You Can’t Manage Time. But Here are Some Things You Can Do.
How long ago was it that you determined that there is more to do than time to do it? More demands, more stress, and less accomplishments. Multi-tasking? You know it doesn’t work, yet you continue to try to do three things at once—none of them very well. You want to better manage your time, but you can’t manage time. However, there is something you can manage: your priorities. Every moment of every day is an opportunity to make a choice. You’re reading this as a choice (whether that’s a good one depends on… well, that’s what this article is about, I guess?)
I know, I know. “Make good choices.” Sounds like something your mom said the first time you drove on your own, or went to the movies with friends, or headed off to college. Yet, it’s so easy to forget that it’s the first step in being more productive. Oliver Burkeman was blunt in his assessment of time in his book Four Thousand Weeks—which is about all you have here on earth. Gulp. So it’s better to choose things that make an impact than those that don’t.
Rather than manage time, a better approach is to manage choices—determine the best, most impactful choices you can make, then make them. There are lots and lots of ways to get from “I don’t have enough time” to “I’m clear on what to do next.” So rather than tell you the one choice that will work for you, here are a collection of approaches (see sources) to help you on that journey. None are guaranteed to work for you. But one could, or at the very least inspire you to try something. Pick a method. Try it. Adjust it. And try it again.
The Eisenhower Matrix: This framework provides a prioritization method to tasks by first categorizing those items according to their urgency and importance. The decision matrix provides guidance for how to determine:
Important and Urgent: The first challenge here is acknowledging that (despite what you feel) not all tasks belong in this category. Thinking deeply about what is really important is key as is understanding how to pre-plan so not ALL important tasks are urgent.
Important but Not Urgent: These are the activities that help you achieve your personal and professional goals, and complete important work. Make sure that you have plenty of time to do these things properly.
Not Important but Urgent: Urgent but not important tasks are things that prevent you from achieving your goals. Ask yourself whether you can reschedule or delegate them.
Not Important and Not Urgent: Stop doing these.
The Day Kickstarter: This approach allows you to begin the day with clear objectives and (more importantly) end the day with reflection on what worked and what didn't (and why).
Block out 10 minutes at the beginning of the day.
Make a list of what matters to you today.
Put the list in priority order.
Reference this list throughout the day.
Block out 10 minutes at the end of the day
Reflect on how you did.
Ask: What did I do that was not on the list and why?
Revise for the next day.
The 80/20 rule:* This approach appears a bit extreme, but it can provide useful insight.
Make a list of the 10 things you spend the most time on.
Circle the two that truly drive your results. Do more of those.
Look at the other eight.
Eliminate ruthlessly. Automate or outsource what you can. Press pause on the rest.
Repeat.
The Time Tracker: Some won’t like this one simply because it requires time to execute (which is what you ostensibly have little of). But for those that try it you’ll get valuable insights on where to start eliminating and prioritizing.
Track your tasks in 15 minute increments for one full week
Ask:
What categories do these tasks fall into? (Eisenhower Matrix approach)
What is key to getting the results I want?
What am I good at?
What can be delegated?
With the above insights, establish new commitments.
Review what really works and revise your daily focus around those (e.g. use the “Day Kickstarter”).
Reframing: It can be useful to simply reframe how we look at what we do and how we do it. Reframing can help you understand that you don’t have to accept it all. Some points to reconsider to reframe your tasks list:
Everything needs to be perfect
I need to be in control
Assertion is bad
I can’t trust people; no one can do it as well as I can
I enjoy:
The thrill of fighting fires
Chaos
Being the hero
I need to be liked / please people
Just a habit / don’t even think about it
And finally, take the time (er, prioritize the time) to ask yourself these questions:
What am I good at?
What do I enjoy?
What do I NOT enjoy?
What is most important?
What is key in my role?
The answers to these questions will point to how you should be spending your time—those precious four thousand weeks.
Notes:
80/20 Rule. Adapted from James Clear
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