Tag: time management

24 Hours Not Enough? Learn to Manage Time Like Money

To be fair, most of us have felt at one time or another as if we simply don’t have enough money. When that happens, we either look for an additional stream of income, or we refine our budget and try to work within it. Time is similar. However, because we can’t simply make more time, the latter approach is the default. What does it mean to learn to manage time as if it’s money?

Viewing Time As a Budget

We’re all working with the same 24 hours. That part of the equation is set. Where everyone begins to differ is the very diverse ways in which we use our 24 hours. Think of your 24 hours as an allowance you receive each day. You literally can do whatever you please with your 24 hours. But for most of us, it’s not that simple, right? We decide we want housing, clothes, food, financial savings, entertainment. All those things cost. They cost money and time [unless you literally have someone handing these things to you…in which case, please come over here and advertise YOUR coaching services]. Anyhow…these things cost what I’ve come to refer to as time dollars. In planning your schedule–because you should be planning your schedule–start with 24 hours, and subtract from that each time you schedule an activity. For example, your 8-hour workday costs 8 time dollars, leaving you with 16 remaining.

But actually…it’s inaccurate to begin by subtracting from 24…unless you count sleep!

Begin By Planning Time to Sleep

Sleep is so important that I always recommend starting schedule planning by setting a bedtime, deciding how long you want to ideally sleep, and scheduling a wake-up time accordingly. We underestimate the importance of sleep. While you may think you need time to go to the library, pick up your dry cleaning, and attend the birthday party you were invited to, your body places a much greater priority on repairing cells and tissues, encoding learned information into your memory, and restoring your energy. These very important activities are just a few that happen while you’re sleeping.

After Designating Sleep Hours

Let’s say you plan to get seven hours of sleep each night. After subtracting seven from your 24-hour time budget, you are left with 17 hours of time that can be allocated to work, fun, leisure, and everything in between. If you ever find yourself feeling tempted to waste time or engage in an activity that does not serve your well-being or contribute to the well-being of others in a manner you can afford, actively remind yourself of the remaining hours in your time budget. Then asks if it is worth allocating time to participate in the activity.

Practice Makes Perfect

If you are a person who struggles with decision-making and prioritizing tasks, you may struggle at first with deciding which activities are deserving of your time. Don’t be discouraged. Simply do your best to make a decision. Evaluate the outcome of that decision. Then carry that analysis with you as you keep moving forward in approaching each day as if you are on a strict time budget. Eventually, you will become better at ranking tasks according to importance, balancing social commitments, and becoming a better decision-maker and steward of your time.

Join my email list to receive additional free time management resources and a discount on my upcoming time management strategies eCourse.

 

 

 

The Real Reason You’re Always Late

I’ve always viewed tardiness as a touchy subject. If you’re a person who is consistently on time, you may feel like others are late because they don’t value your time. While this may be true in a percentage of cases, I know…from personal experience…that there are multiple layers to a person’s ability to be on time and that oftentimes, tardiness may not be rooted in a basic disregard for others. Instead, people who are chronically late often have legitimate struggles with learning to manage time effectively and are more likely to be prone to over-committing themselves to a variety of tasks and obligations. In addition, inaccurate time perception is oftentimes a culprit that only makes matters worse. Still, there are other cases in which hidden emotional stress or anxiety inhibits an individual’s ability to regularly show up on time.

Trying to Please Everyone

We live in a time of InstaPots, entertainment on demand, and “there’s an app for that!” It’s very easy to find ourselves taking on the societal expectations of “fast,” “easy,” and “always accessible.” Therefore, many of us have lost touch with our ability to say no, to plan things out, and to do things on timelines that are more feasible for us. We feel like we always have to deliver. We find ourselves always wanting to perform. We never want to let anyone down. Therefore, people are increasingly overstretching themselves without even realizing it until there is a logistical, relational, or physical breakdown. And then there’s the guilt. Society steadily streams the message that there is no room for us to attend to our human needs. But the reality is we must. The irony of adopting a mindset of over-committing in the interest of never letting anyone down is that by doing so, your risk of letting yourself and everyone else down rises sharply.

Taking time to plan your schedule is essential. Only after creating a schedule for yourself and deciding when you would like to make yourself available (and are logistically able to do so) can you realistically ensure you are able to fulfill the time commitments you decide to undertake. Moreover, you must say no whenever a request for your time is made and you are unwilling or unable to either a) provide sufficient time to comfortably meet the request or b) re-prioritize your current commitments to make the new request fit. If you are unwilling or unable to do a or b, saying no is within your best interest; doing so also better for the person who is making the request. The sooner that person is made aware that his or her request will not work with your schedule, the earlier he or she can request an alternative time or make other arrangements altogether. Sometimes we waste time and needlessly cram our schedules with things that don’t serve us or other people. In many cases, we can avoid these situations by being more realistic with our time management and planning ahead.

Inaccurate Time Perception

To some of us, a minute isn’t a minute, and an hour isn’t an hour. Those of us who are challenged in the way we perceive time know that this can easily lead to always arriving a little late or even showing up awkwardly early. But there are ways to overcome this type of time management hurdle. Addressing inaccurate time perception requires an initial assessment. I recommend spending a day or, if your schedule changes often, an entire week timing and recording how long it takes to do your normal, recurring tasks. Make a list of how long your commutes take, how much time you usually spend in the shower, how long it takes you to read through your emails at the office, the average length of your phone calls, all the major events that comprise  a  typical day. Next, you HAVE to begin maintaining a written schedule if you do not do so already. Keep your list of timed activities next to your planner or wherever you choose to record your schedule. When planning your schedule, ALWAYS reference the list you’ve created, and budget your time accordingly. That means if you know your friend wants to meet you across town after work and you know it takes you 45 minutes to commute to that area, go ahead and tell that person you will meet them a full hour after your workday ends. Not only are you accounting for the 45-minute drive, but you are allowing yourself an extra 15 minutes to have a quick chat with your supervisor before leaving, go to the restroom, and attend to any other small time “vacuums”  that tend to pop up whenever we really have somewhere to go. While it is important to actually allow yourself the extra time, the game-changing potential lies in continuing to behave as if you only have 45 minutes to get there. This means recreating that same sense of urgency despite knowing you have a time cushion. That part may or may not take a little practice, so be firm, yet patient and consistent with yourself.

Set Firm Time Barriers

Whether you have to set a very loud alarm, have someone call you at a particular cut-off time, or use an app on your phone, creating unavoidable reminders that you need to stop what you’re doing and move on to the next activity will greatly enhance your ability to avoid being late. Be very intentional about how you structure your activities and transition points (i.e. leaving one place to commute to another, stopping one task and beginning the next). Try to make it nearly impossible for you to ignore the reminders and time boundaries you create for yourself. By giving yourself the right tools and holding yourself accountable, you will immediately begin to see real change in the way you manage time and adhere to deadlines. Inviting other people you trust to also keep you accountable will only add fuel to your self-improvement fire.

 

 

 

 

10 Strategies for More Effective Time Management – Free Cheat Sheet

 

Click HERE for Time Management assessment quiz!

We’ve entered the second half of 2018 and the beginning of Q3. Now is the perfect opportunity to assess how well we have been managing our time and to determine whether we are on track to have the 2018 we hoped for back in January.

Check out my 10-question Time Management Assessment quiz to see how you are measuring up, and receive a free cheat sheet that outlines 10 areas you can address today to reclaim and better manage your valuable time.

Why You Need a Rest Day

All over social media, I see entrepreneurs and professionals who boast about their 7-day work weeks and 12 hour days as if these things are the bragging rights of working for yourself. Hard work should be rewarded, celebrated, and praised. But are people who work non-stop ultimately cheating themselves? Their families? Even…their careers and businesses? I would venture to say yes. Here’s why.

Human Beings Are Not Machines

The title of this section is probably obvious to most of us. Nevertheless, it bears repeating: human beings are not machines; therefore, they need rest. We need rest. Furthermore, even most machines go on standby or require time to cool down or to be powered off. You and I are no different. When we work non-stop, there is a point at which we become less “sharp.” We become tired, and our mood deteriorates. We have to stop for food because we get hungry (and you reallllly should take time to pay attention to what you eat, chew your food properly, etc for health and nutrition reasons…but I digress).  Over time, you will not be at your best; this inherently means that while you are giving 100% of your time to your business (or career), you are very likely giving much less than 100% of your competence. Don’t cheat yourself, your teams, your customers, and don’t cheat your business or career out of being it the very best it can be. Rest.

Multitasking Kind of Sucks

Pardon my language. But the ability to multitask is another capability about which many of us love to brag. The truth is if you’re multitasking, you’re probably not focusing, which also means you’re likely cheating someone out of receiving your full attention to detail and level of competence. If you are giving time to your family, set that time aside and focus on them. If need to write important emails, schedule time to do that outside of listening to webinars, participating in conference calls, etc. Otherwise, you will retain only a fraction of the information that is conveyed during the webinar or call, and you also run a high risk of sending an email that lacks coherence or is missing important details and will ultimately frustrate the person on the receiving end. Let’s eliminate these errors by giving our full attention to whatever we’re doing. In fact, doing so will help you complete your tasks faster and more efficiently so you can move on to the next task much sooner.

But, Rolanda. How Am I Supposed to Do All This?

 

One word: planning. If you haven’t taken a look at some of my posts on scheduling and time management, check them out. As a first step, I recommend everyone spend a few days to an entire week keeping a time journal. Keep track of everything you do in a day, and note the how long it takes you to complete each task. Most people readily discover there are small pockets of time they waste throughout the day; these small pockets often add up to hours. Moreover, simply taking inventory of how you utilize your time and having the data on paper can be eye-opening on its own. Having a written account of how you spend your days allows you to interact with the concept of time more tangibly and to visualize different ways you can spend it. Once you’ve discovered exactly how you are spending your time, set boundaries. Set a bedtime. Schedule time for meals, family, and even idle time…because you need time for yourself. By setting a schedule and sticking to it, you will feel more balanced and recharged when it’s time to work, and the added efficiency will help you eliminate the need for those seven-day work weeks and 12-hour days.

 

If you need assistance with time management and scheduling, message me to inquire about my productivity coaching services available to individuals in all locations.

Please also join my new Facebook group to connect with individuals who are also determined to manage time more effectively and to achieve their goals in 2018!

 

Organizing Your Life 201: Getting Organized to Go to Work – Winding Down at Night for a Better Morning

Rolanda L. continues the OranizeU series by discussing the importance of properly winding down at night to prepare to be more positive and productive the following day.

For many of us, getting out the door and arriving at work on time is one of the greatest challenges we face in a day. Nevertheless, the process of transitioning from home to professional life is also one of the most important tasks we have each day.

The Significance of a Good “Launch”

Leaving the comforts of home to interact with the world outside is a process that is not to be taken lightly. In fact, the morning routine is more analogous to a daily “launch” in contrast to the way many of us typically view our mornings: as a mundane process through we we drag ourselves from our place of comfort to a place of obligation.

Good and bad days both begin with how we prepare for the hours we will spend way from home (or in the home office for those who work from home; that is a separate post entirely). We could even go one step further and say the outcome of the following day is frequently influenced by the preparatory measures we take the night before. These measures may include getting enough sleep, finishing a work assignment the night before OR going to bed early enough to allow yourself time to comfortably prepare the next morning. Therefore, spacing and proximity are critical considerations when planning an effective schedule; a well-planned and executed schedule will consistently lead to better days overall.

Getting Started 

In crafting a morning routine that is most conducive to having the best day possible, the process begins with the here and now. First, think about all your pain points and struggles that regularly occur in the morning: do you you sift through closets and drawers to find the right clothes to wear? Do you skip breakfast and have difficulty concentrating or later resort to eating unhealthy snacks? Do you simply not feel like getting out of bed and, as a result, hit the snooze button too many times? Next, think about the most frequent reasons you may experience a bad day at work: are you too tired to peacefully coexist with an annoying supervisor or coworker? Do you simply not enjoy what you do for work? Do you miss deadlines or feel unprepared when required to complete assignments? Do you lack energy by the end of the work day? Believe it or not, each of these situations may be remedied by investing a little energy up front to execute effective schedule planning and by tweaking your morning routine.

Planning for Improved Logistics

Factors such as getting adequate sleep, getting dressed, having breakfast, and arriving at work on time are all part of the logistics of a successful morning “launch.” Thinking in terms of launching a space shuttle, the support teams don’t haphazardly drag the rocket out to the launchpad and lean it against the platform. A considerable amount of prep work takes place prior to a shuttle launch. Similarly, a well-executed start to your day will also require a degree of preparation.

Because logistical components like showering, dressing, and eating are largely based on effective time management, remedying related issues is somewhat of a straightforward process. Ensuring you have enough time to include each of these important components of your morning depends heavily on creating a schedule that realistically works for you. If you are unsure of where to get started with creating an effective schedule, see Organize U Lesson 103 for an example.

Getting Enough Sleep

To most people, a reminder on the necessity of getting enough sleep may sound cliche. However, ensuring adequate sleep the night before sets the tone for a more peaceful, productive morning, which is more likely to lead to a better day. Getting enough sleep starts with a plan. As discussed in Lesson 103, I highly recommend creating  a chart and dividing a 24-hour day into 15-minute increments. Using the time you are scheduled to leave work as a starting point, think about how you currently spend each 15-minute period from then until the time you typically got to bed. Then look for opportunities to optimize your afternoon and evening schedule to allow you to get to bed at a reasonable hour. This may require eating out less, spending less time at happy hour, or simply ending television-watching 15 to 30 minutes early to signal your body and brain to enter wind-down mode and fall asleep more easily at the preferred hour.

Crafting the Perfect Wind-Down

Speaking of sleep, many of us have difficulty getting there because we expect our bodies to go from full speed to an immediate stop. While there may be medical and deeply psychological causes that may prevent a person from getting to sleep at night, insomnia is also often caused by lack of an effective pre-bed time routine. For this reason, we must plan a “wind down” period into our nightly schedule. The components of an effective wind down will vary from person to person. Therefore, each individual must think about environmental factors that will help him or her relax. In general, relaxing in a comfortable setting with dim lighting and no electronics will help most people “unplug” from the digital world before going to bed. During this time, lighting candles, reading a book, and/or listening to music are favorable activities. Those who find baths relaxing may wish to use this time to bathe in warm water scented with lavender. Individuals who suffer from muscle tension or other physical ailments may find it beneficial to apply a scented heating pad or other therapeutic treatments to help reduce tension and pain prior to attempting to sleep.

The objective of the wind down period is to focus on calming sights, sounds, and smells to shift the mind from work responsibilities and other stressors to a place in which both mind and body can rest through the remainder of the night. Those who have difficulty shifting their thoughts may find it beneficial to repeatedly remind themselves that all work, personal, and social responsibilities will be there when they wake up the following day and may be addressed in due time. Moreover, an individual who has a well-rested mind and body is more capable of  finding and implementing solutions than one who is exhausted in both mind and body. After winding down, proceed directly to bed, allowing an extra 15 minutes prior to the scheduled bed time to actually fall asleep.

The next lesson will discuss setting the tone for the a successful, less stressful day by creating an efficient and enjoyable morning routine.

 

Organizing Your Life 103: Creating a Schedule – Sample

Rolanda L., Professional Organizer illustrates a sample schedule and discusses recommendations to add balance to each day.

When creating a schedule, there are four major components I personally believe are non-negotiable elements: food, hobbies, spiritual time, and relaxation. A healthy individual is a well-rounded individual. Many of us are prone to forgetting to make time for the things that keep us well-rounded; therefore, making an active effort to schedule these activities is a positive step toward adding balance to our lives.

Schedule your meals.

Many of us are attempting to cram entirely too  many tasks into 24 hours. Consequently, we skip breakfast. Workers often so busy, they miss out on having an adequate lunch period. At the end of the day, we may be more prone to overcompensating with a dinner that is too calorie-dense and lacking in essential nutrients. Scheduling meals, and sticking to your schedule, can help you consume your meals in a more timely fashion, have more energy throughout the day, and become more intentional about the food you eat. Weight loss, fewer nutritional deficiencies, and a better sense of overall well-being are direct results of effective meal planning.

Make Time for Hobbies

In addition to nutritional and health disorders, modern humans may also develop stress-induced disorders as a result of the way we plan and utilize our time each day. Although working and earning a living or studying and earning a degree are important, most people also require time to “refresh.” Participating in the leisure activities we enjoyed before we were required to work or study full-time every day can help keep stress at bay. These activities may include any productive activity such as playing sports, arts and crafts, taking a class for fun, reading, attending social events, watching a limited amount of television, watching movies, etc.

Plan Time to Get Spiritual

Many refer to their spiritual time as “quiet time” set, usually aside to pray, read holy scripture or other religious books, meditate, or simply reflect on general life questions and be thankful. Even people who are not “religious” may benefit from setting aside time and using it to ponder the great mysteries of life and the universe before getting into the their day-to-day routine or prior to winding down at night.

Relaxation

Each year in the U.S., more than 3 million people report experiencing insomnia or difficulty sleeping. The underlying cause of the condition varies from case-to-case; however, for many, lack of a proper sleep time routine makes dozing more difficult. I highly recommend at least a 15-minute relaxation period prior to getting ready for bed and attempting to go to sleep. The 15-minute period may consist of any activity that allows for transition from the regular daytime pace to a more tranquil nighttime state. Examples of relaxation activities may include listening to music, reading, watching a relaxing TV show before bed, dimming the lights and lighting candles, infusing oils for aromatherapy, etc.

Sample Schedule

The sample schedule I created was based on a person who is slightly more of a night owl and works from 9 to 5 during the day.  The schedule begins with the person’s morning routine and picks up later with the afternoon routine when it is time to leave work. When creating your own schedule, I recommend starting by working in 15-minute increments for greater flexibility and accuracy. If you are unable to create your own schedule “from scratch,” you may use the sample as a general guide and adjust the times and activities to fit your current needs.

 

Sample Schedule

 

 

 

 

 

Organizing Your Life 102: Reclaiming Your Time

The Advantage of Learning to Budget Your Time

In the inaugural lesson of OrganizeU, entitled “Getting Organized for a Good Night’s Sleep” we explored steps toward establishing a foundation for better time management. In this installment, we will begin to focus on adding more detail to the way we structure our time by creating a schedule. The ultimate objective of creating a schedule is to gain the ability to optimize the way you utilize the hour you are awake. Budgeting your time will allow you to readily examine which activities add value to your life and are, therefore, more worthy of your energy and attention. I will note that in this case, “worthiness” does not necessarily correlate to “enjoyment.” There are some activities that are not very enjoyable for most people, yet they are of a high level of importance; therefore, we must do them. An example would be standing in line to renew your driver’s license. By creating a schedule and evaluating potential opportunities to maximize your time, you will be in a position to make better decisions in advance such as reminding yourself to renew your license online, thereby avoiding long waits at the DMV, or to better manage your time waiting in line by bringing a book to read or a work task you can complete remotely.

Before You Make a Schedule

For most people who have never operated on a self-generated schedule and stuck to it, structuring their day into preset time slots may seem like a very daunting, possibly stifling task.  Therefore, I recommend individuals spend one week simply assessing how they currently use their time. For seven days, simply keep track of how long it takes to complete each task, from waking up to getting out of bed, brushing teen and showering, getting ready for work/school/other daily activity, mealtimes, even downtime. The time expenditure record can simply be a list of notes regarding all daily activities and the start and end time for each.

Week 2: Create a Schedule

At the end of the seven day tracking period, review the notes, and create a rough schedule based current time expenditures. While the goal is to devise a schedule that overall works with your current lifestyle, some opportunities for time savings may already be evident. Adjustments may be made at this time; however, the schedule can and likely will be tweaked as time passes and more opportunities for better time manage are discovered.

Week 3: Follow the Schedule

Over the next week, do your best to follow the schedule. Expect that you may not be able to perfectly adhere to it, but always try to get right back on track if you exceed the allotted planned time. Also recognize that you may need to adjust your parameters if you find you need more or less time to complete certain tasks.

Week 4: Maintain the Schedule

By Week 4, you will have had time to create your new schedule and tweak it to increase practicality. From this point on, proceed to use your new self-made schedule as a general guide for performing daily tasks as well as for scheduling appointments and social activities. You may find that your confidence grows as you observe all the tasks you are consistently able to complete along with your ability to communicate your newly optimized schedule to others. As outlined in the previous lesson, your schedule should begin with your self-established wake-up time and end with your designated pre-bedtime preparation (shower, reading, quiet time, etc.) followed by sleeping at bedtime.

Adjusting to a schedule may not happen instantly. The key to success is to continue to work diligently in spite of mistakes and to remain patient with yourself.

Lesson 103 will feature customizable sample schedules for those who may have difficulty deciding where to begin when attempting to budget their time. See you in the next installment of OrganizeU!

**In the meantime, check out this handy supplemental list that condenses this entire lesson into four streamlined steps.