Practical Time Management
There are many reasons why somebody might struggle with time management. Whether it be because of a lack of discipline, an overwhelming workload, or just a natural tendency to procrastinate, this article will help you find what works for you and make the most out of your day.
In this post we'll cover strategies for getting started on tasks before they become too difficult to handle, tips on staying engaged with an activity throughout its duration, advice for managing interruptions without letting them derail your plans or thoughts, and more.
By the end of this article you should be feeling more confident and in control of your day, with a greater ability to make the most of your time and get things done without stress.
Getting Started on a Task
One huge time management mistake most people make is to underestimate the time needed to complete a task. This often leads to giving up once things become too difficult, forcing you to abandon projects before they're complete.
The solution is one that seems obvious but often goes unnoticed: before you start a new project, spend just as much time planning how you're going to execute it as you do actually completing it.
This means not just counting on your own abilities and willpower, but also planning for the aspects of the task that might arise. Things like finding motivation to get started, identifying tasks that can be broken down into manageable pieces, and figuring out a systematic way to measure the progress of each piece should all be considered.
Remember that a task that can't be accomplished by itself is not a task at all. It's a waste of time that could have been spent elsewhere.
Motivation During Interruptions
Interruptions occur when someone needs to talk to you, or even approach you in the first place. Some will come so frequently it becomes almost impossible to complete your tasks without some form of distraction. Other times the interruptions are unavoidable, such as when sitting in front of a computer or working with other people.
When you're working on a task that requires great focus, it can be incredibly difficult to regain that focus once it is broken. If the interruption was important enough to warrant your attention, then going back to the original task is probably worth it. If not, one method of dealing with interruptions effectively is by...
Showing People You're Busy
It sounds counter-intuitive but don't give in. Interruptions are usually an excuse for people to get in touch with you and ask for information or favors. This may seem like a legitimate excuse, but in reality many of these people are trying to manipulate you, rather than offering genuine assistance.
Simply ignoring all the requests and information they try to pull will only make them more persistent. Instead, create boundaries around what you're willing to do and what you're not. Make it clear that some interruptions will not be tolerated.
People are less likely to bother you if they see that your time is valuable and you have other things to do. If they don't respect your boundaries, then you can point out how much time they've wasted being unprofessional, which may even encourage them to change their behavior from now on.
If a request is so important that it cannot be put off, you can do a public shoutout to people asking for help or attention. This is an especially effective way of making your status clear to everyone and letting them know what you're doing. You may even get some quick and easy work out of it if the person isn't completely unproductive.
It's perfectly fine to ask people to respect your time, but avoid making everything a competition of who's the most important person. You'll usually get respect, even if it doesn't seem like it.
Deadlines
Deadlines provide a sense of urgency that can be used to channel your attention away from unproductive tasks and towards the ones that matter most. This means they're an essential part of any serious productivity plan.
Setting a deadline for a certain task can help you make sure that it gets done before the end of the day, and if it doesn't, then you can be sure that no one will lose face because of it. It's also a way of reminding yourself to stay focused on the tasks at hand instead of getting distracted by other things.
It might not seem like an important task at first glance but setting a deadline and sticking to it really is essential to your productivity in general. To help you define what a reasonable deadline is, I recommend you read my article on Setting Goals.
You can also use the same techniques to make sure that task requirements are detailed and accurate, to help ensure that the deadline is met with no additional hassle.
One problem with deadlines though is that they're often treated as rigid rules and then forgotten shortly afterwards. This can result in a lot of stress when your task doesn't actually end up getting done by the deadline, or even worse, never getting started at all.
Conclusion
You can make any task easier to manage by planning for its execution beforehand. This will let you avoid some of the common time management mistakes, to help you get more done and stay focused on the things you care about the most.
If you experience interruptions during working hours, don't give in. Instead, take advantage of them to show others that your time is valuable and that they should be respectful of it.