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People Who Manage Their Time Well Follow These 3 Rules

People Who Manage Their Time Well Follow These 3 Rules

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

          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 October 17, 2018

          7 Natural (And Highly Effective) Ways to Improve Memory

          7 Natural (And Highly Effective) Ways to Improve Memory

          How is your memory? Is your cognitive function as strong as you’d like it to be?

          If not, then you’re definitely going to be interested in the memory improvement tips I’ll be sharing with you in this article.

          Despite what you might think – or have been told – improving your ability to recall information is certainly possible. You just need to know the right ways to do it. (Don’t worry, as you won’t need to make any significant lifestyle changes.)

          So how to improve memory? Let’s dive straight into the first of seven easy ways to improve your memory significantly.

          1. Meditate

          We live in a world of non-stop, 24/7 information. It’s like a waterfall that’s endlessly pouring news, data, facts and figures into our conscious minds.

          Unfortunately, our brains are not designed to absorb this tremendous amount of information. It’s no wonder then, that most people struggle to remember information and recall things.

          Even if you believe you have a good memory and are comfortable with multi-tasking, you’ll also be aware that there’s only so much information your brain can process at one time. And research suggests that the more information and distractions, the harder it is for you to transfer information to your long-term memory.[1]

          Fortunately, meditation can help you out.

          Even if you just meditate for 10 minutes per day, you’ll boost your ability to focus, which in turn, will make it easier for you to remember important facts.

          If you need help in shifting into a meditative state, I recommend trying an app like Headspace – which can assist you to achieve this in a convenient and structured way.

          And don’t forget, meditation doesn’t just have to be closing your eyes and sitting in a lotus position. Some people prefer to simply take a short walk in nature. This clears and calms their mind, and still provides the all-important boost to their focus.

          2. Get plenty of sleep

          If you’re sleep deprived or have not been sleeping well, then I’m guessing you’re not remembering well either. This is because sleep and memory are intimately connected.

          If you have a busy life and regularly find yourself not getting enough sleep, then this will negatively impact your cognitive abilities – including your memory.

          How much sleep should you be getting?

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          Well, according to the National Sleep Foundation, you need a minimum of seven to nine hours of sleep per night. If you get this amount of sleep regularly, then within just a few days, you’ll see a tangible improvement to your ability to remember and recall things.

          Now, I’ll be honest with you, maintaining a proper sleep cycle is not always easy (especially when the latest Netflix series has just been released!). But if you care about improving your short-term and long-term ability to remember things, then it’s critical that you try to get at least the recommended amount of sleep every night.

          Are there ways to hack the sleep cycle?

          Yes, there are.

          Try these three things:

          • Have a fixed bedtime (preferably before 10pm)
          • Don’t eat too late
          • Make sure your bedroom is as dark as possible

          Sleeping is a precious activity. It regenerates your body, clears your mind, and helps with the storing and retrieval of information.

          However, don’t sleep just yet, as I want to tell you about another great way to increase memory…

          3. Challenge your brain

          When was the last time you challenged your brain?

          I don’t mean challenged in the sense of overeating or undersleeping. I’m referring to stretching your mental capabilities through things like crossword puzzles, Sudoku and memory games.

          To expand your memory bank, and to make your recall razor-sharp, you need to continually challenge your brain.

          Feedback from Lifehack readers such as yourself, has suggested that brain training apps are a super-effective way of doing this. Used regularly, these apps can enhance your focus, attention span, problem-thinking ability and memory.

          There are hundreds of these apps available (most of them for free), but I recommend starting out with one of the big three:

          • Peak (Android/iOS, free, 10 million+ downloads)
          • Lumosity (Android/iOS, free, 10 million+ downloads)
          • Elevate (Android/iOS, free, 5 million+ downloads)

          If you normally spend a chunk of your week playing computer games, then instead of shooting and killing your enemies, why not let some of them live – while you put your attention into boosting your brain power!

          Challenging your brain will strengthen your neural pathways and enhance your mental abilities. But don’t just take my word for it, try one of the apps above and see the positive benefits for yourself.

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          4. Take more breaks

          When I think back to my days as a budding entrepreneur, I distinctively remember working all the hours under the sun – and many under the moon too!

          At that time, I believed that breaks were for the weak, and to become wealthy and successful, I needed to shed blood, sweat and tears.

          However, I was wrong.

          Taking regular breaks is the best way to keep yourself productive, creative and alive to opportunities. It’s also the best way to learn new information.

          Let me explain.

          Typically, when studying lots of new information, most people will spend hours reading it – in an attempt to learn and remember the content as quickly as possible. Unfortunately, they’ve overlooked something.

          Namely, extended study sessions are rarely a good thing, as your ability to retain information naturally declines after a certain period of time.

          It’s similar to physical exercise. You wouldn’t attempt to train vigorously for four hours in a row. Instead, you’d take regular breaks to give your lungs, heart and muscles adequate time to recover. Failing to do this will result in muscle cramps and overexertion.

          It’s the same with your brain. If you overload it with information, you’ll suffer from mental fatigue.

          What’s the answer?

          Make sure you take regular breaks when learning new information. I recommend at least a 10-minute break every hour. (You may also want to take a look at the Pomodoro Method.)

          If you don’t want to be as regimented as that, then take breaks as soon as you find yourself losing the ability to focus on the new material. Your brain will thank you – and your learning aptitude will move up a level.

          5. Learn a new skill

          I love this quote, as it’s 100% true – but frequently overlooked:

          “Learning never exhausts the mind.” – Leonardo da Vinci

          From my experience of helping to develop the careers of dozens of Lifehack employees, I can definitively say that participating in meaningful and purposeful activities stimulates the mind. It also reduces stress and enhances health and well-being.

          Let me give you an example of this:

          Imagine you work for a global financial institution in one of their call centers. You take over 100 calls a day – many of them complaints. When you started the job a few months back, you were excited to be in full-time employment and working for a household name.

          Unfortunately, your initial enthusiasm quickly turned into frustration.

          The endless complaint calls began to take their toll on you. And the supervisors irritated you too, as they were far too interested in micro-managing you – rather than letting you work in your own way.

          Now, in the story above, the ending could be that you put up with a job you didn’t like, and led a dull and frustrated working life for years and years. However, an alternative ending is this: you channeled your dissatisfaction in to learning a new skill (computer coding). It took you a year or two to get up to speed, but it allowed you to successfully upgrade your career – and the ongoing learning made the call centre job much more bearable.

          Clearly, learning new skills gives you impetus, focus and something to aim for. Your brain loves to learn, and you should tap into this by always seeking our new information. And when learning becomes a habit, you’ll find your ability to remember and recall things effortlessly, becomes a habit too.

          6. Start working out

          If you’re not already working out regularly, then here’s another reason to do so:

          Exercising for 20-30 minutes three times a week will improve your long-term memory.

          Regular exercise increases blood flow in your body and supplies the brain with extra oxygen and nutrients. And a well-nourished brain is a well-functioning brain!

          “But I just don’t have the time?,” I hear you say.

          Not a problem.

          A research has shown that a daily burst of 60 seconds of high-intensity exercise, offered many of the benefits of the longer exercise routines.[2] So, if you’re short on time – now you know what to do.

          Interested in getting started?

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          Here are five different ways that will help you work out:

          • Join a gym
          • Join a sports team
          • Buy a bike
          • Take up hiking
          • Dance to your favorite music

          7. Eat healthier foods

          I’m sure you’ve heard the expression: “You are what you eat.”

          This applies to your brain too.

          The food that you eat helps determine your brain’s capacity to store and recall information. A poor diet (think junk food + soda!) harms not just your physical health, but your mental health too.

          Fortunately, there are several foods that are especially good for your brain and your memory. These include: blueberries, celery and dark chocolate. But anything high in antioxidants will have a positive effect on your brain and memory.

          Conversely, highly-processed foods and those loaded with sugar will have a negative impact on your memory. This is due to them providing insufficient nutrients for your brain – leading you to easily suffer from mental fatigue.

          Want to be mentally healthy? Then eat and drink an abundance of these for brain health:

          • Turmeric – helps new brain cells grown
          • Broccoli – protects the brain against damage
          • Nuts – improves memory
          • Green tea – enhances brain performance, memory and focus[3]
          • Fish oilfish oil supplements can increase your brain power

          Here’re more brain food options that improve memory!

          Final thoughts

          I sincerely hope these seven memory boosting ways that I’ve covered in this article will be of help to you.

          You don’t need to implement them all. I suggest just trying the ones that appeal to you.

          But, if you’re serious about dramatically improving your memory, then make a start right now on adopting one or more of the ways I’ve suggested. I’m confident you won’t regret it.

          Featured photo credit: Eric Ward via unsplash.com

          Reference

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