Do you ever feel like there just aren’t enough hours in the day? If so you’re not alone. It’s the common struggle that all entrepreneurs, business owners and especially web designers face. Luckily, there is a solution and it’s called time management.

In this episode, founder of TheEfficiencyCoach.com and The Efficiency Coach podcast, Michael Horvath, shares some invaluable tips and tricks for running your day and maximizing your productivity in order to get your time BACK.

In this episode:

03:52 – Greeting to Michael
06:44 – Battle of productivity
10:28 – Time and freedom
11:20 – 1) Calendar Blocking
13:19 – Getting juices going
17:31 – 2) “Time Batching”
20:13 – 3) Planning
23:32 – List tasks to delegate
26:11 – How to “Win the day”
31:19 – 4) Problems with multitasking
34:25 – Turn off notifications
37:20 – 5) Delegation
42:11 – 6) Pomodoro Technique
47:36 – Freedom of “no”
49:39 – 7) Set boundaries
55:28 – Most important to-do
57:58 – Michael’s info

This episode presented by Josh’s Web Design Process Course and you can view the full transcription of this episode below.

Michael’s Website – The Efficiency Coach


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Episode presented by:

My proven 50-step guide to successfully planning, building and launching a website!

• Put an end to costly, scattered, unorganized web projects
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• Save serious time on every website you build with my proven process

"This course is so practical … In each step of the course you learn some new treasure or how to improve something you are not doing well. I have practiced everything learned in the Web Design Process course, and I really feel more confident than before, my workflow is much better and I’m saving lot of time."

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"This course is worth the investment. It does not matter if you are new to web design or have been doing it for sometime. There is something to learn. I have been building websites, and the problem I had was it took forever. I was always having to remember if I forgot something, or going back to make correction.This course provides detailed step by step directions, and flow process. The old saying is time is money. Which for me, means more potential revenue."

Ben

Episode Transcription

Josh 0:17
Hey, everybody, welcome into Episode 90. have let me ask you a question. Have you ever felt like there’s just not enough hours in the day, if you have, that is okay, because we’ve all been there. And as an entrepreneur, or business owner, or particularly as a web designer, this is the biggest struggle we all face, we’re all busy, we got a lot going on, particularly when it comes to those of you like myself who have a family, it just seems like it’s often very hard to fit everything in. It’s a challenge. But the good news is, is that there is a solution. And it really all boils down to time management and running your day effectively, and planning your most important tasks to get the biggest return on your time. And so to tackle this challenge, and to talk about this in more detail, I wanted to bring on somebody who is really passionate about this. And in fact, my guests in this interview, Michael Horvath is the coach at the Efficiency Coach.com. And he also has a really, really great new podcast called the efficiency coach podcast. And he does exactly that he helps people maximize their time to get more productivity in the time they’re working, which in turn enables us to have more hours in the day and to be able to do more and to focus on the work that we want to do, in a lot of cases work less and focus on things we want to do in life. And if you followed me and you follow this podcast for a while, you know, that’s what this entire podcast is about. It’s about helping you build and run your web design business so that you can have the lifestyle that you want to live. And this episode is going to help that because Michael is awesome. He is he was a treat to talk to because he’s got some really effective tips for how to practically manage your day. And again, utilize the your schedule to be able to get the most important work done that you need to get done. So you can focus on your life. And that’s exactly what we do in this episode. And it’s been interesting because Michael actually, the way we got connected is he came through a couple of my web design courses, he went through my Business Course and my Web Design Process Course. So that’s no surprise being somebody who is all about efficiency. And we stayed in touch. And then I found out he had his podcast, and I wanted to have him on to share some of what he’s learned with coaching a lot of people in this realm to help you as well. So super excited for you to hear this one. Now, before we dive in this podcast is brought to you by my web design process course or as Michael might say, since he’s based in Toronto, my process course, if you’re curious about the process that it would take to effectively plan, build and launch your websites, because if that’s an area that you’re struggling with, which most web designers do, my process course is going to help you from start to finish with that it is my 50 Step five, phase proven process for again, planning, building and launching websites. And after this interview, if you feel like you just want to get a better handle on your time, I would love to help you with that. And the most practical course that I have for that is my process course. So I would love to help you with speeding up your Web Designs. And that course is open right now for you to join. So check out the show notes. There’ll be a link in there to join the course. And I would love to help you. And without further ado, enjoy this talk going to help you save some time to get more hours back in your day. And man, Michael is just awesome. In this one I’m pumped for you let me know how this one helps you out by leaving a comment on the show notes for this page at Josh hall.co/090. And without further ado, let’s do it.

Josh 3:52
Michael, welcome to the show, man. Awesome to have you on.

Michael 3:57
Josh. It’s a pleasure to be here. I’ve been a big fan of your podcast for for many, many months now. So it’s a privilege to be here.

Josh 4:05
Well, it’s great to have you man, I was stoked that you started a podcast because you’re all about efficiency. And you’re an interesting case, because you’re also a student of mine, you’ve come through some courses. And I got to know you and your business a little bit. I honestly hadn’t heard from you in a little while. And I kind of wondered, you know how things were going. And then you show up in my inbox and you’re like, Hey, man, not only am I doing website stuff, but I’ve got a podcast now. And you had me on your show recently. And I’m really excited to have you on mine to talk about some efficiencies that we can put into place. Because all web designers are essentially entrepreneurs. And one thing that you talked about early on in your podcast was time management. And I thought that was a really, really interesting subject that we’re all constantly working on. I was gonna say it’s something that I’m you know, being really intentional about right now. And I think we all are particularly because it’s early in the year. So I’m really excited to dive into this You’ve got kind of seven tips for us for to be more efficient with our time management. So I’m really excited to dive into these. But before we do, man, did you want to let everyone know where you are in the world and what you do exactly with your brand at the efficiency coach?

Michael 5:15
Sure. So again, this is awesome to be here. Michael Horvath, the Efficiency Coach, we are up here in the Great White north, right. So we’re in Toronto, Canada. And, as you mentioned, I’m all about efficiency, productivity, time management, the ability to help entrepreneurs do more and stress less, especially in the times that we’re currently in right now, everyone’s life is almost been turned upside down. So finding more time to do more, and stress less as the kids are running around, or as you’re trying to jam so much into a day, and still get everything done that needs to get done really becomes a time management battle for so many people. And as the efficiency coach, my job is to help these entrepreneurs basically set up their day for success. So that they can do more and stress less, and basically have the freedom to do what they want, when they want.

Josh 6:11
Well, that’s a big thing there, you just said it. Because a lot of people particularly in the field of entrepreneurialship, when it comes to productivity, focus on you know how fast you can get things done and how much you can do. Whereas I think a lot of people neglect what you just talked about, which was the opposite of that, which is actually working less like being more efficient. So you can work less and get more control of your time. Not so just not so you can just get more done or just do more. I mean, those are important things. But I’m a big proponent of doing less, but just doing more of the most important things that get a bigger ROI.

Michael 6:44
Yeah, absolutely. I mean, there’s the constant battle in the productivity world. And we’re all trying to be as productive as possible every day. And there’s the battle versus quantity, like how much should I get done? How much do I need to get done? Then there’s the battle against the quality, because we all want our work to be done at such a high quality. But how does this all happen. And that’s literally what comes down to consistency. You need to have consistency in your habits, in your routines and in your environment. And then literally the work and the time off, and the stress can take care of itself. But you have to set yourself up for success beforehand. Otherwise, you’re literally just running around trying to do too many things. And we’ve all been overwhelmed before in our jobs in our lives. And it’s never a great feeling.

Josh 7:28
Yeah, and I’ll probably circle back around at this point. But it really, I feel like every efficiency or time management type of talk or, or video I see or whatever always boils down to the fact that you need to run your business, and you need to not let your business run you that is really the difference. And it’s all in our control. I think it’s it’s empowering. But it’s also daunting because people we struggle with creating these Frankenstein’s of businesses where they just get out of control, and they just run us and they can run us ragged, if we’re not intentional about it.

So if you can get one thing and that is in your business, if you have to organize your business for success, it’s amazing what can happen for the rest of your life. – Michael

Michael 7:58
Well, and think about the stress that your job can cause and everything that happens because of that, that can help that can dampen your relationship with your spouse that can dampen your relationship with your friends, it could it could hurt your family life, right? It can hurt your personal time. Because this one thing is taking so much time and mental energy and physical energy from you. It’s just, it’s draining, and it causes problems in all your other life. So if you can get one thing, right, and that is in your business, if you have to organize your business for success, it’s amazing what can happen for the rest of your life.

Josh 8:36
Oh, that’s good. I like that or and be intentional about organizing your business for success. Because, yeah, most I mean, early on, I’m thinking about, you know, Josh, from seven, eight years ago, I wasn’t intentional at all, I just ran my business and just let it you know, basically run me. And it was very chaotic. And I wasn’t charging enough. I wasn’t controlling my day enough. I answered my calls from clients whenever they call, I mean, it’s basically a 24 seven support person working weird hours. And it took really it took me having a family to really narrow this in. And it sounds like you as well, what what’s your family situation look like? How many kids do you have? And because I imagine that’s a big piece to wanting to become an efficient entrepreneur, right?

Michael 9:14
It’s huge. So I have two daughters, nine and six. And literally, they helped me become the efficiency coach, because I’ve had to adapt my lifestyle, the way I work to create what two businesses now basically, so that they can run successfully. And that I can have the time and the freedom to not only spend time with my kids to do what I want with them if I want to go play outside and we can go I mean, it’s Toronto, so there’s snow everywhere. And most times we can go tobogganing if we want at two o’clock in the afternoon. I don’t have to worry about client emails or anything like that, right? Because I’ve scheduled my time appropriately so that I can do those things right. And that’s what I want for almost every entrepreneur out there. Right find that time where you can have that time for family time. So you can have that me time. So you Find that time so you can time block, let’s say, so that you can write a book, if that’s something that you’ve always wanted to do, right, if you can become more productive and more efficient, again, you can really achieve goals and dreams that you wanted to achieve, not just for 2021. But these are probably you’ve probably we’ve all had goals that just get pushed off and pushed off and pushed off. Because they’re great goals, and we could achieve so much. It’s literally just that we don’t have the time, we always feel we don’t have the time to accomplish everything we want to get done. And that’s not a great feeling.

Josh 10:32
Yeah, that’s it. So we cover the challenges, we’ve covered kind of why this is important. You just said it. It’s about how we get our time back, it’s easier said than done. This is you know, the steps we’re going to cover here, you have to implement them at least one at a time. And let’s just get into it. Because this is a battle. This is something we need to take seriously. And it’s something I’ve really reminded myself like I really need to be intentional in face it like like a foe like you have to kind of fight your own business in a way. So. So the first thing you mentioned to me was was actually just hit on there, blocking segments in your calendar, which the most popular term the way to phrase that is calendar blocking. So what does that look like? Particularly for somebody who’s just getting into this? This isn’t even on their radar? What is calendar blocking? And what does that look like? What have you seen work for you or any of the clients you work with?

Michael 11:20
Yeah, calendar blocking in a nutshell is basically looking at your time in a day and setting up specific time blocks when you’re going to do specific tasks. And you’re only going to do that one specific task in that specific block of time. So nothing else matters. Other than that, so for example, if your goal is to write a book, so you time block, so maybe it happens to be, you have the most energy or the most focus as soon as you wake up in the morning. So you wake up, you have a cup of coffee, your time block is from let’s say, 6am to 7am. To write something, right now, we all can struggle with a whole bunch of different techniques on how to get going. But that’s what your calendar says from six to seven, you write. And that’s what you do, you literally just write. Now, we all have meetings, we all have calls, we all have all these things that are taking away from us, but you have the ability to control your own schedule. And you can time block those as well. So in my life, what I like to do is I do have a lot of client meetings, and client calls and sales and all this fun stuff. But it’s all structured, and set up appropriately on a specific time and a specific day. So I like to record my podcasts for my podcast, if humanly possible, Tuesday, in a three hour window. client meetings are Wednesday mornings, and Thursday afternoons. And Friday afternoons are Mike time. So if I want to play PS five, I can play PS five, I don’t have a PS five. But that’s a goal for 2021. If I want to go out with the kids, and shoot some hoops, if I want to read a book, if I want to just do nothing, that’s okay, because I put that in my time block. And I’m being consistent with my time blocks. And that’s how you get more done, because you know what you need to do in each and every one of those time blocks.

Josh 13:11
Now, let me throw a little devil’s advocate thing out here, because you know, you do web design as well. And, and you have some creative juices in you, and my whole audience are web designers in the question and the problem with this is what if I’m just not feeling it? What if you clear an hour out to design a homepage? But you’ve just got nothing? What what are some of the remedies for that, that you found that have worked? Because I I’m happy to share? What are my thoughts on that. But I’d love to hear from you what if you know your work in that time block just doesn’t come doesn’t come out?

Michael 13:40
Just well. There’s two things that work for that. That’s a great question, Josh. And something that my clients often come to me with, to begin with. And depending on the individual, I tell them to do one of two things. Okay. One is sit down, go into WordPress, open up that page, and add an image, write a paragraph sorry, write a sentence, write, get momentum in your favor, just start, right literally, if you’ve time blocked an hour to do a new web page as an example, right, so you’ll so now all of a sudden get out a timer, and turn that off, turn that timer on for two minutes, and just see what happens in those two minutes. Right. As soon as you start doing something, momentum can work in your favor. And then before you know what that hour is gone that you find blocked to build this webpage, and you’ve completed 50% of it. Now, if you really can’t get going and you’re just not into it, that’s okay. Because I would much rather have you not do that task if you’re not going to be up to it and do it well enough. So this is where you can switch out tasks in your calendar. So find another hour. So let’s say Monday at 10am was the time you wanted to build this webpage. And on Thursday at one o’clock you have a different task scheduled for an hour. We’ll switch them, right, figure out a way and you’re not and you’ll still get both done. You’ve just switched the time of the week that it’s going to get done. Unless you deadline, that’s the best way to go about doing it.

Josh 15:02
That’s beautiful. That’s I mean, I don’t even have to share my my process because it was the exact same thing. It’s, it’s either just just get the bad ideas out. And when it comes to design, because often I found as a web designer, when I would lay out a homepage, I would just think it was terrible. The first go, and it seemed like every time I very rarely started on design, and thought, like, Man, this is just great, even after I kind of wireframe didn’t sketch it out, I would just go with the design, and I just, I would think it would suck and then, but I would just stick with it, just keep that momentum going. And then the next day, I would wake up and if I had another time block, I would tweak it, I would add a little more and then all of a sudden that came together. So I think that’s definitely something that happens with creativity, often you got to kind of push through the bad ideas and push through the lackluster starts to really turn the corner to something great. And then yeah, same thing with you. I really preach that to where if you’re not feeling something, and you absolutely just don’t want to do it, don’t kill yourself, unless there’s a harsh deadline, where you have to, sometimes you do have to get stuff done. But on an average case, that’s pretty rare. Usually, it’s just something where it’s like, you know what, it’s a Monday or Tuesday, I could do this on Thursday or Friday, and take one of those tasks and move it up. I do that all the time with my schedule right now. Because I’m flipping back and forth between course stuff, content, coaching, and in sometimes if I’m supposed to record a podcast, but I’m like, man, I just, I’m just not feeling it right now. I just don’t feel very with it. I’m gonna move this to Thursday instead of a Tuesday. And then on Thursday, I was going to edit a podcast. So I’m going to edit this podcast now because I don’t need to talk I can just edit or you know, stuff like that. So I would Yeah, hold totally back yet but that idea.

Michael 16:39
Yeah, it’s a great way to do it.

Josh 16:41
So counter blocking is huge. And it gives us some freedom to because you have, you know, block your segments, which is huge for family life, because, as you know, with a nine and six year old, and I’m finding out with two girls who are young stuff happens, you just never know, you know, sometimes your day is gonna get interrupted if somebody needs to go to the pediatrician or something happens. So sometimes it’s good to have those blocks, because you can just move things around and you know, work according to your schedule and life happens. So that’s the beauty about time blocking, instead of planning a nine to five and killing yourself. Right?

Michael 17:12
Exactly, exactly.

Josh 17:14
So calendar blocking huge, some freedom and flexibility. There was also some constraints. Now the next thing I wanted to dive into was a similar topic, but a little bit different, which is is commonly called time batching. What’s the difference between that and calendar blocking?

Michael 17:31
So let’s use website design as an example. So you’ve literally said to yourself that you blocked two hours worth of on Tuesday morning, and you’re going to your task is building webpages on a specific site that you’re working on. Okay? Now, time batching is diving deeper into those two hours that you’ve got allotted to design those web pages, and figuring out specific individual tasks that you want to complete in those two hours. Right. So it’s like a little to do list a mini to do list of things you want to do related to your tasks that you’re going to do in those two hours. So you can just flow, that’s how flows created, you just literally move from one task to the next task to the next task. And literally before you know it, you’ve accomplished so much in those two hours. And two hours just flies right by it’s a really great feeling when that happens.

Josh 18:24
Yeah, that’s the truth, man. And I, that’s great. So it’s kind of like, it’s kind of what we talked about with calendar blocking, but just a more micro version within that block. It’s, it’s getting a certain amount of tasks done if you can, and again, you can have those, you can do the same thing with those tasks, I guess, that we just talked about with the actual activity, it’s like, if you only get part of a homepage done, and that two hours, well, you still have some of the the rest of the block and the rest of the week to to get that done or move things around. Same thing with like creativity and flow, if you’re just not feeling the homepage, but you’re really on it with a product page, then you could do the product page, and then do the homepage on the next day. So there’s there’s some flexibility there, which is really great. But it does all come back to that time. batching. And I, I think the moral of the story so far with this stuff is to give yourself some constraints, like give yourself a little bit of a deadline, because if you don’t, that’s where you get into trouble. That’s where like I remember just spending like 10 times longer than I needed to on stuff and the client usually wouldn’t care. I mean, it’s nice to, to go above and beyond and be creative and really get a little OCD with some design things. But like the amount of times that I focused on stuff that we would end up changing Two months later, or the client would, you know, go in and just add a paragraph where I put all that important work in it’s like, I didn’t know I don’t wanna say it didn’t matter. But I just made things way more difficult because I didn’t constrain myself with these little deadlines and these time batches. So I think that’s great. And, and I do the same thing. And just to reiterate, I mean what what I’m doing now, like, sometimes I’ll work on editing a podcast or writing something and then if I’m not feeling I’ll move to the next thing and that’s where having at least you know, some some sort of goal in mind for the week. is good, right?

Michael 20:01
Yeah, you need to have an output goal. Otherwise, how are you going to judge if it was a successful week? Or an unsuccessful week? Right? Yeah, we can talk about weekly weekly reviews all day long. But that’s not that’s not the goal of this podcast right now.

Josh 20:13
Well, that segues us, that was a heck of a segue to point three, which is planning. And I’d love to hear your thoughts on that. Because planning is tricky when it comes to I mean, it’s crucial, what’s needed, you need to plan. But sometimes things change. Sometimes you pivot, and there’s also different types of plans. There’s like an annual plan or a goal. But then there I actually, I’ve learned to embrace like three month type of plans and goals, because sometimes a year he just like, Who knew in the beginning of 2020, how things would change. Everyone had to change their plans? I did, I sold my business. That’s how things changed for me, you know, like, like that drastically. So I had no intention of selling my business in the beginning of 2023 months later, I’m like, Oh, my gosh, I’m seriously considering this. So let’s talk about planning. What do you recommend on a macro level, meaning like, you know, bigger type of goals and visions, but then also on a micro level, like daily, weekly, what is what does that look like?

Michael 21:08
Sure. So on a macro level, it’s always great to work backwards. So what we usually do with my clients is we set what’s your one goal, what’s your main goal for 2021? As an example, right now, the problem is, with most people who want a goal set, they set too many goals, right? So that, you know, you’ll achieve some right because we all we’re all productive, we all set out with good intentions. But it’s very hard. Very few people who write down 10 or 11 goals, and they’re in so many different categories, business goals, financials, person, family goal, like all these different things, it’s very difficult to hit them all. So we like to identify one key goal with our clients. And then what we do is we start working backwards. So as of January 2022, we want to hit goal one. So what do we need to do, then we start looking at the 90 day approach. So what do we need to do in the first quarter of this month of this year? To push us towards achieving that goal? Okay, then we work backwards again, what do we need to do this specific month to hit our 90 day goals? Then you take another step back, and we look at it at a week basis. So what do we need to accomplish this week? That will help us hit our monthly goals? And then further one step back, what do we need to do today to hit our weekly goals. So if we then go the other way, if we hit our daily goals, or weekly goals, you see the trajectory that we’re putting ourselves on. So all of a sudden, this big, audacious goal, which is good to set a big goal doesn’t look so big, because you’re taking a little bite at a time and moving in the right direction.

Josh 22:41
And that’s the classic case of somebody who wants to lose like 100 pounds, it’s like, if you just say I want to lose 100 pounds, that’s daunting. It’s like, Oh, my gosh, how are you gonna get there. But if you you know, that’s great to have that goal. But then like, you just said, you have to segment that and you have to take it, you know, one pound or five pound at a time and, and be realistic about it and then build that momentum, like we talked about in the beginning. Now I imagine this idea applies to financial goals, but also just habitual stuff, too, right? Like, if a client says I’m working 90 hours a week, I want to work less than 40, you could probably take that same approach, right? It’s like, Okay, what are you doing? What can we cut out? What can we shift this month, and then, you know, get it down one step at a time.

Michael 23:23
When a client comes to me, and they’re overworked. And they’re exhausted, and they’re tired, and they know they can’t keep going that way, what we instantly do is we start looking at, you know, what are you currently doing? Right? What are tasks that you shouldn’t be doing? What are tasks that you can delegate, and what tasks should just completely be eliminated. And as simple it is very simple, but it’s something that most entrepreneurs are in the weeds of their own business, literally never take a step back and answer those questions. Because once you answer those questions, and literally write them down on a piece of a matrix that we use it we give our clients and they literally we make them write them out by hand. And that ability to write something out by hand with the with the way it works in your brain. As you’re literally writing it out. You’re like thinking to why am I still doing these things. These are tasks that I have employees to do, or I can find a VA to do or I don’t even need to be doing these at all. And in their own head. When they’re working, let’s say 60 hour work weeks in their own head, they’ve literally cut out 10 or maybe 20 hours per week of stuff that they shouldn’t be doing to begin with.

Josh 24:27
Yeah, a man I’m just looking at when you said that just made me think about the fact that I just did this I just went through for the year and listed out things that I should start either delegating or just getting off my thing. I actually just said what tasks I shouldn’t do. And for me, it’s customer support, technical issues, podcast editing, which is a big one. I do have Kam my VA who distributes them, but I still edit them currently, video editing, the post distribution in my membership that’s taking a decent amount of time, like Once I get done with a QA or a call, I’m doing all the post production, sending it out in an email, posting it in the club, things like that. But I could definitely off board here pretty soon. I’m also still doing all my marketing and my ads, which, you know, it’s good to have a pulse on some of that, but I’m not, I’m not a Facebook ads expert. So I’m like, I realized, I’m gonna start hiring somebody who does that, and can work with me to do that. So those are just some things for me practically, that I have listed out that I know are taking up probably half my time, at least at least half my time. And just as a practical thing for me, that means courses aren’t being created my plan in 2021 is to write my first book. So I’m in the planning stages of that super pumped. So talk about calendar blocking, I’m really excited for that, that’s gonna start in q2. But you know, these things are getting delayed because I have too many tasks built up. And the same thing is true for web designers. There’s a lot of things that you can, you know, you can still do a lot yourself. But at some point, we’re going to talk about delegating here, but but planning ahead is huge. And isn’t there like a term for this? Because one thing that I’m big on is planning your day, the day or night before is that a certain term I forget if that’s there’s a term that encompasses that or what.

Michael 26:12
Yeah, so if you if you want to win the day, it starts the night before, right. And what I teach my clients is a method called the Ivy Lee method. Right now, the Ivy League method is very simple in practice, but the results can literally be outstanding. And the premise behind the ivy Lee method is the night before, it doesn’t have to be the night before it could be the day before. But literally, I like to recommend for most of my clients, what we recommend first is we do a brain dump. So we write down everything that’s been bothering us throughout the day we write down anything that we should have done that we didn’t do any feelings that we had anything like that it’s a brain dump, it’s a journal exercise, whatever you want to call it, it just clears the mind.

Josh 26:52
Mm hmm. Do your clients drink when they coach with you, because I just feel like, that’s gotta be, you gotta get some interesting stuff. When you’re doing some of that type of coaching man.

Michael 27:01
You know what I get a lot of eye rolls when we first sometimes when we first when we first talked about it, but once they’ve done it once or twice the weight that comes off someone’s shoulders, the relief that they feel when again, writing things down, getting it out of your mind, what that really does. And the reason why we do it in the evening is because you go to sleep, and you have your stress levels have reduced because you’ve literally got it out of you. So if you are one of those individuals who happens to wake up at two in the morning, whatever time and your brain just instantly starts, you know, trying to solve all your problems or worries about what you’re going to be doing that day, try a brain dump dump the night before and see what that does for you. Because it puts you in a different mood because it’s already out, you don’t want to come in at 2am. Now, after the brain dump happens, we like to get our clients to sit down and go through the ivy Lee method. And the Ivy League method is simply this, you write down your six most important tasks for the next day in order from 1, 2, 3, 4, 5 and six. And then when you start work the next day, all you do is work on task number one, and you don’t move on to task number two or three, until you finish task number one, right now this does obviously this sounds everyone says, Well, I don’t have time for this. What about time blocking? What about calendar blocking all these different things? Well, you can work those around your specific tasks. So your calendar blocking your first calendar block of the day could be task number one, you already have a good idea of how long a certain task should take you. Right. And this, what this really does is it puts focus on what you need to do. And number two, it prevents people from multitasking, which is terrible, because multitasking is a myth, you never do anything well, when you multitask. I mean, it’s just, you know, if you can focus on one task and get it done there, you will have your productivity will just skyrocket. And then if you at the end of the day, if you don’t get all six tasks done, that’s fine, you just move uncompleted tasks to the next day. So if you’re already starting to write your task list, and if you literally sat down and did this for let’s say two or three weeks, things that you’ve been trying to get done for months would magically imagine that literally get done because you focused on it and got it done.

Josh 29:15
Yeah, a couple of thoughts here. First off, the the idea of the brain dump just to keep your sanity is huge. Even if you I found even if you don’t have a solution yet, just getting it out of your head and on a to do list or maybe not even a to do list but just out there on some sort of paper or whatever, some sort of organized list where you can just get your challenges out there. I was gonna say problems, but often it’s just a challenge that you’re looking for a solution from, that really does clear your mind and then you can just you know, it’s not like you’ll forget it because it’s on there and you can address it tomorrow when you’re fresh or when you’re feeling better. So that is a big one. I love the idea of a brain dump particularly at the end of the day or because that can be huge because if you if you leave your work day and you’ve got all this stuff in your head, you’re likely not going to be president or president. present with your family. And that’s a pretty big problem with entrepreneurs, particularly working from home because you can just, you can do work on your couch. And the next thing you know, you don’t hear what your wife or husband is saying, you’re missing out time with your kids, you’re not making time for activities and hobbies that give you life. And that’s a huge, huge problem that we’re all combating. So I love that idea. And second, I just wanted to back up, the idea of multitasking, one of the biggest revelations for me over the past couple years, is that multitasking is just horseshit. Because it just isn’t like, you can maybe do a couple things. But that even that isn’t depending on those type of tasks, it generally isn’t going to work out well. Like if you just focus on one thing at a time, it is amazing how much more you’ll get done. And that’s when a lot of people ask me, How do I do so much? Honestly, it’s most of it comes down to just focusing on one thing at a time, notifications or off, emails are off. I never answer my phone. I like never answer my phone anymore. I don’t even know like why I had it with me. So like the other day, I didn’t know where my phone went my daughter’s I don’t know what they did with it. And I was like, You know what, it didn’t really change that much for my day. Because I’m not tied to it anymore. I like run my day. And most everything I can get to on my laptop when I’m working if need be. So yeah, huge. So planning ahead. But that kind of leads us into the switching of tasks, which you mentioned is detrimental. So let’s talk about multitasking. I think we’ve already established how we feel about it. But like why, what, what what are the what are some of the biggest problems with doing too many things at once, which we’re all we all struggle with?

Michael 31:31
Well, because either nothing gets done, if you’re doing too many things at once, or nothing gets done, the quality severely drops to almost zero if you’re doing too many things at once. And the brain isn’t meant to go from task a task B. And then what most people do is if you’ve opened the door to multitask, you might think that you’re only focusing on two work tasks as an example, right? So let’s say you you’re building a web page, and you’re supposed to be working on, you know, a Contact Us page. And then you know, you’re also going to work on another client’s About Us page at the same time and just go back and forth, whatever your examples happen to be. We all multitask if you sit back and you think about Whoa, what how did I work today? Oh, yeah, I multitask on three or four different things at the same time. You realize that that is overwhelming and it doesn’t work. And then you throw in the fact that we all have notifications, like you just said, All our phones are going off all the time. Some of us don’t turn off our email notifications, right. So when that email comes in from Amazon, telling you that that that package has just been delivered, or telling you that, you know, that thing that sweater that you’ve been looking at for the last two days, or that pair of shoes is all of a sudden, you know, $10 less, right? You’ve just lost all focus, right? So if you were ever had any chance of being in the flow, or being in the zone, whatever you want to call it, having any momentum and getting a specific task done, it’s just out the window, and then all of a sudden your day ends and like you throw your hands up in the air, and now we all feel overwhelmed.

Josh 32:59
You go, yeah, you’re exhausted, like I got nothing done. But I’m exhausted. 

Michael 33:03
You’ve got nothing done. And then what do we always say, we storm upstairs or wherever we are. We go find our spouse, significant other best friend partner and we say, I don’t have enough time in the day. Right? And then you know, it just goes downhill from there. And literally one of the main culprits is that you multitask all day.

I’m going to be really passionate about saying that over and over this year. Turn your freakin notifications off and do it for like 24 hours and just see how long your day feels – Josh

Josh 33:23
Yeah. Yeah, there’s a there’s a book I read a couple years ago, that hit me right around the same time that I had a practical example of this. It was called Deep work. I think Kyle, Cal Newport, Cal Newport. Yeah. Really good book. I highly recommend everyone. It really made me feel more confident about turning everything off in almost treating my workdays like a sad like, it’s weird to say this. But I remember when I was at the height of managing all my product projects as a solopreneur. Every once in a while I would do something on a Saturday. It wasn’t you know, I wasn’t a workaholic. But I did work some weird hours occasionally, depending on how many projects I had. And I always had the best time working on like a Saturday afternoon or Saturday late morning and was so weird because it’s Saturday, but I loved it because I got so much done in like two hours. And then I it dawned on me. Well, the reason that is is because clients aren’t calling. No one’s emailing me right now. And then it just made me realize I need to turn all this stuff off and treat my work time I deep work time with that same mentality because here’s the newsflash for everybody. You don’t have to know when somebody emails you. You don’t have to know when someone is calling you. You don’t have to know when somebody is liking your Facebook posts or your Instagram posts. You don’t need to know any of that. You can look at that stuff when you want to look at it. And that’s the big revelation. I’m telling you, it’s 2021 there’s no reason anyone should have notifications on anything. And I’m going to be really passionate about saying that over and over this year. Turn your freakin notifications off and do it for like 24 hours and just see how long your day feels when you don’t when you’re not getting ping’d left and right. And that’s, that’s just a bit. It’s a big mindset shift more than anything because you have to just kind of realize, you know, your clients probably want 24 seven support. But unless you’re a support role, you have other stuff to do and you have to be creative, or you have to let your creativity soar. And there’s time to get to those and I’m a big proponent of having like a reactionary work block in your day to get back to urgent stuff if need be. But unless a website’s down very rarely is it going to be urgent. So yeah, the the task switching is crucial focus on those deep work segments. And that’s just changed. It’s been life changing for me. And the practical example, I was gonna say, which is what happened. We just had one daughter at the time. And I’ve talked about this before, but I don’t know if I mentioned it to you, Michael, which is, I was watched. So we’re both hockey fans here in Toronto leafs fan I’m a Jax fan here in Columbus, though, we’re still friends even though even though we knocked you out of the playoffs last year. Thanks. So we’ll see what happens. We’ll see what happens here in the next couple of years. But Oh, dang, it lost my train of thought. Now I’m pumped about hockey because we’re recording this right before the hockey season started. So very pumped for both of us. But I was watching the jackets game, my wife was saying something I was working on an email that, you know, didn’t really need to get to right then it could have wait for the next day. And I was playing with my daughter on the floor. And I realized after like a half an hour, I had no idea what was going on with the game, I it took me a half an hour to get something done that could have been done in less than five minutes. And on normal, you know, deep work segment, I felt like I wasn’t present with my daughter. And I had no idea what my wife just said. So it was like I failed on all four levels, like you just talked about. And that was a big, that was a big mindset shift that made me realize, okay, you know, there’s no reason for me to have my laptop out there to work on stuff. If I can do it in an hour. You know, like every once in a while I’ll I’ll do some a little bit of work in the evenings. But usually, if I’m like off a lot during the day, or we need to catch up on something or a lot of times if the girls are finally asleep, that’s like a little quiet time where sometimes my wife just will take a half an hour just to get stuff done, and then we’ll hang out. But the trick there is to just prioritize all that stuff, like be present with my wife, listen to her, and then move on to playing with my daughter and then check in on the game occasionally, like that’s that’s really what I’ve challenged myself with. So yeah, task switching is huge and a bad bad thing. Any final thoughts on task switching? Because I know we want to talk about one of the biggest hurdles, which is delegation.

Michael 37:20
Now let’s dive right into delegation.

Josh 37:22
Yeah, so delegation, delegating, that’s, I think it’s more of a mindset shift than anything, would you agree?

Michael 37:28
It’s, it’s a mind shift thing, because as an entrepreneur, as a business, individual, we’re so used to thinking that we can do everything, right. And we want to do everything because we want to control everything, right? But if, if you’re ever going to scale a business, if you’re ever going to grow a business, if you’re ever going to, you know, even even in family life, if you have control over everything, I mean, imagine how that would really work, right? I know, it doesn’t work in my household, if I have think at least think I have any control, really, let’s be honest. But anyways, control can be an illusion. But what we like to do with our clients is we like to create, we have this, it’s, um, we like to create clarity in their lives, right? So if they’re looking to delegate, and they don’t know how necessarily to get to delegate, we basically asked them four simple questions. And again, we get them to write down the answers. So number one question that we always ask is, what do you hate doing? Right? Great, awesome. Great question. And I mean, that sometimes that’s a full page of answers, right? What do you hate doing? Very important? The second thing, question we ask is, what should you stop doing? Right? You might enjoy doing it. But maybe it’s more of a $10 an hour a task, even though you enjoy it. And you as the business owner, again, working on your business should be focused on those $1,000 an hour $10,000 an hour tasks? So question number two was, what should you stop doing? Question number three, this is awesome. When you get really involved business owners to answer a question like this, what is not your job? Right?

Josh 38:56
So this is good.

Michael 38:57
This is to those business owners who have employees that shouldn’t be doing their roles and doing their jobs, but the owner is the one out there doing it. Right? That doesn’t make much sense. But again, that’s you get some really clever answers and some really deep answers from something like that. And then number four is my most important one, especially when we’re going to talk about creating time management and calendar blogging, and everything we’ve basically discussed so far on this podcast, is we asked what are your distractions? Right? And we’ve talked about a whole bunch of them already notifications, social media, it could be checking the hockey scores, it could be gambling, it could be fantasy football during football season, you know, what are your distractions that take you away from doing the things that you know, you need to get done, but it’s just so easy to procrastinate on the things that we you know, we enjoy doing scrolling through Instagram, right like that. You do do that at some other time, right? Or don’t do it at all depends on what you how you want to do it. But that’s a distraction that could be holding you back. So those are the four main questions that we like to ask so that we can help people better understand what they need to delegate and how they need to delegate.

Josh 40:01
That’s good. And you know, I’m gonna add a fifth one in there, because this is one of the biggest things I’m focusing on this year. And that is, what are the tasks that only I can do, right? That’s a big one for helping delegate because I could find somebody, again, I’m doing all the post production on my podcast as of right now. But I could find somebody to do that I’ve got the system in place, I’ve got all the files, I’ve got everything in place where I could hire that out, what somebody couldn’t do is create my courses, only I can do that what somebody couldn’t do is go through my membership, and talk with everybody and coach and solve problems for members. Only I can do that. Only I can do these interviews. So it’s like, there’s certain things that only I can do. And that’s what I’m really trying to focus on. Because I’ve found, generally, the The only thing is, are the things that only you can do in your business. Those are the high level tasks, those are those 10,000 an hour type of tasks, right, like if there’s things that somebody else can do, it’s easier said than done to delegate, because then you get into hiring and everything. But we’re talking about the mindset, the efficiency stuff, that’s what I encourage everyone to start to plan and get ready to start delegating if you can, because, and you can, everyone can, it’s just a matter of, you know, and I will say to for somebody who’s terrified of paying for somebody else to do work, I’m telling you, my income started increasing dramatically, when I stopped doing everything. And I’m still doing a lot that I’m kind of you, people are kind of following my journey going from, you know, making 25,000 as a web designer to 50 to six figures, and then to being a business owner now to be in a full blown entrepreneur. And one of the most important things is to focus on the only tasks that you can do.

Michael 41:46
Yep, there’s only one you right. So that’s a very important. Great One, I’m gonna add to my list.

Josh 41:51
There you go. Number five. There you go. Happy to happy to hand that off to you, man. Let’s talk about the Pomodoro technique, which sounds like a yoga pose. What is that? cuz I’ve heard it before. I’ve heard it a lot in entrepreneurial circles. Let’s talk about that. And then we’ll wrap up with a final one that I’m super excited to dive into.

Michael 42:10
Yeah, the Pomodoro Technique comes from Italy, actually that a Pomodoro is like literally a tomato timer, right that people used to use too, you know, as a timer to let you know when your pie was done in the in the oven type thing, right. But what we what we use now the Pomodoro technique is to help people who struggle really just zoning in and focusing and getting a specific task done right, so we talked about calendar blocking in the beginning. So if you have a two hour window, where you’re going to do a specific task, but again, you’re struggling to get in there, you’re struggling to get done. Or you notice that after 30 minutes, sometimes you’re exhausted, but you’re trying to force yourself to keep going with the Pomodoro Technique is, is basically that you set the Google timer if you want as an example, for 25 minutes, you work, do whatever you need to do for those 25 minutes, timer goes off, you take a five minute break, you walk around, do some jumping jacks, go upstairs, go do something else. Right. And that’s one round of the Pomodoro Technique. And then you come back and you do it again, 25 minutes of focused work, timer goals, a five minute break. And then you can repeat that as many times as you feel necessary. But what this does is it gives you a fake deadline, right of 25 minutes, but like we talked about earlier about deadlines, is that literally, because you’ve set a 25 minute deadline using the Pomodoro Technique, sometimes what would take you an hour, you can literally get done in 25 minutes, because you’ve set a deadline for you. And that’s the secret and the magic in the Pomodoro Technique.

Josh 43:44
That’s good, because I was just thinking like, it seems like something that would just frustrate me if I had a timer and I had to get up because a lot of times I’m I’m in it like I tend to like go sometimes 45 minutes to an hour, I can just like head down, just go for it. It’s what I call code mode when my wife would walk in and I’m just like hunched over which we’ll talk about posture and problems with that in a later episode. But that was a big one for me to where I would think like that would just frustrate me. But it makes complete sense. Particularly for somebody struggling with that I would imagine that is just too lacks. And it just takes forever to get stuff done. By giving yourself that harsh deadline. It is amazing how much you can get done. And the same is true with all deadlines. deadlines are good. They sound scary. And it’s like oh man, I’m stressed I gotta meet this deadline. But the fact is, if you give yourself a month to do something, you’ll take a month to do it. Whereas you give yourself a week to do something, you’ll get it done in a week. And often it’s the same quality. And it’s the same thing on a more micro level. like yeah, if you if you tell yourself, you know, I’m going to give myself a couple hours to do this. Whereas if you say I’m gonna give myself 45 minutes, I’ve got 45 minutes to get this done. You’ll you’ll get it done. So that is that’s another big thing. It’s making me kind of think about some of the main tasks that I’ve been able to get done, you know, pretty quickly. And sometimes it’s less daunting, like, I just did something yesterday, it’s been on my to do list for like three months, it wasn’t a huge priority. So it was one of those things where I knew I needed to get to, but I just had more, you know, bigger fish to fry. But when I did it, I think it took, I think it takes less than 20 minutes. And it’s like, Man, I’ve been sitting on this thing. And I’ve been thinking more importantly, I’ve thought about it a lot, right for like three months. And it only took like 20 minutes to do. And I couldn’t just I totally could have done it three months ago, and just move something that wasn’t as high, you know, volume, or you know, high level, then I could I could have got that done. So that’s great, man. I like that, that that short and builds momentum to right if you give yourself a little bit little little stents to get stuff done.

Michael 45:44
Little stints I mean, the gold standard is 25 minutes, but like you just said, it doesn’t have to be 25 minutes, right? If you if you know how you work, right? Then do 45 minutes and take a 10 minute break. Right? The break is what’s the most important part of the technique because it keeps you fresh, right? Instead of you know, bent over typing building websites all day, right? You can stand up, do a little stretching, do moving around, it helps your psyche, it helps your mental flow so that you can come back a little bit more energized. And it’s a short break, because then you can just dive right back in. And you know where to dive right back in. Because you’ve just stopped what you were doing temporarily. And you can just dive right back in.

Josh 46:24
Yeah, that’s great. It goes back to what I said earlier with, I just love the idea of constraints. Because they really, they force you to get stuff done. And it’s a huge thing. It’s a huge thing when you’re managing a lot. And as web designers, we’re all managing a lot, wearing a lot of different hats, becoming an entrepreneur learning how to run a business, working with clients. And, you know, if you give yourself these little windows of wins and take a little break it is it’s it’s crucial to your sanity and just your health day to day by just getting these little wins, and you get a lot done it is all this we’re talking about leads to getting a lot done and working less because it’s amazing how much you can get done if you’re actually being intentional about it. So that’s great. And on that note to kind of wrap up here, Michael, the idea of constraints, boundaries. I know you mentioned that as being kind of a type of cap to some of this stuff. So what are your thoughts on that? And maybe even I don’t know if deadlines would would be wrapped up in this. But yeah, what are your thoughts on boundaries and constraints and all that good stuff?

Michael 47:25
Yeah, I mean, we’ve all been in that situation where we say yes, too often, right? where everything comes along. And you don’t say the most important word sometimes for an entrepreneur can be no. And it can be such a freeing word to say, you know, somebody’s coming to you asking something of you or telling you to do something, and you just say, No, like that can just be like what an uplifting, it’s not, it’s usually not a positive word. But in certain circumstances, it can be. Because if you’ve done everything we’ve talked about before, right, you need to focus on your calendar blocking, and then you need to focus on your time. batching, right. And then you need to focus on your Ivy Lee method, because you already know the six tasks that you need to get done for that day. And by saying no, you stay focused, you stay on task, you’re not necessarily adding more things to your to do lists, which can be other people’s problems that you might be adding to your to do list right. Now, if you’re a web designer, and obviously a client comes to you and they have a problem, yes, that’s going to be important. And that needs to be addressed. You can’t necessarily say no period and say, See you later, right? If you want to have your business, keep going. But what you can say is yes, but set a specific time and expectations when that will be done, right. So you don’t all of a sudden just focused in on this new task that just came onto your desk or via email, you all are then still focused on what you should be doing what you know, you should be doing. And you have boundaries around your time you’re guarding your time, which is the most important thing that you as an entrepreneur have, you can control those types of things. So you can control the outcomes that you get when you’re being more productive and more efficient. And all those things.

Josh 49:11
Yeah, and you just said it, you know, that is the most valuable asset time. That’s what we all what this what this whole talk is about getting time back. And the beauty is like you just said we are in control. But the problem is most of us particularly early on in the journey, it’s it’s easy, not you know, because you’re not used to this, but you’re gonna catch yourself Pretty soon, you’re gonna feel like, holy crap, I need 36 hours in the day you don’t you just need, you know, to control your day better. And a lot of that is boundaries. Because if you don’t set boundaries, and you don’t control when clients talk to you and what the expectation is, I’m a big proponent now of encouraging all my students and all my members to be very upfront with how you communicate, when you communicate, and what the expectation is with clients. Because if you just start a web project and your client doesn’t hear anything about that, guess what’s gonna happen. You’re Gonna get texts in the evening, you’re going to get calls nonstop. And they’re going to email you, instead of using Basecamp, or whatever project management system you’re using that’s on you. That’s kind of your fault. You can’t be mad at a client for calling you at night, if you didn’t say, I don’t answer my phone, and I and I only answer my phone and these certain windows during the week, because I’m getting other projects. And so it is on you to create your boundaries. And to make that known, and the beauty about that is it doesn’t, you don’t need to be a jerk about it. And most clients I found are very receptive of that, that they’re like, okay, yeah, I understand, just let them know, you know, I’m not like, I have to have time to get the project’s done. And you’re not the only client I’m working with. So we’re bad at managing a lot. In order to get everyone done. Well, guys set these boundaries. And this is how I communicate. And if we need to do something, after you know, we can arrange something or we can set up a call and you can get all your questions together, instead of just texting them over at like, you know, there’s a lot of boundaries like that, that I’ve learned are super important. A couple of them for me, I know practically. One was phone calls, phone calls, were a big problem with clients where they just, they just assumed I was just on my desk like waiting for somebody to call so I could answer it. No, I’m like, bouncing creativity. So that was a big one. Setting the expectation for that.

Josh 51:18
The other big problem that I had where I had to start saying no was in person meetings. This is a biggie particular now I, I’m a big, I’m a big proponent also of meeting face to face in certain situations, when you’re establishing a relationship, or maybe you’re catching up with an A client. And it’s really good to keep that relationship going. That’s great. But most problems are what most web designers face as a big problem I’ve found is a client want to meet face to face. So you got to break up your day, you’re going to a meeting, depending on how far it is, it’s likely going to take a good two, two and a half hours out of your day, sometimes more. And what happens like 75% of the time, it was probably something that could have been done in an email or a quick call. Yeah. So I got really fed up with that. And I set some boundaries that said, you know, we can meet but I I’m sometimes I’m not taking meetings for a couple weeks, I would say that often I’d be like, Hey, I’m not, I’m not actually you know, my schedule is booked up. I’m not doing any in person meetings for like two or three weeks. So if it’s just something on the website, let’s do a quick call, or just I’d tell him send me over a little bullet list of everything you need done on the website. And we’ll knock that out for you. And that was like revolutionary for my time just setting those boundaries. So I say that to say for everyone. Do the same thing be again, you don’t have to be a jerk. It’s gonna feel weird to take control of your life as weird as that sounds. But do it. There’s no one that says that is telling you you have to have your phone on 24 seven for your clients. No one’s saying you have to keep your email open 24 seven. No one’s saying you have to be available for meetings 24/Seven. Set calls, like call schedules and days and times for calls like you talked about Michael, I do the same thing. I only do calls Tuesday through Thursdays generally, every once in a while. On a rare occasion. I’ll do a Friday if need be or a Monday, but that’s pretty rare. It’s usually Tuesdays Wednesdays and Thursdays. And if I have like if I’m building a course, I’ll plan it out to where I put those work blocks in there. And I only do calls like one day a week or something. So yeah, control your schedule, control your day and set those boundaries. I love that man.

Michael 53:25
Yeah, so it’s so important. And it’s so we lose control. Because we don’t we’re not where sometimes you when you wake up. If you wake up and you literally check your phone, the first thing you do you almost in a sense, and you check emails, instantly, you can lose control of your day, and you’ve only been awake for 30 seconds, right?

Josh 53:40
Yeah, yeah. Oh my gosh, that’s the worst. It just throws you off. And then you’re just screwed for the rest of the day.

Michael 53:45
And but think about how many people start that day because that’s become a habit.

Josh 53:49
Yeah. Well, this has been great, man, this is awesome. I this is exactly what I wanted to get out of this episode. I definitely I feel like this was kind of a kick in the butt for me to you know, I’ve been talking about a lot of this and preaching this. But it also kind of makes me really want to focus on some of these that I’ve either neglected or haven’t prioritized as much. And just to recap, number one, calendar blocking, number two time batching. So you have your block of time for a task, you know, you can you can get more micro with it. Plan ahead, plan something the day before and you can plan for a big annual goal and take it you know, one step at a time. And I love the 90 day approach for sure. I love that you talked about that. We talked about the danger of multitasking and how bad that can be and how costly and time consuming that is. delegating that’s huge focusing on what you you know, only you can do and what are the most tasks what are the biggest tasks to get the biggest ROI focusing on those delegate the rest, the Pomodoro Technique, love that idea of giving yourself like these little windows, work segments, whatever works for you, and then build that momentum and I imagine you could probably change that if if you need to do 20 minutes but then you know you get used to that then bring it up to half an hour or whatever. Well And then boundaries focus setting those boundaries being intentional about setting your schedule. I love all that man, I got one final question for you, which is, if you could put an emphasis on one of these for my audience to focus on being that, you know, web design a little bit, you understand that world, what would be if there was one like, because this is a lot it’s get, you know, you have to take this one step at a time, I don’t think unless somebody is just really gung ho, I know everyone’s gonna implement every single seven, one of these immediately, what would be the one that you would tell somebody to focus on as a web designer.

Michael 55:32
It would be it would be plan ahead. Literally, literally plan ahead. Now a lot of things can go into that planning ahead, you can do what we suggested. And we talked about the ivy Lee method by choosing your most important tasks. And then you know, now you know exactly what you need to do when you when you start working the next day, what I normally suggest to clients who start and we start talking about planning ahead, and who have never even heard the word calendar blocking is you use your planning ahead, time to set up your calendar blocking. Okay, right, that’s it. So and then once you’ve got your calendar blocked, then it’s switching into the scheduling of those specific micro tasks within that calendar blocking. And then you can put in those tasks that you you know, planned ahead for in those calendar blocks. That’s how you get more done. And that’s how you reduce your stress and reduce your overwhelm. And you just have more time to do the things that you want to do in your life.

Josh 56:26
Gotcha. But it makes sense to start with planning, like, you can’t really do any of that unless you plan for it. Right?

Michael 56:31
You got it, you got to plan to most of us, literally, like we just talked about most of us will wake up. And we’re basically unfortunately, like a slave to whatever comes at us. Right. And you know, again, without boundaries, without things that we always want to try to be in as much control as possible. Because that keeps us positive, that keeps us stress free. That keeps us growing as an individual, because we know what we need to do. And we’re going to set things up successfully to get those things done.

Josh 56:57
Yeah, and just a final note of encouragement. If one of your clients is offended or upset that you won’t take their call at 730 at night, maybe it’s time for them to move on. Maybe it’s you just you need to stand your ground. I know it’s easier said than done, particularly for those of my students and my friends here who are early on because you want to work with as many people as you can. But I’m telling you, if you can weed out some of those people who just gonna wear you down and make you see when you get a phone call from that’s the worst is when you when somebody calls you in, you’re just like, you don’t even want to pick up this person like that. You want to get rid of that. And honestly, just setting those boundaries. That’s that’s what will start that and it’s okay, it’s okay to have some clients fall away if they’re not good fits. That is all right, because you’ll make room for your best clients. So well, this has been awesome, Michael, I think we’d go for about three hours on this, but we’ll cut it off now. Thanks so much for your time. Where can my audience go to find out more about you? Or do you have like a resource or particular place you’d like them to go to check you out?

Michael 57:58
Yeah, so you can learn more about the efficiency coach at the efficiency coach.com. That’s where everything about Michael Horvath the efficiency coach can be can be found. And what we have there is you can also go to the efficiency coach.com forward slash playbook, where we literally have a free guide, which basically is the officiates called the efficient entrepreneur playbook, which will help you three time give you three important time hacks to to extra life. So the whole purpose behind this guide, this ebook is to help you get four hours back per week per life so you can start doing more and do less it covers a lot of things we’ve already discussed in this podcast over there’s a few other things like the Eisenhower matrix, and how to set up the 80/20 principle in your favor that are in the E book that we didn’t even get into in this episode.

Josh 58:47
Hmm, beautiful. Well, I’ll make sure to link those in the show notes. Actually, I’ll have my VA Kam, link those in the show notes because I’m focusing on some high level stuff next. So this has been great man, Michael, thanks so much. This has been a blast. It’s been awesome to see your journey progress as somebody who’s come through some of my courses and to see what you’re up to. So man, I’m pumped for you. Keep at it, and go Jackets, my friend.

Michael 59:08
Hey, Leaf’s Go Leaf’s Go!

Josh 59:10
There it is. Cheers, man.