4-Hour Workweek : Chapter 5 Q&A

The key to having more time is doing less, and there are two paths to getting there, both of which should be used together: (1) Define a to-do list and (2) define a not-to-do list.  In general terms, there are but two questions:

What 20% of sources are causing 80% of my problems and unhappiness?

What 20% of sources are resulting in 80% of my desired outcome and happiness?

Hypothetical cases help to get us started:

1.  If you had a heart attack and had to work two hours per day, what would you do?

Not five hours, not four hours, not three – two hours. Besides, I can hear your brain bubbling already: That’s ridiculous. Impossible! I know, I know. If I told you that you could survive for months, functioning quite well, on four hours of sleep per night, would you believe me? Probably not. Notwithstanding, millions of new mothers do it all the time. This exercise is not optional. The doctor has warned you, after triple-bypass surgery, that if you don’t cut down your work to two hours per day for the first three months post-op, you will die. How would you do it?

I would delegate and outsource. I would delegate meetings to other resources and request status updates. I would outsource software and web development. I would handle email for 30 min, then conduct daily meetings with my delegates and outsourced resources on an alternating basis to ensure projects are on track.

2. If you had second heart attack and had to work two hours per week, what would you do?

Delegate and outsource, but instead of meeting with delegates and outsourced resources, I would require weekly updates via email, then handle email reading and responses for 2 hours per week so that I could answer questions and direct resources.

3. If you had a gun to your head and had to stop doing 4/5 of different time-consuming activities, what would you remove?

Simplicity requires ruthlessness. If you had to stop 4/5 of time-consuming activities – email, phone calls, conversations, paperwork, meetings, advertising, customers, suppliers, products, services, etc – what would you eliminate to keep the negative effect on income to a minimum? Used even once per month, this question alone can keep you sane and on track.

I would remove meetings first. Meetings are a huge time-sink – probably 50% of my time. Phone calls have already been practically 100% removed. I would remove meeting minutes, I would request batched questions and updates via email.

4. What are the top-three activities that I use to fill time to feel as though I’ve been productive?

These are usually used to postpone more important actions (often uncomfortable because there’s a chance of failure or rejection). Be honest with yourself, as we all do this on occasion. What are your crutch activities?

My top activity is email. I notice that I fall back on email when I’m bored or having a difficult time with something – even though distraction makes the task even more difficult. Another filler activity is reading. I’m constantly ‘learning’, thinking that I’m increasing my value, but perhaps it’s nothing more than a crutch… I can’t think of a third.

5. Who are the 20% of people who produce 80% of your enjoyment and propel you forward, and which 20% cause 80% of your depression, anger, and second-guessing?

Identify:

• Positive friends versus time-consuming friends: Who is helping versus hurting you, and how do you increase your time with the former while decreasing or eliminating your time with the latter?
• Who is causing me stress disproportionate to the time I spend with them? What will happen if I simply stop interacting with these people? Fear-setting helps here.
• When do I feel starved for time? What commitments, thoughts, and people can I eliminate to fix this problem?

Exact numbers aren’t needed to realize that we spend too much time with those who poison us with pessimism, sloth, and low expectations of themselves and the world. It is often the case that you have to fire certain friends or retire from particular social circles to have the life you want. This isn’t being mean; it is being practical. Poisonous people do not deserve your time. To think otherwise is masochistic.

I don’t think this question applies to me.

6. Learn to ask, “If this is the only thing I accomplish today, will I be satisfied with my day?”

Don’t ever arrive at the office or in front of your computer without a clear list of priorities. You’ll just read unassociated email and scramble your brain for the day. Compile your to-do list for tomorrow no later than this evening. I don’t recommend using Outlook or computerized to-do lists, because it is possible to add an infinite number of items. I use a standard piece of paper folded in half three times, which fits perfectly in the pocket and limits you to noting only a few items.

There should never be more than two mission-critical items to complete each day. Never. It just isn’t necessary if they’re actually high-impact. If you are stuck trying to decide between multiple items that all seem crucial, as happens to all of us, look at each in turn and ask yourself, If this is the only thing I accomplish today, will I be satisfied with my day?

To counter the seemingly urgent, ask yourself: What will happen if I don’t do this, and is it worth putting off the important to do it? If you haven’t already accomplished at least one important task in the day, don’t spend the last business hour returning a DVD to avoid a $5 late charge. Get the important task done and pay the $5 fine.

I prioritize daily.

7. Put a Post-it on your computer screen or set an Outlook reminder to alert you at least three times daily with the question: Are you inventing things to do to avoid the important?

Done

8. Do not multitask.

If you prioritize properly, there is no need to multitask. It is a symptom of “task creep” – doing more to feel productive while actually accomplishing less. As stated, you should have, at most, two primary goals or tasks per day. Do them separately from start to finish without distraction. Divided attention will result in more frequent interruptions, lapses in concentration, poorer net results, and less gratification.

Beginning to focus on this.

9. Use Parkinson’s Law on a Macro and Micro Level.

Use Parkinson’s Law to accomplish more in less time. Shorten schedules and deadlines to necessitate focused action instead of deliberations and procrastination.

On a weekly and daily macro level, attempt to take Monday and/or Friday off, as well as leave work at 4 P.M. This will focus you to prioritize more effectively and quite possibly develop a social life. If you’re under the hawklike watch of a boss, we’ll discuss the nuts and bolts of how to escape in later chapters.

On a micro task level, limit the number of items on your to-do list and use impossibly short deadlines to force immediate action while ignoring minutiae.

Comfort challenge: Learn to propose.