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Books Productivity 15 Secrets Successful People Know About Time Management
15 Secrets Successful
People Know About
Time Management
The Productivity Habits of 7 Billionaires, 13
Olympic Athletes, 29 Straight-A Students, and
239 Entrepreneurs
by Kevin E. Kruse
3.98 2k+ ratings
Productivity Self Help Personal Development
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Key Takeaways
1. Time is your most valuable asset:
Maximize your 1,440 minutes daily
"Remember, there are only 1,440 minutes in a day."
Be mindful of time. Highly successful people understand that time is their
most precious resource. They are acutely aware of how they spend each
minute and make conscious decisions to maximize their productivity.
Treat time like money. Just as you wouldn't carelessly spend money, don't
waste time on unimportant activities. Be intentional about how you allocate
your 1,440 minutes each day. Consider using time-tracking tools or apps to
gain insight into how you're spending your time and identify areas for
improvement.
Create a sense of urgency. Imagine a countdown clock ticking away your
daily 1,440 minutes. This mental image can help you stay focused and
motivated to make the most of every moment. Remember that time, unlike
money, can never be earned back once it's gone.
2. Identify and prioritize your Most
Important Task (MIT) every day
"If you didn't spend your week working on the most
important thing, it was a week wasted."
Define your MIT. Start each day by identifying the single most important
task that will move you closer to your goals. This task should be aligned
with your long-term objectives and have the potential to create significant
impact.
Schedule your MIT first. Block out time for your MIT early in the day when
your energy and focus are typically at their peak. Protect this time fiercely
and avoid letting other tasks or distractions interfere.
Use the power of focus. By concentrating on your MIT, you ensure that
you're making progress on what truly matters, even if unexpected issues
arise later in the day. This approach helps you maintain a sense of
accomplishment and forward momentum.
3. Abandon to-do lists and live by your
calendar instead
"If it's not in my calendar, it won't get done. But if it is in
my calendar, it will get done."
Calendar everything. Instead of relying on to-do lists, schedule all tasks
and activities directly on your calendar. This approach forces you to allocate
specific time slots for each item, making it more likely that you'll follow
through.
Be realistic with time estimates. When scheduling tasks, be honest about
how long they'll take. Include buffer time between activities to account for
unexpected delays or overruns.
Treat scheduled items as appointments. Once an item is on your calendar,
treat it with the same respect you would give to a doctor's appointment or
important meeting. This mindset shift helps you take your commitments to
yourself more seriously.
4. Overcome procrastination by
outsmarting your future self
"To overcome procrastination, we must do battle with our
future self—the one who, in the present moment, will
sabotage us."
Recognize time inconsistency. Understand that your present self often
makes plans that your future self will struggle to follow through on. This
awareness is the first step in overcoming procrastination.
Create accountability. Use external accountability measures to keep
yourself on track:
Find an accountability partner
Use apps or tools that track your progress
Set up consequences for not following through
Make it easier for your future self. Break down large tasks into smaller,
more manageable steps. Prepare your environment in advance to reduce
friction when it's time to start working (e.g., laying out exercise clothes the
night before).
5. Accept that there will always be more
to do and learn to say no
"Every yes is a no to something else."
Embrace the reality of limitations. Recognize that you can't do everything,
and trying to do so will only lead to burnout and decreased effectiveness.
Accept that there will always be more tasks, opportunities, and demands
than you can realistically handle.
Prioritize ruthlessly. Use your values and long-term goals as a filter for
deciding what to say yes to and what to decline. Be willing to let go of good
opportunities in favor of great ones that align more closely with your
priorities.
Practice saying no gracefully. Develop a repertoire of polite but firm ways
to decline requests that don't align with your priorities. Remember that
saying no to one thing allows you to say yes to something more important.
6. Carry a notebook to capture ideas and
free up mental space
"Always carry a notebook. Write everything down. When
you have an idea, write it down."
Externalize your thoughts. Carrying a notebook allows you to quickly jot
down ideas, observations, and tasks as they occur to you. This practice
frees up mental space and reduces the cognitive load of trying to remember
everything.
Create a reliable system. Develop a consistent method for organizing and
reviewing the information in your notebook. This might include:
Categorizing entries with symbols or color-coding
Regularly transferring actionable items to your calendar
Reviewing and reflecting on past entries for insights and patterns
Foster creativity and problem-solving. The act of writing things down can
stimulate new connections and ideas. Use your notebook as a tool for
brainstorming, mind-mapping, and working through complex problems.
7. Manage your email inbox efficiently
with the 321Zero system
"Email is a great way for other people to put their priorities
into your life; control your inbox."
Implement the 321Zero system. Process your email only three times a day,
spending no more than 21 minutes each time, with the goal of reaching
inbox zero. This structured approach prevents email from dominating your
day and allows for focused work periods.
Apply the 4 D's to each email:
Delete: If it's not relevant or actionable
Do: If it can be handled in less than two minutes
Delegate: If someone else can handle it more efficiently
Defer: Schedule a time to deal with it later if it requires more attention
Use email management tools. Leverage features like filters, labels, and
automated responses to streamline your email workflow and reduce the
time spent on low-value messages.
8. Implement meeting hacks to boost
productivity and save time
"Meetings break up the day in illogical ways and may
interfere with flow or peak concentration times."
Question the necessity of meetings. Before scheduling or accepting a
meeting invitation, ask yourself if the objective could be achieved through
other means, such as email or a brief phone call.
Optimize meeting structure:
Set clear objectives and distribute an agenda in advance
Limit attendees to only those essential for decision-making
Use a timer to keep discussions on track
End meetings with clear action items and responsible parties
Consider alternative meeting formats. Experiment with standing meetings,
walking meetings, or "No Meeting Wednesdays" to improve focus and
efficiency.
9. Apply the 80/20 Pareto Principle to
maximize your efforts
"80 percent of results will come from just 20 percent of the
action."
Identify your high-impact activities. Analyze your work to determine which
tasks and efforts contribute most significantly to your desired outcomes.
Focus on amplifying these activities for maximum results.
Eliminate or delegate low-value tasks. Once you've identified the 20% of
activities that drive 80% of your results, look for ways to minimize or
eliminate the less impactful 80% of your workload.
Apply the principle across domains:
Customer relationships: Focus on your top 20% of clients
Product development: Prioritize features used by 80% of users
Personal development: Concentrate on skills that yield the greatest
impact
10. Delegate tasks and focus on your
unique strengths
"Focus your time only on things that utilize your unique
strengths and passions."
Identify your core competencies. Reflect on your unique skills,
experiences, and passions. These are the areas where you can add the
most value and should be the focus of your time and energy.
Develop a delegation mindset. Recognize that delegating tasks isn't a sign
of weakness but a strategic approach to maximizing your impact. Be willing
to let go of control over non-essential tasks.
Build a support system:
Hire a virtual assistant for administrative tasks
Outsource specialized work to freelancers or contractors
Empower team members by delegating responsibilities and decision-
making authority
11. Design an empowering morning
routine to set the tone for your day
"Invest the first 60 minutes of each day in rituals that
strengthen your mind, body, and spirit."
Create a personalized routine. Develop a morning ritual that aligns with
your goals and values. Common elements of successful morning routines
include:
Physical exercise or stretching
Meditation or mindfulness practices
Journaling or gratitude exercises
Reading or learning
Planning and prioritizing the day ahead
Protect your morning time. Wake up early enough to complete your routine
without feeling rushed. Avoid checking email or social media until after
you've completed your morning rituals.
Be consistent. Stick to your morning routine even on weekends or during
travel to maintain the habit and reap the full benefits of starting each day
with intention and focus.
12. Manage your energy, not just your
time, for optimal productivity
"Productivity is about energy and focus, not time."
Recognize energy patterns. Pay attention to your natural energy
fluctuations throughout the day. Schedule your most important and
demanding tasks during your peak energy periods.
Implement energy management strategies:
Take regular breaks to recharge (e.g., Pomodoro Technique)
Practice proper nutrition, hydration, and sleep habits
Use exercise and movement to boost energy levels
Engage in activities that rejuvenate you mentally and emotionally
Create an environment that supports focus. Design your workspace and
daily routines to minimize distractions and support sustained concentration.
This might include using noise-canceling headphones, implementing a "do
not disturb" policy, or working in dedicated focus blocks.
Last updated: September 24, 2024
Review Summary
3.98 out of 5
Average of 2k+ ratings from Goodreads and Amazon.
"15 Secrets Successful People Know About Time Management"
offers practical advice on productivity and time management,
drawing from successful individuals across various fields. Readers
appreciate the actionable tips, particularly the emphasis on energy
management over time management. Many find value in concepts like
using a calendar instead of to-do lists and identifying daily "Most
Important Tasks." While some readers feel the content isn't entirely
novel, others praise its concise presentation and applicability. The
book's structure, including quotes from successful people, receives
mixed reactions, with some finding it repetitive and others
appreciating the diverse perspectives.
About the Author
Kevin E. Kruse is an entrepreneur and author focused on employee
engagement and productivity. He has founded and sold several
multimillion-dollar technology companies and is a New York Times
bestselling author. Kruse's work emphasizes the importance of time
management and productivity in achieving success. He has
interviewed hundreds of successful individuals, including billionaires,
Olympic athletes, and straight-A students, to distill their strategies
for effective time management. Kruse frequently speaks at
conferences and contributes to Forbes.com. His approach combines
research-based insights with practical, actionable advice, making
complex productivity concepts accessible to a wide audience.
