Life is constantly evolving, particularly on the work front. How I spend my time and energy depends on the projects I have on my plate (and how I manage them). Being self-employed, I have a lot of choice in the matter of how I prioritize my time and which projects I take on. But, my tendency, like many others, it to take on too much when my businesses already demand a lot of my attention to ensure they run smoothly and successfully. Add my family and personal life into the mix and it all starts to feel like I’m riding a runaway train.
As our businesses and lives evolve, we need to take a step back to see how certain elements may have shifted. What needed our attention six months ago may no longer deserve the time we’re putting in. Certain tasks we’ve been doing on ‘robot mode’ may have become irrelevant over time, and yet we’re still doing them!
One thing I do when it’s time to take a step back (or when I’m feeling scattered) is create a mind map. The point of this exercise is to see how you spend your time, what demands your attention and how you are prioritizing your life.
All you need is a big sheet of blank paper and a pen or marker (you can also search your apps for a digital version like this one, but I prefer to go ‘old school’ with this exercise). If you’re a visual learner, you may choose to organize your thoughts with various colours and stickers.
1. Begin your map with a central idea in the middle of the page (My Commitments, Current Projects, How I Spend My Time, My Priorities, your Name are all good starts). This can be as general (Life!) or specific (Your Business) as you want.
2. Branch out from there. Draw a line to a blank space on the map and start breaking down that central idea, giving each new section its own area on the map. These could be Family, Work, Volunteering and Friends. Or, if you’re going with a more specific mind map (e.g. Your Business), this may include Admin, Client Relations, Marketing, and Revenue Streams.
3. Branch out further. Under Work, for instance, you could write out your projects – even indicating roughly how many hours a week you allot to those. Under Revenue Streams, list out each of the areas and products that bring money into your company. Under Household, list the various areas of responsibility you hold, such as cleaning, bills, groceries, and maintenance (the point is to identify which things take up time, energy and money). Keep branching out, smaller and smaller, until you have created as comprehensive a map as you need.
4. Next, ask yourself some questions:
- Where is the bulk of my energy going?
- Which areas need more attention?
- Is there anything on my map that could be eliminated, delegated or hired out to free up more time?
- Which projects or commitments bring me joy?
- What doesn’t serve me anymore?
- How do these items line up with my life goals?
Make notes on your mind map however you like – cross out, highlight, circle, star. It’s all yours to play with in a way that makes sense to you.
5. It’s thought that 80% of a company’s profits come from 20% of its customers, and this concept (the 80/20 rule) can be applied to many aspects of your life and business. Use it with your mind map to identify which 20% of your items/activities you should be focusing on the most. Look for ways to eliminate, delegate or hire out the 80% of activities that aren’t as deserving of your energy and attention.
If you find this concept confusing, check out this article on the Pareto Principle. This principle applies particularly to the work side (handy for entrepreneurs/self-employed/business owners!), whether it’s your customer base or time management. But, you may also find it useful as you analyze your relationships, how you organize your personal life, and more.
6. Next, set some goals around how you can shift your focus to the things that matter and the things that make a difference. Use this downloadable goal setting sheet to help you through that process.
Let me know how your mind maps are coming along in the Comments below!