Walkinshaw Coaching

It’s the beginning of another workday and you have a lot to do. You start to scribble a quick to-do list and before you are done, you begin working on one or more of the items. You read some email, start a project, return some phone calls and add more to the to-do list. Perhaps you have an appointment or two and decide to take care of some unscheduled errands. Before you know it the day is over and you can’t figure out where the time has gone. You wonder how you could have been so busy and still have so much to do….

Does this scenario sound familiar? If so, you are not alone! One of the most common challenges faced by entrepreneurs and small business owners is getting and staying focused. Our day often manages us, versus us managing our day, as we respond to what is in front of us and attempt to multi-task. If you are finding this approach ineffective and exhausting, here is an alternative: A five step approach to getting focused.

Step 1: Determine Your Goals

The first step in getting focused is becoming clear about what you are trying to accomplish. What are your overall goals for the week, the month or the year? Choose a timeframe that is manageable and real for you. For example, “This week I want to focus on 1) filing my sales pipeline, 2) connecting with past clients and 3) spending time with my family.”

Take time to become as clear as possible about these goals and how you will know when they are achieved. You may want to follow the “SMART Goal” format. “SMART Goals” are Specific, Measureable, Actionable, Realistic and Time bound.

Step 2: Brainstorm your To-Do’s

Next, think about all the things you need to do and write them down in no particular order. This should include meetings, phone calls, projects, personal errand, etc. Don’t worry about prioritizing at this point. Most importantly, DO NOT start working on any of these items as you become overwhelmed and feel the need to immediately get into action.

Step 3: Compare, Eliminate & Prioritize

Now that you have completed your brainstormed to-do list, compare the items on the lists with your goals from step one. Which items will help you move towards your goals? Which will have the greatest impact on reaching your goals? Which items don’t relate to your goals at all?

Because you have limited time, energy and resources, you most likely will not be able to complete everything on your list. Start by eliminating any items that do not relate to your stated goals and are not absolutely necessary for some other reason. Next, prioritize the remaining items by considering the impact they will have on your reaching your goals.

Step 4: Create Your Schedule

You now have a list of prioritized, goal related items. Given your schedule for the day, determine exactly when you will work on each goal. You may realize in this step that you have too much to do in one day and may need to schedule items for future dates.

Look for opportunities to group similar items and activities together. For example, instead of reading each email as it arrives, consider scheduling reading emails three times a day. Or perhaps dedicate a half day per week to individual networking meetings. Studies have shown that multitasking causes us to be LESS effective. Create a schedule that promotes focus and minimizes distractions.

Step 5: Follow Your Plan!

The final and perhaps the most challenging step is to follow the plan you have created. Staying focused by sticking to your plan takes practice. Keep a copy of your plan in plain sight and realize you will most likely get off track. When you do, simply take a moment to refocus and get back on track.

As with any new behavior, it may take some time before following this 5 step approach becomes routine. Many entrepreneurs and business owners find it helpful to work with an accountability partner (friend, colleague, business coach) when undertaking this type of change. No matter what approach you take to make this change, I am confident that the results you will achieve will make it worth the effort. Why not start today?