Yossi Hasson, co-founder of IT firm Synaq is a productivity master, using apps and smart tactics to get more out of his day. These are his top tactics you can use.
On preparing yourself before office hours
I follow Tony Robbins’ teaching of setting aside the first hour in the morning to myself.
Things have a way of ending the way they started so I set myself up for success by waking up at 7am and going for a 15-20 minute walk during which I spend five to ten minutes practicing gratitude, do breathing techniques, and spend about five minutes visualising my day and week. From there I exercise for 30-45 minutes before going into work.
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On how to effectively prioritise daily and weekly tasks
We all use a system called ‘Top one and five’ and a task management tool called Wunderlist to action it. Every day and week list your top five tasks, and your top one thing from that list.
With five things you don’t get overwhelmed, and by identifying your single most important task you’re able to prioritise it. To keep momentum I work in 25 minute sprints, and then go for a short walk or quick chat before returning to the unfinished task or starting a new one.
On managing emails in the quickest and most efficient way
I use Adrian Gore’s one-touch policy in which you only touch an email once – no browsing. Then and there you must do something, delegate it, or dump it.
On managing teams effectively
It’s essential that everyone’s on the same page and that comes down to communication. I use a technique of repeating back to ensure we’re in sync and back it up with a 15-5. Then we have a daily seven-minute daily huddle that’s run by different people and they brief the company on what’s going on in their department. It helps everyone focus on the bigger picture.
I’ve learnt that a fortune can be done in a small space of time, and that a task will extend to the time allocated to it.
Seven-minute can cover a lifetime of information if the structure is there. Putting time constraints isn’t about becoming obsessive, rather forcing people to be more concise and structured in their thinking.
On creating an environment conducive to productivity
About half our staff work remotely so we’re painfully slow at hiring to ensure we get the absolute right people who are passionate about what they do which drives motivation. To manage teams we’ve got a report back system called ‘15-5.’
It’s a report that takes 15 minutes to write and five minutes to read and contains each manager’s top five and one, as well as what they’re working on, stuck on, been successful with, etc. Every Monday I take 20 minutes to read my managers’ reports and have follow up conversations if necessary.
On how to turn meetings into power-house sessions
We pilfered an eight-page document outlining how meetings must be run directly from Cameron Herold’s book Double Double. First is ‘No agenda, no attender’ so only key people are present. Then the agenda is structured so the purpose is identified in the request, and the outcomes are listed.
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Purpose always falls into one of three categories: Decision-making, information sharing, or brainstorming. People then know beforehand what to prepare. Meetings generally aren’t longer than an hour, and there are always three key roles assigned: A chairperson, time monitor, and a sweeper to move things along.