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PRODUCTIVITY
Of the Best Leaders
SECRETS
The
Jacob Shriar
Director of Content
at Officevibe
Kevin Kruse
New York Times best
selling author
Hello
- THE SECRET TO TIME MANAGEMENT
- EXAMPLES FROM GREAT LEADERS
- BONUS CONTENT + Q&A
What we’ll cover
- 3 BIGGEST PROBLEMS LEADERS FACE

AND WHAT YOU CAN DO TO FIX THEM
15 SECRETS SUCCESSFUL
PEOPLE KNOW ABOUT
TIME MANAGEMENT
Most of this presentation is from this book. 

You should definitely get a copy!
PROBLEMS

LEADERS FACE
Part 1
PROBLEMS

LEADERS FACE
1. EMAIL OVERLOAD
2. TOO MANY MEETINGS
3. TIME MANAGEMENT
304 weekly business emails received on average
10 IQ points lost when fielding constant email,

the same as missing an entire night's sleep
16 minutes spent refocusing after handling incoming 

email
36
PROBLEMS LEADERS FACE: Email Overload
EMAIL OVERLOAD
times the average employee checks their email 

in an hour
PROBLEMS LEADERS FACE: Email Overload
When someone emails you, you actually get
a small rush of dopamine.
(Unfortunately, it’s brief and followed by a sinking 

feeling once you realize it’s just another problem 

to deal with.)
PROBLEMS LEADERS FACE: Email Overload
Checking and responding to email so frequently 

and habitually, we’re building our agendas around
everyone else’s goals, rather than our own.
PROBLEMS LEADERS FACE: Email Overload
FOCUS ON
YOURSELF
Inbox Zero is an approach to email 

management aimed at keeping the inbox
empty - or almost empty - at all times.
PROBLEMS LEADERS FACE: Email Overload
INBOX
ZERO
In the US alone, over $37 billion dollars worth of time 

are wasted on meetings per year!
PROBLEMS LEADERS FACE: Too Many Meetings
TOO MANY MEETINGS
PROBLEMS LEADERS FACE: Too Many Meetings
The average person goes to 62 meetings in a month, 

senior leaders likely much more than that.
TOO MANY MEETINGS
Interesting finding!
PROBLEMS LEADERS FACE: Too Many Meetings
Half hour or
less
50%
60%
70%
80%
Meeting Length
%ofMeetingsExtremely
orVeryProductive
Half hour to
one hour
One hour to
five hours
Five hours or
more
58%
61%
67%
80%
Meetings in America Study by Verizon
PROBLEMS LEADERS FACE: Too Many Meetings
- No clear purpose
- No agenda
- Attendees come unprepared
- Attendees lose focus after a while
PROBLEMS WITH MOST MEETINGS
PROBLEMS LEADERS FACE: Too Many Meetings
SOUNDS
FAMILIAR?
PROBLEMS LEADERS FACE: Too Many Meetings
- Set clear objectives
- Make sure all participants have the agenda 

and all documents well in-advance
- Arrive or call-in a few minutes early so the
meeting can begin promptly
- Give everyone a chance to talk
- Moderate the discussion to make sure it stays
focused
HOW TO MAKE MEETINGS BETTER
3 biggest mistakes:
PROBLEMS LEADERS FACE: Time Management
- Working overtime
- Multitasking
- Not prioritizing
TIME MANAGEMENT
PROBLEMS LEADERS FACE: Time Management
WORKING OVERTIME
In some companies, productivity is measured by 

how many hours an employee spends at their desk.
PROBLEMS LEADERS FACE: Time Management
This is the wrong attitude to have. Research clearly
shows that it lowers performance and causes mental 

and physical health issues.
PROBLEMS LEADERS FACE: Time Management
- According to research, working longer hours 

increases your risk of depression
- All that time spent sitting at work is doing 

massive damage to your body
PROBLEMS LEADERS FACE: Time Management
- People who work longer report sleeping less, 

which obviously has massive effects on your health
- Working 10 or more hours per day leads to a 

60% increase in risk of cardiovascular problems
PROBLEMS LEADERS FACE: Time Management
In another study, people who worked 55 hours per
week showed poorer vocabulary and reasoning
than those who worked 40 hours.
PROBLEMS LEADERS FACE: Time Management
Some studies indicate that knowledge workers 

are the most productive when they work 

35 hours a week.
PROBLEMS LEADERS FACE: Time Management
start 2 weeks 4 weeks 6 weeks 8 weeks
Productivity
40 hours a week
(steady)
60 hours a week
(declining)
Graphing productivity and overtime
Eric Dodds on Productivity
PROBLEMS LEADERS FACE: Time Management
Working more produces more, but with 

DIMINISHING RETURNS OVER TIME.
Download it now at officevibe.com/leaderbundle
BONUS CONTENT BUNDLE
The Ultimate Bundle To Become

A Better Leader
PROBLEMS LEADERS FACE: Time Management
In a really interesting study, managers couldn’t
tell the difference between employees who
actually worked 80 hours a week and those who
just pretended to.
Boston University’s Questrom School of Business Study
PROBLEMS LEADERS FACE: Time Management
MULTITASKING
What you call multitasking is really task-switching.

PROBLEMS LEADERS FACE: Time Management
WHY?
Our brains have a finite amount of attention.
PROBLEMS LEADERS FACE: Time Management
Another issue with multitasking 

is you never fully get
“IN THE ZONE”
PROBLEMS LEADERS FACE: Time Management
Pay your bills all at once, then send your emails 

all at once. Each task requires a specific mindset,
and once you get in a groove you should stay there
and finish.
DO THINGS IN BATCHES
THE SOLUTION?
PROBLEMS LEADERS FACE: Time Management
Challenge
Skills
High
High
Low
Low
Flow
Channel
Anxiety
Boredom
The Flow. After Mihaly Csikszentmihalyi, The Flow (1990), p. 74
PROBLEMS LEADERS FACE: Time Management
Studies suggest that productivity can be reduced
by as much as 40 percent by the mental blocks
created when people switch tasks.
PROBLEMS LEADERS FACE: Time Management
“The difference between successful people 

and very successful people is that very successful 

people say “no” to almost everything.” 
- Warren Buffet
NOT PRIORITIZING
PROBLEMS LEADERS FACE: Time Management
to tasks that bring low or almost no result.
WE SHOULD STOP SAYING YES
PROBLEMS LEADERS FACE: Time Management
Pareto Principle - 80/20 Rules
20%
20%
80%
80%
Result
Effort
For many events, roughly 80% of the results 

come from 20% of the effort.
PROBLEMS LEADERS FACE: Time Management
(nicely)
LEARN HOW TO SAY NO
PROBLEMS LEADERS FACE: Time Management
2 powerful ways to say
NO
PROBLEMS LEADERS FACE: Time Management
2 powerful ways to say
NO
1. Rehearse a specific response
2. Make your excuse more concrete
PROBLEMS LEADERS FACE: Time Management
The secret to time management?
MANAGE YOUR ENERGY
NOT YOUR TIME
READ IT NOW
THE ULTIMATE GUIDE
BONUS CONTENT
TO BECOME A
BETTER
LEADER
MANAGE YOUR
ENERGY
Part 2
MANAGE YOUR ENERGY
“The number of hours in a day is fixed, 

but the quantity and quality of energy available 

to us is not”
- Tony Schwartz
50+ years ago, a sleep researcher named 

Nathan Kleitman discovered that when we sleep, we
go through a period of light to deep, then back to light.
MANAGE YOUR ENERGY
THIS PROCESS TAKES 90 MINUTES
He later discovered, that our bodies operate by
the same 90 minute rhythm during the day. 

This is what’s known as our
“ULTRADIAN RHYTHM”
MANAGE YOUR ENERGY
Waveform of Life
Ultradian Rhythm
Activity
Peak
Wavelength
Rest
90
20 20 20
90 90 90
Trough
MANAGE YOUR ENERGY
In a famous study of violinists, psychologist 

Anders Ericsson found that the top performers 

all had the same practice characteristics:
MANAGE YOUR ENERGY
- They practiced in the morning
- They practiced for three sessions
- Each session was 90 minutes or less
MANAGE YOUR ENERGY
- There was a 20 minute break between 

each session
EXAMPLES 

FROM THE BEST
LEADERS
Part 3
EXAMPLES FROM THE BEST LEADERS
The best leaders have 2 things in common: 

They wake up early and they have a morning routine.
EXAMPLES FROM THE BEST LEADERS
“Morning is wonderful. Its only drawback is that it
comes at such an inconvenient time of day.”
Glen Cook
Contemporary American science fiction
and fantasy writer
EXAMPLES FROM THE BEST LEADERS
But...research shows that early risers tend to be
HAPPIER
EXAMPLES FROM THE BEST LEADERS
Square CEO Jack Dorsey wakes up at 5:30am
to meditate and go for a six-mile jog.
EXAMPLES FROM THE BEST LEADERS
Anna Wintour wakes up every morning 

at 5:45am to play an hour of tennis.
EXAMPLES FROM THE BEST LEADERS
GE CEO Jeff Immelt gets up at 5:30am 

every day for a cardio workout.
EXAMPLES FROM THE BEST LEADERS
Richard Branson wakes up at 5:45am to
exercise before an early breakfast.
READ IT NOW
THE ULTIMATE GUIDE
BONUS CONTENT
TO BECOME A
BETTER
LEADER
Taking some time for yourself in the morning
allows you consciously
FOCUS ON YOURSELF
EXAMPLES FROM THE BEST LEADERS
You can take time to exercise, meditate, read, write.
ALL THINGS TO HELP YOU IMPROVE
EXAMPLES FROM THE BEST LEADERS
WORK-LIFE BALANCE
Too many of us don’t understand the importance
of balancing work and our personal lives.
WORK-LIFE BALANCE
In fact, in a study done by Accenture, they found
that having a good work life balance is the key 

to a successful career.
WORK-LIFE BALANCE
The power of downtime for the brain:
The “default mode network” is what happens to
the brain when it is resting.
WORK-LIFE BALANCE
It turns out, the brain is doing anything but resting.
It’s actively working to process and make sense of
anything new that it learned in the last day.
WORK-LIFE BALANCE
What If you’re not a morning person?
WORK-LIFE BALANCE
No worries!
WORK-LIFE BALANCE
YOU CAN BUILD IS AS A HABIT.
BUILD YOUR MORNING ROUTINE
To wake up earlier, you want to slowly build 

this habit over time.
BUILD YOUR MORNING ROUTINE
As an example, your schedule could look like this:
- Week 1 - wake up at 6:45am
- Week 2 - wake up at 6:30am
- Week 3 - wake up at 6:15am
- Week 4 - wake up at 6:00am
BUILD YOUR MORNING ROUTINE
Most people do one of two things when 

they first wake up:
- Check their email
- Check Facebook/Twitter/Instagram
BUILD YOUR MORNING ROUTINE
DON’T DO THIS.
BUILD YOUR MORNING ROUTINE
Take advantage of the fact that this time is just 

for you and only do things that will benefit you 

like exercise, writing, reading, etc.
BUILD YOUR MORNING ROUTINE
Becoming a better leader takes time. It’s about
BUILDING BETTER HABITS 

INTO YOUR LIFE
BUILD YOUR MORNING ROUTINE
KEY TAKEAWAYS
KEY TAKEAWAYS
DON’T MULTITASK
DON’T WORK OVERTIME
LEARN TO SAY NO
FIND YOUR MOST IMPORTANT TASK (MIT)
KEY TAKEAWAYS
CHECK EMAIL ONLY AFTER MIT IS DONE
MANAGE YOUR ENERGY
NOT YOUR TIME
DEVELOP A MORNING ROUTINE
USE YOUR MORNINGS TO FOCUS
ON YOURSELF
KEY TAKEAWAYS
Download it now at officevibe.com/leaderbundle
BONUS CONTENT BUNDLE
The Ultimate Bundle To Become

A Better Leader

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The Productivity Secret Of The Best Leaders

  • 1. « PRODUCTIVITY Of the Best Leaders SECRETS The
  • 2. Jacob Shriar Director of Content at Officevibe Kevin Kruse New York Times best selling author Hello
  • 3. - THE SECRET TO TIME MANAGEMENT - EXAMPLES FROM GREAT LEADERS - BONUS CONTENT + Q&A What we’ll cover - 3 BIGGEST PROBLEMS LEADERS FACE
 AND WHAT YOU CAN DO TO FIX THEM
  • 4. 15 SECRETS SUCCESSFUL PEOPLE KNOW ABOUT TIME MANAGEMENT Most of this presentation is from this book. 
 You should definitely get a copy!
  • 6. PROBLEMS
 LEADERS FACE 1. EMAIL OVERLOAD 2. TOO MANY MEETINGS 3. TIME MANAGEMENT
  • 7. 304 weekly business emails received on average 10 IQ points lost when fielding constant email,
 the same as missing an entire night's sleep 16 minutes spent refocusing after handling incoming 
 email 36 PROBLEMS LEADERS FACE: Email Overload EMAIL OVERLOAD times the average employee checks their email 
 in an hour
  • 8. PROBLEMS LEADERS FACE: Email Overload When someone emails you, you actually get a small rush of dopamine.
  • 9. (Unfortunately, it’s brief and followed by a sinking 
 feeling once you realize it’s just another problem 
 to deal with.) PROBLEMS LEADERS FACE: Email Overload
  • 10. Checking and responding to email so frequently 
 and habitually, we’re building our agendas around everyone else’s goals, rather than our own. PROBLEMS LEADERS FACE: Email Overload FOCUS ON YOURSELF
  • 11. Inbox Zero is an approach to email 
 management aimed at keeping the inbox empty - or almost empty - at all times. PROBLEMS LEADERS FACE: Email Overload INBOX ZERO
  • 12. In the US alone, over $37 billion dollars worth of time 
 are wasted on meetings per year! PROBLEMS LEADERS FACE: Too Many Meetings TOO MANY MEETINGS
  • 13. PROBLEMS LEADERS FACE: Too Many Meetings The average person goes to 62 meetings in a month, 
 senior leaders likely much more than that. TOO MANY MEETINGS
  • 14. Interesting finding! PROBLEMS LEADERS FACE: Too Many Meetings Half hour or less 50% 60% 70% 80% Meeting Length %ofMeetingsExtremely orVeryProductive Half hour to one hour One hour to five hours Five hours or more 58% 61% 67% 80% Meetings in America Study by Verizon
  • 15. PROBLEMS LEADERS FACE: Too Many Meetings - No clear purpose - No agenda - Attendees come unprepared - Attendees lose focus after a while PROBLEMS WITH MOST MEETINGS
  • 16. PROBLEMS LEADERS FACE: Too Many Meetings SOUNDS FAMILIAR?
  • 17. PROBLEMS LEADERS FACE: Too Many Meetings - Set clear objectives - Make sure all participants have the agenda 
 and all documents well in-advance - Arrive or call-in a few minutes early so the meeting can begin promptly - Give everyone a chance to talk - Moderate the discussion to make sure it stays focused HOW TO MAKE MEETINGS BETTER
  • 18. 3 biggest mistakes: PROBLEMS LEADERS FACE: Time Management - Working overtime - Multitasking - Not prioritizing TIME MANAGEMENT
  • 19. PROBLEMS LEADERS FACE: Time Management WORKING OVERTIME In some companies, productivity is measured by 
 how many hours an employee spends at their desk.
  • 20. PROBLEMS LEADERS FACE: Time Management This is the wrong attitude to have. Research clearly shows that it lowers performance and causes mental 
 and physical health issues.
  • 21. PROBLEMS LEADERS FACE: Time Management - According to research, working longer hours 
 increases your risk of depression - All that time spent sitting at work is doing 
 massive damage to your body
  • 22. PROBLEMS LEADERS FACE: Time Management - People who work longer report sleeping less, 
 which obviously has massive effects on your health - Working 10 or more hours per day leads to a 
 60% increase in risk of cardiovascular problems
  • 23. PROBLEMS LEADERS FACE: Time Management In another study, people who worked 55 hours per week showed poorer vocabulary and reasoning than those who worked 40 hours.
  • 24. PROBLEMS LEADERS FACE: Time Management Some studies indicate that knowledge workers 
 are the most productive when they work 
 35 hours a week.
  • 25. PROBLEMS LEADERS FACE: Time Management start 2 weeks 4 weeks 6 weeks 8 weeks Productivity 40 hours a week (steady) 60 hours a week (declining) Graphing productivity and overtime Eric Dodds on Productivity
  • 26. PROBLEMS LEADERS FACE: Time Management Working more produces more, but with 
 DIMINISHING RETURNS OVER TIME.
  • 27. Download it now at officevibe.com/leaderbundle BONUS CONTENT BUNDLE The Ultimate Bundle To Become
 A Better Leader
  • 28. PROBLEMS LEADERS FACE: Time Management In a really interesting study, managers couldn’t tell the difference between employees who actually worked 80 hours a week and those who just pretended to. Boston University’s Questrom School of Business Study
  • 29. PROBLEMS LEADERS FACE: Time Management MULTITASKING What you call multitasking is really task-switching.

  • 30. PROBLEMS LEADERS FACE: Time Management WHY? Our brains have a finite amount of attention.
  • 31. PROBLEMS LEADERS FACE: Time Management Another issue with multitasking 
 is you never fully get “IN THE ZONE”
  • 32. PROBLEMS LEADERS FACE: Time Management Pay your bills all at once, then send your emails 
 all at once. Each task requires a specific mindset, and once you get in a groove you should stay there and finish. DO THINGS IN BATCHES THE SOLUTION?
  • 33. PROBLEMS LEADERS FACE: Time Management Challenge Skills High High Low Low Flow Channel Anxiety Boredom The Flow. After Mihaly Csikszentmihalyi, The Flow (1990), p. 74
  • 34. PROBLEMS LEADERS FACE: Time Management Studies suggest that productivity can be reduced by as much as 40 percent by the mental blocks created when people switch tasks.
  • 35. PROBLEMS LEADERS FACE: Time Management “The difference between successful people 
 and very successful people is that very successful 
 people say “no” to almost everything.”  - Warren Buffet NOT PRIORITIZING
  • 36. PROBLEMS LEADERS FACE: Time Management to tasks that bring low or almost no result. WE SHOULD STOP SAYING YES
  • 37. PROBLEMS LEADERS FACE: Time Management Pareto Principle - 80/20 Rules 20% 20% 80% 80% Result Effort For many events, roughly 80% of the results 
 come from 20% of the effort.
  • 38. PROBLEMS LEADERS FACE: Time Management (nicely) LEARN HOW TO SAY NO
  • 39. PROBLEMS LEADERS FACE: Time Management 2 powerful ways to say NO
  • 40. PROBLEMS LEADERS FACE: Time Management 2 powerful ways to say NO 1. Rehearse a specific response 2. Make your excuse more concrete
  • 41. PROBLEMS LEADERS FACE: Time Management The secret to time management? MANAGE YOUR ENERGY NOT YOUR TIME
  • 42. READ IT NOW THE ULTIMATE GUIDE BONUS CONTENT TO BECOME A BETTER LEADER
  • 44. MANAGE YOUR ENERGY “The number of hours in a day is fixed, 
 but the quantity and quality of energy available 
 to us is not” - Tony Schwartz
  • 45. 50+ years ago, a sleep researcher named 
 Nathan Kleitman discovered that when we sleep, we go through a period of light to deep, then back to light. MANAGE YOUR ENERGY THIS PROCESS TAKES 90 MINUTES
  • 46. He later discovered, that our bodies operate by the same 90 minute rhythm during the day. 
 This is what’s known as our “ULTRADIAN RHYTHM” MANAGE YOUR ENERGY
  • 47. Waveform of Life Ultradian Rhythm Activity Peak Wavelength Rest 90 20 20 20 90 90 90 Trough MANAGE YOUR ENERGY
  • 48. In a famous study of violinists, psychologist 
 Anders Ericsson found that the top performers 
 all had the same practice characteristics: MANAGE YOUR ENERGY
  • 49. - They practiced in the morning - They practiced for three sessions - Each session was 90 minutes or less MANAGE YOUR ENERGY - There was a 20 minute break between 
 each session
  • 50. EXAMPLES 
 FROM THE BEST LEADERS Part 3
  • 51. EXAMPLES FROM THE BEST LEADERS The best leaders have 2 things in common: 
 They wake up early and they have a morning routine.
  • 52. EXAMPLES FROM THE BEST LEADERS “Morning is wonderful. Its only drawback is that it comes at such an inconvenient time of day.” Glen Cook Contemporary American science fiction and fantasy writer
  • 53. EXAMPLES FROM THE BEST LEADERS But...research shows that early risers tend to be HAPPIER
  • 54. EXAMPLES FROM THE BEST LEADERS Square CEO Jack Dorsey wakes up at 5:30am to meditate and go for a six-mile jog.
  • 55. EXAMPLES FROM THE BEST LEADERS Anna Wintour wakes up every morning 
 at 5:45am to play an hour of tennis.
  • 56. EXAMPLES FROM THE BEST LEADERS GE CEO Jeff Immelt gets up at 5:30am 
 every day for a cardio workout.
  • 57. EXAMPLES FROM THE BEST LEADERS Richard Branson wakes up at 5:45am to exercise before an early breakfast.
  • 58. READ IT NOW THE ULTIMATE GUIDE BONUS CONTENT TO BECOME A BETTER LEADER
  • 59. Taking some time for yourself in the morning allows you consciously FOCUS ON YOURSELF EXAMPLES FROM THE BEST LEADERS
  • 60. You can take time to exercise, meditate, read, write. ALL THINGS TO HELP YOU IMPROVE EXAMPLES FROM THE BEST LEADERS
  • 61. WORK-LIFE BALANCE Too many of us don’t understand the importance of balancing work and our personal lives. WORK-LIFE BALANCE
  • 62. In fact, in a study done by Accenture, they found that having a good work life balance is the key 
 to a successful career. WORK-LIFE BALANCE
  • 63. The power of downtime for the brain: The “default mode network” is what happens to the brain when it is resting. WORK-LIFE BALANCE
  • 64. It turns out, the brain is doing anything but resting. It’s actively working to process and make sense of anything new that it learned in the last day. WORK-LIFE BALANCE
  • 65. What If you’re not a morning person? WORK-LIFE BALANCE
  • 67. YOU CAN BUILD IS AS A HABIT. BUILD YOUR MORNING ROUTINE
  • 68. To wake up earlier, you want to slowly build 
 this habit over time. BUILD YOUR MORNING ROUTINE
  • 69. As an example, your schedule could look like this: - Week 1 - wake up at 6:45am - Week 2 - wake up at 6:30am - Week 3 - wake up at 6:15am - Week 4 - wake up at 6:00am BUILD YOUR MORNING ROUTINE
  • 70. Most people do one of two things when 
 they first wake up: - Check their email - Check Facebook/Twitter/Instagram BUILD YOUR MORNING ROUTINE
  • 71. DON’T DO THIS. BUILD YOUR MORNING ROUTINE
  • 72. Take advantage of the fact that this time is just 
 for you and only do things that will benefit you 
 like exercise, writing, reading, etc. BUILD YOUR MORNING ROUTINE
  • 73. Becoming a better leader takes time. It’s about BUILDING BETTER HABITS 
 INTO YOUR LIFE BUILD YOUR MORNING ROUTINE
  • 75. DON’T MULTITASK DON’T WORK OVERTIME LEARN TO SAY NO FIND YOUR MOST IMPORTANT TASK (MIT) KEY TAKEAWAYS
  • 76. CHECK EMAIL ONLY AFTER MIT IS DONE MANAGE YOUR ENERGY NOT YOUR TIME DEVELOP A MORNING ROUTINE USE YOUR MORNINGS TO FOCUS ON YOURSELF KEY TAKEAWAYS
  • 77. Download it now at officevibe.com/leaderbundle BONUS CONTENT BUNDLE The Ultimate Bundle To Become
 A Better Leader