Time Management and Productivity are increasingly becoming common discussion points these days. Many people say it’s because they are becoming busier. Personally I think it is because many people are becoming more easily distracted (by social media, constant notifications – any shiny new thing really.)
I am not trying to sell myself as a “time management” expert but I do have my systems that work for me and I would like to share them with you below (in no particular order.)
The To Do List
You need to keep track of all the things that need doing and you need to prioritise these tasks. I keep a running To Do List. Things are regularly being added to the bottom of the to do list and the to do list is often being shuffled depending on what is important – note I said Important, not Urgent. The most critical items on your to do list are those that are urgent and important but important must always come first. The way you identify what’s important will be further discussed below under Focussed Goal Setting but the To Do List should be a separate item. The idea of the To Do List is discussed regularly and has been for years. Books like “Eat That Frog” by Brian Tracy are incredibly popular and for good reason. Sometimes the to do list can seem daunting and sometimes you just have to Eat That Frog! I thoroughly recommend this book to anyone.
What’s important to remember with the To Do List is to break down your tasks into easier manageable tasks. People get daunted by an item on a To Do List like “Write Marketing Plan.” This could mean many hours, if not days, of work so is a very scary prospect. It’s scary for me whom works in marketing and I eat Marketing Plans for Breakfast! Instead of “Write Marketing Plan you would break it down into smaller tasks like:
1. What are the three primary long-term goals for my business?
2. Complete SWOT Analysis profile
3. Look at available market research and perform a competitor analysis.
Remember this is just an example. You don’t necessarily have to break your tasks down like this if you are doing a marketing plan. The point is just to show you how a marketing plan could be broken down into individualised sections. These three items on a to do list are vital parts of an overall marketing plans but they are much more achievable items on a to do list. If you have a scary, daunting item on your to do list you need to see if you can break it down into smaller, more individualised parts.
It doesn’t really matter whether your to do list is on paper or online, as long as you have one. I use a combination of both. I get immense satisfaction from ticking off items in my paper diary but I also have a copy online. It’s like my own manual “backup”
The Pomodoro Technique
I have been a Pomodoro Technique advocate for a long time and I am certainly not the only one. According to the website over 2,000,000 have read the Pomodoro Technique book and if they are anything like me they took to it straight away. The Pomodoro Technique allows you to manage your time by managing your distractions. It helps you make time work for you and, importantly, it helps you track your results for continuous improvements. In their simple breakdown of the technique they advocate for a 25 minute “Pomodoro” followed by a short break (5 minutes.) They advocate a longer break after every 4th Pomodoro. This is a great way you can work but sometimes I like to experiment with longer Pomodoros. As I write this blog post today I am working to a 50 minute Pomodoro with my longer break every third Pomodoro. Most days this length of time works but occasionally I am not as switched on some days as other days. Then I go back to the old faithful 25 minute Pomodoro until I get myself back on track.
Focused Goal Setting (Daily, Weekly, Monthly & 90 Days)
Personally, with concrete and defined goals, I aim no longer than 90 days. I have a long term vision of how I want my life to look and there are things I want to do and places that I want to visit in my lifetime but in terms of concrete business and professional goals I look no longer than 90 days because so much can happen in such a short amount of time. I start with 90 day goals, break these down into monthly goals which act as signposts on my path to achieving my goals and from there I break these down into weekly goals. These weekly goals are what create my daily important tasks on the to do list.
Let’s use exercise as an example.
In 90 days I may want to participate in a 5km fun run. My 30 day goal may be to run non-stop for 15 minutes (what I would define as a good signpost in my first 30 days as heading towards success) and from there I would break this down into perhaps 3 “runs” in my first week. So one item on Monday’s To Do List would be to Go for a run.
Becoming fitter & healthier
The reason that I used an exercise example above is because it creates a nice segue into this point. It’s easier to manage your time and be more productive if you are fitter and healthier. Some people describe it as managing your energy levels.
I partied hard in my early twenties without exercising and put on a lot of weight. I still exercised so was relatively fit but as I got older it became harder to get out of bed and harder to “burn the candle at both ends.” I don’t say burn the candle at both ends to suggest I am unorganised – I just have a lot of hobbies and things I want to do with my life – like I have said.
Eating the right foods at the right time of day, exercising every day and (for me) a mid afternoon nap, are all tools that allow me to be at my best and kick goals every single day.
I am not suggesting that my health and fitness routine is the best routine but in general, getting fitter and healthier can only work in your favour.
Create Routines for those tasks that don’t require creativity
One way to lose time and productivity is through wasted creativity. Systems and processes are great, especially for those things in your life that don’t need creativity.
Some of the things I have systemised in my life include:
Food – I am a man of simple taste. I like to eat the same things over and over again. If I am not thinking about what to make for breakfast, what to eat for lunch or dinner, then I can keep that creativity for other things.
Clothing – Whilst not officially a uniform I have a “uniform.” I wear the same outfit (note – not the same clothes) every day. It just makes life easier as I don’t have to think about things.
Exercise – I set a 3 month exercise routine and stick to it for 3 months. Then, when that gets stale, I come up with another 90 day exercise routine that challenges me again. That way I am not wasting energy each day thinking “what should I do today?” It just happens.
Learn to say no
Here I have saved the best until last. The easiest way to be dissatisfied with how your life is going and how you manage time is by trying to do everything. If you truly want to be more productive and manage your time more efficiently you need to learn to say no to the things that you do not actually want to do. By saying no to those items that don’t further your own goals or aren’t in your own best interests you can concentrate on your passions and your own goals. When you are truly doing what you want to do with your life, time management is no longer an issue. Things just get done and you will enjoy doing them.
These are my own thoughts on time management and productivity. I would love to hear yours. What do you do to stay on top of things? Share your tips below.