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People Who Manage Their Time Well Follow These 3 Rules

People Who Manage Their Time Well Follow These 3 Rules
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I’m sure you are constantly told to manage your time better, because it boosts your efficiency, saves time, and reduces stress. Everyone knows the benefits of a better time management, but how many of us could actually do it?

Most of us like to procrastinate and realize we don’t have much time left, then the thought of having a lot of unfinished tasks stresses you out. If you find yourself working last minute, or submitting your task late, your time management needs some help.

Before I tell you how you could manage your time better, you need to know what it means to have good time management.

Good time management doesn’t mainly focus on quantity.

To most people, managing your time well equals getting more done in less time.

Say you have 20 things to do within 10 hours, and you successfully finish all the tasks on time. The more things you can accomplish in a limited time frame, the better your time management is.

Without a doubt, you finish everything on your to-do list on time, but is this the most effective way to manage your time?

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It is more effective to focus on quality.

Time management is basically organizing and planning how much time you spend on the tasks in hand. Having better time management takes time and skill. The more effective time management focuses on doing a few things with great importance, which means quality over quantity.

Focus on the results rather than the activities. It’s good to keep track of how much you have done, but it is more important to decide on what you should pursue on how much value you could add.

When you don’t feel stressed or overburdened as you move from one task to the other, you know you have a better time management. Here are 3 ways to improve your time management skills:

1. Prioritize your tasks according to their importance and urgency

Before you work on the tasks on your to-do list, you have to know which ones are urgent and important. This is the Eisenhower’s principle.

  • Important tasks lead you to achieve your personal goals; while
  • Urgent activities are immediate, with instant consequences, these tasks are usually associated with achieving someone else’s goal.

The Eisenhower’s principle suggests prioritization of tasks into four levels:

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    1. Important and urgent: These tasks should be dealt with FIRST. They are either unexpected issues or those you have waited until the very last minute to work on. You can plan ahead to avoid the latter from happening, but for unplanned surprises, leave some time out in your schedule to allow room for buffering.
    2. Important but not urgent: These activities are important to achieve your goals, so make sure to give yourself plenty of time to work on.
    3. Not important but urgent: These are the roadblocks to block you from accomplishing your own tasks, and they are usually from others. Don’t be worried to say “no” or delegate the tasks to someone else. But do leave some slots open, in case people really need your help.
    4. Not important and not urgent: Always avoid these tasks. They are simply distractions.

    The main key to better prioritize your tasks is leaving slots of time out to make sure you have enough time if something goes wrong.

    2. Smartly use leverage to gain more

    There are many approaches to one task, and all of them are effective, but to truly make use of the least effort for the greatest returns, apply the concept of leverage to finish your task.

    One of the ways to make the most out of everything is to find common patterns in tasks and set up a workflow so you can smoothly finish all the tasks you need without spending unnecessary extra time and energy.

    Say you need to write 3 articles in 10 hours. You dissect the processes in writing a article, like research, writing, and proofreading. You then develop a workflow to avoid writing while researching, then going back to edit your article.

    Another way is to leverage other’s time. I have mentioned there are “not important but urgent”, and these are the tasks you can delegate to ease your burdens.

    Here are more suggestions on leveraging your time.

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    3. Give yourself timed sessions and short breaks

    Sometimes, spending too much time on a single task can actually backfire. The law of diminishing returns suggests there’s a point where the level of profits may not be in proportion to the level of investment.

    To better your time management, you have to keep in mind to not over-invest your time in certain tasks. You can use the Pomodoro Technique[1] to avoid working overtime.

    The Pomodoro Technique is developed in 1980s. The Italian word “pomodoro” means “tomato”. The technique is simple — divide and structure your work in 25-minute sessions (or pomodori), with a 5-minute break in between.

    Say you are working a presentation, you estimate you need around 125 minutes to complete the task. You divide the task into five 25-minute sessions with a short break in between. Make sure the sessions don’t clash with your other plans or commitments. Set a timer to 25 minutes and start your work. Take a rest after each session then repeat until the sessions are over. Take a 20 to 30-minute break afterwards.

    Use technology to start bettering your time management.

    It might be difficult to incorporate the Eisenhower’s principle, the concept of leverage, and Pomodoro Technique all into one for a better time management. Here are three time management apps to help you along the way:

    MyLifeOrganized (MLO)

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      The first step to better your time management is organization. MLO offers help for you to target what you want to accomplish in order to meet your objectives. It generates to-do lists for you, prioritize your tasks, and track your actions.

      Toggl

        It’s always good to have a log sheet to time yourself. Toggl helps you to manage your time better by tracking how much time you spent on each and every task.

        Focus Booster

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          Have you ever wandered off to somewhere else while working on something important? Focus Booster uses the Pomodoro Technique and allows you to set a timed sessions for better focus and work quality.

          Reference

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          Frank Yung

          Writer. Storyteller. Foodie.

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          Last Updated on July 21, 2021

          The Importance of Reminders (And How to Make a Reminder Work)

          The Importance of Reminders (And How to Make a Reminder Work)
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          No matter how well you set up your todo list and calendar, you aren’t going to get things done unless you have a reliable way of reminding yourself to actually do them.

          Anyone who’s spent an hour writing up the perfect grocery list only to realize at the store that they forgot to bring the list understands the importance of reminders.

          Reminders of some sort or another are what turn a collection of paper goods or web services into what David Allen calls a “trusted system.”[1]

          A lot of people resist getting better organized. No matter what kind of chaotic mess, their lives are on a day-to-day basis because they know themselves well enough to know that there’s after all that work they’ll probably forget to take their lists with them when it matters most.

          Fortunately, there are ways to make sure we remember to check our lists — and to remember to do the things we need to do, whether they’re on a list or not.

          In most cases, we need a lot of pushing at first, for example by making a reminder, but eventually we build up enough momentum that doing what needs doing becomes a habit — not an exception.

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          From Creating Reminders to Building Habits

          A habit is any act we engage in automatically without thinking about it.

          For example, when you brush your teeth, you don’t have to think about every single step from start to finish; once you stagger up to the sink, habit takes over (and, really, habit got you to the sink in the first place) and you find yourself putting toothpaste on your toothbrush, putting the toothbrush in your mouth (and never your ear!), spitting, rinsing, and so on without any conscious effort at all.

          This is a good thing because if you’re anything like me, you’re not even capable of conscious thought when you’re brushing your teeth.

          The good news is you already have a whole set of productivity habits you’ve built up over the course of your life. The bad news is, a lot of them aren’t very good habits.

          That quick game Frogger to “loosen you up” before you get working, that always ends up being 6 hours of Frogger –– that’s a habit. And as you know, habits like that can be hard to break — which is one of the reasons why habits are so important in the first place.

          Once you’ve replaced an unproductive habit with a more productive one, the new habit will be just as hard to break as the old one was. Getting there, though, can be a chore!

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          The old saw about anything you do for 21 days becoming a habit has been pretty much discredited, but there is a kernel of truth there — anything you do long enough becomes an ingrained behavior, a habit. Some people pick up habits quickly, others over a longer time span, but eventually, the behaviors become automatic.

          Building productive habits, then, is a matter of repeating a desired behavior over a long enough period of time that you start doing it without thinking.

          But how do you remember to do that? And what about the things that don’t need to be habits — the one-off events, like taking your paycheck stubs to your mortgage banker or making a particular phone call?

          The trick to reminding yourself often enough for something to become a habit, or just that one time that you need to do something, is to interrupt yourself in some way in a way that triggers the desired behavior.

          The Wonderful Thing About Triggers — Reminders

          A trigger is anything that you put “in your way” to remind you to do something. The best triggers are related in some way to the behavior you want to produce.

          For instance, if you want to remember to take something to work that you wouldn’t normally take, you might place it in front of the door so you have to pick it up to get out of your house.

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          But anything that catches your attention and reminds you to do something can be a trigger. An alarm clock or kitchen timer is a perfect example — when the bell rings, you know to wake up or take the quiche out of the oven. (Hopefully you remember which trigger goes with which behavior!)

          If you want to instill a habit, the thing to do is to place a trigger in your path to remind you to do whatever it is you’re trying to make into a habit — and keep it there until you realize that you’ve already done the thing it’s supposed to remind you of.

          For instance, a post-it saying “count your calories” placed on the refrigerator door (or maybe on your favorite sugary snack itself)  can help you remember that you’re supposed to be cutting back — until one day you realize that you don’t need to be reminded anymore.

          These triggers all require a lot of forethought, though — you have to remember that you need to remember something in the first place.

          For a lot of tasks, the best reminder is one that’s completely automated — you set it up and then forget about it, trusting the trigger to pop up when you need it.

          How to Make a Reminder Works for You

          Computers and ubiquity of mobile Internet-connected devices make it possible to set up automatic triggers for just about anything.

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          Desktop software like Outlook will pop up reminders on your desktop screen, and most online services go an extra step and send reminders via email or SMS text message — just the thing to keep you on track. Sandy, for example, just does automatic reminders.

          Automated reminders can help you build habits — but it can also help you remember things that are too important to be trusted even to habit. Diabetics who need to take their insulin, HIV patients whose medication must be taken at an exact time in a precise order, phone calls that have to be made exactly on time, and other crucial events require triggers even when the habit is already in place.

          My advice is to set reminders for just about everything — have them sent to your mobile phone in some way (either through a built-in calendar or an online service that sends updates) so you never have to think about it — and never have to worry about forgetting.

          Your weekly review is a good time to enter new reminders for the coming weeks or months. I simply don’t want to think about what I’m supposed to be doing; I want to be reminded so I can think just about actually doing it.

          I tend to use my calendar for reminders, mostly, though I do like Sandy quite a bit.

          More on Building Habits

          Featured photo credit: Unsplash via unsplash.com

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          Reference

          [1] Getting Things Done: Trusted System

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