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Last Updated on February 17, 2021

The Ultimate Guide to Prioritizing Your Work And Life

The Ultimate Guide to Prioritizing Your Work And Life

Do you ever find yourself telling a friend or colleague that you’re “so busy” whenever they ask how you’re doing? Or, that you “have a lot on your plate and hardly have any time for yourself”?

These are common answers to the question: “ how are you doing?”. Perhaps you see it as an easy response that doesn’t need much explanation.  Or, it could be that you’re in disbelief at the end of the week, wondering where all that time went.

The reality is that time is precious and waits for no man. Yet, many of us unconsciously squander time away; but when  that realization kicks in, it’s often too late, or you have little time left to spare. And, the end result of what you were going to accomplish either gets short changed or fails altogether.

Think about the time when you had to be up early for an important meeting at work; yet, the night before you were up late binge watching a TV series. You ended up waking up late the next morning and had to rush to work, leaving you flustered and not well prepared for the meeting. Did you really have to watch those TV series late into the night? Or could you have used that time for an early rest?

Or, what about  that time you had a deadline to meet, and you spent every night that week working late to complete the project. Did you really have to spend every night working late at the office? Or could you have prioritized your time better and gotten the project done during your typical work hours?

I’m sure we’re all guilty of not spending our time wisely at some point in our lives.

But let’s not focus on the time that has already been spent; instead, let’s look at how we can prioritize and leverage the time that we still have!

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How to Leverage Your Time

Going back to the age-old battle of Quantity versus Quality, which do you think matters more? What if I told you that you need not worry about how much time you have left–instead, focus on how you’re making use of the time that you do have so that it’s worth many more valuable moments in the future?

That’s right. You can easily multiply or invest in the time that you have now. This way, you’ll reap many more returns in the future, instead of merely spending time at present. And, one simple way of investing in time now–so that it becomes quality time– is to Prioritize.

I’m sure you’ve heard this before. It isn’t new. Yet, how many of us actually intentionally sit down to prioritize daily tasks and responsibilities? Even less likely, how many of us know a method that can help us effortlessly decide what is important enough to take up an hour of time, and what can be skipped?

Here’s an important skill I want to introduce to you:

Determine Value in Any Task or Action

Before you can decide on what to prioritize, you need to know just how important that action is.

Value is what you gain from an action that you take. It’s the benefit you’re getting in return for spending your time. Sometimes, the Value is immediate or short term; other times, it‘s only realized in the long term.

So when you invest in time, you’re actually creating future value for the time you put in now. Usually, the benefits are not immediate and will take time to manifest. But once they are realized, they are enjoyed over a long period of time.

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Reduce Time Expenditures

Time expenditure on the other hand, creates short term benefits at the cost of your current time. Usually, the benefits are quickly enjoyed, but are one-off. So once it’s done, it’s gone.

Whether you’re aware of it or not, your tasks are automatically prioritized by your brain. Some tasks can get you closer toward your goals, while others don’t really get you anywhere at all. Outside of work, most people seldom plan out their tasks deliberately, which allows  them be driven automatically.

This is where you end up feeling ‘busy’ all the time because some of the actions that you’re doing don’t necessarily align with what you want in the future. The consequence is that we spend a lot of our precious time on wasteful time expenditures, and far too little on time investments.

This causes a lot of people to be stuck in the same loop, day after day, month after month, year after year.

By simply determining the value of your daily actions or tasks, you’ll already be intentionally prioritizing at a much more efficient rate. This will not only reduce time expenditure, but increase time investments that you’ll be able to use in the near future for much more important areas in your life.

Let me paint you a scenario. Say you’re going on a week long vacation to Australia. It’s your first time travelling to Australia and there are so many activities you want to do, sights you want to see, and restaurants and eateries you’d like to visit .

All this research can get pretty overwhelming and you may not know where to even start! Do I book a hotel first? Or get my flights? But what if I decide on a specific  hotel and realize it’s far away from all the major attractions? Should I then look up what attractions I want to visit first? This list can go on!

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In order to not get overwhelmed or over plan your trip itinerary, here’s where Determining the Value of each action or task can help you Prioritize effortlessly.

Start with Your Intention

What is the purpose of this vacation? Once you know the purpose of this vacation, you’ll be able to list down a bunch of tasks or actions–such as booking a hotel, booking flights and land transport, booking tickets to certain attractions, making reservations for restaurants, etc.

Once you’ve compiled your list, the next step is simply to categorize them into 3 criteria:  

Must haves, Should haves, and Good to haves.

Must haves are tasks that are absolutely critical to achieve the objective, and should take top priority for resources and time.  

The Should haves are important but not critical; leaving them out may lessen the impact of your outcome.

And, the Good to haves are just optional. Not having them  won’t affect the outcome of your goal.

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Once you’re able to sort out your list according to these 3 criteria, you’re already one step closer to prioritizing effectively and spending quality time on those Must have tasks. And, this will be a game changer. You’ll be able to easily communicate what you are spending time on, and you’ll find that you have more time to spare because it’s crystal clear what’s worth skipping out on!

This can be applied to any aspect of your life, whether you’re a full-time working professional, stay at home parent, or working parent. If you’ve ever used the expression “I’ve been so busy” when talking to someone, then I’ll recommend you give this a shot.

Make use of this free guide Create More Time Out Of a Busy Schedule to help you prioritize your everyday demands and align them with your life intention. You will be guided to identify your must haves, should haves, and good to haves with this guidebook. Grab your free guide here.

Quantify Your Tasks

Now that you know how to determine the Value of your actions spent, the next step up to effective Prioritizing would be to quantify your tasks so that you can objectively decide which is more important. This is especially useful when you have multiple items within each Must have, Should have and Good to have criteria.

Quantifying your tasks by assigning a value will allow you to objectively see the importance, making it easy for you to know which task to work on first. This way, you can be assured that the time and effort that you’ve put into is quality.

Final Thoughts

Time management is only one piece of a bigger puzzle of change that you can go through, to turn your life around and find more fulfilment. Often, when you find yourself going through an obstacle or limitation in life, it’s not just because of one flaw or a one off decision you made.

It’s often a process and a result of many actions that resulted to where you are now, and so you should go deeper to reflect and see how things can be done differently.

Learn more time management tips:

Featured photo credit: Marten Bjork via unsplash.com

More by this author

Leon Ho

Founder & CEO of Lifehack

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Last Updated on April 19, 2021

How to Start Living in the Moment and Stop Worrying

How to Start Living in the Moment and Stop Worrying

We often hear people talk about the importance of living in the moment and the different ways it will benefit us. It all sounds wonderful, especially the lower levels of stress and anxiety, but how exactly can we live in the present when our mind is constantly worrying about the past or planning for the future?

In this article, we’ll discuss some of the benefits of learning how to live in the moment you may not be aware of. Then, we’ll look at some of the obstacles and why we worry. Finally, and most importantly, I’ll show you how to live in the moment and stop worrying using some simple practices that you can easily incorporate into your busy schedule.

The result: a happier and more fulfilling life.

The Importance of Living in the Moment

“The secret of health for both mind and body is not to mourn for the past, worry about the future, or anticipate troubles, but to live in the present moment wisely and earnestly.” -Buddha

While it can be difficult to live in the moment, it has innumerable benefits.

Here are just a few that will enhance your life tremendously:

Better Health

By reducing stress and anxiety, you avoid many of the associated health consequences, such as high blood pressure, heart disease, and obesity. Studies have shown that being present in the moment can also improve psychological well-being[1].

Improve Your Relationships

Have you ever been with someone who is physically present, but mentally s/he’s a million miles away?

Being with unavailable people is a struggle, and building relationships with them is extremely difficult. How about being with someone who is fully present? We enjoy being with her/him because we can make a much deeper connection.

By living in the moment, you can be that person other people enjoy being with, and you make relationships much easier.

Greater Self-Control

You have greater control over your mind, body, and emotions when you are living in the moment. Imagine how much better your life would be if it weren’t at the mercy of a racing mind and unpredictable emotions. You would certainly be more at peace, and much happier[2].

Why Do We Worry?

Before we answer this question, it’s important to distinguish between worry and concern.

When we are concerned about something, we are more likely dealing with a real problem with realistic solutions. Then, once we do whatever we can to address the problem, we’re willing to live with the outcome.

Worrying, on the other hand, involves unrealistic thinking. We may worry about a problem that doesn’t really exist, or dwell on all the bad things that can happen as a result. Then, we feel unable to deal with the outcome. Either way, we have difficulty dealing with uncertainty, which is a normal part of life.

Certainly, some of our problems may not have desirable outcomes, such as a serious health issue. Some problems may be beyond our control, such as civil unrest or economic downturn. In such cases, it can be hard to avoid worrying, but not impossible.

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3 Steps to Start Living in the Moment

Follow these simple steps for more balance and clarity.

1. Overcome Worrying

In order to overcome worrying, you need to do two things:

Calm Your Mind

When you calm your mind, you are able to see more clearly.

The reason some problems seem so daunting is that our mind is racing so fast that we cannot see things as they truly are. Then, we make up a bunch of possible scenarios in our mind, most of which are unlikely to come true.

In addition to seeing more clearly, a calm mind will help us think more realistically. Unrealistic thinking is fueled by confusion and uncontrolled emotions. Calming your mind will reduce confusion and calm your emotions, allowing you to live in the present.

Focus on Solutions Instead of Problems

Some people tend to be more solution-oriented, and others more problem-oriented. Some of the factors that may determine this are gender, upbringing, and education.

People with more education tend to be problem-solvers. That is what their years of education train them to do. In addition, their jobs probably reinforce this way of thinking.

If you’re not problem-solving oriented, don’t worry. You can train yourself to worry less. We’ll discuss that soon.

2. Identify Obstacles to Living in the Moment

In today’s busy world, it can be a challenge to live in the moment. The reasons revolve around how our mind works, as well as outside influences.

Racing Mind

Many busy people have a racing mind that never seems to slow down. Their mind gets so agitated from too much sensory stimulation.

You see, anything that stimulates any of our five senses will trigger a thought, and that thought leads to another, and then another, and so on.

If you have a busy life, all your activities will overstimulate your mind and make it seemingly impossible to slow it down.

If you find that you’re easily distracted, you can begin to tackle this with lifehack’s Free Guide: End Distraction and Find Your Focus.

Unpleasant Situations and a Troublesome Past

None of us want to be in unpleasant situations or remember those of the past. They can bring up painful emotions, which we don’t want to feel.

So, how do most people cope with painful emotions? By doing whatever we can to avoid them, we can take our mind to another place and time where things are more pleasant.

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In other words, we avoid living in the present moment.

Some people resort to things that stimulate sensory pleasure, such as food, alcohol, or sex. Others will consume substances that dull their mind and keep them from thinking about unpleasant or stressful situations.

A Wandering Mind

From the moment we are born until the time we die, our body and mind are actively performing some function. Therefore, it’s natural for our mind to have some level of activity, whether conscious or unconscious.

Generally, a wandering mind is unproductive. One thought starts an endless chain of thoughts, and this process can go on until we need our mind to perform a specific function or get distracted with something else.

Now, there are times when a wandering mind can be productive, such as when creating works of art, or trying to find creative solutions to problems. In such cases, we need our mind to explore different possibilities[3].

Outside Influences

Most of us are not fully aware of how our environment and social norms influence our thinking and behavior. People and institutions are constantly competing for our attention. The media draws our attention to the past, and advertising usually to the future[4].

Many people around us who dwell on the past or future try to draw us to their way of thinking. Even the whole concept of the American dream is geared toward the future. It tells us that if we acquire things like a good career, family, and house, then we’ll be happy, which does nothing to help us learn how be present.

3. Practice Mindfulness

How can we start living in the moment in a world that is constantly trying to draw our attention to the past and future?

Before we get into concrete actions you can take, it’s important to understand what mindfulness is. You’ve probably heard the term before, but may not fully understand what it means.

What Is Mindfulness?

The concept of mindfulness is actually quite simple. To be mindful is to live in the moment.

When you are mindful, your attention is focused on what is happening in the present moment, and you are fully in touch with reality[5].

You are aware of what is happening in your body, mind, emotions, and the world around you. This is different than thinking about these things. To develop greater understanding, you don’t have to think about them so much, but rather just observe them.

This may be counterintuitive to many people, especially intellectuals, because they’re so used to using logic to develop greater understanding. With mindfulness, we calm our mind and emotions so we can see clearer. Then, much of our understanding will come from simple observation. When we develop mindfulness, we literally expand our awareness.

To develop mindfulness, we need to train ourselves to observe things more objectively, that is, without our emotions or preconceived ideas influencing our views.

If you’re ready to live a better life, read on for some simple mindfulness practices that you can incorporate into your daily routine to help you live in the moment.

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You don’t have to do all of them, but rather choose the ones that appeal to you and suit your lifestyle.

Mindfulness Meditation

Mindfulness meditation is the mainstay of developing mindfulness and living in the moment. To practice mindfulness meditation, all you really have to do is sit quietly and follow your breathing. When your mind wanders off, just bring it back to your breath.

Notice how your lungs expand with each in-breath and contract with each out-breath. Let your breathing become relaxed and natural.

You don’t have to do it perfectly. The idea is to start spending time away from the constant sensory stimulation of all your activities, and just allow it to settle down naturally. Start with about 5 to 10 minutes per day, and work your way up to about 20 minutes or longer.

This practice is highly effective and can have both short-term and long-term benefits.

If you want to learn more about mindfulness meditation, take a look at this article: What Is Mindfulness Meditation? 7 Ways to Start Meditating

Mindful Breathing

While this may sound the same as mindfulness meditation, all you’re really doing is taking short breaks occasionally (10 to 15 seconds) to observe your breathing. Stop whatever you’re doing, and take a few mindful breaths, then resume your activity.

You can do mindful breathing at any time of the day during your busy schedule. What it does is interrupt the acceleration of your mind. It is like taking your foot off the accelerator while driving. It’s a nice refreshing break you can take without anyone noticing.

Here are some breathing exercises you can try to learn to help you: 5 Breathing Exercises for Anxiety (Simple and Calm Anxiety Quickly)

Mindful Walking

Walking is an activity that you perform several times throughout the day. We often think we’re being productive by texting or calling someone while walking, but are we really?

Instead of getting on your cell phone or letting your mind wander off, why not use your walking to train yourself to live in the moment and focus on the task at hand?

Mindful walking is similar to mindful breathing, but instead of focusing on your breath, focus on your walking. Pay attention to each footstep. Also, notice the different motions of your arms, legs, and torso. When your mind wanders off, just bring your attention back to your walking.

You can even make a meditation out of walking. That is, go walking for a few minutes outside. Start by slowing down your pace. If you slow down your body, your mind will follow.

In addition to paying attention to your walking, notice the trees, sunshine, and critters. A mindful walk is enjoyable and can really help your mind settle down.

You can discover more benefits of walking in nature here.

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Mindful Eating

Eating is an activity that most of us perform mindlessly. The reason is that it doesn’t require your attention to perform. Therefore, many of us try to multitask while we eat. We may talk on the phone, text, watch TV, or even hold a meeting.

The problem with not eating mindfully is that we don’t eat what our body and mind need to perform at an optimal level[6]. We may eat unhealthy foods, or too much. This can lead to various health problems, especially as we get older.

Live in the present with mindful eating.

    Mindful eating has many health benefits, such as reduced food cravings, better digestion, and even weight loss[7].

    So, how do you eat mindfully? Start by slowing down, and avoid the temptation to distract yourself with another activity. Here are 3 different aspects of eating where you can practice mindfulness:

    • Eating itself: Focus your attention on choosing a portion of food to insert into your mouth. Notice the smell, flavor, and texture as you chew it; then finally swallow it. As with following your breath during meditation, pay close attention to every aspect of eating.
    • Choice of foods: Although you’ve already chosen your food before you have begun eating, you can still take the opportunity to contemplate your choices. Think about the nutrients your body needs to sustain itself.
    • Contemplating the sources: Most of us don’t think about all the work it takes to provide us with the food we eat. While you’re eating, consider all the work by the farmer, shipping company, and the grocery store. These are real people who worked hard to provide you with the food necessary for your survival.

    You can find more tips about mindful eating here: 7 Simple Steps to Mindful Eating

    Mindful Activities

    Choose an activity that you perform regularly, such as washing dishes. Focus all your attention on this activity, and resist the temptation to let your mind wander,. When it does, just bring your attention back to washing dishes.

    Notice some of the specific movements or sensations of washing dishes, such as how the soapy water feels on your hands, the circular motion of scrubbing the dish, or the rinsing. You’d be surprised at how such a mundane activity can truly expand your awareness.

    You can choose any activity you like, such as ironing, folding clothes, mowing the lawn, or showering. Over time, you will begin doing all these activities with greater mindfulness.

    Final Thoughts

    Practicing mindfulness is like regularly putting small amounts of change in a jar. They will all add up over time, and this will add up to greater peace and happiness as you start living in the moment. 

    Remember, you don’t have to do the mindfulness practices perfectly to get the benefits. All you have to do is keep bringing your mind back to the present moment when it wanders off.

    The benefits of living in the moment are well within your reach, no matter how much your mind is racing. If you stick with these mindfulness practices, you too will learn how to live in the moment and stop worrying. When you do, a whole new world will open up for you. 

    More About Living in the Moment

    Featured photo credit: Smile Su via unsplash.com

    Reference

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