Rashid Zakat

If you’ve talked to me within the last week or two, you’ve probably heard me talk about one of these two subjects in one form or another. Mostly in the form of efficiency, production or reducing time while maximizing results.

I, like most Americans, am incredibly inefficient. I think about all of the useless meetings I have, how dis-organized my time usually is, how back and forth I am with important decisions and most importantly, how often I not only allow, but expect people to dictate my time line. I think I’ve been blessed to be given the mind and natural attitude that’s a combination of impatience and a constructive/big-picture thought structure.

What that means to me is I like to get things done very very quickly, but am willing to accept how long the ACTUAL time it takes to get something accomplished. Moreover, I can focus on the big picture and plan for what seems like an impossibly long amount of time, and get it done very quickly and what I feel is effectively.

The problem is of course, I either let people get in the way of that with their own time lines and usage of my time, or I procrastinate what needs to get done for whatever stupid reason there is.

The irony in my procrastination is that I procrastinate to complain (internally or externally) about setting up unrealistic deadlines with people. (I know potential clients are probably looking at this too, but it’s an admission and a declaration. No one is perfect). But lo and behold, I get things done (often in the 23rd hour) that I could have gotten done days or weeks in advance (Granted most of what I work on is creative, and I take a clear and justifiable amount of time to read, do research, and create outlines which ARE important, but sometimes it’s just ridiculous).

One of the best things I started doing for a while was not checking my voice mails. I love text messaging for 90% of my interactions because while it’s impersonal, it’s quick and to the point. I honestly hate chit-chat…especially on the cell phone. I’ve put up with it, but I’m not good at it…and I honestly don’t want to ever be good at it. It’s annoying…especially when you have stuff to do and people don’t care that you do because of their perceived self-importance that you’ve fed into.

1. Most of the time, nothing is as urgent as people feel it is. – Unless it’s something hospital related, or a rare (and I mean very rare) once in a lifetime opportunity, it can wait.

2. People will only do what you let them. – I’ve noticed that since I can be very accommodating to certain people, they milk it for what they can. Then there are people who I don’t accommodate at all (based on my standards of course), who get straight to the point.

3. People can be trained. I think about the crap that I get away with on a daily basis with a lot of people. Not to say that it’s good and not to say that I don’t have bad habits, but people are used to them. The problem is that since they are bad habits, they aren’t based on conscious decisions, but people are used to them…and to a degree…accommodate them without much consequence to their lives. Which leads me to my next point:

4. People are very forgiving. If they aren’t then either your suck to the point where you need to change, or they don’t need to be in your life. If you’re providing some sort of service for people for example, and they can’t deal with what clearly works for you, and it’s not worth you changing…then you already have your answer.

Ok.

What works the best for me has been a combination of systems that I’ve had since I was a kid, and stuff I’ve read about and started doing consistently. They are:

1. List everything you have/want to do. No matter what you need to get done in a day month, week, year, lifetime write it down. This action alone will help you define what you want. I think it’s good to do this at least once a day, or once every two days until you have an accessible system of list(s) that you can work from. I think there should always be an ever changing master list that you write your big and small thoughts on.

2. Organize your lists. I think multiple lists are good sometimes (although they can be confusing) because you can rank things in terms of importance. What NEEDS to get done in terms of TIME. And whats actually important. I’ve noticed that my lists usually have things that I can never do, and my life won’t be hurt (in a sense), but I’ll be completely unfulfilled (like going to Brazil), and things that don’t or only partially fulfill me, but are important (like paying bills). Then breaking those lists down into definable quantifiable actions with clear outcomes.

For example: I want to travel to Brazil for 3 months…but before that can happen, I need to learn Portuguese, save money for a ticket, find a place to stay, get in contact with people down there, learn about the culture, possibly find groups that do cheap trips, etc. And for each one of those, I make a list of what needs to be done that I can start working on. There is no task that is so insurmountable that it is impossible. You just need to break things down and research them.

3. Overestimate time, but stick to your deadline. This is one I’m getting better at. I’m late for things for 2 big reasons. I don’t have a good gauge of time, and I get sucked into things by other people, so to combat this, I’ve started to time how long certain things usually take like a train ride to South Philly, or a bike ride to Temple, and I over estimate by about 10 minutes to make sure I get there on time. But once I’m there (even if I’m late) I have to be out by a certain time. If you go into a situation knowing you have to be out by a certain time, you’re more likely to not be a dick and show up super late, and you’ve already created that expectation so people don’t waste your time.Even if you don’ t have anything pressing to do, chances are…you probably do have something better to do than have someone masturbate to you in a meeting…which gets me to my next point…

4. Get to the point. Plain and simple. Lets assess the problem, figure out the solution, and keep it moving. Most problems don’t have more than 3-5 outcomes. Usually there are only 2 desirable ones. So, whichever one has the higher benefit for the lowest cost is usually the best solution, which is not very difficult to deduce. Don’t waste time on unrealistic outcomes, sometimes it’s worth it to shoot for the dream, but not as often as people want to think.

5. Be prepared. It’s easier to get to the point when you have an idea of what the variables are. Do your homework, and you’ll be faster and more prepared.

6. Do the most difficult task you have to do as early as possible. If you’re moving, move the couch, bed, and big stuff first. Then come back for the boxes… you’ll be more motivated, you used your initial energy on the toughest thing, and be more prone to keep moving instead of moving the small stuff for 3 hours and realizing you still have a couch to move. Generally the task more likely to be procrastinated is one of the more important ones, or you’d just not do it. But since you have to do it, do it early and get it out of the way.

7. If you’re doing someone a favor, put it on your time…no theirs. Chances are no one’s going to ask you to do them a favor that can’t wait. If it’s important to them, they have to respect what important to you and allow it to file in. Honestly, this isn’t just applicable to favors, but it sounds nicer that way. Most people are not only incredibly inefficient with their time, they’re also incredibly selfish with it too. I’ve notices the most inefficient people are prone to be more selfish, and selfish people wrap others up in their web of wasted existence, so why would you want to be caught on that. Put them on your time with a set amount of time you’re willing to dedicate to it. It’ll force them to be more efficient with how they at least deal with you.

And yes, this is being selfish with your time. But you can’t afford not to be. Time is probably the most important factor in your life, you can’t be bothered with giving it away to people who are unappreciative of it.

8. Record your processes and look for improvement. There is ALWAYS room for improvement. It’s a good look to evaluate what you do after it’s already done, but it’s a better look to pay attention as you do it. Often your emotional state plays a HUGE role in how things turn out, so to be aware of that while it’s happening and record it in detail in the moment is sometimes the best way to improve upon what you’ve already worked on.

I’m still working on becoming more effecient in everything I do in life. What do you do to me efficient?