 So, okay, tell me, how many of you find life to be so busy that you feel that there is no time for exercise or hobbies or even for friends and a business on the side? So with a show of hands, let me know, okay. And how many of you would like to have some tricks or hacks to do more and to have it all? Okay, thank you. So, while I'm definitely don't know, I'm definitely not claiming to know it all. I do know a little bit and I'm, so my name is Anshin Liru and this talk is I Know How She Does It. I got the idea from the book with the same title, I Know How She Does It, how successful women make the most of their time and while the idea for the book is based on the title and the framework is based on the six B's and things that I use in my own life. Okay, so I want to firstly welcome you all to being here this morning. I know time is precious. So thank you for being here and thank you to the WordCamp Cape Town organisers for giving me the opportunity to speak here today. So what does a good life look like for you? How do we all attend to follow the 168 hours of a week? This talk aims to give us some creative ideas and strategies for figuring it out and having it all. Oh, this is going to be hot. So we're going to look at, like I said, the six B's. It's planning, prioritising, productivity, people, productising and processes. Okay, so somebody might have seen this slide yesterday, so just a little bit about me. It was probably early high school that I did my first time manager or time schedule. I wanted to do athletics. I wanted to sing in the choir. I wanted to do violin exams but also go out on Friday nights and Saturday nights with my friends. So I started breaking it all, breaking my work up into some sort of time blocks. I used some early version of Excel, maybe, maybe not, maybe some predecessor. And then I printed it out on those old printers with the, still have the hole on the sides and the rolls of paper. And I always wanted to do it all. So when I had my first daughter while still studying and having a job, I had to reassess everything and needless to say, with more kids and running the business, things get really busy as it does for all of us. So I've always been a time management hack or, I won't send expert, let's just call it a hacker. So I've run my own business simply digital design. It's a small boutique website and digital marketing studio working with photographers and creatives. I'm a WordPress community team member, although I'm probably one of the worst contributors. But I do make up for it by running WordPress Pretoria Meetups. I was leading an awesome team for WordPress this year. And I also did the speakers diversity workshop. So I'm the mom of three kids. I've got two girls and a boy. And they're all in three different schools. So with all this and all the activities, things and life can get really hectic. Okay, so I've got a few of the from the book, some quotes, I'll just read it to you. So in 168 hours, there is plenty of space to nurture yourself alongside your career and your relationships. So I like to look at the world and as a big of tiles and you have the decision to follow those tiles. So in 168 hours, there's actually a lot of time when there's if you sleep and work for 56 and you and work for 40 hours and it's like I can't remember the summer. But in any case, even if you work a lot, they're still asleep a mini hours. But there are still a lot of hours to do things. If you just look at how many hours you have over a week. Okay, so the first thing we're going to talk about is planning. Okay, so we need to decide what we want in that what's our goals and not only goals, big goals for business, but also things like small things on your book bucket list. What do you want to see? Where do you want to go? What do you want to spend time with family or kids? And then you make 90 day plans. So 90 day plans are a really good way to do it as it's long enough to give you time to actually get it done, but short enough to stay focused on it. And when you once you have your 90 day plans, you then break it up into your weekly big threes. And that is where you sit on a Sunday or Monday morning and you decide what three things if you get it done will make your will bring you closer to your 90 day goals. And then your daily big threes from those plans, you decide what tasks you can do daily only three. And then also with these tasks as well as the other things you want to do, you can have what I call a zero balance calendar where you decide what to do for every 30 minutes or hour of the days. Similar to a zero balance budget where you give every round a job. Yeah, you give every hour, every hour a job. Time is elastic. It stretches or accommodate what we need or want to do with it. Okay, so the first or second thing is prioritizing. So once you've got your list of things or your goals and you create a master to do list, so you brain that everything from business and life and then use the full quadrant framework and categorize the task. So the framework works like this, it's got on the one axis, it's got the important and not important and then the urgent and the not urgent. So in the top corner, there is the urgent and important and these are the type of tasks that needs to get done like really urgently like paying your taxes and it's got like a deadline and if it doesn't get done, there's actually consequences. And to live the most stressful free life, we need to try and minimize those types of tasks. Then at the bottom, there's the urgent and not important and these are the type of tasks like responding to emails and working with clients maybe. And these are the things that if you can automate or streamline or create a system around that, it can really help improve things. Then at the bottom right, there's the not urgent and not important and these are the tricky tasks that we say yes to before actually seeing if it really helps us get our goal. And this is the thing that we need to stop doing and just say no to. And then on the right top, it's our not urgent but important task. And this is the task, the area where you want to focus on. So this is a task that actually make like marketing or growing your business or creating a new revenue stream. This is the accelerate growth on the long term. So we have plenty of time averaged over the entire American population. People watch almost as much television as they were. If people don't exercise because they don't want to exercise, time becomes the scapegoat for all sort of things, which explains the phrase. If you want something done, ask a busy person. So productivity. So the first thing is that whenever you want to look at how productive you are, you need to see or figure out what are you doing and you do this by logging your time. So in this way, everything you do, you're almost like you are a lawyer, billing your time to different projects. So you write down, okay, this time was spent on work, specific work in different areas, sleep, TV, so everything. So there's different ways of doing it. You can have like a paper sheet. I have an example of the one from Laura van der Kamp's book, which he calls the 168 hour sheet. But you can also use Excel or if you're on your computer most of the time, something like rescue time, it's a good way of figuring out what you're spending your time on. Then the next concept is from Cal Newport and it's called deep work. And it's spending a focused time, a bit of time on cognitive or really creative work. And there's different ways of doing it. So there's the Pomodoro technique, which is 25 minutes. And it comes from the tomato time and that's why it's a Pomodoro in, I think it's Italian. But in any case, he's spent 25 minutes on a focused bit of one focus work, and then five minutes to review what you've done all the rest. There's also different, other different amounts of time blocks, like 45 minutes with a 50 minute rest or 50 minutes with a 10 minute rest. And I think this is something that you need to figure out for yourself how, because 25 minutes might be too short to spend on the creative work or coding or something like that. So then finding a way that will work a bit for you. And then there's also a point, they said the point of parts of the managing returns. And that is the amount of work or focus work that you can do in a day. So for me, I can only do four of the longer 15 minutes sprint. So about four hours, the first four hours of the day before I can't do any more creative work. So then I just need to do things like entering content or creating products or things like that. Okay. And then the idle week or model calendar is a way to create a framework for you to plan around. So you have like a, and I'll show you mine just now. But it's just a good framework to have to know what to do with. And then AB weeks is where you have different weeks where you do different things. So you have maybe a client focused week. And then the next week you spend more on marketing. And that works really well. You can do it in your calendar, like every second week, or you can, I just have it as descriptions as mine doesn't always, you know, work out like that. I'll say no. Okay. So this is the time log sheet, like I said, from the website. And this is an example of my idle week. So it's a, it's a plugin or no, it's a Chrome extension for your Google calendar. And it just creates a gray calendar or calendar behind your other calendar. So you can plan on top of this. And then like I said, I just write in the description. If it's what I do the A week, what I do the B week, because I do the A weeks will be when I do a website in a week. And the B weeks will be when I don't do it. So it's not always the same. So productivity we are discovering is a function of joy. Joy comes not from free M&Ms, but from making progress towards goals that matter to you. Okay. People is the next one. So I've included everything here. Let's got something to do with outsourcing. So this can be outsourcing to a team, if you've got team members. If you don't, you can start to think about things that you can outsource to maybe contractors on like a once off, you know, once off product based project based things. And also like getting people on Fiverr.com to do stuff for you. There's a lot of small things that you can get done, like, I don't know, creating a presentation or some graphics or social media or things that you really, if you don't enjoy doing it, it's better to let someone else do it for you. And I've also included things like meal delivery services. So that you get a lot of things like pantry in a box or day to day. And sometimes these things can be pricey. But if you think about it, you know, the revenue you can get by not doing those things like cleaning or childcare or other service providers like letting your nails get done. You need to figure out for yourself if those are something that will make sense in your life. And then also support from family and friends. I think there's something that we don't always think about that we do have some support and people are sometimes willing to help us. So we need to grab grab that if it is available. So in life, you can be unhappy or you can change things. And even if there are things you can't change, you can often change your mindset and ask questions, assumptions that are making life less good than it could be. So product ties. So I've talked a little bit about product ties in yesterday in my workshop. And this is just where you create. It's similar to a product where you have something that is simple, prepackaged, predefined and in one's shape and size. So it's a service that you create like that. But you need to understand that one's shape and size will not fit all. So you have to have like a niche market or you need to know at least know who you want to work with and solve that one problem solving. So this one problem will be something that you can maybe template ties or systematize. And like I said yesterday as well, a creative process can be standardized. It doesn't mean that it still means that the end result will be unique. But the process that it goes through can be a little checklist that you can mark up. So in product ties service is simplest and standard operating procedures. Keep your costs down. It's also faster and more predictable for the client because they know exactly what they're going to get. And that also makes it a lot easier to sell and also easier for them to buy. You don't have to create customized proposals. Or at least minimize the amount of time they spend on proposals. So examples of this in our industry will be like the website in the week that I do or the turnkey website system that I also have. Or other things like monthly care plans or monthly privatized digital marketing services. And then also this is something that you can scale easily. It's a lot more easier than custom development. So you don't build the life you want by saving time. You build the life you want and the time saves itself. Recognizing that is what makes success possible. So the final thing I'm going to talk about that's also did a whole workshop on yesterday is processes. And I want to invite you to look at processes further than just delivering a service. It can be in work like onboarding new team members or creating a blog post, social media, creating social media. But anything in life can be systematized if you do it often enough. So again, the logging your time. When you log your time, you become to know become you notice where there's times that you spend like spend time doing the same things over and over again. So you can then create systems around that. I use a tool called systems tab that you can use anything like Evernote or Google Docs. And if it can be shared by your team members, then it's a good thing. So like I said, write down your processes and see what can be automated. And you can also do if you do a lot of your things on laptop, you can do screen recordings. And if you do physical things like making something or packing it, you can get someone to video record you to make it easier to create a system. So I'm going to end this by asking you how do you spend the 8,760 hours that make a year? And I'm going to invite you to stop thinking of life of also start thinking of life as the abundance of hours that it can be. Thank you very much. It's called the Ideal Week Planner if I remember correctly, but Ideal Week itself. I just want to find out if you do give us some examples of you mentioned, you've got the three big daily tasks and then the three big meeting tasks. What kind of stuff would you specify as being big? And how do you go about tacking those things? Because it's often that you can want to give that last minute to sort of get any kind of well-rounded emails or a lot of the low confidence of easier tasks. And then you kind of like to give all the big stuff a lot of the group. Have you got any advice on that? So these are things that like I said, that will maybe change things. So for me, for example, I have one of my three big tasks would be like branding. I've been rebranding my site for like years now. So that's one of my big, big projects. And also maybe like the turnkey system that I create. So maybe I have three tasks for the week or around that. So that's big stuff. So it can be writing the content for the site or spending about three hours on building the turnkey system. So that's, I think it's mostly big picture things. And then breaking it up to what do you want to do for it monthly? And then what do you want to do for it weekly? So I use a focus planner. So it's got it all broken down already. But you can use anything to plan it. Does that answer your question? Thank you. How do you handle curve falls? Curve falls. Okay. Also that always happens, you know, especially with kids and business for that matter. So that's why the annual week planner is there to kind of give me the idea. But I'm not very strict with that. So if something happens, I handle that. And then it's time to come back to whatever I think. If it doesn't happen, then it doesn't happen. Then it moves on to the next day or something like that. Not a big deal. Folks, do you have time for maybe one or two more messages? Is there anything you'd like to ask for the other time? You've got three kids. I've got two. How do you, what tips do you have? Balancing work and family life? Like I want to prioritize on my kids. But the tension is that if I pack everything up and go home, you know, that work's not there to progress. And I'm going to go make up that it's not going to work. You know, and then the kids are going to be lifting on the street. How do you balance that? So I'm not saying that I'm the best at it. So I do like to look at it like I said, not in days, but in the whole week. So I might spend like one whole day for very late. I might spend that work. And then I would try and balance that by spending more time with the kids like maybe on Tuesday or Thursday or on the weekend. Sometimes it is only the weekend, but they really try and focus, you know, spending time with them on the weekend. Another thing that I do is I try to batch things like if I don't exercise, I don't go to the gym for the exercise. I play sports with them or I swim with them or so. So exercise is always trying to do it with them or even if it's just dancing or things like that. And there are some other ways sometimes it's maybe not the best because it's multitasking. But try and think what you can multitask around that especially. All right folks, this is the last question you want to take for the session. Do you encourage you at the last break and tea break to do some talks? So approach our speakers and chat a little bit more to have any more questions for them. Along with the space about you doing amazing new people. So please let me try to go and chat to our speakers about their talks. This is our final question and we will be moving on. Hi. Hi. If you have a project for example early in the deadline, so for example you're going to watch something in January, how would you go? Like I find it really difficult to break it down and implement it. So for example I can go and say like we need to do more of this, but it's really long this. But then how do you implement that into a team like so that they have their own tasks? Give everyone my call. So if you talk to the people, do you talk to the data set, do you talk to them like money loss? Yeah. So I use the project management tool like Asana. I know you guys use teamwork. So it's the same thing. So and then I started there, try and start at the end and work backwards. So yeah, I think it's probably the same thing. It's just you know starting at what needs to be get done at that day. So how much time will it take to take to do that? And then you know spitting that amount of time among the team members. So I'm not, yeah, I don't know if that's going to help all. But yeah, I think try and look at your project management software and see how much of that can help you, especially with breaking up the hours. Hi. Thank you so much. Thanks so much. Thank you so much for the roof. Thanks so much. Thank you all for your time.