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How to Get More Done in Less Time

Paretos Law States:

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80% of results flow from 20% of the tasks, products

and effort.

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Parkinsons Law States:

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A task will swell in (perceived) importance and complexity

in relation to the time allotted for its completion.

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There are two synergistic approaches

for increasing productivity that
are inversions of each other:

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1. Limit tasks to the urgent and important to

shorten your work time (80/20).

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2. Shorten work time to limit tasks to the Urgent

and Important (Parkinsons Law). The best
solution is to use both together. Identify the few
critical tasks that contribute the most to your
income or impact and schedule them with very
short and clear deadlines. You must learn to focus
on the CRITICAL few vs. the TRIVIAL many.
(Credit Tim Ferris)

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How to Get More Done in Less Time

John Assarafs Rules for

Being Highly Productive

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1. Do less and do it better, to completion do not

overpromise and overcommit to yourself or others.
2. Focus on the urgent FIRST then focus on the
highest impact and highest incomeproducing tasks.
3. Organize daily and simplify tasks into
manageable chunks be sure to take regular breaks
to keep your brain sharp.

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4. Develop a daily, weekly and monthly routine and

stick to it add the routine to your calendar in
the same manner you would add appointments.
5. Take baby steps start small and make small
steps daily. Once it becomes habit, add more steps
little by little.
6. Eliminate clutter schedule time, once a week, to
eliminate clutter and piles. Keep organized!

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How to Get More Done in Less Time

7. Find a coach or accountability partner

gain support from someone to help keep you on
track and moving forward with your goals.
8. WRITE DOWN YOUR GOALS and TASKS daily.
Just be sure to review and reprioritize as needed.
Unclear goals and priorities = lack of clarity = low
motivation and productivity!
9. Segment your list into Urgency Zones:
Urgent (due today) keep to a maximum 3
to 5 tasks. Ask yourself a simple question when
evaluating what is Urgent vs. Not Urgent. Will you
have to work late tonight to complete this task?

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Highest impact this includes very

important meetings, planning, review,
development of strategies, tactics and ideas.
Highest income these are revenue
generating activities. Anything that will bring in
money now, or in the near future.
In the future these are tasks you review every
week/month and move into the higher zones if/
when necessary. Keep these out of sight until
your weekly review, because having long to-do
lists creates adverse psychological effects, which
results in procrastination and wasting time.

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How to Get More Done in Less Time

10. Focus on progress, not perfection always

have room for review and tweaking. Obsessing over
perfection leads to results of analysis paralysis
going nowhere.
11. Do it or Delegate it dont try to do it all,
especially things you are not good at.
12. Defer it dont do tasks as they come in. An example
would be to not respond to every email immediately.
Set aside specific time during the day to review.
13. Delete it this goes hand in hand with eliminating
clutter. Some tasks have a short life span and lose
impact over time.
14. Use a simple task tracking system do not
use multiple systems to organize your to-do list (e.g.
phone, sticky notes, note book, laptop, computer).
This can lead to conflicts and confusion.

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If you are using your phone and computer, be sure they sync.

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15. Eliminate distractions turn off your phone,

email alerts, instant massages, lock your office door
and tell people you do not want to be disturbed.

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How to Get More Done in Less Time

16. Be mindful everything that is urgent and important

to others, may not be urgent and important to you.
This relates to setting your priorities.You dont need to
attend every meeting or meet everyone elses demands.
You should not answer the phone just because it rings
or reply to emails, Skype or any other distraction if its
going to take away from your productivity.
17. Tame your chaos and eliminate your tolerances.
18. Learn to say NO.

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How to Get More Done in Less Time

Notes: _________________________
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Bonus Tip!
More Energy = Higher Productivity
Manage your energy through:

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Mind

Relax have unscheduled time for fun

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Practice positive affirmations

Eliminate psychic vampires and other
negative sources in your environment

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Meditate daily

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Body

Get physical exercise

Eat energy rich foods

Drink plenty of water

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