Proven Time Management Systems
Time management systems can be used to achieve more results with fewer resources if properly implemented.
When not properly implemented, or when using the wrong system, it feels like you're on a hamster wheel: running, running, running, but never really going anywhere.
Developing effective systems is one of the Foundational Five skills that help you significantly improve time management.
And when you improve your time management, you create better balance and more freedom in your life, which ultimately leads to higher degrees of happiness and fulfillment.
Bad Systems result in using more resources to get fewer resultsWhat's a System?
A system is a blend of tools and processes that work together to reduce the amount of resources needed to achieve specific results. They serve as a mechanism for creating, supporting, and facilitating greater efficiency by organizing the components of chaos.
Effective systems have a clear objective and improve over time.
The objective of time management systems in particular is to decrease the the amount of time being used on repetitive tasks and workflows.
There are different types of systems.
Some systems are sequential: Step 1, Step 2, Step 3, and so on...
Other systems are responsive: if A happens, then B happens...
There are strong systems, which help your ability to produce results. And there are also weak systems, which hinder your ability to produce results...
Weak systems drain resources. They steal your time and energy with little or no return.
Many times, people who use weak systems don't even realize their systems are weak. They simply don't know any better. There's no red flag going off in their mind saying, "I need a better system."
Only after they've been shown a better system—and start to implement it—do they look back and say, "Wow, I can't believe I've been doing it the other way this whole time."
They have a huge Knowledge Gap.
Other people have intentionally created systems, but there's a breakdown somewhere that's stopping them from achieving what they want.
When the systems you use are not producing desired results, you need to create better systems.
Sometimes, this can be a really simple tweak: change one or two things and you start seeing results. In other cases, your systems might require an entire makeover from the bottom up.
As Buckminster Fuller said, "To change something, build a new model that makes the old models obsolete."
Take a second to consider which group you're in...
What kind of systems do you currently have?
Which ones are working well and which ones are not?
Examples of Systems
Developing strong time management systems is a skill that brings awareness and intention to your subconscious processes.
When you create and implement them properly, these systems are in direct alignment with your goals, freeing up time and energy to focus on what matters most.
Systems can be found in lots of places: in nature, at work, at school, around the home, even in your mind and body.
Let's take a look at some examples...
IN NATURE
Sequoias are known to be some of the largest, longest-living trees in nature.
In fact, the largest tree on the planet, by volume, is the General Sherman Tree, located at Sequoia National Park in California. Towering more than 80 meters tall, there's no arguing that nature uses effective systems to keep these guys growing for years and years.
The Sequoia Survival System is made up of three key elements: tannins, bark, and roots.
The bark provides superior insulation against forest fire. It's thick and fibrous, offering several layers of protection.
The tannins are chemicals in the bark and wood that resist disease, rot, and insects.
The roots are far-reaching, stretching far from the base of the tree to collect water and nourishment for continued health.
This system keeps sequoia trees alive for thousands of years. Talk about strong time management systems...
AT WORK
What about more practical systems that we use every day?
The next time you go to work, observe what kind of systems are in play...
Do you work at an office?
Maybe there's a regular schedule of meetings every week that keep people accountable and ensure progress towards company goals.
Do you work at a restaurant?
Notice the checklists performed by the opening and closing team members. They use a very specific system to ensure that the restaurant is properly prepared for customers.
The chefs use systems for cooking food, the hosts use systems for seating guests, and the bartenders use systems for mixing cocktials.
If developed skillfully, each system is centered around a particular objective.
Do you work as a freelancer or consultant?
What kind of systems do you use for invoicing? What about filing important notes, documents, media files?
Strong systems will keep you organized and ensure the tools you need for success are easily accessible exactly when you need them. They'll help you focus on the creative part of your job, the part that brings in the dough.
AROUND THE HOUSE
Let's look at some obvious systems that may be used around the house...
Every time you take a bath or shower, you (probably) dry yourself off. Do you dry off the same way every time, or do you do it differently?
How do you do the laundry? Do you separate different colors or do them all in the same load? Do you wash on delicate or normal? Do you machine dry, or hang dry? Do you fold your clothes or hang them?
These questions reveal the system you use to get the laundry done—either consciously or subconsciously. Maybe you've hired a housekeeper who does the laundry for you; that's a system, too.
If you're living with roommates, you've probably established systems for living together. Is there a certain person taking the garbage out every week? Who's responsible for doing the dishes; does each person do his own or do you take turns loading and unloading the dishwasher?
Or maybe you live in solitude within a community environment... Are there quiet hours at night? Are pets allowed? Do guests need to register and check in at the front office?
IN YOUR MIND
Time management systems can also be found in your mind and body.
Whether you know it or not, your mind is using a system right now to read these words... the question is, have you developed a reading system that supports your goals or are you using a weak system without even knowing it?
Some people have developed a system for speed reading in which they don't actually read every word but instead scan groups of words.
Other people start with headlines and beginnings of paragraphs then choose to read only what interests them.
And there are those who actually start reading from the end and work they're way up to the beginning.
If you're reading this right now by speaking the words individually, one by one, in your head, is it because you've made the conscious choice to do so? Or are you reading this way because that's the way you've always done it?
If it's the latter, it may be time to upgrade your information processing system.
Aside from conscious systems, there are many subconscious systems, which are much more powerful.
Think about your digestive and respiratory system: these work automatically every minute of the day without you having to consciously do anything. The body goes about doing its thing without the mind ever needing to be involved.
There are also other systems that require the mind and body to work together.
IN YOUR BODY
What other kind of time management systems are used by the body to facilitate greater efficiency in your everyday life?
Here's a big one: habits.
Habits are one of the most powerful systems available.
When developed intentionally, habits will automate your success and help you achieve results effortlessly.
In fact, I've developed an entire strategy for creating any type of habit you want: the Rapid Habit Installation Protocol. This strategy is a step-by-step blueprint to create new habits in just 14 days.
Habits are Systems used by the Mind and BodyWhen you first started driving, you were paying attention to all the different functions required to drive safely.
Your mind was preoccupied with the depth of the car, making sure you're going the speed limit and staying in your lane.
Your body was pre-occupied with two hands on the wheels, your feet on the pedals, your eyes on the road at all times.
At first, you probably weren't listening to the radio, or looking at the cars on either side of you because your focus was very narrow. It required a lot of mental energy to keep the car under control and get from Point A to Point B.
Now, years later, you've offloaded most of these functions to your subconscious.
You're taking calls, texting, eating, doing makeup, listening to podcasts, and much more. Your mind and body are no longer preoccupied with the functions mentioned above because you've developed driving habits.
Once the system for driving was established, you increased your capacity to achieve more results by using fewer resources.
The Top 3 Benefits of Systems
We're surrounded by systems.
Everywhere we look, we can observe how chaos is tamed through the creation and implementation of systems.
Strong systems support desired results. They're created intentionally, with careful consideration and foresight. An ideal system will allow you to achieve results without being involved.
Weak systems waste resources. They're a result of inherited or implemented unconscious behaviors.
Systems offer great benefits if you use them properly.
#1 - Systems Decrease Dependency
For example, there's the "Hit by a Bus" theory that ensures stability in the workplace during times of chaos.
Ask yourself this question: "If I were to get hit by a bus tomorrow, would by business continue to thrive without me?"
This question is especially potent if you're a coach, consultant, or celebrity entrepreneur that acts as the face of your company. It's a question that characterizes the shift from Self-Employed to Business in the Cashflow Quadrant.
As the author, Robert Kiyosaki, points out, the people who are in the Self-Employed quadrant are the source of their revenue.
On the other hand, people who are in the Business quadrant have created systems that generate revenue so there's no dependency on any one person.
This system is similar to the one that bees use to make their colony thrive.
There's a single Queen Bee around which all other duties and responsibilities revolve. The goal of the entire hive is survival, and to ensure survival, the Queen must continue to produce more bees.
Although there's only one Queen, there's a system in place that ensures continuity should something happen to her. If the Queen dies or stops producing babies, the bees stop what they're doing and redirect their focus on the central goal. She is automatically replaced with a new Queen so the results continue seamlessly.
#2 - Systems Create More Freedom
The 100% Rule is a decision-making system that can be used to decrease the mental energy required to achieve a specific result. Using this system frees your mind to focus on more important decisions.
As Dr. Benjamin Hardy explains, "willpower doesn't work."
When you're not committed to something 100%, you use more resources to accomplish what you set out to do. Even a 2% window requires you to ask the occasional "should I, or shouldn't I?" which takes away precious time and mental energy that can be better invested in other endeavors.
For example, if you are 100% committed to exercising every day before work, there's no ifs, ands, or buts about it.
There's no question to be asked, there's no decision to be made. The response is automatic.
You don't lay in bed assessing whether or not you "feel" like exercising, you jump out of bed knowing exactly what you need to do.
Using the 100% Rule provides freedom in you life by conserving and reallocating your resources. You can use this time to invest in that hobby you've been wanting to start or to go on that trip you've been wanting to take.
#3 Systems Dissolve Friction
Friction is considered to be resistance.
When you resist something, you're opening yourself to friction. And that doesn't feel too good most of the times.
If your teacher assigns a huge homework assignment to do over the weekend, you may feel some resistance to doing it. This resistance creates friction. You decide you're going to enjoy your weekend instead of spending it on this stupid assignment.
But there's a thought that lingers under the surface of your mind. You know that if you don't do this assignment, your grade will be impacted. You know you shouldn't wait 'til the last minute to do this because you've been there and done that before, and it's miserable. The friction increases as Sunday evening approaches and you still haven't done it. Your resistance leads to an all-nighter filled with stress and frustration. You wake up the next day cranky and the domino effect continues throughout the week.
This can all be avoided if you develop a system for these circumstances.
Maybe you start the assignment immediately after school ends. Then you do a little bit more on Saturday before you go out for the night. Then you finish up Sunday morning with plenty of time to spare.
The Best Time Management Systems
People who use proven systems see results fast.
They experience better balance and more freedom because they're consciously integrating savvy tools with efficient processes that allow them to reallocate their resources in more satisfying ways.
Some of the best time management systems are proven to be really useful, but they can also be a little daunting for someone who doesn't know the basics yet.
If you're just starting out, it's best to prioritize the tasks that happen most often.
Try to develop systems that decrease the time and energy needed to do the simple things you do every day.
There are many different types of systems. But if you want to see immediate results and start saving time now, start with something small and easy, then start working your way up to more intricate systems.
You use a few basic systems on a daily basis, and each one of them requires time and energy. By simply bringing them into the light of awareness, you can save time by developing more efficient systems.
Information Processing
In the Digital Age, we're engulfed in information every minute of every day. How we process email, books, articles, news, podcasts, ads, offers, movies, and TV shows is a crucial consideration. Developing a system for information processing will allow you to know exactly what to intake, and when.
Commuting
We're almost at the point where we don't need to worry about driving any more. But until we get there, commuting is a part of most everyone's life in the modern world. Whether we drive our own vehicles or take the public transit system, or utilizing sharing economy platforms like Uber and Lyft, we spend a lot of time commuting. How do you make the most of it?
Chores and Errands
There are some things in life that we cannot escape. Chores and errands are one of those things. These are typically low-value tasks that don't really align with your bigger ambitions. So by minimizing the time you spend doing them, you get more time to allocate to what actually matters.
Health
Jon Butcher, co-creator of Lifebook, says that he's an "athlete for life." He's used the 100% Rule to create and maintain systems that keep him in top physical condition. Health is important to him. And while you may sometimes put your health on the back-burner, you can't get much done without it. So making systems that automate favorable health will allow you to have the strength to make a bigger impact on the world.
Money
Money is currently an undeniable part of economic system, and thus a part of our everyday lives. We use it every day (almost) the same way we use our time.
Buy a book to learn about different systems you can use to automate your finances, or hire someone who can help you. Understand your money priorities and spend accordingly. Set guidelines that support your financial goals.f
Relationships
Your relationships are another priority that cannot go undetermined. How much time do you spend with friends and family? How do you determine which people enter your close "circle?"
Even if you have no friends or family, you have a relationship with yourself. And if you don't cultivate that relationship, you're doomed to fall flat on your face regardless of what you do.
Great time management systems make routine tasks in your life frictionless. They decrease dependencies and create more freedom so you can focus on what matters most.
Ramit Sethi, author of I Will Teach You To Be Rich, describes a couple systems he uses in his life on a regular basis...
He uses a money management system to organize his income and expenses. He's got a strict timeline, automated workflows, and dedicated accounts each used for different purposes.
Ramit's finances are frictionless.
If he wants to unplug from life for a couple months, his money will still hit the bank and his bills will still get paid. His mind is freed up to focus on other things. He has nothing to worry about because he's got an effective system in place that saves time and effort.
Another way he conserves resources is by using his own "food and fitness system" for automating his meals and exercise regimen based on nutritional needs and fitness goals.
This guy is clearly a master of systems development.
His whole business is based on living a Rich Life, where you're free to live and do as you please. His freedom is a result of thoughtfully crafted systems that are reliable and easy to implement.
Don't Settle for Weak Systems
There are two types of people in the world...
Those who have great systems, and those who don't.
The latter often suffer from overwhelm not because they've got too much responsibility or are juggling too many things, but because they don't have great systems in place.
Systems create order from chaos.
So if you ever feel like your life is chaotic, start nurturing the skill of systems development.
This skill can be improved through heightened awareness.
First, identify your desired result. Then bring awareness to all the tools and processes related to that result.
Adjust and integrate these tools and processes in a way that supports the result, that maximizes the potential return.
Engineer your environment, both internally or externally, in a way that supercharges your efficiency.
Ask yourself, how you can use fewer resources: fewer people, less time, less movement, less energy.
When you rely on weak systems, you're setting yourself up for failure. Weak systems lead to negative returns. You could be wasting precious resources without even knowing it.
Don't settle for waste. You're capable of so much more.
You deserve to have an open, flexible schedule with plenty of time to spend on the things you love, with the people you love. You deserve to have a balanced life that works for you, that energizes you instead of depletes you.
Start building better systems and you'll get what you deserve.
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