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Last Updated on June 11, 2020

3 Biggest Time-Management Myths to Stop Believing

3 Biggest Time-Management Myths to Stop Believing

Time management has become something of a cultural obsession, and like any cultural phenomenon, it’s surrounded by some myths — including around the term’s true meaning.

What we really mean by time management is our ability to plan and control the time we have in order to efficiently accomplish our goals. It’s about balancing our tasks with the amount of time we have to get them done.

The last thing time management means is productivity for the sake of productivity. Unfortunately, the endless number of apps that promise to boost our productivity only reinforce that notion.

However, that only scratches the surface of time management myths. If you buy into them, you could develop habits that actually decrease your productivity. To overcome some of these misleading ideas, it’s important to understand why everyone — not just business professionals — needs to manage their time well.

Time Management Goes Beyond Business

We tend to think about time management in terms of how office workers balance their day-to-day tasks, such as answering emails, attending meetings, and contributing to team projects. However, time management is also important for getting the most out of our home life and hobbies.

Effectively managing your time brings you a host of benefits. It can boost your confidence by giving you a sense of accomplishment, reduce your stress levels, and allow you to spend more time on things like self-care.

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The trouble is, the way we think about time management has not kept pace with technological change. Time management is not taught in school, despite being one of the key skills of adult life. Many time management experts still teach the “ABC” method[1], despite the fact that modern life cannot be broken down into a neat little list of three priorities per day.

In fact, even many productivity experts misunderstand the realities of time management. They, as well as many students, professionals, and everyday people, believe three key myths about time management.

3 Common Time Management Myths

Spend enough time thinking or reading about time management, and you might start to believe the following myths.

1. If you could just get your schedule right, you’d be more productive.

One of the more dangerous time management myths is the idea that scheduling tasks better is all that it takes to manage your time. It can make you feel like you need to redo your whole schedule in order to be more productive.

The same goes for to-do lists. Well-meaning advisors can make you believe that writing out your tasks is a cure-all for your time management issues. In reality, these methods are likely to leave you feeling discouraged when you can’t seem to accomplish what you set out to do.

Harvard Business Review notes that these kinds of tasks fall under the time management category of “Arrangement.” However, there are two other domains of time management[2] that matter just as much, if not more, than the arrangement of tasks:

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  • Awareness: This refers to having a realistic view of the time you have. For example, knowing that you shouldn’t schedule a doctor’s appointment in the middle of a busy workday shows time awareness.
  • Adaptation: This refers to being able to adjust to unexpected interruptions or changes while performing tasks. If your doctor’s only available appointment is in the middle of that workday, adaptation means that you’re able to move things around to make it all fit.

These two skills are more difficult to develop than arrangement, which explains why we are so drawn to changing our schedules or making new plans. Arrangement is a good skill to have, but it cannot substitute for awareness or adaptation.

2. Time management tactics are one-size-fits-all.

Another consequence of the endless information about time management is that the tips and suggestions are often presented in a one-size-fits-all manner. In clothing and in time management — and frankly, in just about every area of life — there’s no such thing as something that works for everybody.

For example, some people prefer to start their day by doing their most difficult task first, a tactic known as “eating the frog”[3]. Morning people might find that the system works well, but for those who are most productive in the afternoon or evening, it doesn’t make sense to tackle the toughest task in the morning.

If you fall into the latter group, it might be better to start with smaller tasks to get your brain moving in the morning. After a couple hours of work, then you can tackle the big-picture task.

This is also true of non-workflow factors, such as waking up earlier, and tools like apps. Instead of assuming that what works for others will work for you, try out different methods until you find what actually does.

3. Time management is about getting as much done as quickly as possible.

When you believe that effective time management is about the quantity of the tasks you complete, you’ll inevitably sacrifice quality of work for quantity of work. What’s more, you will also be drawn to inconsequential tasks as opposed to your higher-order concerns.

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Our media environment encourages multitasking, and that’s what makes the myth so tempting. However, the best way to see multitasking is actually as rapid context switching, which can reduce your productivity by as much as 80%.[4]

Rather than doing a bunch of multitasking, I tend to advise people to find tools that will help scale personalization. Get those in place and then move on to another important task. For example, Hubspot’s free email marketing tools are something I use for some of my startups to scale personalizing email. Find a tool that allows you to scale, then focus on it so you can set things up for success and move on to another important task.

Time Management That Works for You

Although there’s no one time management tactic that makes sense for everyone, there are some things you can do to find what works for you:

Think About Time Management on Your Own Terms

The first step to becoming a better time manager is to stop feeling guilty if a certain approach doesn’t work for you. It doesn’t mean you’re a poor time manager or that you’ll never be able to accomplish your goals.

Time management should lead to less anxiety and more productivity. If a certain tactic isn’t accomplishing those things for you, then feel free to scrap it.

Practice Time Awareness

Time has a way of passing without you noticing it, especially when you feel busy all the time. But it doesn’t have to work that way.

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Leadership speakers[5] are starting to incorporate the concept of multiplying time into their talks: track your time, create moments of waiting and anticipation, and let yourself be comfortable with boredom. You might also reminisce about past experiences and accept feelings of awe and fear.

As you might notice, most techniques for time awareness are rooted in mindfulness. More importantly, they will allow you to enjoy your personal and social experiences without feeling rushed through them.

Say “No” to Some Tasks

One of the best strategies for time management is simply to reduce the number of tasks on your docket. Don’t think of it as letting others down; think of it as filling your own cup first. If your glass is empty, you won’t be able to give sips to others.

The key to saying “no” is being honest about why. If you have a time conflict — or even if you’re short on self-care time — most people will respect that. Saying “no” gives you a sense of agency and control over your life because declining a task that isn’t important to you is actually about saying “yes” to yourself.

Final Thoughts

Time management is tough, so there’s no need to feel like you have to be great at it right away. But until you get those time management myths out of your head, you’ll struggle to do what actually works for you. Stop believing in myths and start believing in yourself.

More Tips on Time Management

Featured photo credit: Rachael Crowe via unsplash.com

Reference

More by this author

John Hall

John Hall is the co-founder and president of Calendar, a leading scheduling and productivity app that will change how we manage and invest our time.

How to Master Delayed Gratification to Control Your Impulses How to Focus on Yourself and Accomplish Your Goals in Life How to Create an Action Plan and Achieve Your Personal Goals How to Set Milestones to Progress Towards Your Goal 3 Biggest Time-Management Myths to Stop Believing

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Last Updated on August 6, 2020

Why Working 9 to 5 Is Outdated

Why Working 9 to 5 Is Outdated

Bristol is the most congested city in England. Whenever I have to work at the office, I ride there, like most of us do. Furthermore, I always make sure to go at off hours; otherwise, the roads are jam-packed with cars, buses, bikes, even pedestrians. Why is that? Because everyone is working a traditional 9 to 5 work day.

Where did the “9 to 5” Come From?

It all started back in 1946. The United States government implemented the 40 hour work week for all federal employees, and all companies adopted the practice afterwards. That’s 67 years with the same schedule. Let’s think about all the things that have changed in the 67 years:

  • We went to the moon, and astronauts now live in space on the ISS.

  • Computers used to take up entire rooms and took hours to make a single calculation. Now we have more powerful computers in our purses and back pockets with our smartphones.

  • Lots of employees can now telecommute to the office from hundreds, and even thousands of miles away.

In 1946 a 9-5 job made sense because we had time after 5pm for a social life, a family life. Now we’re constantly connected to other people and the office, with the Internet, email on our smartphones, and hashtags in our movies and television shows. There is no downtime anymore.

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Different Folks, Different Strokes

Enjoying your downtime is an important part of life. It recharges your batteries and lets you be more productive. Allowing people to balance life and work can provide them with much needed perspective and motivation to see the bigger picture of what they are trying to achieve.

Some people are just more productive when they’re working at their optimal time of day, after feeling well rested and personally fulfilled.  For some that can be  from 4 a.m. to 9 a.m; for others, it could be  2 p.m. to 7 p.m.

People have their own rhythms and routines. It would be great if we could sync our work schedule to match. Simply put, the imposed 8-hour work day can be a creativity and morale killer for the average person in today’s world.

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Productivity and Trust Killer

Fostering creativity among employees is not always an easy endeavor, but perhaps a good place to start is by simply not tying their tasks and goals to a fixed time period. Let them work on their to-do list at their own pace, and chances are, you’ll get the best out of your employee who feels empowered instead of babysat.

That’s not to say that you should  allow your team to run wild and do whatever they want, but restricting them to a 9 to 5 time frame can quickly demoralize people. Set parameters and deadlines, and let them work at their own creative best with the understanding that their work is crucial to the functioning of the entire team.

Margaret Heffernan, an entrepreneur who previously worked in broadcasting, noted to Inc that from her experience, “treating employees like grown-ups made it more likely that they would behave the same way.” The principle here is to have your employees work to get things done, not to just follow the hands on the clock.

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A Flexible Remote Working Policy

Yahoo CEO Marissa Mayer famously recalled all her remote workers, saying she wanted to improve innovation and collaboration, but was that the right decision? We’ve all said that we’re often more productive in a half day working from home than a full day working in the office, right? So why not let your employees work remotely from home?

There are definitely varying schools of thought on remote working. Some believe that innovation and collaboration can only happen in a boardroom with markers, whiteboards and post-it notes and of course, this can be true for some. But do a few great brainstorms trump a team that feels a little less stressed and a little more free?

Those who champion remote working often note that these employees are not counting the clock, worried about getting home, cooking dinner or rushing through errands post-work. No one works their 9-5 straight without breaks here and there.  Allowing some time for remote working means employees can handle some non-work related tasks and feel more accomplished throughout the day. Also, sometimes we all need to have a taste of working in our pajamas, right?

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It’ll be interesting to see how many traditional companies and industries start giving their employees more freedom with their work schedule. And how many end up rescinding their policies like Yahoo did.

What are your thoughts of the traditional 9-5 schedule and what are you doing to help foster your team’s productivity and creativity? Hit the comments and let us know.

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