Everyone has access to an equal amount of time, however, there is a perception that some people appear to have more time than others. Typically, this perception comes from a misunderstanding because, in most cases, it is not due to talent, intelligence, or luck but rather due to how well that individual manages their use of time. Contrary to many people’s beliefs, people don’t struggle with managing their time simply due to being unmotivated, or lazy, but rather because they have been inundated with information and don’t have a clear understanding as to what their priorities are and/or how to effectively use techniques that are in alignment with their particular situation.
Time management does not have to be complex; it is not about keeping busy at all times or creating a rigid schedule. It is ultimately about making intentional choices; therefore, it is about determining what is important in your life and giving those things the attention they should receive. If approached in a simple and realistic fashion, time management can help reduce stress, increase productivity, and create opportunities for additional relaxation and enjoyment.
Understanding Where Your Time Goes
Recognizing your time is the first step for managing it effectively. Many people don’t realize how much time they spend on low-value activities (such as scrolling through their phones, multitasking, constantly getting notifications) which can add up into hours.
An excellent way to identify how you currently spend your time is by keeping a log of your activities every hour for several days, and keeping in mind that there’s no need to judge yourself – it’s just an opportunity to see your habits. Once you’ve recognized the pattern of where your time has gone, you’ll be able to start eliminating wasted time and making changes.
Being aware of yourself also means being conscious of your energy. Some individuals are best thinking during the morning, while others do their best at night. Time management is about managing your energy; when you are able to do the most challenging work during your peak level of energy, then you will find that you will be able to accomplish your objectives much quicker.
Setting Clear Priorities
People often feel busy but not productive due to a lack of priorities. When everything seems to be urgent, nothing actually is. Time Management becomes easier when you determine what is truly essential.
An excellent way to develop your priorities is to create a list of your Top 3 Tasks to complete each day. These tasks represent what will make the day a success, should they be accomplished. With only three items to concentrate on during each day, overwhelming feelings are reduced, and the appropriate level of focus remains on the task at hand.
It is equally important to know the difference between Urgency and Importance for any given task. Urgency requires some sort of immediate action; Importance will aid in achieving long-term objectives and ultimately personal development. Understanding the necessity to preserve time for important activities, even in the absence of urgency, is an incredibly valuable aspect of effective time management.
Planning Without Overplanning
While it’s important to have a plan, over-creating a plan can be as damaging as not having one at all. When people try to cram too many things into their schedules or create an impossible schedule, the end result is a stressed, guilty feeling.
A better approach is to use ‘time-blocking’ to create your plans for the day rather than timing & scheduling every moment down to the minute. By using time-blocking, you can create flexibility in your day while still staying on track. Time blocking might mean blocking a time frame of 10:00am-11:00am to do focused work instead of just scheduling a task for 30 minutes from 10:00 to 10:30.
Additionally, always build in buffer time between tasks/project milestones in your plan. Life happens and there will be unplanned interruptions; these interruptions should not be seen as failure to plan properly. By including buffer time in your plan, you will reduce stress and continue to achieve even though things are changing in your original plan.
The Power of Saying No
In many cases, poor time management is a result of individuals doing too much, rather than too little. When faced with the prospect of saying “no”, many individuals feel obligation towards others and fear losing out on opportunities. Consequently, their time is too frequently fragmented and can lead to exhaustion.
When you learn to “say no”, you are stating your own integrity in a way that respects yourself. Every time you say yes to something, you are also saying no to another thing – often your own ability to take time to rest, concentrate or pursue your personal goals. “Saying no” should never be interpreted to mean that you are refusing to do everything; rather, with “saying no”, you are making an intentional choice about what to do.
When it comes to setting limits, initially, through practice and repetition, it will become easier for you to do so. Through communication and honesty, many people will regard your boundaries with greater esteem than would result from you being over-committed or over-delivering without being able to do so.
Managing Distractions Effectively
One of the main obstacles to effective time management is the presence of distractions. Devices such as cell phones, email, social networking sites, and the constant influx of notifications can easily take our focus away from the things that really matter and interrupt our concentration.
Another way of dealing with distractions is to set aside periods of time where you can work with minimal interruptions. That means turning off your notifications on your phone, closing out any open tabs that aren’t needed, and concentrating solely on your current task. It’s amazing how much you can accomplish in a short amount of time if you are able to remain truly engaged with your work for brief periods of time.
Another strategy that really helps with distractions is to group similar jobs together. For example, if you are going to spend time answering emails, calling people back or grocery shopping, try to do all three jobs at once. By grouping jobs together, you’re going to experience less mental switching, which will result in saving you both time and mental energy.
Breaking Tasks Into Smaller Steps
Completion of large projects can leave one feeling daunted at the idea of starting. When faced with this feeling of being overwhelmed, the brain tends to resort to avoiding doing anything rather than taking action on the project.
One method of making these projects easier to get started on and complete is to break them down into smaller, easier-to-handle steps. For example, rather than writing down “complete project,” you would write down “write outline of main points” or “write introduction.” With every “small step” you complete, you build momentum and self-assurance.
Focus should not be placed on achieving perfection, but rather on making progress. By consistently producing many small actions, you will eventually create meaningful results over a significant timespan.
Using Tools Wisely
Calendars, planners, applications, and to-do lists can be effective ways to manage your time if you keep your system simple. Using too many time management tools creates more confusion than clarity.
Adopt one system that works for your life and continue to use it consistently. Whether you use a digital calendar or a manual planner, find what works best for you and continue to utilize that tool consistently.
You must evaluate and adjust your plans on a regular basis. Reviewing your plan weekly allows you to reflect on what worked, change what didn’t work, and creates an opportunity to prepare for the next week.
Making Time for Rest and Balance
Time Management does not involve continuous effort without rest; in fact, rest is a requirement instead of a reward for effort. Inadequate rest results in decreased productivity, increased risk of burnout.
Incorporate scheduling breaks into your daily schedule as you would for your work-related tasks. Taking small breaks throughout your day enhances your overall concentration and creativity. Additionally, if you want to have success in your career long-term, take breaks for sleep, exercise, and play.
A balanced schedule aids in achieving your goals while promoting a healthy lifestyle. Having a balance between work, family, and time for fun will make you view time as your best friend rather than your worst enemy.
Building Sustainable Habits
Consistently improving your time management abilities over time is not achieved through major changes, but through the habits you form each day. Building your habits through small, continual actions that follow tried-and-true guidelines will help to establish a structure for you, which in turn minimizes your decision fatigue.
You must allow yourself the time it takes to establish these habits, and in doing so, you should not expect to have success on every single day. Be kind to yourself as you try to establish these new habits, and remember that progress is what you should be striving for—not perfection.
Once you have established time management as a habit, it will no longer require effort; rather, it will become a natural and normal component of your life and your work.
Conclusion
Time does not need to be managed through elaborate systems nor does it need intense discipline; rather, managing time well simply needs clarity, intention, and the willingness to make thoughtful choices. Through identifying the manner in which you utilize your time to set clear priorities and eliminating distractions, you can gain back the ability to manage your days effectively.
When time is managed better, it results in a more balanced and purposeful life. The things that are most important to you are accomplished while providing time to breathe, contemplate, and enjoy life as it occurs. As such, managing your time is not just about being productive; it is also about having a life that is meaningful and sustainable.
