We are all subject to “information overload” – a predicament that our technology-driven world has made worse. We get information from so many electronic devices, in the form of texts, videos, e-mails, newsletters and blogs, that we have trouble keeping up. Our days are often spent digesting and cataloging information that is vital to effectively managing our daily lives and workplaces, and we don’t have time for stillness and pleasure.
All of us complain that there are not enough hours in the day, but few of us change our work styles and try new approaches. This article will provide some time management pointers in the hopes that we can all learn new ideas that will improve our daily productivity, and reinforce some of the good habits we already employ.
The Classics
Here are the classic time management ideas. They look simple but don’t be easily fooled. It can be a challenge to utilize these practices on a regular basis.
1. Attack the hardest task first. This axiom is fundamental to time management. The timing can vary if you are a morning or night person. When your energy is freshest, it is best to attack the hardest task. The longer you wait, the more difficult it will be to tackle that BIG item.
2. Don’t be listless. Making a current “to do” list will ease your mind and order your priorities. I divide my daily “to do” list into three categories: Billable, Administrative and Marketing.
3. Salami technique. How often have you found yourself blankly staring at that complicated file on your desk, or that difficult project you were supposed to start a week ago? Instead of being intimidated, it is best to divide your assignment into digestible portions, so you can begin making progress. Don’t let size and scope intimidate you. This applies to your “to do” list as well– don’t let a long list scare you.
4. Avoid interruptions. If you need your full concentration don’t allow yourself to be interrupted every time you get a new e-mail or phone call. If you are not working on an electronic device, shut off the monitor. If you treat your quiet time preciously you will recognize its value.
5. Get your beauty rest. People who know me well tease me about the regular sleep I need. Listen to your body, and get your seven or eight hours of sleep. You will concentrate better and perform more accurately.
6. Outline your first draft. It is not necessary to have every detail in your first draft. Get most of your drafting behind you, note the open areas and then fuss with the details later (in the next draft).
7. Combine related tasks. Combine similar tasks to maintain a high level of focus and efficiency.
8. Stay organized. Use whatever organizing system or method that works best for you, but you must stay organized and be able to retrieve what you need when you need it.
9. Take time to think. When we get busy and we multi-task, we risk not strategizing and giving ourselves time to think through what we do. Always allow time to consider various options and give your draft a second look.
10. Exercise the mind and body. It is critical to keep your mind and body working well. There’s nothing like exercise to keep you feeling good and working at peak capacity.
11. Enjoy your work. This is more important than ever, given the time we all spend working. Try to get involved in professional work that keeps you excited and interested. It can make all the difference.
Tech Devices
We’ve looked into apps and some web based programs that will help facilitate time management. Here are a few that stand out:
Focus@Will: If you like to listen to music while you work, this lyric-free-music keeps your mind focused on the task at hand. It acclimates the listener by playing similar pieces of music to start, but then picks up the pace periodically to keep your productivity from plateauing. There are free and paid versions of this service.
Rescue Time: Many of us find ourselves wondering where the time goes. If the bulk of your work is on a computer, this downloadable app will send you a weekly summary of your productivity using digital technology.
Mind42: This free online software is perfect for mapping out the often whimsical thought process going on between our ears. It allows you to create a visual representation of thoughts, as they occur to you. Literally drawing the connections between thoughts allows you to record them as they come to you, and develop subsequent ideas without ever losing track of your starting point.
One More Second, Please!
Don’t get overwhelmed by this list. Take what you think you can reasonably accomplish from these ideas; they will definitely ease your work and maximize your time.