Working Smarter: Making The Most of Your 24 Hours
By Tricia Sciortino, CEO of BELAY

Fifteen years ago, I was the No. 1 District Manager at a large retail chain and for 12 years, my job had me traveling and working 80-hour weeks, including weekends and holidays. 

Then, a pivotal life moment: I had my first daughter. 

And I – like many other parents – found myself struggling to balance my demanding career with my new role as a mother. And after a year of trying desperately to juggle both – being as a present a parent I could be while leaving nearly everything I had on the road week in and week out, I had had enough. 

I walked in one day and gave notice, having no idea where I’d go and what I’d do next. All I did know, however, was that wasn’t it.

Three months later, after a move from New York to North Carolina where I knew no one and had absolutely no idea what I’d do, I met and started working as an assistant for someone for five years.

That someone – Bryan Miles – came to me in the midst of a tanking economy with a proposition: He was leaving his current organization to start his own business – what would become BELAY – and asked me to join him.

I should’ve said no. But my gut said yes, so I did, too.

From its first employee as a Virtual Assistant to now serving as its CEO, my ‘why’ for brazenly walking into that office and quitting my retail job those many years ago remains the same: my family. 

So regardless of the acronym alphabet soup that has sandwiched my name over the years – VA, VP, COO, CEO – I am fiercely committed to making the most of my working hours because when it’s time for my family, I won’t compromise.

And I achieve it with very intentional scheduling and time-blocking to maximize my productivity during my working hours.

Here’s how.

Scheduling & Time-Blocking: Making The Most Of 24 Hours 

So much to do, so little time. 

But really, maximizing productivity comes down to — in large part, anyway — strategizing your week by prioritizing their tasks to schedule time for meetings, activities, appointments, deep work, and administrative duties. It also includes blocking for fundamental items like project work, scheduled days off, family and friends, and even fitness or other health goals. 

Establishing your Ideal Work Week is an effective way to keep your priorities in line, increase productivity, and make your work easier because you'll be better equipped to anticipate what lies around the corner.

What This Looks Like In Application

If you're not familiar with the rock, pebbles, and sand jar analogy, the short version is that our time is like a jar, in which we must find room for all our rocks, representing the most important projects and things you have going on; the pebbles, representing the things in your life that matter, but that you could live without; and the sand, representing the remaining filler tasks.

My preference is to have three or fewer meetings every day. Knowing that, my virtual executive assistant will schedule my days and block time accordingly. 

Using the Ideal Work Week and time-blocking helps me …

• Save time and increase efficiency 
• Stay accountable to my priorities and time management goals
• Establish a weekly rhythm by grouping similar types of meetings and tasks to increase my productivity and focus
• Align certain tasks and meetings for when I am at my best and have the energy to complete them. For example, I’m sharpest in the morning, so I schedule my most important meetings or strategic work then.

It looks a little something like this … 

• Determine your big rocks:
  • Meetings 
  • Appointments and Other Prior Engagements
  • Travel Time
  • Other Top Priorities, Like Family

 

• Determine your pebbles:
  • Project Time
  • Administrative Duties
  • Strategizing
  • Meeting Prep
  • Paperwork

 

• Determine your sand:
  • Email
  • Phone Calls
  • Social Media
  • Coffee With A Friend
  • Self-Care Activities

 

• Establish recurring time-blocks:
  • Top Priorities
  • Prep Time
  • Recurring Blocks
  • Self-Care Blocks

Sow Today, Reap Tomorrow
I understand that as a leader, when you actually stop and think about all the things you do every day, all the things begin to add up – and quickly. I understand that, at least initially, trying to compartmentalize everything into tidy, neat blocks of time is overwhelming at best, and seemingly impossible at worst.

But you can do this. I balked. I pushed back. I still get my hand slapped by my VA when I slip into old, bad habits – though not as often as before.

So once you've created your ideal work week – and this is the tough part – you have to commit to it and live it. 
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You can only maximize your productivity at work and have time to cherish and capitalize on the other – arguably more important – parts of your life when you commit.

And for those of us who need the extra support – read: hand-slap – from an executive assistant to maximize our productivity, my book, Rise Up & Lead Well: How Leveraging An Assistant Will Change Your Life & Maximize Your Time, has got you covered.
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In it, I share everything I’ve learned – sitting on both sides of the desk – about how to work successfully with an assistant so you can, too.

To learn more about BELAY or Tricia Sciortino, click on the social media icons below.

Leadership in Ministry seeks to serve local churches and ministries. One way we aspire to serve local churches and ministries is by delivering resources. Download the "February Social Media Graphics" zip file below to access graphics that are designed to point people toward the love of God.   

With over 2.7 billion users worldwide on Facebook and 854 million Instagram users worldwide, social media platforms are modern tools to broadcast the message of the Gospel. Using images that are taken from the English Standard Version, these verse can be posted on your personal page, church page, or ministry page. 

Once the image is posted, use the opportunity to engage your audience. Share more about the love of Jesus in the description section of the social media platform. Ask a question like "How have you experienced God's love in your life?" and lead your audience to write in the comment section their answers. 

Let us know in the comments below how you utilized these resources for the glory of God. 

"United we stand, divided we fall."

Each election season that comes upon us in the United States of America, I always feel blessed that we live in a country that we have the freedom to vote. I also feel gratitude thinking about friends, family, and others who bravely fought for the freedoms we do have in the U.S.A. 

Yet, each election season also brings a sense of division. It often comes down to: Right vs. Left; Conservative vs. Liberal; Republican vs. Democrat. In this election season, the perception of the disunity is greater than ever. While we watch the disunity during political debates, you may have also noticed the disunity on social media platforms between those whom you are called to lead. 

"United we stand, divided we fall" is not just a quote for our wonderful country - it's also an adage for those whom you lead. How should you lead during the division? How can you lead your team (paid or volunteers) toward unity?

Standing in unity begins by standing together on our knees and it begins with you - the leader. 

Colossians 4:2 says, "Continue steadfastly in prayer..." To continue steadfastly in something doesn't mean you continue in something when it's easy and back off when the 'going gets tough'. Leadership is difficult and leading during a time of division calls for strength and perseverance. Leading during division calls for strong leadership. Leadership during division calls for leaders to continue steadfastly in prayer.

"United we stand, divided we fall" is a wonderful slogan for our country, but it's also a rally cry for leaders to be united in prayer for those whom we lead. Leaders in churches, leaders in the classroom, leaders in the home, leaders in the factory, leaders in the field, leaders in ministry, are called to be united together in prayer. Leaders are called to pray for those whom we lead, for those who are in authority, and for those seeking an elected office. 

Leadership in Ministry wants to provide you with a free seven day prayer guide. This prayer guide will guide you over the next seven days in how you can pray for those you lead, for those in authority, and for those seeking an elected office. Each day gives you a guide for your time of prayer along with Biblical support. 

Will you commit to seven days of prayer for those you lead? Will you also commit to seven days of prayer for this election season as well? 

If you will commit, fill out the form below. By filling out the form below, you will gain access to our seven day prayer guide and also will be included in our monthly "Leadership in Ministry: Inside Look": a newsletter looking at leadership in ministry. 

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President Harry S. Truman famously said, “Not all readers are leaders, but all leaders are readers.”

Early on in my leadership, the concept of the importance of reading took a while to understand. Once I began leading others, I understood leadership as: Doing More and Reading Less.

However, once I was introduced to Seven Habits of Highly Effective People (below), I soon realized leadership is not about doing more, but about doing well what is most important. 

As new leaders begin in their new role, it’s important to start well in order to finish well. New leaders are encouraged to read books not only on leadership, but on productivity.

Utilize the list below for five essential productivity books for new leaders:

1. Proverbs - Have you ever considered what an ant can teach you about productivity? The author of the book of the Bible Proverbs taught a valuable lesson in productivity (Proverbs 6:6-8). Have you ever wondered what the result would be from having not one, but multiple mentors/advisors? Proverbs 15:22 shows us the outcome of receiving wisdom from multiple voices speaking into your new leadership role. You can begin reading the book of Proverbs here (Proverbs) and study Productivity from the Source of all Wisdom. ​
   
   
2. The One Thing - The One Thing was introduced to me by a mentor who noticed I was struggling with multi-tasking. I was working long hours, agonizing through multiple projects and programs, and was not recovering fully from a serious medical condition. The One Thing helped me sort through all of the important obligations and tasks and conclude what was the one thing that I could focus on as a leader that would positively affect the rest of my job, career, and life. Follow the link to learn more about The One Thing: LINK
   
   
3. Your Best Year Ever - Michael Hyatt is one of my favorite leaders to follow on social media. He also has written some fantastic books like: Living Forward (LINK), No Fail Meetings (LINK), and Your Best Year Ever (LINK). Your Best Year Ever gives practical solutions to setting goals that actually work in your life. As Michael states, “Goals poorly formulated are goals easily forgotten. (21)” If you want to set unforgettable goals in your leadership early in your career, this book is a must read. 
   
   
4. Seven Habits of Highly Effective People - In Seven Habits of Highly Effective People, Stephen Covey introduced me to productive work, not simply working to get the job done. Covey teaches about The Four Quadrants which was invaluable as I began managing my time as a leader. New leaders should make it a habit to read and reread this book frequently. Seven Habits
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5. Essentialism: The Disciplined Pursuit of Less - In this New York Times Best Seller, Greg McKeown realizes leaders can become overwhelmed with the amount of tasks that need to be done. Often, leaders can feel like they are stretched thin and suddenly they realize their lives are spinning out of control. In Essentialism: The Disciplined Pursuit of Less McKeown gives practical solutions on removing more in order to produce more. Essentialism

Write in the comments below what books have shaped your productivity?