Effective time management -make more time out of your day
Let´s not wear business as a badge of honor
By Catharina Kallio
At first glance, effective time management is about our ability to manage time. But to make more time out of your day, focus on your own leadership, not on time itself.
In order for us to be able to manage ourselves, in order for us to have the time we want, and in order for us to be satisfied with what we have, we need to focus on our mindset. If we wear busyness as a badge of honor, we will be busy being busy, overwhelming ourselves with little things, and stressing ourselves out. We forget what we want and need to achieve from a larger perspective
1. Do less and accomplish more by being extra clear about what you need to get done.
We usually overestimate how much we can get done in a day. When we make our to-do list, we tend to be optimistic, forgetting that things happen throughout the day that we have no control over. The to-do list gets crammed with all sorts of little tasks and the big picture is easily lost. At the end of the workday, many of us have a lot left undone that we set out to do for the day.
The to-do list gets longer with each passing day of the week instead of getting shorter. We feel overwhelmed by the number of tasks that need to be done, which can lead us to procrastinate or even abandon work altogether. For this reason, a to-do list can increase feelings of stress.
I would suggest that instead, you try to turn the situation around. Start your week by looking at the big picture. What needs to be done. Start with the goal or big picture in mind and then try to break that down into a weekly list of things that need to be done by you or someone else. Often we tend to focus on the small tasks and feel like there are “at least thousands of them” instead of looking at the big picture and starting from there. This mindset will make more sense if you actually try it.
2. Planning your calendar
When planning your time using your calendar, make it a habit to use different colors for different topics and tasks. This way, it will be easier for you to visually identify what you are spending your time on.
If you are clear about what you should be spending your time on at work (you know what your main expectations are at work, right?), your calendar should look that way too. The colors will show you if you are focusing properly on what you should be focusing on.
3. Multitasking makes us stupid
Stop multitasking, it will only increase your lack of focus. More mistakes will be made and you will have to redo some of the tasks you have already done.
Multitasking will never put you in a flow state, which has been researched and is known to increase motivation. Instead, multitasking increases feelings of stress. So eliminate anything from your work environment that interrupts your concentration too often.
4. Pay attention to your mind
Try to avoid the feeling of stress. It will narrow your focus. You may have the right answer in front of you without even noticing it.
The feeling of stress originates in your mind. If you take breaks and think about things, you can avoid stress.
Also, try to stay in the moment and focus on what you are doing. If you allow your mind to be taken over by the feeling of stress, the end result of your work will be mediocre and you will still feel the stress.
5. Take breaks and find a peaceful place to work at
If possible, work from home once in a while. Most people say they are more effective when they can work from home. When you work without many interruptions, it’s easier for you to get into the flow state, which increases motivation.
When you work from home, remember to take breaks because your brain can only concentrate for a certain amount of time.
6. Set boundaries
Learn to set boundaries with yourself and others.
Are you a people pleaser who puts other people before yourself most of the time? Maybe you were raised to be the “good girl” who does not say no. If you know what you need to get done (see Hack 1.), it’s easier to focus on the big picture and set boundaries that you are more likely to keep. This does not mean you have to be unkind to anyone, quite the opposite.
When you are clear about what you are doing and why it’s much easier to adjust your schedule as needed.
7. What is good enough
Trying to be perfect in everything we set out to do takes a lot of time and effort. On the other hand, it is satisfying to perform well and be proud of what we have accomplished.
I would ask you to pay attention to when your own expectations of yourself are too high. This may have to do with perfectionism or imposter syndrome. Not only do you put yourself under stress, but it can also lead to procrastination.
Feeling stressed, procrastinating, and not feeling good enough is not the best combination. If you typically do this, try to pause and think: What is good enough for what I am doing right now? The way you think about “good enough” might be much more than that for someone else.
8. The holistic view of time management
Finally, eat well, sleep well, and move your body. Think of time management as something holistic that has to do not only with time, but also with keeping your brain sharp and focused, using your mind, staying positive, and having an attitude of accomplishment. This will not be possible if you only sleep five hours, have no energy for exercise, and eat poorly!
If you choose to start with only one topic from this holistic approach, please choose sleep!
If this is something you would like to read more about you will find 8 pillars of life balance an inspiring read.
How to be more effective in time management and to make more time out of your day: pick one or two of the suggestions above and start implementing. See to it that you continue at least three or four weeks with your new routine, for it to stick.
