Sometimes I wish the day would have more hours. I’m sure you know what I’m talking about. There are so many things that we must do, should do, could do and want to do, but often there doesn’t seem to be enough time. I started a new, exciting job. My kids are back in school and their after-school activities have started again. My German classes are back in session, my husband is traveling, I want to write for this blog, I want to start a support group for H4-visa holders, but I need to cook, wash, clean, buy, take care, make happy as well. And then you also want to have some time for yourself, quality time with friends, time to work out, couple’s time and so on.
There are tons of time management apps and gadgets out there, but there are all designed to manage clock time. But clock time is irrelevant. We don’t live in clock time, we live in real time. Real time is mental, therefore we can create and manage it as we like. So I started reading about time management techniques and made a list of strategies that should help me to create more productive real time for myself.
Write it down. Make a list of the things that need to be done. I personally love “to do lists”! But making a To Do list is not necessarily a helpful time management activity. Sometimes these lists create inefficiencies and rather add to your frustration and stress in life. You have to use them right. Don’t expect to get everything done only in a couple days. Some tasks you write down and just leave them on the list without working on them right away. They are safe on your list. They won’t you anywhere. You decide what to do.
After you made your list you have to follow three steps: Read your list and take a moment for each item on the list. Then you have to:
1. Decide what’s important. That is probably the most crucial part of time management, especially for me. I’ve had always a hard time to decide what to do and what not. I found a few tools that can help you with the decision process and I like these four squares based on the Eisenhower Box or Decision matrix.
The decision about the importance of each task will automatically determine the next step.
2. Decide when. Label each task on your list with the time you’re planning to tackle it. Some things need to be done the same day, others in the next days and some can wait for a few more weeks or months. Decide when you want to do each one and add them to your calendar. Also plan how much time you want to spend on each task.
3. Make a schedule. A very important time management strategy is to keep a schedule. The most important time is to schedule your schedule. Take about 20-30 minute each morning to plan your day. Write down the things you want to work on and how much time you are planning for each item.
In order to finish the tasks on your daily schedule you can furthermore try to follow these tips:
Focus. Try to focus on just one thing. If your task takes more than 30 minutes, try to work concentrated for 25 minutes and have a 5 minute break. Then start working again.
Avoid distractions. Every time you get lost, your mind needs get back on track and valuable time gets lost if distractions keep adding up. Practice to not answer your phone. Do not answer calls or messages unless it’s a really important one or crucial for your business/project. Block out other distractions like social media, unless you use them for the project you’re working on.
When you absolutely have to get work done, especially when you have children 😉 put up a “Do not disturb” sign.
Deligate. When you make your plan for the day, think about things you could asks others to do. If you have a multi-person household, you’ll need all hands on deck to get all your chores done. I just recently started to have my children do their own laundry and to go to the store and get some groceries. That gives me time to do something else.
Say no. That’s an essential time management tool, because it prevents you to do things you don’t necessarily need to do. Like volunteering one more hour at school, going to a meeting that won’t give you new information or going for a lunch with people that are not really important to you.
Reflect. At the end of the day, take a few minutes to check what you have managed to do and what you couldn’t complete or had to postpone. That will help you to make a better plan for the next day.
What are your best strategies to make more of your time? I’d love to read them, please leave a comment and feel free to share this post.
On this blog adaptRM.com you can read many more articles about time management. I especially like the article about “The Power of the 25th hour”.
