You might think productivity is all about working harder, putting in longer hours, or multitasking. But if you’re doing that, you might be missing the mark entirely. In his quest to decode what makes the ultra-successful tick, Kevin Kruse found that their methods are often counterintuitive. They don’t necessarily work longer hours but know how to maximize each minute. As legendary gymnast Shannon Miller once said, “To this day, I keep a schedule that is almost minute by minute.”
The average person tends to organize their day into hour-long blocks-2 to 3 hours. Ultra-productive people? They break it down to the minute. By focusing on each minute as a precious resource, they avoid the all-too-common trap of “wasted time.”
I used to block two hours to work on a project or to do outbound calls. Kruse’s research is accurate. I now schedule 45-minute blocks of time. I call the power time. If I am making outbound calls, I have Membrain set to my prospecting process. I am ready to focus on one task. My headset is on. The email is off. My experience is that I can concentrate for 45 minutes on just about any heads-down type of work. Even a workout!
Experiment yourself. Start with 30 minutes. Don’t make the same mistake I did. For me two hours I got lost and distracted. My productivity soared with the 45 minutes of power time. Outbound calls. Writing.
Here are some other ways highly productive people differ from the rest of us with their actions:
- They Focus on One Thing at a Time:
Ultra-successful individuals know their Most Important Task (MIT) and dedicate the first hours of their day to it, without interruptions. Rather than juggling a dozen tasks, they zero in on the one task that will impact their goals most. If you’re aiming for a promotion or closing a big deal, make it the focal point of your morning. - They Schedule, Don’t List:
To-do lists are popular, but they’re not always effective. Kruse found that only 41% of items on to-do lists get done. The successful don’t make lists; they block time in their calendars. It’s not enough to know what you need to do; you need to decide when you will do it - They Avoid Internal Meetings:
If you find yourself in back-to-back meetings all day, you’re likely not being productive. Mark Cuban, the billionaire entrepreneur, advises against attending meetings unless absolutely necessary. Meetings can drain time, often with minimal results. If a meeting isn’t essential, skip it. If you have to hold one, keep it brief and focused. This will take some effort to convince your co-workers. - They Say “No” Often:
Warren Buffet once said, “The difference between successful people and very successful people is that very successful people say ‘no’ to almost everything.” Your time is finite; protect it fiercely. If an opportunity or task isn’t a resounding “yes,” it should probably be a “no.” - They Leverage the 80/20 Rule:
The Pareto Principle suggests that 80% of results come from 20% of efforts. Ultra-successful people know which tasks drive the greatest results and focus on those. If a task isn’t part of that critical 20%, it’s probably not worth your time. - They Practice a Morning Routine:
Routines vary, but a consistent morning ritual can set the tone for a productive day. Successful people hydrate, exercise, and nourish their minds through meditation or reading before diving into work. My advice is to avoid technology for at least an hour. Don’t scroll. Don’t fire up email. Read. Exercise. Start early. Take advantage of the quiet time. - They Manage Energy, Not Just Time:
You may have 1,440 minutes in a day, but without energy, those minutes mean nothing. Ultra-productive people eat well, sleep well, and take breaks to recharge. They know that burning out serves no one and that sustained productivity requires a healthy balance of work and rest.
If you’re serious about increasing your effectiveness, start by integrating just one of these strategies into your day. Focus on what matters, protect your time, and always be mindful of your energy. Remember, productivity isn’t about doing more; it’s about achieving more by doing less. Especially in sales! It is about closing business and results.
By emulating the habits of the ultra-successful, you can transform how you work and live. The key isn’t in working harder but in working smarter—and with intention. So, what’s your first step?