. This builds
your credibility as a person who doesnt forget and who always delivers
what was promised.
5. Keep notes in one place

Journalyour ideas, meetings notes and project progress details, so you can
have everything in one place and dont have to waste time searching for
them when you need them. Choose the format thats right for you. I use
Google Docs to keep up with my ideas, plus a physical notebook. Some of
my friends use apps like Evernote. Your choice is up to you. Whatever you
choose, it will save you time when youre looking for something important.
6. Declutter your desk

There is research that shows that a messy desk can diminish our
productivity and motivation. Our minds tend to defocus and we dont think
clearly if we have a cluttered desk.
Ive found for myself, that if I have a mess on my desk, I experience more
anxiety than when things are cleaner and more tidy. Its also easier to find
things if your desk is uncluttered. Many years ago I personally switched to
a no paper office so I have a lot of things in a digital format. But even a
digital desk should be organized and uncluttered, since we tend to pile
up a lot of information over time and cant find what we need quickly.
145
Schedule a weekly time to declutter your desk. Throw away papers you
dont need anymore, organize into piles what you need to keep, if you
prefer to. But dont allow things to build up. Simplify, and keep it simple.
7. Drink lots of water

Our bodies need water more than food or breaks. Water refreshes the body
and helps keep energy levels high. Drink the recommended amount of
water, based on your specific situation. You might even put a notification
every hour to remind yourself to drink a glass of water, for example. Or put
a full bottle on the table, so you dont forget.
8. Dont miss eating times

Dont skip eating times. I know people who dont eat breakfast or skip
lunch in order to save time. In my experience it usually brings health
problems in the long run. It may seem ok for now and give us the illusion
that we save time to accomplish urgent tasks, but in the long run our
bodies will become exhausted and wont function properly. Solving that,
will require more time and money than what we gained earlier. Health
issues keep us from achieving our highest priorities and outstanding
results. Keeping our bodies energized and working properly will bring
rewards at work and in life in general.
9. Dont eat alone, and dont eat at your desk

When its time to eat, do it with somebody else. It will do 3 things for you:
you wont skip meals, youll build or deepen relationships with people
around you, and your mind will get a rest. Combine these activities and use
eating times to build relationships with your colleagues, discuss some
nuances of the upcoming project or idea, etc.
146
10. Take short breaks during the day

Our brains and bodies need to recharge, stretch and rest. Some people
might think that taking breaks is a waste of time, that there is not enough
time in the day, already. But the opposite is true. Short breaks every few
hours or after focused periods of work will energize you and increase your
productivity. It doesnt matter how you spend these breaks, but I encourage
you to move, stretch, and even switch your mind onto something
entertaining, like watching a funny YouTube video.
11. Take a walk for some fresh air

Fresh air is necessary to keep oxygen flowing and in many offices there is
not enough fresh air. If were even a little oxygen deprived, our minds and
bodies cant give peak performance for the entire day. Open windows
occasionally during the day to bring some fresh air in, if youre allowed to.
Or just take a walk and combine taking short breaks and getting fresh
air.
Take a brief walk in the fresh air and dont take your phone with you. Find
a quite place to pray or relax. Breathe deeply, enjoy the weather. Switch
your attention to something completely different. The point is that you
should physically and mentally leave the place where your pile of tasks is
waiting for you.
12. Dont waste desk time, use idle hours effectively

Our desk time is the time near the computer or time for creative tasks.
While youre away from your desk between meetings, commuting to
meetings or to work try to take care of some routine activities that you
can do without your computer. For example, while youre waiting for the
147
next meeting, you can check your email or read a report. Also, have a list of
things you can do when you idle, so you can use this time effectively too.
On average, we spend 1-2 hours every day in idle mode: waiting in lines, in
traffic jams, commuting to work, between meetings, etc. Have you realized
that?I call this time idle time, since you cant take on complex tasks and
the time seems to be wasted. But actually, there are a number of things you
can do during idle time to increase your productivity and effectiveness.
Make your own list and keep it with you.
Here are some ideas:
Review your life or business goals to help stay focused
Keep your network alive by being helpful to others. Send a useful

article to your partner, colleague or a client. Or just say how much
you appreciate them
Read an interesting article related to your work or hobby
13. Plan for 4-5 hours of work a day it will make you
more focused
The bigger the organization you work for, the more unpredictable the
environment. That means that almost everyday you can expect to have
some urgent and unplanned issues that require your attention.
For that reason, when you plan your next workday, schedule tasks for only
4-5 hours, allowing flexibility time and reducing your stress. It will also
force you to focus on your highest priorities. And if something unplanned
happens, you dont have to stress, because you have planned some flex
time in the schedule. You can reorganize and still accomplish certain tasks
that day that you needed to work on.
148
If nothing urgent or unplanned happens, guess what youll accomplish

more than you planned to during that day or leave work earlier.
14. Break big projects into small steps and then again into
tiny steps
I know personally and from other peoples experience, that big projects can
be overwhelming even before we start them. Just the thought of how many
things need to be done seems overwhelming and we might even avoid the
project entirely, until it becomes a crisis. Instead, break the project into
manageable small steps, then break the steps down into tiny steps
individual tasks.
The tiny steps are easy to accomplish and may only take a few minutes or
up to an hour. Start small.
15. Dont forget clean-up time

Most of our daily and weekly activities are in essence projects, big or
small. The one stage usually missed in planning many projects and
activities is clean-up.This is when you finish up and sometimes literally
clean-up after yourself, but sometimes its reflecting on the outcomesand
planning your next steps.
Unfinished projects always have to be finished anyway, so you might as
well plan the clean-up stage as part of the project from the start.
Besides other benefits, it will help you save time and improve your overall
results, since you can start the next project without the stress of an
unfinished previous one keeping you from being able to focus on the new
one.
149
For example:
Meetings
Dont schedule meetings directly back-to-back. Instead, you
might schedule 30 minutes before a meeting as preparation time and
30 minutes afterwards as clean-up time.
While things are fresh in your mind, write some emails as follow-up
and schedule your next actions based on the outcomes discussed.
If you cannot avoid back-to-back meetings, then take good notes and
do the clean-up for several meetings after the last one. The principle
is, be sure to schedule in specific time to clean up after meetings
before the day is over.
Marketing campaigns
After a marketing campaign is over, schedule specific time to reflect on
the outcomes, to analyze online and offline statistics, to prepare
reports and presentations of the results, and to discuss with the
team what went well and what went wrong in the planning,
preparation and execution of the campaign.
Create a clear plan for improvements for the next campaigns, as part
of the clean-up of this one, while the details are fresh in everybodys
minds.
150
15.5. Digital Detox

Most of us have become heavy users of technology and are so attached to
our smartphones, that we need a regular digital detox staying away from
electronic devices to rest, regain energy and connect with others in more
meaningful ways.
Have you considered staying completely away from any technology at all in
the evenings or maybe on weekends or maybe even on vacations? Get away
and spend time with nature for a few days without your smartphone (you
might want to have a simple mobile phone for emergencies) and recharge.
Call your friends and meet face-to-face, reconnect with them in other ways
that will deepen your relationship. Dont allow technology to steal that
from you. Im convinced that we all need to regain control of our lives in
the midst of modern day distractions, especially digital ones.
If we dont control technology, technology will control us
I hope youve enjoyed this guide and are already implementing many of
the ideas in it to make your workday meaningful!
If it has helped you, make sure friends and your family know its available.
Lets stay connected. I would love to hear your unique story and your
journey.
Have a meaningful workday! :)

151
INTRODUCTION
Any questions?
If you have questions or comments or if I can be helpful in any way reach
out to me via social media or by email. Ill be happy to help.
Visit my personal website:
www.AndreySergeyev.com
Visit one of my blogs:

www.timewiser.com
Connect with me on social media:

Twitter.com/AndreySergeyev
LinkedIn.com/in/AndreySergeyev
Andrey Sergeyev is an Entrepreneur, Digital

Business & Leadership Expert, Motivational
Speaker, Author and Ziglar Legacy Certified Trainer
with almost 20 years of unique international
business experience from startups to helping build
multi-million dollar businesses.
Currently Andrey speaks at various conferences, start-up and corporate
events, and lead workshops around the world on topics of Personal
Effectiveness, Leadership in the Digital Future and Digital Transformation
& Strategy. He also enjoys to advise and train senior executives, business
leaders and entrepreneurs from different industries in Europe, Russia and
the USA on leadership, improving business results and building competitive
business in the Digital Age.
152

Have A Meaningful Workday - Guide

Transféré par

Informations du document

Description originale:

Titre original

Copyright

Formats disponibles

Partager ce document

Partager ou intégrer le document

Options de partage

Avez-vous trouvé ce document utile ?

Ce contenu est-il inapproprié ?

Droits d'auteur :

Formats disponibles

Have A Meaningful Workday - Guide

Transféré par

Droits d'auteur :

Formats disponibles

Sold to

Why have I created this guide?

Actually, being an entrepreneur means having a workday, too, and it can be

How can I achieve outstanding results without working extra hours

Where do I get the extra time I need to accomplish everything I

Will this sense of overload end one day?

Is it possible to get all the things done that are scheduled in my

How do I spend more quality time with my kids and family?

We all want to know that what we do everyday is significant. Thats why

Meaningful: Having a meaning or purpose. Having real

In addition to that, I can tell you from my experience as a senior executive

Have a Meaningful Workday! by Andrey Sergeyev

What this guide will do for you

What it takes to have a meaningful workday

How to determine WHAT is THE MOST IMPORTANT and where to

HOW to PLAN TIME to get the most important things done, to

HOW to STAY FOCUSED on the most important in the midst of

Visit my blog Timewiser.com for more resources and tools

How to use this guide

To work with this guide you basically have three options:

Visit one of my blogs:

Connect with me on social media:

Andrey Sergeyev is an Entrepreneur, Digital

Table of Contents - continued

Life consists of many important segments Family, Personal, Career,

Your =me is Your life. Do not waste either of them.

Have a Meaningful Workday! by Andrey Sergeyev

CHAPTER 1 - The Only Key You Need To Master

If we aim to be successful long-term, we need to balance all of these

Visit AndreySergeyev.com for speaking and consulting opportunities

CHAPTER 1 - The Only Key You Need To Master

The Only Key

If you want your life and work to be meaningful, then focus on

Have a Meaningful Workday! by Andrey Sergeyev

CHAPTER 1 - The Only Key You Need To Master

In his famous book, The Eective Executive, the father of modern

Concentrate on the few things that will produce the greatest

Have a Meaningful Workday! by Andrey Sergeyev

CHAPTER 1 - The Only Key You Need To Master

Time is like money

There is always a limited amount of money available, to be used

If you want to enjoy life without debt, then money needs to be

Because this is true, we must have clear priorities to determine what to

Have a Meaningful Workday! by Andrey Sergeyev

CHAPTER 1 - The Only Key You Need To Master

Obligatory expenses are those things we absolutely must have to sustain

Visit my blog Timewiser.com for more resources and tools

CHAPTER 1 - The Only Key You Need To Master

Budgeting our time

Putting this ONE principle into practice

CHAPTER 1 - The Only Key You Need To Master

CHAPTER 1 - The Only Key You Need To Master

CHAPTER 1 - The Only Key You Need To Master

CHAPTER 1 - The Only Key You Need To Master

Visit AndreySergeyev.com for speaking and consulting opportunities

Before we start doing things, we need to actually understand where we

CHAPTER 2 - How To Determine What Is The Most Important

I. Why do you do what you do?

Have a Meaningful Workday! by Andrey Sergeyev

CHAPTER 2 - How To Determine What Is The Most Important

CHAPTER 2 - How To Determine What Is The Most Important

Have a Meaningful Workday! by Andrey Sergeyev