Working Smarter

productivemindset

We’re all looking for clever ways to work smarter and get more done, hoping the next new productivity app will be the one that helps us get things done faster and with less effort.

Surprisingly, or not so surprisingly, when you think about it, some of the steps you can take to work smarter don’t involve apps at all.

Some of the most effective things you can do to increase your productivity are as simple as getting more sleep, drinking less booze, changing your diet and getting more exercise.

These are all things you can do. They don’t cost anything and you can safely do them at home. They do, however, require the application of an ingredient known to all successful people: self-discipline.

The big challenge with self-discipline is you can’t buy it and you can’t fake it. Trouble is though, you can’t be successful at anything without it.

The opposite of self-discipline is self-indulgence, and we’re all pretty good at that.

If you can’t exercise the self-control required to get your act together, so that you’re alert and focused before you turn up for work, what makes you think you’ll have what it takes to lift your game once you’re there?

In Everyday Productivity, I share the mindset that helped me deliver forty years of productive work in education, banking and government.

But, be warned. The ideas I share will only be of any use to you if you can apply self-discipline, otherwise you’ll be wasting your time reading information you’ll never use.

Everyday Productivity will be available through online book retailers in early 2017.


Peter Mulraney is the author of the Inspector West crime series, the Living Alone series of self-help books for men, Sharing the Journey: Reflections of a Reluctant Mystic, The New Girlfriend and Everyday Project Management.

Lifestyle self-audit part 2

slide2Money matters

I assume you know how much you earn each month; but do you know how much you’re spending?

No, I’m not going to ask you to keep a spending log but I am suggesting that you invest the time required to get a firm understanding of your current cash flow situation. However, if you find that you can’t account for a significant amount of your spending, then you might want to keep a spending log for a week or more to see where those missing dollars, pounds or euros are going.

This is an exercise that is best completed using a spreadsheet but it can be done on a sheet of paper with the aid of a calculator.

What you need to complete this exercise is a copy of the accounts that you pay and your bank account statements, and I recommend that you do it for a complete financial or calendar year.

  • If you are an employee, use your net income; that is, the amount you actually receive from your employer – that’s the amount you’re trying to live on.
  • If you’re self-employed, use your gross income. Taxes and levies are expenses you need to allow for each month. Even if you only pay them quarterly or annually, you need to have the cash to do that at the time. You also need to account for your business expenses as well as your personal expenses, and know the difference between the two if you want to avoid disputes with the tax authorities.

Draw up a table with months across the top and a list of income and expenses down the left hand side.

moneymatters

Group your personal expenses into two categories: essential and discretionary.

Essential expenses are the things required for survival; like food, water, housing, electricity and clothing.

Discretionary expenses are not related to survival. They’re expenses you have a choice about, things like going to the movies, eating out, a new pair of shoes, cigarettes and life insurance.

Some of your expenses will be regular in the sense that you need to pay them every month or quarter. For example, expenses like rent or mortgage payments are usually both fixed in amount and regular in frequency of payment. Food and utility payments, on the other hand, may be regular in frequency of payment but variable in amount. Items like car expenses may vary both in frequency and amount.

How many credit cards are there in your household? Remember to include any loan and credit card repayments you are required to make as expenses.

To keep things simple, I suggest you create an expense called ‘petty cash’ as a catch all for the money you spend on low value items like coffee and lunch during the month. The important point is to get it as accurate as you can without stressing over every dollar, pound or euro.

Analysing your data

When you have filled in the table, total your expenses for each month. Then, for each month, subtract your total expense amount from your monthly income, and record the result in a separate row labelled cash flow. If you used a spreadsheet, you might want to graph that result. It’s also valuable to compare the total of your annual expenses with your total income for the year.

  • If your annual expenses equal your annual income, you need to do something.
  • If your expenses exceed your income  – you definitely need to do something.

Hint: If you have credit cards and you can’t clear the debt in a particular month, you spent more that month than you earned. If you have rolling credit card debt, which you never seem to be able to pay off, you’re spending more than you earn.

In the final analysis, if you need to do something, there are only two things you can do: earn more income or spend less money. If spending less is your only viable option, you need to draw up a plan – also known as a budget – and apply self-discipline.


This is a draft of material that will eventually appear in Everyday Productivity, the next title in my Everyday Business Skills books.  Please feel free to offer feedback in the comments.


Peter Mulraney has forty years experience working in schools, banking, and government. He is the author of the Inspector West crime series, the Living Alone series of self-help books for men, Sharing the Journey: Reflections of a Reluctant Mystic, The New Girlfriend and Everyday Project Management.

The myth of time management

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Do you believe in time management?

Going by the number of books published on the topic it looks like a lot of people do.

I don’t know what makes anyone think they can manage time.

Time is a concept.

It’s flows like a stream but unlike water it cannot be contained.

We fool ourselves thinking we have it locked inside clocks or planners.

We measure it.

We schedule it.

It keeps going even when we aren’t looking.

We all have the same amount of it available to us every day but some of us seem to do a lot more with our daily allocation.

Some of us make use of daily planners, scheduling our use of time – and this is where all those theories of time management come from.

I don’t know about you but I’ve noticed that simply using a daily planner to schedule appointments and tasks does not necessarily mean those things get done as planned, despite the best of intentions.

In the final analysis, it’s not time that has to be managed – it’s our use of time, and that comes down to something which distinguishes the successful from the others: self-discipline.

If you ever read The 7 Habits of Highly Effective People by Stephen Covey, you’ll discover he discusses time management under Habit 3: Put first things first – principles of personal management.

I reckon he was onto something.

Thanks for dropping by, Peter