How many times have you remarked to someone that there are not enough hours in the day? The sad truth is, not matter how much you wish it, it is unlikely that you can get more than 24 hours in each day. So, the trick to time management is really how you get the most out of the hours you have. One way to do that is to become an exceptional planner of your day. It is not very difficult – just takes some basic knowledge and a lot of discipline. As a coach, I can help you with both, but the knowledge is what I’ll cover right now.
Set aside time to plan
This is really the first step. You have to make planning a habit, and do the task religiously. I set aside an hour on Sunday mornings to plan my week. In order for me to make sure that the week goes according to plan, I have to have “a plan” to start with. In the beginning, it may take you longer than an hour, but once you’ve done the planning for a while, you’ll get more efficient at it. You will also feel much more focused when you have identified what you want to accomplish for the week.
Schedule at least one week at a time
Some people only plan one day at a time, but I think that you need to be more forward looking than that. So, I suggest you focus on at least one week at a time, but also review what may be coming up in the next month while you are considering what to prioritize for the next week. The more proactive you are about your life, the less often you will find yourself having to react to unforeseen situations.
Identify your “big rocks” for your week
If you don’t know what I mean, you have to read Stephen Covey. He made a masterful illustration using a bucket, some sand, and several rocks of various sizes. He explained that the sand represents all the busy work that we have to do, like answering the phone, reading email, filing away papers, etc. The rocks represent all the important things that we have to do, such as setting goals for the year, launching a new project, creating a vision for your team, etc. The bucket represents all the time we have for all the demands of our lives.
What happens with most of us is that we fill up our buckets with the sand first, and then we can only put a few rocks on top, and there’s no more room for the rest. What he suggested is that we put all our rocks into the bucket first, and then fill in all the available spaces with the sand. And miraculously, everything fits in our container!
This is the philosophy you need to employ when you schedule your week. Identify all your big rocks, and block out the time to handle these first. Then worry about the sand afterwards. We have to make sure that we handle the important stuff first, and not let the busy work consume our days.
Think 24/7
I am not suggesting that you plan to work 24 hours a day, 7 days a week. But I am suggesting that you account for 24 hours a day, 7 days a week in your schedule. If you neglect to consider Saturdays and Sundays because those are your “days off”, you may find on Sunday night that you have not handled any of the household chores that you needed to get done. Or if you are planning on having a dinner party on Saturday night next week, you had better block off some time Friday or Saturday to straighten out the house, or go to the market.
Plan personal and play time
Don’t think that a schedule is only for work, this is a plan for your life. So, make sure that you block off time for exercise, or “date night” with your spouse, or cheerleader time for your kids’ games in your schedule. Remember that the goal is to have time to handle everything that’s important to us, not just things that are important concerning work. If you want Friday to be a mental health day, block that off. You don’t need to put in any more details than that. But you know that if you don’t plan for it, it won’t happen.
Leave some contingency time in your schedule
You know better than to expect that your days all go exactly as planned. Just when you are about to really focus on that important analysis you needed to do, your boss calls you into a meeting where your expertise is desperately needed, and your schedule is shot. So, don’t cram every hour of your day with activities. Leave some contingency time for you to catch up when the unexpected happens.
Discipline, discipline, discipline
Once you have your days scheduled, you need to exercise discipline and stick to what you planned. Do everything you can to eliminate distractions and really focus on what you have to do. You will be amazed how much more productive you can be. So, close that email program, turn the phone ringer off and let voicemail handle the calls, close your office door for an hour of so. Then when it is time for you to handle email, and phone calls, and drop-in visitors, give all your focus to those activities then.
About the Author:
Leadership coach Inez Ng helps busy professional and entrepreneurs get better results quickly. Learn more about coaching with her at http://www.RealizationsUnltd.com Check out her ebook packed with tips and strategies on saving time on email at http://www.easyemailstrategies.com
Showing posts with label time management. Show all posts
Showing posts with label time management. Show all posts
Thursday
How do you know if you need to take time to be still?
We’re living in an outcome-based society. If what you’re doing isn’t producing a result, chances are you’re going to quit doing it. We're just too busy to keep doing things that don't make something happen. When you started pruning your to-do list, I would bet that one of the first things you quit doing was taking time for you. It could be that you quit reading for fun or that you quit a hobby that you enjoyed. You may have quit spending time alone and watching the sunrise over a cup of coffee. You may have quit taking a long bubble bath. Looking back on that choice, has it served you well? What have you lost as a result of not pampering yourself for a few minutes each day? You may not know, but you should think about it.
If you’re like me, you are looking for a way to find that connection to yourself and to really feel energized each and every day – no matter how many times you were up overnight feeding a baby or comforting a child after a bad dream. How do you know if that personal time you chose to give up is really important? There are a few symptoms to look for.
The first is that you’ll feel like there is so much to do and not enough time to get it all done. This feeling of being overwhelmed is one of the first signs that you need to take some time for yourself. During this quiet time, you can take a step back from your frantic schedule and evaluate what is important and what is just something sparkly that distracts you. When you take a short breather, you can return to your to-do list with a renewed sense of clarity, focus, and energy.
The second symptom is that people begin to irritate you and you feel that they are putting you behind schedule. You may get angry easier than you’d like. Your impatience shows and you may snap at those you love or those who just don’t deserve it. Being impatient is a sign that you have scheduled too much in your day and that you don’t have room for contingencies. Taking a few minutes to be still can help you look at things with a new perspective. Does getting angry really make it better?
A third sign that you need to schedule some self-time to be still is that you feel tired. No matter how much sleep you’re getting at night, you just feel exhausted all the time. This isn’t so much a physical exhaustion as it is a mental one. You need to rest your mind and spirit just as much as you rest your body. When you give your mind a break by taking 20 minutes to focus on something that you enjoy – to really focus on the present moment – you will let your brain process all it’s functions in the background. Your subconscious will be able to put those memories and activities in the right storage place in the brain instead of trying to keep them all in the conscious memory. You may not think this is so important, but after you have spent a week or so deliberately spending time being still, you’ll see how much better you remember things.
Another symptom of needing to be still is that you feel like nothing gets done, even though you are always busy. This is a common symptom in moms. Doesn’t it seem like that you work all day and at the end of the day, the laundry is dirty, the house is a mess, and the dishes are piled in the sink? It is a common source of frustration for moms who feel like so much of what they do gets undone so quickly. Taking some time for yourself every day to be still will bring some wonderful benefits (as outlined above) as well as give you something each day that cannot be undone by someone else.
A final symptom of needing to be still is that you may be seeking a deeper spiritual connection or a stronger intuition. Do you feel something is missing in your life? Do you see others who enjoy their intuition and you wish you could as well? Do you sometimes feel that there must be something bigger than this? It could be that you are seeking a stronger spiritual connection and you just don’t have the tools for finding it. One of the best ways to make this connection is by taking time to be still. Dr. Wayne Dyer suggests that it is in the silence of the universe that God speaks to us. We never hear what we are supposed to hear unless we spend some time enjoying the silence of the universe around us. If you’re looking to meet your higher self or to listen to what your intuition is saying, then it is essential to spend some time listening. It will be hard at first, but if you will set aside a few moments each day to just listen, you will hear the message. It helps if you have something you can do with your hands while you sit. I like to knit, but almost any handcraft will do.
Do you find yourself in the symptoms here? I often find myself in each symptom on different days. That’s how I know that it’s time to take some time for myself. It isn’t selfish, it’s survival. You’ll have a much happier life, your family, friends, and colleagues will enjoy you more, and you’ll be energetic, patient, and fully alive. I challenge you to spend a week and see what happens when you sit deliberately still for 20 minutes a day.
If you need an excuse to spend time for you, then consider doing a craft that keeps you in the present moment. Most crafts are this way - knit, crochet, needlepoint, cross stitch, woodworking, and even candle and soap making. I even find that people making jewelry enjoy the serenity of the moment. It's a great way to take that time for yourself and get a chance to make something beautiful for yourself or someone else.
Article by:
Lisa Akers is the president of Be Still & Knit. Her company teaches women how to find peace and stillness in their lives through handwork. By discovering knit and crochet, women develop a new way to take time for themselves and share the love they have as warm clothing! Find out more about Lisa at www.bestillandknit.com or listen to her podcast at www.peacefulknitter.com.
If you’re like me, you are looking for a way to find that connection to yourself and to really feel energized each and every day – no matter how many times you were up overnight feeding a baby or comforting a child after a bad dream. How do you know if that personal time you chose to give up is really important? There are a few symptoms to look for.
The first is that you’ll feel like there is so much to do and not enough time to get it all done. This feeling of being overwhelmed is one of the first signs that you need to take some time for yourself. During this quiet time, you can take a step back from your frantic schedule and evaluate what is important and what is just something sparkly that distracts you. When you take a short breather, you can return to your to-do list with a renewed sense of clarity, focus, and energy.
The second symptom is that people begin to irritate you and you feel that they are putting you behind schedule. You may get angry easier than you’d like. Your impatience shows and you may snap at those you love or those who just don’t deserve it. Being impatient is a sign that you have scheduled too much in your day and that you don’t have room for contingencies. Taking a few minutes to be still can help you look at things with a new perspective. Does getting angry really make it better?
A third sign that you need to schedule some self-time to be still is that you feel tired. No matter how much sleep you’re getting at night, you just feel exhausted all the time. This isn’t so much a physical exhaustion as it is a mental one. You need to rest your mind and spirit just as much as you rest your body. When you give your mind a break by taking 20 minutes to focus on something that you enjoy – to really focus on the present moment – you will let your brain process all it’s functions in the background. Your subconscious will be able to put those memories and activities in the right storage place in the brain instead of trying to keep them all in the conscious memory. You may not think this is so important, but after you have spent a week or so deliberately spending time being still, you’ll see how much better you remember things.
Another symptom of needing to be still is that you feel like nothing gets done, even though you are always busy. This is a common symptom in moms. Doesn’t it seem like that you work all day and at the end of the day, the laundry is dirty, the house is a mess, and the dishes are piled in the sink? It is a common source of frustration for moms who feel like so much of what they do gets undone so quickly. Taking some time for yourself every day to be still will bring some wonderful benefits (as outlined above) as well as give you something each day that cannot be undone by someone else.
A final symptom of needing to be still is that you may be seeking a deeper spiritual connection or a stronger intuition. Do you feel something is missing in your life? Do you see others who enjoy their intuition and you wish you could as well? Do you sometimes feel that there must be something bigger than this? It could be that you are seeking a stronger spiritual connection and you just don’t have the tools for finding it. One of the best ways to make this connection is by taking time to be still. Dr. Wayne Dyer suggests that it is in the silence of the universe that God speaks to us. We never hear what we are supposed to hear unless we spend some time enjoying the silence of the universe around us. If you’re looking to meet your higher self or to listen to what your intuition is saying, then it is essential to spend some time listening. It will be hard at first, but if you will set aside a few moments each day to just listen, you will hear the message. It helps if you have something you can do with your hands while you sit. I like to knit, but almost any handcraft will do.
Do you find yourself in the symptoms here? I often find myself in each symptom on different days. That’s how I know that it’s time to take some time for myself. It isn’t selfish, it’s survival. You’ll have a much happier life, your family, friends, and colleagues will enjoy you more, and you’ll be energetic, patient, and fully alive. I challenge you to spend a week and see what happens when you sit deliberately still for 20 minutes a day.
If you need an excuse to spend time for you, then consider doing a craft that keeps you in the present moment. Most crafts are this way - knit, crochet, needlepoint, cross stitch, woodworking, and even candle and soap making. I even find that people making jewelry enjoy the serenity of the moment. It's a great way to take that time for yourself and get a chance to make something beautiful for yourself or someone else.
Article by:
Lisa Akers is the president of Be Still & Knit. Her company teaches women how to find peace and stillness in their lives through handwork. By discovering knit and crochet, women develop a new way to take time for themselves and share the love they have as warm clothing! Find out more about Lisa at www.bestillandknit.com or listen to her podcast at www.peacefulknitter.com.
Wednesday
Time Management Strategy - Stop, Take A Step Back & Reevaluate
If things are getting on top of you and you feel like there simply aren't enough hours in the day, it may be time to take a step back and reevaluate your situation. With the pressures of modern life it is easy to lose focus on the goals that are genuinely important to us. If this sounds like you, it is probably time to stop and take a closer look at how you really want to spend your time.
I invite you to start this right away. Commit now to a time, perhaps away from your usual distractions when you can sit down and be alone with yourself and your thoughts. Then with pen and paper in hand, you can look at how you are spending your time now and how ideally you want to spend your time in the future. You need to discover your own motivation and turn it into a compelling reason to act.
Once you are clear about your own motivations, you will use these as a constant reminder in order to even out the ups and downs. These reasons will help you through the tough times or when you feel it is not worth the effort.
When you have gained a clear idea of your goals for the future and how you wish to spend your time you next need to look at how you are actually spending your time now. First of all you should ask yourself the following questions:
• What does my life both personally and professionally look like and feel like today?
• What am I currently spending my time on?
Write down everything that comes to mind. Think about your work, who you spend your time with, your living environment and your income. Also, try to pinpoint the things that are missing from your life as these will hold the key to your using your time more effectively in the future.
The best way to discover where you spend your time is by using a time log. A time log is a record of how you use your time, day in and day out. It is very important that you keep one so that you can see exactly where your time is spent.
If you do this even for just one week you will get a clear idea of how you really spend your time and will probably see some surprising results. Now, that you have a clear idea of how you want to spend your time and how you really pass the hours, it is time to compare the two.
When you do this you will most likely see huge differences between them. I appreciate this may feel daunting and I encourage you to keep going, you are already moving in the right direction.
You will see that change is required, sometimes big and sometimes small. Now you can begin to take steps to spending your time in a way that will make these changes come about. Start with the small things and set yourself realistic short-term goals. Basically, take it step by step. Continue to take small steps towards your goals and later you can move onto some of the bigger changes you may need to make.
Article by:
Discover how to have the time for your important goals and enjoy life. If you're struggling with managing time, then visit www.AboveAndBeyondTimeManagement.com Wendy Hearn works with business owners to be more effective and successful, achieving a more profitable business in less time.
I invite you to start this right away. Commit now to a time, perhaps away from your usual distractions when you can sit down and be alone with yourself and your thoughts. Then with pen and paper in hand, you can look at how you are spending your time now and how ideally you want to spend your time in the future. You need to discover your own motivation and turn it into a compelling reason to act.
Once you are clear about your own motivations, you will use these as a constant reminder in order to even out the ups and downs. These reasons will help you through the tough times or when you feel it is not worth the effort.
When you have gained a clear idea of your goals for the future and how you wish to spend your time you next need to look at how you are actually spending your time now. First of all you should ask yourself the following questions:
• What does my life both personally and professionally look like and feel like today?
• What am I currently spending my time on?
Write down everything that comes to mind. Think about your work, who you spend your time with, your living environment and your income. Also, try to pinpoint the things that are missing from your life as these will hold the key to your using your time more effectively in the future.
The best way to discover where you spend your time is by using a time log. A time log is a record of how you use your time, day in and day out. It is very important that you keep one so that you can see exactly where your time is spent.
If you do this even for just one week you will get a clear idea of how you really spend your time and will probably see some surprising results. Now, that you have a clear idea of how you want to spend your time and how you really pass the hours, it is time to compare the two.
When you do this you will most likely see huge differences between them. I appreciate this may feel daunting and I encourage you to keep going, you are already moving in the right direction.
You will see that change is required, sometimes big and sometimes small. Now you can begin to take steps to spending your time in a way that will make these changes come about. Start with the small things and set yourself realistic short-term goals. Basically, take it step by step. Continue to take small steps towards your goals and later you can move onto some of the bigger changes you may need to make.
Article by:
Discover how to have the time for your important goals and enjoy life. If you're struggling with managing time, then visit www.AboveAndBeyondTimeManagement.com Wendy Hearn works with business owners to be more effective and successful, achieving a more profitable business in less time.
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