Time management series is a series in which I have shared 10 tips on a weekly basis, which can help anyone to plan, manage and execute their time well. When I see people struggling with time and always cribbing about time, then I feel it is just all in the mind. These tips can be helpful for each one of those who want to learn time management.
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We cannot but yes, we can utilize our time better. For the same, divide the paper in 2 by 2 matrices called as the CSIW matrix and allocate the tasks.
In the first quadrant, all the urgent and important tasks needing immediate attention are put. These are pressing problems or deadlines.
In the second quadrant, all the important but not urgent tasks needing planning and maximum time. These are long term goals related tasks.
In the third quadrant, all the tasks which can be delegated or rescheduled will come. These tasks should be given time if you have extra time left.
In the fourth quadrant, all the unwanted activities which need to be removed from your task list will come.
According to 135 formula a To-Do list consists of limited tasks that too aligned
According to your energy level in a day. The items according to this formula are explained below:
1 means 1 Big Task which should be the first thing on your To-Do list and the high energy time should be assigned. It will assure that the big task is completed in the best possible way.
3 means 3 Medium Tasks which should be after 1 high task on your To-Do list and the medium energy time should be assigned.
5 means 5 Easy Tasks which should be last on your To-Do list and the lowest at energy time should be assigned. It ensures that only small or easy tasks are left out.
Weekly schedule should have daily focus which means what will be the main focus of the day. It will help to give full attention to it as people are engaged in multiple things which generally results in less attention on long term goals.
One should also make sure to keep time and room for suddenly emerging tasks. This is something which people miss and then when some task suddenly emerges, they need to reschedule everything. It will be a stressful situation, but will result in time and resource wastage.
Using technology can come be like a saver for you.
For this there can different options in the form of using apps like Scoro, Active Collab, Harvest, Smarter time, My Timely Planner.
By use of this you can manage the tasks in the best ways and these apps, tools, and software have various features that can help in time management.
These all have lots of features like to-do lists, reminders, assignments of work to others, teamwork, many projects can be started in these apps.
Where are you right now spending time?
How are you spending your time right now?
You need to know the answers to understand your current schedule better and to understand the actual need for time management.
You can take a pen and paper and make your daily routine schedule on it. Once you are done with your timetable make a pie chart of it like the one shown in the picture and this will show you how much percentage of time you are spending in your day on which activity.
POWER HOUR – It means when you work by deciding one to two hours of the day. It needs to be dedicated to your most important tasks. You also will keep all our distractions away from. Remember to work at a place where we are alone with the work.
POWER PLAYLIST – This is another concept providing energy and positivity to us. Many a times we are not feeling like doing anything or not in the correct mood. Listening to the playlist will help to lift up the mood.
A 3-minutes miracle trick that works for most people.
As per this, when you are in a situation of demotivation, negativity.
Take the following steps.
Close your eyes.
Do self-talk with yourself. Ask a few questions to yourself.
What do you exactly want? What do you want short term benefit or long-term benefits?
What is the reason of demotivation? What will happen if you do not reach your goals?
What will be the positive change in your life if you take the steps?
Once you do this, you are able to introspect yourself.
Do you think you will start with something when you will be perfect?
Do you keep waiting for the right time?
No one is perfect and we all are in a different phase of learning.
Someone might now less, somewhat might know more, but no-one is perfect and perfectionism does not exist. It leads to wastage of time and also a blockage in our mind.
If you are also stuck in this perfectionism myth and you are procrastinating or delaying things, then you should follow 3-minute miracle.
Declutter means removing of unwanted things. Organizing the things so that they are easy to refer.
Declutter your SPACE means decluttering your home, almirah, office, drawers anything. Our space should be free from clutter to find things easily when we search.
Declutter your MIND means decluttering negative feelings, negative thoughts, negative fears as this impacts our performance in daily life.
Declutter your GADGETS means decluttering your gadgets like laptop, mobile phone etc.
Review your time means we need to know what have I done efficiently in time and what method is working for me.
For this have a daily 5 minute check in time. When your day ends just track few things:
1.) How much time you spent on which task? 2.) How much of your daily time you have spent on the most important tasks on your to-do list 3.) Also, check how much time was spent on daily routine tasks 4.) Also, know your product. 5.) If you find you wasted your time on unnecessary tasks, then next time eliminate the task. 6.) If you find that the task took more time to complete than usual then know the reason. 7.) Mention these points somewhere for weekly broader review.
Have a weekly review for broad analysis done before the week planning so that next week’s planning is done keeping in mind the current week’s analysis.