Archives for Time Management
As a child, I had an eccentric uncle who collected clocks. Every room had at least five or six, all ticking away. As you could imagine, the end of daylight saving time was an adventure. Uncle Mike would start adjusting their time one week in advance. Each day he’d change a handful of clocks, and leave the rest for the following day. It drove my poor aunt crazy. “For one week each year,” she’d say, “I have no idea what time it is.”
If you’re in the U.S., don’t let the change from daylight saving time (DST) this weekend stress you out (even if you collect clocks). With some careful preparation, you can get through it relatively unscathed.
Most people dislike the change to their sleeping habits that comes with the return to standard time. According to WebMD, it’s best to ease into it. Nicholas Rummo, MD, director of the Center for Sleep at Northern Westchester Hospital in Mt. Kisco, N.Y., recommends going to sleep a little bit earlier each night leading up to the changeover. For example, going to sleep 10 minutes earlier each night for six nights will help quite a bit.
This is especially helpful for the kids, who often struggle with the change. In fact, this is the same thing my wife and I do as we make the transition from summer vacation to the school year. It works pretty well.
WebMD also suggests exposing yourself to sunlight as early as you can. Have breakfast near a window or even walk outdoors for a bit, if you can. This will help reset your internal clock.
Back to the kids. The time change can be difficult for school-age children, and downright miserable for toddlers (and their parents). One thing you can do to ease the pain for everyone is stick to an established routine. Dr. Jodi Mindell, author of Sleeping Through the Night, believes this is the way to go. “You want to stick by the clock and stick to the bedtime rules,” she said. “Another piece that is key is wake them up at their normal times–don’t let them sleep later to ‘make up’ for lost sleep from the night before.”
But really, the best advice I can give here is be prepared. The kids are going to get less sleep then they’re used to, so try to be patient and prepared.
Besides sleeping changes, what else is there to do? First of all, confirm that your clocks — both electronic and analog — make the change. Some will do so automatically, like your cable box, computer, smartphone or tablet. Others will need a little help. I always forget about the clock in the car (as well as how to change it). Our microwave oven also spends a few days displaying the wrong time.
Also, this is a good time to make sure your home’s smoke detectors are working and replace batteries in your flashlights. The end of DST also marks the start of hurricane season here in New England, so I make a review of our storm food and related supplies each October/early November.
Finally, I’d be remiss if I didn’t say, “Happy Halloween!”
With all the things we want to do (and need to do) with our days, sometimes sleep gets shorted. I’m not talking about a household with a new baby — I’m talking about a household like my own where I’m balancing commitments related to work, family, friends, pets, household maintenance, exercise, etc. So many of us sometimes skip on sleep, but the more I read, the more that seems like a really bad idea.
If you have regular problems with insomnia, you might look into sleep hygiene techniques; you might also want to see a doctor who specializes in sleep disorders.
But some of us who don’t have babies, don’t have insomnia, and don’t have other reasons why we can’t dedicate enough time to sleep, we simply don’t make sleep a priority. The following information is encouraging me to make sure I do get enough sleep.
“While the brain sleeps, it clears out harmful toxins, a process that may reduce the risk of Alzheimer’s, researchers say.”
The Guardian reports that some scientists are skeptical of the study, but it certainly is intriguing, if in no way conclusive.
“We get more REM sleep in the last half of the night. Which means that if you are woken unexpectedly, your brain may not have dealt with all your emotions — which could leave you stressed and anxious.”
On the Personal Health blog of The New York Times website, there’s an article by Jane E. Brody that begins:
Think you do just fine on five or six hours of shut-eye? Chances are, you are among the many millions who unwittingly shortchange themselves on sleep.
Research shows that most people require seven or eight hours of sleep to function optimally. Failing to get enough sleep night after night can compromise your health and may even shorten your life. From infancy to old age, the effects of inadequate sleep can profoundly affect memory, learning, creativity, productivity and emotional stability, as well as your physical health.
Sleep is ingrained in our cultural ethos as something that can be put off, dosed with coffee, or ignored. And yet maintaining a healthy sleep schedule is now thought of as one of the best forms of preventative medicine.
But for now, I’m smiling as I read about Lucy Kellaway’s movement, called YAWNS, which I found on the Financial Times via Metafilter. YAWNs is an acronym for Yes A Wonderful Night’s Sleep, and it advocates “no more boasting about being awake. Anyone admitting in public to getting up at 4 a.m. would have to prove they went to sleep at 8 p.m. and were still getting eight hours.”
Editor’s note: For tips on how to get the sleep your body needs and organize your time and space to make it possible, check out “Want to be more productive? Get more sleep.” Also, consider keeping a sleep journal to track how much sleep you get each night and how you feel the next day. Each person has different sleep requirements, and these requirements can change as you age.
We all have our time management weak points — mine involves a love of information. I could happily spend ages just reading all the wonderful things printed online.
There’s so much to read and watch — and so much of it is good. I mean, just think of the links that flow through Facebook and Twitter. … All the craft and care that comes flooding through my browser tabs every day hour minute.
But, of course, I don’t want to spend all my time in front of a screen (or a newspaper, or a magazine) reading this wonderful stuff. I need to work. I want to see family and friends. I want to pursue other interests.
So, what is the answer to not being overwhelmed by all the possible stuff to read or podcasts to listen to or videos to watch? While I was driving to the dentist this past Monday, I happened to listen to a podcast called Minimalism for the Rest of Us, hosted by Robert Wall. Episode 26, called “Drinking From the Fire Hose,” had Wall in conversation with Patrick Rhone, and some of it really resonated with me.
Here’s the first thing that caught my attention, from Rhone:
What it really comes down to is: Instead of drinking from the fire hose of information, being real picky and choosy about the information that you want to engage with.
“Information you want to engage with” was a phrase that really grabbed me. So much of what’s out there might be interesting and important, but I’m not going to engage with it.
What information would I engage with? Here are some examples:
- Information that helps me serve my clients better.
- Information that I want to share with friends, family, colleagues, etc.
- Information that helps me make a decision: who to vote for, what route to take.
- Information that spurs me to action: calling my senator or cooking a healthy meal.
- Information that helps me learn about a subject I’ve consciously decided to spend time educating myself about.
But that means there is a lot of information I won’t engage with.
And that brings me to another quote from the podcast:
Wall: I had a point at which I thought I should be just reasonably informed on world news. … If I just subscribe to like CNN Top Headlines, nine times of 10 I could read the headline
Rhone: and get everything you need to know.
I’ve had this same type of realization. Oftentimes, a headline or a tweet tells me all I need to know about a topic. If I feel I need to know more, the first paragraph of the article might be all I need. I still tend to have a nagging sense of guilt about not reading the full article, especially when it is a well-researched and well-written piece. But hearing Wall and Rhone talk about this might make me feel somewhat less guilty.
Here’s an example of a headline being plenty: As I’m writing this, the New York City mayoral primaries are being decided. I don’t live in New York; I’m not going to engage with that information. I do want to know the results, but a quick glance at a headline is all I need. I really don’t need any details beyond that.
Here’s some final advice from Rhone, about deciding whether or not to let an information source into your life, be it an article someone linked to, a podcast, an RSS feed, a magazine, or anything else: “No is the default.” If something is truly important, he says, multiple people will point him to it, and that might lead to a Yes.
Life is full of choices. Barring an emergency, if there is something you really want to do, you can almost always find a way to make it happen. Try these five time-saving tips to find more time:
- Plan what you want to do into your day. Activities will almost always extend to fill the allotted time. If you want to have family time or just time to yourself, mark it in your planner. Treat this appointment with the same priority as you would treat an important client. As the company L’Oreal says in its advertisements, “You’re worth it!”
- Do what you are supposed to be doing when you are supposed to be doing it. If you have scheduled two hours of uninterrupted time to work on a business proposal or work on your scrapbook, DO it. Do not get sidetracked by a ringing phone or new email. Michelangelo painted the ceiling of the Sistine chapel, and you and I both know he wasn’t talking on his cell phone while he was doing it.
- Pack your bags! If you have repetitive activities every week such as a soccer game every Monday evening or a writing class every Thursday morning, dedicate a backpack or sports bag for that specific activity. Always keep the items required for that activity in that bag even if you need to buy duplicate items. If you want to work on your writing while at home, remove the items from the bag, work, and then return the items to the bag. You will always be ready to leave on time knowing you have all your stuff in the bag. Have an overnight bag packed and ready to go for a spontaneous weekend away or an emergency trip to the hospital.
- Record your favourite TV shows and limit your social media time. Record your favourite shows and watch a one-hour TV drama in 45 minutes. Fast-forward through the commercials so you will not be tempted to buy more stuff you do not really need anyway. Set a limit on how much time you spend on Facebook and other social media sites. Only check once or twice a day and set a timer so you know when to say good-bye.
- Learn to say NO. If you are asked to do something you are not entirely comfortable with doing, say so. Have some answers ready if you are put on the spot: “I’m sorry I give everything 24 hours consideration before I give an answer” or “I am sorry but I don’t have the time available to do an adequate job” or “I can’t help on this project, but have you talked to X? I know she has been looking for ways to be more involved.” If you have paid for a course or seminar and you are not getting anything out of it, ask for your money back. If that is not possible, stop attending anyway. Remember, your time is worth something.
Setting priorities and saying “no” to people, groups, causes, and activities can be tough — but it’s also rewarding. I’ve been reminded of this as I’ve done some priority setting and no-saying of my own recently.
There’s a group I’ve been involved with for eight years; I’ve met some delightful people through the group, and it was a wonderful fit for me when I first joined. But over time, things have changed. A few weeks ago, I finally dropped out. It was hard to acknowledge it was time to move on. But, now that I’ve said my goodbyes, I’m really appreciating the extra time in my schedule. I’m also noticing that some projects I’d put aside for years are now getting done. And, saying goodbye to the group doesn’t mean saying goodbye to the friendships.
Learning to say “no,” when appropriate, is an important skill. As Merlin Mann said in a Beyond the To Do List podcast:
Everything you agree to do is other things you can’t do.
The most productive people are often those who do learn when to say no. Kevin Ashton highlighted this in his article “Creative People Say No,” which resonated with me even though I’m not an artist, a novelist, or such. I recommend the whole article, but these are a few excerpts:
A Hungarian psychology professor once wrote to famous creators asking them to be interviewed for a book he was writing. One of the most interesting things about his project was how many people said “no.” …
No guards time, the thread from which we weave our creations. The math of time is simple: you have less than you think and need more than you know. We are not taught to say “no.” We are taught not to say “no.” “No” is rude. “No” is a rebuff, a rebuttal, a minor act of verbal violence. …
How much less will I create unless I say “no?” A sketch? A stanza? A paragraph? An experiment? Twenty lines of code? The answer is always the same: “yes” makes less. We do not have enough time as it is.
Peter Shankman, while encouraging others to say “yes” to new opportunities, noted in his article “Saying Yes vs Saying No” that there are many requests to which “no” is the right answer:
There are times when we should say no. The “can I pick your brain without paying you for your time” requests? Yeah, those are pretty much always a no. Not that I don’t want to help you, and if you’re just starting out, or have one question via email, I’ll always say yes. But I’ve learned to say no to those more often than not, because they negatively impact me. (As they do you, as well.) And that’s fine. There are times to say no.
But the best advice, for me, comes from Lisa Barone. She said this on Twitter, and it’s become a new mantra for me:
We only get 24 hrs in a day. So if the answer isn’t “OMG, YES!” it has to be “I’m sorry, but no.”
Recently, I found out that someone I know lost his job. He described being shocked when he learned he was being let go, and that he had to accept that he needed to shift gears and move into job-search mode. He also said something else I found very interesting:
I found that I have so much that I should and want to do, that it has proved to be almost more difficult to accomplish things than when I was spending eight-plus hours in the office every day. Each day so far, without a schedule as tight as I had been maintaining while employed, seems to be flying by! More time is actually less time.
It’s the paradox of that last statement that gave me pause. Theoretically, it would seem that not having to commute and spend several hours at an office would equate to having more time to work on anything you want — in his case, job search activities. I think a couple of things are happening here. First, he’s dealing with a change — and not just any change, a major one that came as somewhat of a surprise. Second, his routine is not his routine anymore. Even though he has systems that work for him, they may not necessarily fit his current situation. And, now that he has less structure built in to his day, it can be easy for time to just slip away and for him to become frustrated.
People think of change as something dangerous. But it helps to remember all the ways your life has been altered in the past and realize that not only did you not keel over and die, things often turned out for the better.
When a significant change occurs in your life, you might find yourself consumed by stress or even fear, but there are several things you can to do to stay positive and keep moving forward:
- Take a look at what has worked in the past. If you find that you’re feeling frustrated about your new circumstances, you can take hold of your emotions by thinking about the strategies that have previously been successful. Can those techniques be incorporated in your new routine? What adjustments would you have to make?
- Consider new strategies. While you can rely on tried and true action steps, this might be a good time to explore other options that might help you more easily manage your current circumstances. You can talk with friends and family members to find out what strategies worked for them to help you decide the ones you’ll try. Be sure not to get stuck at this stage as it can delay how quickly you can focus on your next steps.
- Create a new plan. Once you’ve reviewed all your options, you’ll need to craft a plan. Select specific tactics you’ll employ consistently so you can successfully transition to your new routine.
- Put your new plan to the test. Of course, there’s no point in having a plan if you don’t implement it. Keep in mind not every day will go as you intend and you may need to make some adjustments. If you encounter hiccups along the way, you can again talk with someone you trust (perhaps a long-time advisor or mentor) to give you objective opinions or make necessary changes.
Whether it’s changing jobs or doing a whole house uncluttering project, being organized with your process is a great way to stay on track and move forward when undergoing a significant life change.
I’m more selective about the information I put in my body than what food I consume. — Robert Reid
If you have wide-ranging interests or just a huge sense of curiosity, you may be like me — someone who could happily spend days just reading things online or in newspapers or magazines.
But, of course, we also want to do other things with our lives: earn a living, get exercise, see friends, pursue our hobbies, etc. So how do we cope with the never-ending flow of interesting information?
When I’m making my decisions about what to read, I focus on four questions.
Why do I want to know about this subject or read this article?
If it’s information related to my profession, it might change how I do my work. Since I do editing work, updates from Associated Press about changes to the AP Stylebook matter to me. As an organizer, sometimes there is a new product or an explanation of a specific technique or even just a cool way of wording a familiar concept that might really help a client.
News about what’s going on in the lives of family members and close friends matters to me, because I care about these people. So yes — I do use Facebook to follow the lives of the relatives and close friends who use Facebook for that kind of sharing.
Sometimes there’s information I need in order to take action. For example, if there’s an election coming up, I need to get informed about the candidates and the ballot issues. And I may want to learn more about a specific cause to decide if I want to get involved.
Irrespective of the reason, it is a good idea to be aware of why you want to know about a topic before you take to reading about it (even if it’s a simple reason like I want to smile at cute kitten photographs to lighten my mood).
How much do I need to know?
Do I need an in-depth knowledge of a topic? Often, I don’t. Sometimes just a headline is enough. Sometimes one thoughtful article by a trusted source is enough; I can read one article instead of 20.
Is this a source of information I want to pursue?
Many people write about the topics I care about. Over time, I’ve found which ones tend to provide the most useful information, so I can ignore the rest. I’ve also found which people tend to refer me to articles I want to read; if they share something, I know it’s likely to be worth my time.
Do I need to know now?
If the article relates to something I may do in the future — travel to a place, buying a product — I can just file the information away, often in the form of a bookmark to the article or others might save the link to Evernote. All I need is a very quick skim to determine if it’s likely to be useful; I’ll read it more carefully when the time comes (such as when I’m waiting for an appointment or relaxing on a Saturday afternoon).
Asking myself these questions allows me to skim through a huge amount of possible information and pick the few things I really want to read. It’s still a challenge — I’m an information junkie at heart — but these questions at least set me going along a path away from information overload.
Many people are often in search of a strategy, tool, or productivity system that will help them to get more done. This is a good goal to have — afterall, who doesn’t want a set of habits that will help them cross stuff off their to-do list? In addition to actually accomplishing what you set out or agree to do, there’s a strong feeling of satisfaction you get when you actually pull it off on a regular basis.
On the other hand, it is possible this exuberant feeling you get from being productive can be taken to the extreme. You might crave that feeling so much that in your attempt to consistently recreate it, you end up working all the time. One could speculate that the need to work all the time is really about wanting to be in control. Others may characterize this as an addiction to working, even if the task you’re engrossed in is a worthwhile endeavor. Perhaps, work feels like a comfortable place to retreat to, a way to escape other parts of your life. No matter what the underlying reasons are, if you find yourself focusing on work tasks all the time, you are likely to be considered a workaholic.
On the surface, there may not seem to be a downside to spending a few extra hours at work each day, especially when you’re achieving the goals you set for yourself. But, keep in mind that you may be confusing working too much with having a strong work ethic. While both may require diligent effort and a reliance on core values, overworking likely includes a lack of discipline or the inability to stop working and recognize when it’s time to take a break. Here on Unclutterer, we’ve often extolled the benefits of taking mini-breaks throughout the work day as well as the positive effect exercise and sleep has on productivity. Certainly, if one is always working, there would be little or no time for either of those activities or any outside interests. Ultimately, this would lead to burnout.
In addition, an overly zealous worker is not beneficial to employers. Bryan E. Robinson, Ph.D., author of Chained to the Desk: A Guidebook for Workaholics, Their Partners and Children, and the Clinicians Who Treat Them, explained:
A workaholic might seem to be every CEO’s dream: an employee who comes in early, stays late, doesn’t take vacations, and takes on mountains of work. But those very qualities may make the workaholic a poor candidate for employee of the month because they often have more work than they can handle effectively, don’t delegate, aren’t team players, and are often more disorganized …
If you’re taking on too much, it is possible that you may not realize it (take Dr. Robinson’s quiz). As I mentioned before, you may think you’re simply a hard worker. Of course, there may be times when you need to work extra hours. Business owners everywhere (myself included) understand this all too well. However, it is important to prioritize specific tasks and to recognize when it’s time to ask for help. The latter will not only allow you to streamline your focus, but also help you to be more productive.
This past fall, I was contacted by the amazing people at Behance and 99U about contributing to a book series they’re editing and curating. I’m a big fan of 99U and have been in the LifeRemix network with Scott Belsky (the publisher behind Behance and 99U) for years. It took me exactly one second to agree to the project before I even really understood what it entailed.
The book, Manage Your Day-to-Day: Build Your Routine, Find Your Focus and Sharpen Your Creative Mind, released today is the first in a three-part series exploring creative productivity, time management, individually tailored processes, and great design. 99U’s traditional focus is the creative community (artists, designers, writers, etc.), but the information in this book is applicable to most everyone — especially those of us tied to desks all day.
Jocelyn K. Glei, the editor-in-chief of 99U and this book series, explains:
In Manage Your Day-to-Day, we address the specific challenges that this 21st-century influx of information presents for creative professionals, and offer solutions for how to build a daily routine, maintain focus amidst a constant stream of distractions, and keep your creative mind (and work) fresh … Rather than taking a one-size-fits-all approach, Manage Your Day-to-Day provides a playbook of tried-and-true best practices for producing great work. To accomplish this, we recruited 20 of the smartest creatives and researchers we knew—from Stefan Sagmeister to Seth Godin to Gretchen Rubin to Tony Schwartz to Dan Ariely—and asked them to share their road-tested insights on what helps them do great creative work.
The chapter I wrote for the book is “Learning To Create Amidst Chaos” and admits that “like it or not, we are constantly forced to juggle tasks and battle unwanted distractions” while working and to “truly set ourselves apart, we must learn to be creative amidst chaos.” I provide advice for ways you can train yourself to find focus in disruptive circumstances, much like a basketball player has to learn control so he or she can be successful throwing free throws on a rival team’s court.
The official book trailer:
The book is published by Amazon’s new publishing house and is available in paperback, audio, and digital format for the Kindle. Learn even more about the project and the contributors at 99U.
You know the annoying feeling of sitting in a doctor’s waiting room, for minutes on end, doing nothing while the doctor is running late? It can be aggravating. Oncologist Dr. James Salwitz recently published an article expressing a doctor’s perspective on this trial on our patience. He wrote about a normal busy day at his office — or what was a normal day, until this happened:
The 1:30, 1:45, 2:00 patients all arrived at 2:15 and suddenly I was looking at an afternoon that would run deeply into eve. I really hate it when patients are late. …
As an oncologist, I detest running late, because it means leaving people with cancer on their minds, stewing in my waiting room. Personally, I worry when I am waiting at the dentist for a cleaning. What goes on in the mind of someone waiting to see me?
This got me thinking about how much grief we can cause for ourselves and others when we find ourselves running late. Usually we just inconvenience people, but sometimes the implications are more serious. Laurie Perry shares a story about the woman who hit her Jeep:
After the crash she sat in her car, writing out her phone number for me, saying, “I was late for work.” I remember looking at her with absolute disbelief, thinking You almost killed me because you were late for work?
That line keeps coming back to me at the oddest times. I’ll see someone blow through a red light and hear that lady saying, I was late for work. And then I think, I hope they don’t kill someone just because they couldn’t bother to leave on time for work today.
What causes us to run late? Some people fall prey to underestimating the time it will take to get somewhere. That’s not my personal weakness. I’m what Penelope Trunk calls a “time pessimist”; I assume things are going to take longer than my first estimate. I’ve learned that Google Maps gives me an optimistic driving time. And I live in an area with minimal public transit and winding two-lane roads, where any traffic snarls lead to major delays — so I’ve learned to pad many minutes into my driving times.
Some people are hooked on the adrenaline rush of cutting things close. In her book It’s Hard to Make a Difference When You Can’t Find Your Keys, Marilyn Paul notes that “there is a thrill in running late, postponing something to the last minute, or meeting a deadline by minutes. If you’re in your car, rushing to an appointment, you experience the exhilaration of trying to get through each traffic light.” She goes on to explain that there are better ways to get your adrenaline rush. But I don’t get a thrill from cutting things close — quite the opposite. I’m one of those people who is nervous enough about missing a plane that I arrive at airports ridiculously early.
I’m also not someone who tends to get held up because I’ve misplaced something. My house keys go on a hook by the front door. My Prius car keys and my wallet stay in my purse. I’ve got a tote bag that has everything I need for a certain weekly meeting. Sure, I will sometimes misplace something and have to scramble, but it’s a rare event.
Rather, when I’ve found myself leaving home later than I intended, it’s usually due to what Kathleen Nadeau calls one-more-thing-itis. I send one more email. I do one more seemingly tiny task. Then I hope there’s no traffic jam, because I’ve eaten up all my carefully planned buffer time. And I promise myself I’m never doing this to myself again.
But for many people, it’s difficult to develop the habits needed to arrive on time. For anyone who is chronically late and concerned about that, but is finding it hard to change, I’d recommend Never Be Late Again, by Diana DeLonzer, which presents “seven cures for the punctually challenged.” It’s a book filled with both humor and wisdom, from an author who has overcome this challenge herself.
Additional help: Hang something as simple as a removable utility hook near your front door or inside your coat closet to hold your keys every time you come into your home. Set alarms on your smart phone, watch, or Time Timer to remind you to get out the door when you need to. Time yourself doing regular morning activities (brushing your teeth, taking a shower, walking your dog around the neighborhood, getting dressed, eating breakfast, etc.) to see how long it really takes you to do these activities. As humans, we often underestimate how long things take us to do, and having a real sense of the time it takes you to get ready can help you plan your day better so you can get places on time.
“Write down the thoughts of the moment. Those that come unsought for are commonly the most valuable.” — Francis Bacon, Sr.
It’s no secret that writing things down is beneficial in several ways. A mind that’s not trying to remember tasks is better prepared for problem solving and focusing on the present. Good ideas are fleeting and need to be captured, irrespective of when they happen. It’s important to have written goals and lists that can remind you of what you need to do. There’s more, of course, but I’m going to address that last point.
I’ve been keeping a to-do list in my pocket for years. For most of that time, it was a simple list of things I needed to do. That’s great, but I found problems. Notably, I’d feel guilty about tasks I couldn’t complete because of my circumstance.
For example, I can’t make progress on “get pants hemmed at the tailor” while I’m stuck at my desk. I can’t pay the registration fee for the kids for soccer while I’m standing in line at the DMV. Likewise, I often don’t have the energy or time available for more demanding tasks when I’m reviewing my list at the end of the day.
Looking at items I couldn’t take acton on was stressful. It was time to re-think the simple to-do list. The following are several ways to sort, organize and prioritize the items on your to-do list for easy reference and guilt-free productivity on the go:
Sorting by context
Step one was to sort by context. I know a lot of people dislike this idea, but hear me out on this. At the top of my to-do list, I’ll put a heading like “@phone.” Beneath it I list tasks that require a phone call. Next, I’ll put “@errands” and “@computer”. Appropriate tasks are listed under each one. That way, when I’m at my desk with some free time, I can look at “@phone” or “@computer” and hammer out those tasks. I don’t even see items listed under “@errands”, so I don’t feel guilty about not making progress on them. (David Allen refers to these location-based lists often in his writing.)
Time and Energy Available
Of course, context isn’t the only way to decide what you can work on at any give time. It’s smart to also consider your time available and energy available. When your fresh first thing in the morning, tackle those jobs that require much physical and/or mental energy. Reserve something less taxing, like filing receipts, for the end of the day or after lunch when you might have a dip in focus. Likewise, I don’t always have the time to lay out the new flower bed. But a free Saturday afternoon lets me do just that.
A few weeks ago, I came across Word Notebooks. My notebook addiction is legendary, so I could not resist buying a pair. They’re similar in size and shape to the Field Notes brand notebooks that I love so much, but offer something different.
Each paperback notebook has a “use guide” that’s printed on the inside cover and in the margin of every page. You’ll find a small circle around an even smaller circle. The idea is to highlight the importance and completion state of each item with these circles. Here’s how it works.
- Color in the inner circle to identify an item as a bullet point
- Highlight the outer circle to identify something as important
- Put a single line trough both circles for items that are in progress
- Draw an “X” over items that are complete
It’s tidy and offers an at-a-glance overview of the status of your to-do list. Unlike the context system that I use or the energy-available strategy, the Word notebooks visually arrange action items by priority and state of completion. Pretty nice! Of course, you don’t have to buy a special notebook with pre-printed circles. You could roll your own solution.
The Dash/Plus System
My Internet buddy, author and all-around nice guy Patrick Rhone described a system that he devised for keeping careful track of the items on his to-do list. His system uses plusses, arrows, and geometric shapes to denote the status of an action item. It’s clear, simple, and doesn’t require a special notebook.
Now I’ll turn it over to you. Do you keep a plain list or have you adopted a system like these? Let me know in the comments.
It’s Valentine’s Day, and so a lot of people are focused on romance. But, what happens after the day is done? How do you keep focused on an important relationship when “things go back to normal?” A recent article in The Wall Street Journal suggests that finding the right (dare I say) balance between your work and personal lives can be difficult, particularly for entrepreneurs.
When starting a business, managing a relationship with a significant other can be tough. Entrepreneurs often need to work long hours, weekends and holidays. They may have to travel unexpectedly and answer calls in the middle of the night. That kind of dedication — combined with the emotional highs and lows commonly associated with starting a business — can take a toll on an entrepreneur’s love life.
The article goes on to say how frustrating it can be for those in relationships with entrepreneurs, particularly when their partners estimate that “a business task will take just a minute when in reality it takes a few hours.” Sound familiar? Of course, work-life challenges are not unique to business owners.
Whether you work for yourself or someone else, there are specific steps you can take to create some boundaries between your work and personal responsibilities. That’s not to say that there won’t be hiccups along the way, but if you incorporate one or more of the strategies listed below, you’re likely to notice an improvement in how well you manage both your personal and business lives. Where should you begin? A good starting point is to come up with a reasonable plan:
Create ground rules
The hectic nature of one’s job probably will not go away, but you do have some control over the frequency with which business tasks interrupt your personal time. Create and stick to some general rules of thumb that you find reasonable to follow, like putting away your cell phone while having dinner with your family or limiting business calls and emails while you’re on vacation. You can practice unplugging from your mobile phone by turning it off (or leaving it in another room) for short periods and then work your way up to longer time frames.
Create a realistic schedule
It’s not very probable that you can completely turn off all thoughts about work. On the other hand, you can’t realistically spend every waking moment working. Set a reasonable schedule and consider creating blocks of time when you’re “on” and when you’re “off.” It’s also a good idea to test out the schedule that you come up with. Can you stop working at 6 pm, spend time with your significant other for two hours, and then continue working for another two hours? You’ll probably need to try out several scenarios before finding the one that works best for you.
Share your calendar
A calendar (digital or paper) can help keep close friends and family members up to date on times when you’ll be unavailable. If there’s an important project that will require quite a bit of your attention, the calendar is a great way to communicate that. That way, you’ll reduce the possibility of having personal events scheduled during times when your focus needs to primarily be on work tasks. You’ll also be able to pinpoint and block off the best opportunities for personal activities (vacations, daily personal time).
Find alternate ways to get things done
Business owners sometimes get caught in the trap of doing everything themselves. Sure, there may be things that only the company owner can do. But, there are a myriad of other things that can be delegated either to a business partner, virtual assistant, or an intern. You can also use technology tools to streamline processes and automate some tasks. And, of course, there are a number of apps you can rely on to help you be productive once it’s time to get back to work.