Are you tired of feeling overwhelmed by your to-do list? What if you could transform the way you approach your time, shifting from simply managing it to truly optimizing it? In this episode of The Agent of Wealth Podcast, host Marc Bautis is joined by David Buck, co-author of The Time-Optimized Life: Moving Everyday Preparation, Execution and Control from Finite to Infinite. With over 35 years of experience in organizational and time management, he founded Kairos Management Solutions and the Infinity Lifestyle design program. David specializes in helping business professionals navigate the challenges of inflexible schedules, empowering them to create strategies that optimize their time for a life filled with meaning, purpose, and joy.
In this episode, you will learn:
- The difference between “time management,” which is often reactive, and “time optimization,” which encourages a proactive approach to structuring time effectively.
- What the PEC framework is, and how this approach can optimize both short- and long-term planning.
- The importance of long-term goals and planning, and how these guide our daily actions.
- How to audit your time to identify areas for improvement and waste.
- The meaning of “infinite time.”
- And more!
Resources:
infinitylifestyledesign.com | The Time-Optimized Life: Moving Everyday Preparation, Execution and Control from Finite to Infinite | Bautis Financial: 8 Hillside Ave, Suite LL1 Montclair, New Jersey 07042 (862) 205-5000 | Schedule an Introductory Call
Disclosure: The transcript below has been edited for clarity and content. It is not a direct transcription of the full episode, which can be listened to above.
Welcome back to The Agent of Wealth Podcast, this is your host Marc Bautis. Today, I’m joined by a special guest, David Buck.
David Buck is the co-author of The Time-Optimized Life: Moving Everyday Preparation, Execution and Control from Finite to Infinite, written with his wife, the Rev. Dr. Susan Rose. David has 35+ years of organizational and time management experience. That led him to start Kairos Management Solutions, and the Infinity Lifestyle design program.
David empowers business professionals to overcome the struggles of a lack of flexibility in life. He helps his clients craft a strategy to optimize their time that defines a lifestyle focused on meaning, purpose, and joy.
David, welcome to the show.
Thanks, Marc. I appreciate you having me on.
Defining Time Optimization
I think time management is a topic that’s relevant to most of us, no matter where we are or what we’re doing. To start off and give us some baseline, how would you define time management?
That’s a great question. Time management, to me, is about structuring your time to make the most of it. The challenge, though, is that I’m not a fan of the word “management” when applied to time. I find that people are often too reactive with their time. They wait for events to happen, and while they may manage their time well during that process, they still have all the other tasks that need to be integrated into their schedules. That’s why I prefer the term “time optimization.” It flips the script and shifts you from being reactive to proactive, allowing you to have more control over how you use your time.
Understanding Short, Mid, and Long-Term Planning
Does that mean you plan further out, or incorporate more? What else makes it different? I think of time management at a high level as two things: how to best use the 24 hours in a day, and also considering the longer term — weeks, months, and years. How do I best use those upcoming periods as well?
Yes, that’s the essence of it. You summarized it well. Many people focus only on the immediate, such as today or tomorrow, but they neglect to look further ahead. It doesn’t mean you have to predict your life six months out — that’s unrealistic. However, having a basic plan and thinking, “I’d like to achieve certain things in the next six months,” can significantly change your current behaviors. I use an acronym called PEC, which stands for Preparation, Execution, and Control. These three elements, integrated in both the short and long term, become the foundation for being more proactive with your time.
When you mention short-term, does that mean a day? What constitutes a short-term duration?
For me, a short-term duration is a day. Many people live in the moment, while mid-term would be about 90 days, and long-term would be six months or more. In the process I use with clients, we focus on daily and weekly tactics, but we also incorporate longer-term planning. I encourage clients to create a “bucket” or “vision list” where they can jot down aspirational things they may want to pursue in the future.
Once you have that vision board or list, how does it integrate into the short term? Many people struggle with this. They have goals that are six months or a year out, but they often feel bogged down by daily tasks, pushing those goals further back.
This relates to the reactive nature of how we approach time. When I work with clients, I often ask them to show me their calendars — whether digital or on paper. What I typically see is a series of blocks filled with meetings and obligations. When I inquire about the blank spaces, they usually respond that they try to catch up on their tasks during those times. I then challenge them: what if someone schedules a meeting during a time you had set aside for something important? Most will say they adjust accordingly.
I encourage people to plan every hour of every day for two weeks, with a big caveat: I call it the “wet cement rule.” Just as cement takes time to cure, your schedule can be flexible. By laying out your foundation for two weeks, you remain in control. You can negotiate your time and push back when necessary, saying, “I already have something important planned. Can we find a better time?”
Time Blocking for Entrepreneurs
This sounds like the concept of time blocking, where you designate specific periods for certain tasks and protect those blocks from interruptions. I see many entrepreneurs struggle with time management. There’s a common phrase about spending time working on your business versus in your business. How can someone find the right balance between those two?
That’s a great question. As an entrepreneur myself, I still grapple with this. It’s easy to view everything as a priority, especially for solopreneurs or those with small teams, since you’re involved in key decisions. I advise clients to look for ways to remove or automate tactical tasks. There are fantastic software tools available. For example, I automate my social media content for the week, so I don’t have to worry about it. When I receive an inbound lead, I have automated systems in place that streamline the process until I need to engage further.
Auditing Daily Activities
Should people also track their daily activities to identify what can be delegated, automated, or removed?
Absolutely. I love the idea of auditing your time. While it requires commitment, it’s enlightening. You can journal your activities, or, if you prefer a tech approach, apps like Toggl or Clockify are great for tracking time. Start the clock when you begin a task and stop it when you finish. It takes discipline, but if you do it for six weeks and then review your data, you’ll often be shocked at how much time you waste. Whether you journal or use an app, allow yourself 30 to 60 days to understand your patterns of behavior so you can make improvements.
I bring this up because we find similar success in our field. As financial planners, we often hear clients say, “I don’t know where my money is going.” We recommend tracking expenses for a period, which reveals surprising insights and often uncovers areas of waste. It’s not the most enjoyable task, but it’s enlightening. Similarly, people trying to lose weight benefit from tracking their food intake. Studies show that this transparency often leads to better choices.
Exactly… Applying these principles across different areas of life can yield significant benefits.
Finite vs. Infinite Time
The subtitle of your book mentions moving from “Finite to Infinite.” What does that mean?
We all operate within finite time. A second for you is the same as a second for me. However, the more productive we are with our time, the more it feels like we have. I use the analogy of going to a movie: if I loved it, I might say, “That was great, it went by so fast,” while you, who didn’t enjoy it, might feel like it dragged on. Two people experience the same amount of time very differently. The idea is that the more we use our time to achieve preferred outcomes, the more it feels infinite.
Is there a way to track whether you’re truly being productive — not just checking off tasks, but focusing on the right ones?
This is where prioritization comes in. Many treat all tasks equally. You might complete 50 tasks in a day, but if one crucial task was left undone, that’s a problem. I recommend identifying which tasks must get done. If you have 10 tasks and only two are critical, it’s okay if the other eight remain unfinished for that day. Focus on what truly matters, and then look for opportunities to address the other tasks later.
I once read a book about “eating the frog first,” which suggests tackling the hardest task first to make the rest of the day easier.
That’s a great book. If anyone wants to avoid procrastination, “Eat That Frog” is a quick read with valuable insights.
Implementing the PEC Method
I’d like to revisit the PEC (Preparation, Execution, Control) method. Can you walk me through how someone might implement it to improve their time management?
Certainly. Let’s say I’m planning my week. The “P” in PEC stands for preparation. I’ll plan every hour of every day, knowing it will likely change. Through this preparation, I establish guardrails for how I want to spend my time. Then comes execution, where I aim to follow my plan while being adaptable to unexpected events. For instance, if you’re a financial advisor, you might receive a call from a client that requires immediate attention.
Do you build in buffer time for these unexpected events? For example, if you’re blocking time for tasks, do you schedule in flexibility?
Absolutely. I always include buffer or flex time. This time is reserved for lower-priority tasks, which allows me to adapt if something more important arises. I don’t want to juggle top priorities. If a critical task comes up, I can slot it into my flex time and deal with the other tasks later.
Holding Yourself Accountable and Tracking Success
Once I execute my plan, I move to control. This means holding myself accountable for the outcomes, even if things didn’t go as anticipated. If I didn’t prepare well, I need to spend more time fixing that. If my execution is off, I need to reevaluate my preparation. Each of these elements continuously works together, striving for improvement along the way.
How do you track success in this process? Are you comparing what you had planned for the week with what you accomplished?
Thank you for pointing that out. My method involves a morning and evening “gut check.” In the morning, I review my calendar and tasks, asking myself if I’m still on track. If everything looks good, I proceed; if not, I adjust based on any late-breaking priorities. This takes about 10-15 minutes — it’s not a huge time commitment.
At the end of the day, I do the same thing: I reflect on how the day went. What did I accomplish? What didn’t I get to? What could I have done better? Then, I consider how today’s progress or setbacks will influence my plans for tomorrow. This daily rhythm is crucial because, in our fast-paced digital world, things can change overnight. So, those morning and evening gut checks become integral to my ongoing strategy.
Regarding the morning gut check, its purpose is to see if anything has changed since yesterday that I need to account for in my plans for today.
I want to shift gears and ask about a different scenario. Many people struggle with time management, particularly those nearing retirement who suddenly find themselves with more time than they know what to do with. How can they approach this transition?
I encourage clients, especially those approaching retirement, to start thinking about their future 5-10 years ahead. If you’re working 48 hours a week and getting around seven hours of sleep, a significant portion of your awake time — about 40% — is structured around your career. When you retire, especially if it’s a sudden transition, you must figure out how to fill that newfound time.
This can be challenging; some may return to work out of boredom or feel adrift. So, regardless of age, I advise defining your purpose in life — not just your job title. Determine what will motivate you each morning. Once you have that clarity, you can plan your activities and time around fulfilling that purpose.
So, is the planning and execution concept still the same? It’s just that the parameters change because there’s more time available?
Exactly. However, it can be more challenging in retirement because you lack the inherent structure of a job. Without a plan, you could wake up with no direction. Therefore, establishing a structure is even more crucial. While you might not need to schedule every hour, it’s beneficial to outline a typical week in retirement, considering how you want to spend your time.
That sounds like a valuable exercise. You mentioned two tech apps for time auditing. What other tools can help people optimize their time management?
I advocate for simplicity. Before exploring other tech solutions, ensure you’re fully utilizing your calendar and task functions in your email system — most have these built in. Mastering those tools can often meet your needs.
Collaboration tools can also be helpful, particularly in office settings. Microsoft Teams, Trello, and Slack are excellent for teamwork and accountability. But again, focus on the basics first.
One question I often ask my guests is how they see AI impacting time management. What’s your take on that?
Many wonder if AI will replace human roles. While AI can enhance time management — like integrating virtual assistants that suggest how to allocate your time — it’s crucial to remember that having more time doesn’t guarantee productivity. People often waste free time. So, as you embrace AI, ask yourself how to use that extra time meaningfully rather than mindlessly scrolling through social media.
Absolutely, the quality of time spent is key. David, thank you for sharing your insights today. How can listeners reach out to learn more about your work or get a copy of your book?
Thanks, Marc! The best way to connect is through my website, infinitylifestyledesign.com. On the homepage, you can download the first chapter of my book, which is available on major platforms like Amazon, Target, and Barnes & Noble. Additionally, I invite listeners to take my time management analysis for a free summary report on their opportunities. For those closer to retirement, I offer a retirement time analysis as well.
Great, we’ll include all of that information in the resources section of the show notes. Thanks again, David, and thank you to everyone who tuned into today’s episode. Don’t forget to follow The Agent of Wealth on the platform you listen from and leave us a review of the show. We are currently accepting new clients, if you’d like to schedule a 1-on-1 consultation with our advisors, please do so below.
Bautis Financial LLC is a registered investment advisor. Information presented is for educational purposes only and does not intend to make an offer or solicitation for the sale or purchase of any specific securities, investments, or investment strategies. Investments involve risk and unless otherwise stated, are not guaranteed. Be sure to first consult with a qualified financial advisor and/or tax professional before implementing any strategy discussed herein. Past performance is not indicative of future performance.