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Shiff - Focused Execution Webinar Presentation
- 1. How To Gofrom working 70 to 30 Hours a Week & Double Your Income Proven Strategies to Take Control of Your Time and Results www.shifft.com.au November 2025
- 2. My changing workhours Key Areas October 2013 March 2016 March 2020 Sept 2025 Client Meetings & Prep 25.3 23.6 15.4 9.7 Video calls/meetings with Clients 8.2 10.3 5.6 10.0 Emails, Web, Social Media 13.4 5.3 4.6 2.3 Communicate with Team 9.4 4.1 2.7 2.0 Marketing & Sales 4.6 4.5 3.2 2.6 Training 2.4 2.2 1.3 1.4 Strategy & Planning 1.0 2.3 2.1 2.5 Administration 1.4 0.8 1.1 1.3 TOTAL 65.6 53.1 33.0 31.8 Plus Travel 10 12 5.2 5.6 TOTAL (hrs per week) 75.6 65.1 38.2 37.4 My Journey I’ve moved from working 5.5 days per week to 4.0 days per week
- 3. Hours have droppedand revenue has almost doubled 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 Av Hours Worked v Revenue
- 4. How did Ido this? • Focused on the things that mattered • I was rigorous with my time • My motto - “Present is not Productive” • I took “time for Russ” • I exchanged “busyness” for “productivity” • Effectively. I changed my mindset, eliminated the waste and implemented good systems.
- 5. The Productivity Problem Common challenges: •Too much to do – not enough time • Constant firefighting • No clear planning rhythm • Not focused on outcomes – focused on activity “Busy is not the same as productive.”
- 6. What is FocusedExecution? ilove
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- 8. FOCUS Working on theright things!
- 9. Cascade your Plans “Allgood things start with a plan”
- 10. Weekly and DailyPriorities Must Should Could
- 11. Your Mindset is critical •Why are you lousy at time management? • Why do you focus on activity not outcomes? • Why do you beat yourself up when you were never going to complete your task list?
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- 14. Discipline – Building ProductiveHabits • Time Blocking • The Pomodoro Technique • Morning & Evening routines • “We don’t rise to our goals. We fall to our systems.”
- 15. What is TimeBlocking? A simple yet powerful technique where you schedule dedicated blocks of time in your calendar for your most important tasks — rather than working off a to-do list. How to Do It • Identify your key tasks (e.g., Focus Work, Meetings, Admin) • Block time for each in your calendar — just like an appointment • Protect your Focus Time — no distractions, no emails, no calls • Be realistic — allow time for breaks and transitions
- 16. www.focusboosterapp.com or Pomodoro Timeapps Pomodoro Technique
- 17. Routines are critical Morning Routine Thegoal is to start your day with focus, clarity, and intention. 1. Wake up early – Set a consistent wake-up time to create mental space before the day starts. 2. Hydrate and move – Drink water and do light exercise or stretching. 3. 10–15 minutes of reflection or journaling – Use tools like the 90-Day Planner to: 4. Review your Top 3 Priorities for the day 5. Reconnect with your Why or strategic goals 6. Capture any overnight ideas or concerns 7. Focus Block – Ideally, spend your first 60–90 minutes on a high- impact task before distractions creep in (this is your “Focus Time”). Key Principle: • Start deliberately, not reactively. Avoid checking emails or social media first thing. Evening Routine The goal is to reflect, reset, and prepare for tomorrow. 1. Evening Journal (5–10 mins) – Using the 90-Day Planner: – What worked today? – What didn’t? – Key lessons or insights – Gratitude: 1–3 things you’re thankful for 2. Review tomorrow’s plan – Check your calendar, prepare mentally, and note the Top 3 Tasks. 3. Technology shutdown – Avoid screens for at least 30–60 minutes before sleep. 4. Wind-down rituals – Reading, meditation, quiet time — anything that helps signal “shutdown” to your brain. Key Principle: • Use the evening to close the loop on the day and reduce mental clutter before bed.
- 18. CONTROL Getting rid ofthe noise
- 19. Control – Mastering Your Environment& Energy • Remove distractions (physical and digital) • Align work with peak energy times • Use Focus Zones for deep work
- 20. Take Control of your emails KeyStrategies: • Turn off notifications – Stop the constant interruption cycle • Check emails at set times – e.g., 11:00 AM and 3:00 PM • Use the 4D Rule: – Do it (if under 2 mins) – Defer it (schedule it) – Delegate it – Delete it • Keep your inbox clean – Aim for inbox zero or use folders • Don’t start your day in email – Start with your priorities instead “Email is someone else’s to-do list — not yours.” Be intentional. You’re in control.
- 21. Taking Control of Meetings Key Strategies: •Say no to unnecessary meetings – Guard your time • Set a clear agenda – Share it in advance • Start and finish on time – Respect everyone’s schedule • Define outcomes – What decisions or actions are needed? • Assign actions – With owners and due dates • Limit attendees – Only include who truly needs to be there • Use 15–30 min slots – Shorter meetings = sharper focus “Meetings should drive action, not just discussion.” If it doesn’t need a meeting — use asynchronous comms.
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- 23. Build a TaskSystem • Asana for capturing all projects and tasks and communicating with my Team • Outlook Calendar – link to Calendly for appointments • 90 Day Journal for for priorities and planning • My Journal – currently using a Remarkable 2 tablet for my Journal, Plans and Client Notes • OneNote for capturing information
- 24. Doubling Revenue I lookedat where I built inefficiency into the system: Pre-work for all meetings – not to do the work but the thinking Systematised the delivery Reduced my client meetings in half (or doubled the output) Momentum calls – 15 mins each week – maintained momentum and reduced the number of meetings each month Leveraging AI: building draft plans, analysing business and individuals, client market research, competitor analysis, survey analysis, With more time, I was able to be more strategic about my products and services.
- 25. Leveraging AI The keys: •Lock it down • Make it write like you • Learn to write great prompts • Use it as a sounding board, advisor, coach and consultant • Don’t trust it
- 26. RESOURCES TO HELP Webinars, Books, Journalsand Learning Sprints
- 27. Coming Webinars & LearningSprints December 2025 AI for Business: Strategy and Planning Webinar - at 5 December - 12 noon QLD February 2026 Focused Execution: Time and Priority Mastery Learning Sprint February 2026 Focused Execution Mastermind Group
- 28. Focused Execution – TheBook Achieving More with Proven Time Management and Execution Strategies This is your go-to productivity playbook for busy leaders: • Build clarity, discipline, and control in your work • Learn the Focused Execution FDC model • Master tools like Time Blocking, Must-Should-Could, and Focus Zones • Eliminate time-wasters and execute what matters most • Align your daily actions with long-term goals It’s not about doing more. It’s about doing what matters— consistently. Available on Amazon in softcover and eBook formats https://tinyurl.com/FocusedExecutionBooks
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- 30. 90-Day Productivity Planner Howto use the Focused Execution Journal: • Not a diary – it’s a thinking tool • Keep all goals, notes, learnings, and reflections in one place • Enables alignment, especially when juggling competing demands “What gets written, gets focused” Available on Amazon in A5 softcover https://tinyurl.com/FocusedExecutionBooks ilove
- 31. AI Prompt Libraries •The biggest challenges our clients have with AI is what to ask it. • To help Russ, created a series of AI prompt libraries that include a range of prompts to help you navigate through a variety of scenarios. • Accelerate your results with our growing collection of AI Prompt Libraries – real words tested prompts for ChatGPT, Co-pilot and other AI Tools to streamline work, increase productivity and spark new ideas. • Each book contains approximately 700 prompts tailored to your specific industry, role or situation. Simply “cut and paste”, tailor for your situation to get amazing result. 3 Series: 1. Industries and Professions 2. Roles and Positions 3. Key Situations and Tasks
- 32. The Lucky DoorBundle
- 33. Your Next 7 Daysof Action • Set up your task system • Block 2 x 90-minute Focus Zones • Eliminate 1 time-waster • Plan your next week intentionally
- 34. Learn More • Website:www.shifft.com.au • Journals and tools available online • Blogs, videos, webinars, templates, courses and tools
- 35. THANK YOU Russell Cummings BusinessConsultant M: 0414 929 585 W: www.shifft.com.au E: russell@shifft.com.au Final Thought “You don’t need more time. You need more focus.”