1. «
PRODUCTIVITY
Of the Best Leaders
SECRETS
The

2. Jacob Shriar
Director of Content
at Officevibe
Kevin Kruse
New York Times best
selling author
Hello

3. - THE SECRET TO TIME MANAGEMENT
- EXAMPLES FROM GREAT LEADERS
- BONUS CONTENT + Q&A
What we’ll cover
- 3 BIGGEST PROBLEMS LEADERS FACE
AND WHAT YOU CAN DO TO FIX THEM

4. 15 SECRETS SUCCESSFUL
PEOPLE KNOW ABOUT
TIME MANAGEMENT
Most of this presentation is from this book.
You should definitely get a copy!

5. PROBLEMS
LEADERS FACE
Part 1

6. PROBLEMS
LEADERS FACE
1. EMAIL OVERLOAD
2. TOO MANY MEETINGS
3. TIME MANAGEMENT

7. 304 weekly business emails received on average
10 IQ points lost when fielding constant email,
the same as missing an entire night's sleep
16 minutes spent refocusing after handling incoming
email
36
PROBLEMS LEADERS FACE: Email Overload
EMAIL OVERLOAD
times the average employee checks their email
in an hour

8. PROBLEMS LEADERS FACE: Email Overload
When someone emails you, you actually get
a small rush of dopamine.

9. (Unfortunately, it’s brief and followed by a sinking
feeling once you realize it’s just another problem
to deal with.)
PROBLEMS LEADERS FACE: Email Overload

10. Checking and responding to email so frequently
and habitually, we’re building our agendas around
everyone else’s goals, rather than our own.
PROBLEMS LEADERS FACE: Email Overload
FOCUS ON
YOURSELF

11. Inbox Zero is an approach to email
management aimed at keeping the inbox
empty - or almost empty - at all times.
PROBLEMS LEADERS FACE: Email Overload
INBOX
ZERO

12. In the US alone, over $37 billion dollars worth of time
are wasted on meetings per year!
PROBLEMS LEADERS FACE: Too Many Meetings
TOO MANY MEETINGS

13. PROBLEMS LEADERS FACE: Too Many Meetings
The average person goes to 62 meetings in a month,
senior leaders likely much more than that.
TOO MANY MEETINGS

14. Interesting finding!
PROBLEMS LEADERS FACE: Too Many Meetings
Half hour or
less
50%
60%
70%
80%
Meeting Length
%ofMeetingsExtremely
orVeryProductive
Half hour to
one hour
One hour to
five hours
Five hours or
more
58%
61%
67%
80%
Meetings in America Study by Verizon

15. PROBLEMS LEADERS FACE: Too Many Meetings
- No clear purpose
- No agenda
- Attendees come unprepared
- Attendees lose focus after a while
PROBLEMS WITH MOST MEETINGS

16. PROBLEMS LEADERS FACE: Too Many Meetings
SOUNDS
FAMILIAR?

17. PROBLEMS LEADERS FACE: Too Many Meetings
- Set clear objectives
- Make sure all participants have the agenda
and all documents well in-advance
- Arrive or call-in a few minutes early so the
meeting can begin promptly
- Give everyone a chance to talk
- Moderate the discussion to make sure it stays
focused
HOW TO MAKE MEETINGS BETTER

18. 3 biggest mistakes:
PROBLEMS LEADERS FACE: Time Management
- Working overtime
- Multitasking
- Not prioritizing
TIME MANAGEMENT

19. PROBLEMS LEADERS FACE: Time Management
WORKING OVERTIME
In some companies, productivity is measured by
how many hours an employee spends at their desk.

20. PROBLEMS LEADERS FACE: Time Management
This is the wrong attitude to have. Research clearly
shows that it lowers performance and causes mental
and physical health issues.

21. PROBLEMS LEADERS FACE: Time Management
- According to research, working longer hours
increases your risk of depression
- All that time spent sitting at work is doing
massive damage to your body

22. PROBLEMS LEADERS FACE: Time Management
- People who work longer report sleeping less,
which obviously has massive effects on your health
- Working 10 or more hours per day leads to a
60% increase in risk of cardiovascular problems

23. PROBLEMS LEADERS FACE: Time Management
In another study, people who worked 55 hours per
week showed poorer vocabulary and reasoning
than those who worked 40 hours.

24. PROBLEMS LEADERS FACE: Time Management
Some studies indicate that knowledge workers
are the most productive when they work
35 hours a week.

25. PROBLEMS LEADERS FACE: Time Management
start 2 weeks 4 weeks 6 weeks 8 weeks
Productivity
40 hours a week
(steady)
60 hours a week
(declining)
Graphing productivity and overtime
Eric Dodds on Productivity

26. PROBLEMS LEADERS FACE: Time Management
Working more produces more, but with
DIMINISHING RETURNS OVER TIME.

27. Download it now at officevibe.com/leaderbundle
BONUS CONTENT BUNDLE
The Ultimate Bundle To Become
A Better Leader

28. PROBLEMS LEADERS FACE: Time Management
In a really interesting study, managers couldn’t
tell the difference between employees who
actually worked 80 hours a week and those who
just pretended to.
Boston University’s Questrom School of Business Study

29. PROBLEMS LEADERS FACE: Time Management
MULTITASKING
What you call multitasking is really task-switching.

30. PROBLEMS LEADERS FACE: Time Management
WHY?
Our brains have a finite amount of attention.

31. PROBLEMS LEADERS FACE: Time Management
Another issue with multitasking
is you never fully get
“IN THE ZONE”

32. PROBLEMS LEADERS FACE: Time Management
Pay your bills all at once, then send your emails
all at once. Each task requires a specific mindset,
and once you get in a groove you should stay there
and finish.
DO THINGS IN BATCHES
THE SOLUTION?

33. PROBLEMS LEADERS FACE: Time Management
Challenge
Skills
High
High
Low
Low
Flow
Channel
Anxiety
Boredom
The Flow. After Mihaly Csikszentmihalyi, The Flow (1990), p. 74

34. PROBLEMS LEADERS FACE: Time Management
Studies suggest that productivity can be reduced
by as much as 40 percent by the mental blocks
created when people switch tasks.

35. PROBLEMS LEADERS FACE: Time Management
“The difference between successful people
and very successful people is that very successful
people say “no” to almost everything.”
- Warren Buffet
NOT PRIORITIZING

36. PROBLEMS LEADERS FACE: Time Management
to tasks that bring low or almost no result.
WE SHOULD STOP SAYING YES

37. PROBLEMS LEADERS FACE: Time Management
Pareto Principle - 80/20 Rules
20%
20%
80%
80%
Result
Effort
For many events, roughly 80% of the results
come from 20% of the effort.

38. PROBLEMS LEADERS FACE: Time Management
(nicely)
LEARN HOW TO SAY NO

39. PROBLEMS LEADERS FACE: Time Management
2 powerful ways to say
NO

40. PROBLEMS LEADERS FACE: Time Management
2 powerful ways to say
NO
1. Rehearse a specific response
2. Make your excuse more concrete

41. PROBLEMS LEADERS FACE: Time Management
The secret to time management?
MANAGE YOUR ENERGY
NOT YOUR TIME

42. READ IT NOW
THE ULTIMATE GUIDE
BONUS CONTENT
TO BECOME A
BETTER
LEADER

43. MANAGE YOUR
ENERGY
Part 2

44. MANAGE YOUR ENERGY
“The number of hours in a day is fixed,
but the quantity and quality of energy available
to us is not”
- Tony Schwartz

45. 50+ years ago, a sleep researcher named
Nathan Kleitman discovered that when we sleep, we
go through a period of light to deep, then back to light.
MANAGE YOUR ENERGY
THIS PROCESS TAKES 90 MINUTES

46. He later discovered, that our bodies operate by
the same 90 minute rhythm during the day.
This is what’s known as our
“ULTRADIAN RHYTHM”
MANAGE YOUR ENERGY

47. Waveform of Life
Ultradian Rhythm
Activity
Peak
Wavelength
Rest
90
20 20 20
90 90 90
Trough
MANAGE YOUR ENERGY

48. In a famous study of violinists, psychologist
Anders Ericsson found that the top performers
all had the same practice characteristics:
MANAGE YOUR ENERGY

49. - They practiced in the morning
- They practiced for three sessions
- Each session was 90 minutes or less
MANAGE YOUR ENERGY
- There was a 20 minute break between
each session

50. EXAMPLES
FROM THE BEST
LEADERS
Part 3

51. EXAMPLES FROM THE BEST LEADERS
The best leaders have 2 things in common:
They wake up early and they have a morning routine.

52. EXAMPLES FROM THE BEST LEADERS
“Morning is wonderful. Its only drawback is that it
comes at such an inconvenient time of day.”
Glen Cook
Contemporary American science fiction
and fantasy writer

53. EXAMPLES FROM THE BEST LEADERS
But...research shows that early risers tend to be
HAPPIER

54. EXAMPLES FROM THE BEST LEADERS
Square CEO Jack Dorsey wakes up at 5:30am
to meditate and go for a six-mile jog.

55. EXAMPLES FROM THE BEST LEADERS
Anna Wintour wakes up every morning
at 5:45am to play an hour of tennis.

56. EXAMPLES FROM THE BEST LEADERS
GE CEO Jeff Immelt gets up at 5:30am
every day for a cardio workout.

57. EXAMPLES FROM THE BEST LEADERS
Richard Branson wakes up at 5:45am to
exercise before an early breakfast.

58. READ IT NOW
THE ULTIMATE GUIDE
BONUS CONTENT
TO BECOME A
BETTER
LEADER

59. Taking some time for yourself in the morning
allows you consciously
FOCUS ON YOURSELF
EXAMPLES FROM THE BEST LEADERS

60. You can take time to exercise, meditate, read, write.
ALL THINGS TO HELP YOU IMPROVE
EXAMPLES FROM THE BEST LEADERS

61. WORK-LIFE BALANCE
Too many of us don’t understand the importance
of balancing work and our personal lives.
WORK-LIFE BALANCE

62. In fact, in a study done by Accenture, they found
that having a good work life balance is the key
to a successful career.
WORK-LIFE BALANCE

63. The power of downtime for the brain:
The “default mode network” is what happens to
the brain when it is resting.
WORK-LIFE BALANCE

64. It turns out, the brain is doing anything but resting.
It’s actively working to process and make sense of
anything new that it learned in the last day.
WORK-LIFE BALANCE

65. What If you’re not a morning person?
WORK-LIFE BALANCE

66. No worries!
WORK-LIFE BALANCE

67. YOU CAN BUILD IS AS A HABIT.
BUILD YOUR MORNING ROUTINE

68. To wake up earlier, you want to slowly build
this habit over time.
BUILD YOUR MORNING ROUTINE

69. As an example, your schedule could look like this:
- Week 1 - wake up at 6:45am
- Week 2 - wake up at 6:30am
- Week 3 - wake up at 6:15am
- Week 4 - wake up at 6:00am
BUILD YOUR MORNING ROUTINE

70. Most people do one of two things when
they first wake up:
- Check their email
- Check Facebook/Twitter/Instagram
BUILD YOUR MORNING ROUTINE

71. DON’T DO THIS.
BUILD YOUR MORNING ROUTINE

72. Take advantage of the fact that this time is just
for you and only do things that will benefit you
like exercise, writing, reading, etc.
BUILD YOUR MORNING ROUTINE

73. Becoming a better leader takes time. It’s about
BUILDING BETTER HABITS
INTO YOUR LIFE
BUILD YOUR MORNING ROUTINE

74. KEY TAKEAWAYS
KEY TAKEAWAYS

75. DON’T MULTITASK
DON’T WORK OVERTIME
LEARN TO SAY NO
FIND YOUR MOST IMPORTANT TASK (MIT)
KEY TAKEAWAYS

76. CHECK EMAIL ONLY AFTER MIT IS DONE
MANAGE YOUR ENERGY
NOT YOUR TIME
DEVELOP A MORNING ROUTINE
USE YOUR MORNINGS TO FOCUS
ON YOURSELF
KEY TAKEAWAYS

77. Download it now at officevibe.com/leaderbundle
BONUS CONTENT BUNDLE
The Ultimate Bundle To Become
A Better Leader