Even some of the best leaders and managers suffer from poor time management. Is there a worse way to start your day than running late, stumbling out of the front door with half a piece of toast in your mouth, getting tangled in your keys and paperwork for the day and running to your car?
If this sounds like your average morning, then you’re not alone.
Time is one of our most precious currencies, but it’s still not something that we pay such diligent attention to. As a finite commodity, you’re ultimately responsible for the way that you decide to use your time.
If you’re not managing your time well, even with good intentions, it’s likely that you’ll struggle to achieve your goals both in work and in your personal life.
‘He who every morning plans the transactions of that day and follows that plan carries a thread that will guide him through the labyrinth of the most busy life.’ Victor Hugo
DCo Tips For Improving your time management
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Over-estimating Time Itself
Do you suffer from time estimation bias? Research has found that some people are better at estimating time than others. Optimistic people are especially at risk of time estimation bias. These ‘time optimists’ believe that they can fit in more tasks into a limited amount of time than they can and thrive when multitasking.
The best way to overcome time estimation bias is to assess your time for a week, making a note of how long each element of your routine and activities takes you. Add 10% onto these times to allow for any variations or anything unexpected. You should find yourself in a place where you aren’t stressing about timing.
In your job, this can help you see if what you can realistically fit into your day, and back you up if you need helping saying ‘no’ to any work-related requests. It can also help to restore a work-life balance if that’s something you are struggling with.
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Know Your Goals, Then Organise Them
A professional goal should be a specific, have a work-related end result to be achieved within a stated timeframe and to a pre-determined level of quality or quantity. We believe that all goals, no matter how big or small, should be SMART. They should also be written down and kept in a prominent place:
Specific: The goal clearly defines the outcomes required to achieve the goal
Measurable: It is made clear at what point the goal will be achieved
Achievable: You have the resources and time to allow you to achieve the goal.
Relevant: The goal aligns with the bigger goals of the team, department or company
Time-Bound: The goal clearly specifies a completion date
Make sure you’re regularly engaging in activities that support your goals, both short and long-term.
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Time Management Means Prioritising
One of the biggest issues that people have with prioritising is that they begin too late in the process to make any real and lasting changes. By looking closely at your task list, you might find that it contains items that should’ve never made it on there in the first place.
Another common mistake people make with prioritising is putting a focus on getting more work done. Prioritising begins with ridding yourself of tasks which hold little or no importance. Following on from this, you should evaluate your remaining workload and complete the most valuable tasks first and spend the majority of your focus on these. Spend 5-10 minutes at the beginning of your working day planning what you need to do that day to set your priorities for the day.
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Maintain Focus To Eliminate Distractions
No matter what you’re trying to do, there will always be something or someone else vying for your attention. It’s often not easy to cancel out all the background noise and concentrate on the task at hand, but focus is an imperative part of time management.
Try dedicating yourself to one task at a time in its entirety, regardless of how big your ‘to do’ list is. You’ll find focusing much easier when you aren’t multitasking. Rather than overpromising yourself and trying to get as many things as possible done at once, work on each task individually in order of importance.
If you find yourself getting distracted by social media, turn off your phone. If you are distracted by colleagues or phone calls, explain that you are taking time to focus and put headphones on. If you are distracted by the amount of work you have to do, go back and prioritise your activities.
And also, importantly, take care of yourself. By making sure that you get plenty of sleep and exercise, you will have an alert, high-functioning mind which is less tolerant of time-wasting activities and less tempted to partake in them.
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Give Yourself A Break
Think of this as ‘putting your own oxygen mask on first’. To maximise your productivity, you need to recognise when to take a break and choose to do something that works for you. This could be as simple as taking two minutes out to have a glass of water and a stretch. Especially if you have a desk job. Prioritising yourself is as important in time management as prioritising your task list.
Time management is supposed to be sustainable, it’s not hustle culture, and it’s not meant to drag you to burnout.
If you or those you manage need help with time management, give us a call for more information on the courses we offer: 01437 721879.
