Personal Time Management
If you would like to read part one first, you can find it here: Part 1 – Being On Time And Being Organised Can Help You Succeed and part two here: Part 2 – Tips To Stay Organised
When you read about time management, you will likely see some kind of time management app, software, or physical planner. You put the tasks in, and you will have time slices for each task. If using an app or software, usually, these give you the ability to decide how much time should be allocated to each task. When you are ready to work on a task, you hit the start button and get going on it. When you finish the task, you hit the stop button. Over time, this will report which tasks you completed early or on time and which you took longer than you should have.
While time management is a crucial tool for daily use, it should not be mistaken for setting goals. Your goals are usually broader-in-scope and often defined as milestones. The tasks included in your time management system are the steps that are used to make up your goals.
You can use your time management system to measure not only the tasks that you complete that are part of your overall goals, but you also include tasks that are outside of the scope of the goals. For instance, if you take fifteen minutes out of your day to speak to your spouse, why not include this task within the time management system? By doing so, you are creating a healthy habit.
Most people do not include these extra activities, and this could be a mistake when measuring how well you are doing on a daily basis, in your time management. If you add those extras in, you can see just how much time is spent on those extra activities as well as see what those actual activities are. If you are spending too much time talking to people on the phone, this will appear in your report. You can use a call logging app to add the calls to your online calendar as well. This often has the option to include sms/text messages to an email archive.
A major reason why people are reluctant to include these extra activities in their time management systems is they are afraid to see the truth. Just how much time are you spending on procrastination? By adding everything you can see just how you spend your time, and you can use this as a basis for improvement, both for yourself at home and even at work, especially if you are self-employed this can show you how much you should be charging for your time as well or if you need to cut back certain tasks as they are not adding value to your business yet somehow taking up so much time, again; work smarter not harder.
Many workplaces already have workflow software, shared calendars or task management software to track performance. By using these systems in your personal life too, you can get a visual representation on how to increase your productivity, which could lead to better opportunities and a more organised life. When you reduce the number of extra unnecessary activities on a daily basis, you will be increasing the activities that will get you closer to your goals. You probably will reach your goals quicker as a result.
The most important part: Remember to schedule some time for fun too though. Life is not all about calendars and calculations. Make sure to have free time to do the things you love as well and by organising your productive time, you can make more time to reenergise and spend time with the ones you love and to do the things you love.
Crafting Your Personal Time Management System: A Roadmap to Efficiency
In the hustle and bustle of our daily lives, having a reliable personal time management system can be a game-changer. Here’s a guide to help you create your own customised system:
- Assess Your Priorities: Begin by identifying your key priorities. What are your short-term and long-term goals? Understanding your priorities will guide your time allocation. Spend more time with friends? Study a new subject? Organise your home? Get clear.
- Break It Down: Divide your goals into smaller, manageable tasks. Breaking down larger objectives into bite-sized pieces makes them less overwhelming and more achievable.
- Calendar Mastery: Leverage a digital or physical calendar to schedule tasks and appointments. Assign specific time slots for different activities, ensuring a structured day.
- Set Realistic Deadlines: Be honest with yourself about how long tasks take. Set realistic deadlines to avoid overcommitting and feeling overwhelmed.
- Prioritise Tasks: Use a system like the Eisenhower Matrix to categorize tasks into urgent, important, less urgent, and less important. Focus on what truly matters.
- Utilise Technology: Embrace productivity tools and apps that align with your workflow. From to-do lists to project management apps, find what suits your style.
- Time Blocking: Allocate dedicated time blocks for specific types of tasks. This helps prevent multitasking and improves focus on one task at a time.
- Learn to Say No: Recognize your limits and don’t be afraid to decline additional commitments. Saying no when necessary, preserves your time and energy for what truly matters.
- Regular Reviews: Periodically assess your time management system. What’s working? What needs adjustment? Regular reviews help fine-tune your approach.
- Flexibility is Key: While a system provides structure, be open to adjustments. Life is dynamic, and flexibility ensures adaptability to unexpected changes.
Creating a personal time management system is an ongoing process. Tailor it to fit your unique lifestyle and be open to refining it as needed. With a well-crafted system, you’ll find yourself navigating through tasks with greater ease and achieving your goals more efficiently.
“The key is not to prioritize what’s on your schedule, but to schedule your priorities.” — Stephen Covey