Analyzing Time-Use Patterns

You're the bottleneck in your own business. Yesterday someone asked me how I stopped being everywhere at once in my company. Hard truth. Gently said— You're not irreplaceable. You just haven't taught anyone to replace you. Here's how to "Buy back your time". (hat tip to Dan Martell) Step 1: Time Audit Track every task for a week. Not what you think you do. What you actually do. That Instagram scroll? Write it down. That "quick" email that took 47 minutes? Document it. That client revision you should've delegated? Note it. Step 2: Create Your Escape Plan (SOPs) Record yourself doing the task. Loom. iPhone. Whatever. Just hit record and narrate your thinking. "I'm choosing this font because..." "I always check this metric first because..." "When clients say X, I respond with Y because..." Your brain on video. Your process in pixels. As Dan says, Camcorder yourself. Step 3: The Three-Phase Handoff Phase 1: "Watch me" They observe. Take notes. Ask questions. You're still doing. They're learning. Phase 2: "Let's do it together" They drive. You navigate. Supervised practice with immediate feedback. Phase 3: "You've got this" They own it. Random quality checks. Only escalate when stuck. This isn't delegation. This is how you clone yourself. The result? They get agency. You get freedom. The business gets systems. Most founders think they're protecting quality by doing everything themselves. You're not. You're protecting your ego. Your business shouldn't need you to function. It should need you to grow. Big difference. What task are you doing this week that someone else should be doing next month? Name it. Own it. Then delegate it. Small Business Builders #smallbusinessmentor #businessgrowth #delegation #buybackyourtime

If you feel like you’re sprinting through the curriculum you’re not alone. 🏃♂️ But here’s the catch: Cognitive science says fast teaching doesn’t equal deep learning. Cognitive Load Theory (Sweller, 1988) reminds us that the brain’s working memory is limited. When we overload it, learning stalls no matter how great the content is. This isn’t just about students. It’s about teacher sustainability too. So many of us are under pressure to “cover everything.” But here’s the truth: Trying to do too much leads to shallow learning and teacher burnout. What works better? Teaching with the brain in mind: • Chunking content into manageable parts (Miller, 1956; 7±2 rule) • Using worked examples to reduce extraneous load (Sweller, 2006) • Providing pause time so students can consolidate and process • Eliminating distractions—less “busywork,” more focus • Building schemas through repetition, connection, and reflection • Focusing on one learning intention at a time As Willingham (2009) puts it: “Memory is the residue of thought.” We must give students time to think deeply not rush to the next thing. Slow learning is strong learning. Let’s ditch the overload and create space for what really matters: Clarity. Connection. Purpose. And yes - our own wellbeing too. #CognitiveLoadTheory #EvidenceBasedTeaching #TeacherWellbeing #DeepLearning #PrimaryTeaching #CurriculumDesign #BrainBasedLearning #EducationResearch #NeuroaffirmingPractice #LessIsMore

What if you stopped working 48 hours before your project deadline?   This project management chart perfectly captures what happens to most teams. We laugh because it's painfully true.   But what if there was a way to avoid that chaotic "Project Reality" scenario altogether?   When I was a child, we would all be cramming the day before our school tests. During lunch breaks on test days, the school playground transformed into a sea of anxious children muttering facts while neglecting their parathas.   Then I witnessed something that would change my approach to deadlines.   The day before a major exam, I visited my neighbour to borrow her notes. I found her calmly playing carrom. "I never open my books 48 hours before an exam," she said with serene confidence.   I was shocked. Her grades? Consistently stellar.   This simple philosophy transformed my approach to project management:   Always allocate a 20% time buffer at the end of every project, during which no work is scheduled.   This buffer isn't for work. It's for reflection, quality improvements, and the strategic thinking that transforms good deliverables into exceptional ones.   Here are some benefits I have observed using this approach:   ▪️That last tweak in the colour or button dramatically improves UI ▪️Rework requests sharply decline ▪️Sales pitches achieve better outcomes ▪️The final touches which introduce the personalised elements help build strong customer relationships ▪️Board is much more engaged in the conversation and approvals go through smoothly ▪️Output is significantly streamlined and simplified multiplying impact ▪️Less stress all around   Do teams initially resist this approach? Absolutely.   "We're wasting productive time," or "the client/board doesn't need the material so much in advance of the meeting" are the common complaints.   But as teams experience the dramatic quality improvements and the elimination of those dreaded last-minute fire drills, attitudes change.   The next time you're planning a project, fight the urge to schedule work until the very last minute. Those final breathing spaces are where excellence happens.   Have you tried an unconventional deadline management strategy - do share!   #projectmanagement #leadership #execution #productivityhacks

Are you losing 40 hours a week on the wrong tasks? Reclaim your time with these practical steps: The 80/20 Mindset Shift: Identify the 20% of tasks driving 80% of your success. Track your time for two weeks, then focus on the vital 20%. Reclaim up to 20 hours weekly. Escape Energy Vampires: Ditch time-draining meetings, especially in the morning. Prioritize clear agendas and action points for important ones. Gain back 10 hours weekly. Calculate Your True Hourly Rate: Evaluate your time’s real value. Calculate your actual hourly rate for non-critical tasks. Save 5 hours a week by eliminating/delegating lower-value work. Cultivate Systems Thinking: Goals are static; systems build momentum. Implement systems for repetitive tasks like lead gen and content creation. Save over 5 hours per week as systems evolve. The Grand Total: Reclaim 40+ hours weekly for crucial priorities. It’s like unlocking a whole workweek. Invest in systems, audits, and asynchronicity, and your greatest ROI emerges: time. 🚀 #TimeManagement #ProductivityHacks #UnlockYourWeek

Work is evolving. The data show us where to focus: => Remote workers aren't thriving. => FIXED ONSITE employees are struggling. New Gallup Global Workplace: 2025 Report shares data to guide where to improve employee experiences and achieve better results. Remote workers need more support--better management and sense of belonging through culture and connection. Hybrid employees are clearly also experiencing high stress which needs addressing. However, notice the data for fixed onsite workers: - Only 19% are engaged - the lowest by far - Only 30% are thriving - the lowest by far FLEXIBILITY is essential for EVERY worker. More autonomy is necessary and possible for ALL onsite workers with different options depending on the role. Flexibility for onsite workers means more: - Shift patterns and options; - Staggered start and end times; - Rotating shifts and compressed workweeks; - Shift swapping; - Floaters and part-time schedules; - Job-sharing to fulfill a full-time role; - Phased retirement and on-demand labor; - Choice of vacation timing. Manufacturing, retail, and hospitality examples: - Land O'Lakes, Inc.: Introduced “flex work” program in 60 of 140 facilities, allowing factory workers to set their schedules vs rigid 12-hour shifts. - RICK STEIN RESTAURANTS: Flexible careers scheme allows staff (all ages and experience levels)to work as little as one shift per week. -Pets at Home (UK): Offers job-sharing and part-time options for store managers supported by manager training and explicit policies. Humans thrive with more autonomy, wherever they work. What greater workplace flexibility can your company offer every worker so that your workforce and business can thrive more?

During a recent conversation with a dear friend Vivek Agrawal, a fascinating concept emerged that truly captivated me: the ROI of time. Have you ever considered the return on investment (ROI) of the time you spend each day? We often measure ROI in terms of money, but what about our most valuable resource – time? Why should we consider the ROI of time? 1.⁠ ⁠Time is finite: Unlike money, time is a limited resource. Once spent, it can never be regained. How are you spending your limited minutes and hours? 2.⁠ ⁠Prioritization: Evaluating the ROI of our time helps us prioritize tasks that provide the most value. What activities are truly worth your time? 3.⁠ ⁠Productivity boost: Focusing on high-ROI activities can significantly enhance productivity. Are you focusing on what truly matters? 4.⁠ ⁠Balanced life: Considering the ROI of time encourages a balanced approach, ensuring we allocate time to activities that promote well-being and happiness. Are you investing your time in things that bring you joy? Tips to maximize the ROI of your time: 1.⁠ ⁠Set clear goals: Define what you want to achieve in various areas of your life. 2.⁠ ⁠Evaluate activities: Regularly assess if your activities contribute to your goals. 3.⁠ ⁠Time blocking: Allocate specific time slots for high-ROI tasks. 4.⁠ ⁠Learn to say no: Not every opportunity is worth your time. 5.⁠ ⁠Continuous improvement: Regularly review and adjust how you spend your time. Example: I realized I was spending too much time on unproductive meetings. By cutting down unnecessary meetings and focusing on key projects, I can save several hours each week, which I can now use for strategic planning and personal growth. This shift will significantly improve the ROI of my time. Applying this mindset has been truly mesmerizing. It has not only improved my productivity but also brought a sense of balance to my life. What steps are you taking to maximize the ROI of your time? #ROIofTime #TimeManagement #Productivity #LifeBalance #PersonalGrowth

This 15-minute morning routine supercharged my productivity.  Every day, I spend 15 minutes doing a "brain dump" before checking my devices. I write about my internal triggers, frustrations, and worries.  This simple act helps prevent these thoughts from hijacking my attention later. Here's how to make it work: 1. Schedule it: Use a timeboxed calendar to allocate 15 minutes each morning.  2. Minimize distractions: Do this before checking your phone or computer. If needed, use apps to block distracting feeds and websites. 3. Write freely: Explore negative feelings with curiosity, not contempt. What's bothering you? What's on your mind? 4. Identify actionable items: What problems are under your control? What can you do about them? 5. Let go: Acknowledge the things you can't change. This practice helps you form an action plan for the day ahead, focusing on what truly matters. Try it tomorrow morning. You might be surprised at how much clearer and more focused your day becomes. Want more science-backed techniques for mastering your attention? Subscribe to my newsletter (link in bio).

Okay neat - the idea of building a portfolio career/life really resonated with a lot of you [see previous post]. Let’s take it one step further and talk about a time investment thesis for your porfolio. ⬇️ If you talk to any (good) investor building a portfolio of investments, they’ll have what's called an investment thesis. An investment thesis is a driving belief system to guide decision making, generally based in lived experience, data, personal beliefs and best practices. Even more tactically, it's how an investor plans to use invested capital to generate returns. While you build your portfolio career, or portfolio life, you should also have an investment thesis - let's call this our time investment thesis. Having a thesis will allow you to cut the fat and focus your time and energy [your capital] on the portfolio of things that will bring you closer to a life that fulfills and excites you - something you're proud off [your returns]. Unfortunately you can't just pull a thesis out of thin air - you have to do the work to formulate it. And you don't just formulate it once. Any good investor knows that their investment thesis should shift and morph with time as they learn and respond to changing contexts and ecosystems. While I recommend crafting your thesis in a way that feels authentic to you, a template to start with is: I spend my time focusing on things that ____, because I believe _____ and I want to create ______ impact. Mine is: I spend my time focusing on things that bring innovation, mental health and equity into focus in the tech ecosystem, because I believe we are at a critical tipping point for our future and I want to help humans build a more creative, inspiring, authentic and inclusive future. Everything I do - helping more more founders be successful at Mercury, connecting women to create wealth and impact with the old girls club, thinking about the intersection of art and entrepreneurship with New Museum of Contemporary Art, and supporting founders focused on creativity, connection and social good like Matthew Schuler, Miri Buckland, Kendall Warson, and Christian Byza, rolls up into this driving thesis. What's your thesis? How are you building a time portfolio around it?

Deputy's 2025 Big Shift report explores how the next generation of workers is transforming the world of hourly work. Based on millions of real-world shift data points, the research uncovers key trends shaping the future of work — from flexible scheduling to the rise of AI. Here are the top insights: Rise of Micro-Shifts: Short, flexible shifts (six hours or less) are gaining popularity, especially in hospitality and service industries, accommodating workers like students and caregivers seeking balance. Gen Z's Influence: As the largest segment of the hourly workforce, Gen Z is driving demand for flexible scheduling and work-life integration, prompting businesses to adapt to attract and retain talent. AI Integration: Artificial intelligence is enhancing shift work by optimizing scheduling and improving work-life balance, rather than replacing jobs. Poly-Employment Trend: Approximately 20% of shift workers hold multiple jobs, with young women, particularly in hospitality and healthcare, leading this trend to manage cost-of-living pressures. Gender Disparities: Women dominate shift work but often occupy lower-paying service roles. However, there's a growing presence of women in traditionally male-dominated fields like logistics. Generational Shift: Generation Alpha began entering the workforce in 2024 and is projected to surpass Gen Z by 2038, indicating ongoing evolution in workforce demographics. These findings are based on an analysis of over 278 million hours worked across 41 million shifts by more than 429,000 shift workers, conducted in collaboration with labor economist Dr. Shashi Karunanethy.

𝗛𝗼𝘄 𝗘𝗔 𝗗𝗿𝗶𝘃𝗲𝘀 𝗢𝗽𝗲𝗿𝗮𝘁𝗶𝗼𝗻𝗮𝗹 𝗘𝗳𝗳𝗶𝗰𝗶𝗲𝗻𝗰𝘆: 𝟯 𝗦𝘁𝗿𝗮𝘁𝗲𝗴𝗶𝗲𝘀 𝗳𝗼𝗿 𝗧𝗿𝗮𝗻𝘀𝗳𝗼𝗿𝗺𝗮𝘁𝗶𝗼𝗻 Operational inefficiencies—legacy systems, fragmented processes, and siloed teams— challenge large enterprises. They 𝗱𝗿𝗶𝘃𝗲 𝘂𝗽 𝗰𝗼𝘀𝘁𝘀, 𝘀𝗹𝗼𝘄 𝗱𝗼𝘄𝗻 𝗽𝗲𝗿𝗳𝗼𝗿𝗺𝗮𝗻𝗰𝗲, 𝗮𝗻𝗱 𝘀𝘁𝗶𝗳𝗹𝗲 𝗶𝗻𝗻𝗼𝘃𝗮𝘁𝗶𝗼𝗻. Enterprise Architecture (EA) provides a roadmap to tackle inefficiencies head-on. With a holistic view of systems, processes, and technologies, EA can 𝗶𝗱𝗲𝗻𝘁𝗶𝗳𝘆 𝗯𝗼𝘁𝘁𝗹𝗲𝗻𝗲𝗰𝗸𝘀, 𝗿𝗲𝗱𝘂𝗰𝗲 𝗿𝗲𝗱𝘂𝗻𝗱𝗮𝗻𝗰𝘆, 𝗮𝗻𝗱 𝗲𝗻𝘀𝘂𝗿𝗲 𝗮𝗹𝗶𝗴𝗻𝗺𝗲𝗻𝘁 with business objectives. How can organizations leverage EA to transform operational efficiency into a competitive advantage? Here are 𝟯 𝗦𝘁𝗿𝗮𝘁𝗲𝗴𝗶𝗲𝘀 𝘁𝗼 𝘀𝘁𝗿𝗲𝗮𝗺𝗹𝗶𝗻𝗲 𝗼𝗽𝗲𝗿𝗮𝘁𝗶𝗼𝗻𝘀 and boost performance: 𝟭 | 𝗢𝗽𝘁𝗶𝗺𝗶𝘇𝗲 𝗣𝗿𝗼𝗰𝗲𝘀𝘀𝗲𝘀 𝘄𝗶𝘁𝗵 𝗣𝗿𝗲𝗰𝗶𝘀𝗶𝗼𝗻 Business Architecture identifies inefficiencies in workflows to simplify, standardize, and automate processes. Eliminating redundancies improves speed and reduces human error. 𝙏𝙞𝙥: Map out current processes in detail and involve cross-functional teams to spot inefficiencies that might be invisible to a single department. 𝟮 | 𝗕𝗿𝗲𝗮𝗸 𝗗𝗼𝘄𝗻 𝗗𝗮𝘁𝗮 𝗦𝗶𝗹𝗼𝘀 𝗳𝗼𝗿 𝗦𝗺𝗮𝗿𝘁𝗲𝗿 𝗗𝗲𝗰𝗶𝘀𝗶𝗼𝗻𝘀 Data trapped in silos creates blind spots. EA promotes data consolidation to create a unified operational view, driving smarter decision-making. Unified data enables real-time insights and better collaboration across departments. 𝙏𝙞𝙥: Align data consolidation projects with business goals, ensuring measurable outcomes like faster decision-making or improved customer experience. 𝟯 | 𝗠𝗼𝗱𝗲𝗿𝗻𝗶𝘇𝗲 𝗧𝗲𝗰𝗵𝗻𝗼𝗹𝗼𝗴𝘆 𝘁𝗼 𝗨𝗻𝗹𝗼𝗰𝗸 𝗔𝗴𝗶𝗹𝗶𝘁𝘆 Legacy systems are often the root of inefficiency. EA can provide a roadmap to migrate to modern, scalable solutions like cloud-based platforms. Modern technology supports agility and scalability, reducing maintenance costs and improving system performance. 𝙏𝙞𝙥: Hybrid approaches allow technology upgrades that deliver quick wins while aligning with long-term business objectives. 𝗪𝗿𝗮𝗽-𝗨𝗽: Enterprise Architecture can transform operational inefficiencies into opportunities for growth. By optimizing processes, unifying data, and modernizing technology, EA reduces costs and enhances performance and innovation. Start small, focus on measurable outcomes, and let EA guide your journey to operational excellence. _ 👍 Like if you enjoyed this. ♻️ Repost for your network.  ➕ Follow Kevin Donovan 🔔 _ 🚀 Join Architects' Hub!  Sign up for our newsletter. Connect with a community that gets it. Improve skills, meet peers, and elevate your career! Subscribe 👉 https://lnkd.in/dgmQqfu2 Photo by Amir Balam #OperationalEfficiency #EnterpriseArchitecture #ProcessOptimization #DataConsolidation #DigitalTransformation #InnovationStrategies