Even though we got an extra hour of sleep this weekend, there’s still only 24 hours a day. Sometimes it’s just so overwhelming to try to fit everything into our lives! There are many resources out there for time management, but I wanted to share 5 simple tips that have helped me improve how I manage my time.
1. Track your time
If you’re anything like me, you are so busy that you feel like writing down what you’re doing is just another task you don’t really have time for. But, if you commit to just one week, 7 days, of writing down what you’re doing in 15 minute increments, you will be amazed to see how much you actually accomplish in a day’s time! If you’re really honest when you track your time, you will see more wasted time than you like, but you’ll also see how much time of your life is spent doing things you can’t NOT do – eating, sleeping, grooming. When you know what time you have left after those kinds of non-negotiables, you will automatically feel more in control and more motivated not to waste those remaining hours. Take the time to track your time! Download this free printable to track your time this week. It’s broken up into 4, 6 hour sections, so you can visually see how much of your time is really spent during the overnight hours (hopefully sleeping), morning, afternoon and evening/night. You’ll be amazed how many hours are already spoken for, so that’s what makes being productive in those remaining hours so important!
2. Time yourself
Once you’ve finished a week’s worth of time tracking, you will see patterns in your days. There are things you do every day. Some of those repetitive tasks will occur at the same time each day, but others could be mixed throughout your day. In your time tracking phase, you were only recording in 15 minute increments, so you didn’t find out how much time it actually took you to empty the dishwasher or take a shower or drop off the kids at school. Identify the things you do at least 3 times/week and then get your timer out! Time yourself doing each of those tasks. Don’t rush to beat the clock – just do them as you normally would and then keep a log of the tasks and the times they take. If you want to be really scientific, do the tasks multiple times and then take an average time. There are lots of time tracking apps out there - one free one I've used is Toggl. What you can gain by timing yourself is a realistic expectation of what you can accomplish in a certain time-frame and the ability to insert quick tasks into random time openings in your day. Have 10 minutes before you need to get in the car – well, now I know it only takes 6 minutes to empty the dishwasher – why not?
Now that you know what you do, and how long those things take, you can now really prioritize. Once those things are you’ll need to do a big bad brain dump! Get out pen a paper or try the sticky note mind mapping that I tried in “Confessions of a List Maker.” After everything is out of your head, begin categorizing all of the to-dos. Don’t get hung up on your system, your goal is to have a master list of all of the things you will want to plug into the open slots in your days. Last week’s post talked about how to figure out what to do next – take a few minutes to read that post. If you set a focus for the year and related goals, take a look back at those to make sure the items that are on your list help you get where you wanted to go. Now, review your list again and get rid of some things! There are many things we think we need to do, that can either be done by someone else or just not done at all. Ask yourself what would happen if you didn’t do X? If you can live with the answer, cross it off! Now prioritize what remains within each category so you have a next action for every category of your life. Remember this process can be done on paper or in your favorite digital tool.
Finally it’s time to put it all together. First take a blank time tracker and plug in all of those everyday must dos for tomorrow– include everything that you have to do from meal prep to kid drop off to brushing your teeth – you now know exactly how much time each of those take. Now take a look at your prioritized lists and choose what you’re going to fill in the blanks with. Remember the importance of margin. You can’t really make back to back meetings work. What if you need to walk or drive to the meeting or even just take a bathroom break? That means you’d have to leave one meeting early or arrive at the next meeting late. Instead of booking yourself solid, give yourself some leeway. I like to see at least 10 minutes between appointments. If you have a task that you haven’t or couldn’t time, give your best estimate BUT add 25% to that estimate. The worst thing that will happen is you finish early and you plug in another task (maybe one that you previously timed so you know that you can absolutely run to the pharmacy and back in 20 minutes.) Fill up every box in your day’s time tracker even if those boxes say “rest” or “watch TV” or “family time.” If you give purpose to each slot of your day, you are less likely to squander your time.
5. Take shortcuts
Always be looking for ways to be more efficient! Are there things that you can do in the background while you are doing other tasks? – like watching your favorite TV show while you fold laundry. Be wary of attempting to truly multi-task because that usually leads to poor quality or longer efforts. Read about the benefits of single tasking in a previous post. Are there things that you just don’t need to do or can replace with something easier or quicker? For instance, I believe with my whole heart that a damp dishrag thrown in the dryer with a wrinkly shirt while I shower is much more efficient than ironing! Do you really need to re-pot the flowers or is the plastic one they came in just as worthy of the position on your front steps? Sometimes shortcuts do mean lowering our expectations – I’ve become pretty good at that – but others are just a smarter way of doing things. Remember to enlist your family and/or be willing to pay for services that help save you time.
I'd love to hear from you if you try these 5 steps and learn how they worked for you! Please comment below or email me at firstname.lastname@example.org If you want to read more about time management, one of my favorite authors who writes on the topic is Laura Vanderkam. I read (and thoroughly enjoyed), I Know How She Does It: How Successful Women Make the Most of Their Time and have her latest book, Off the Clock: Feel Less Busy While Getting More Done, on my bookshelf ready to read!
A woman with many roles in life who knows the necessity of keeping things in order!