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Last Updated on December 4, 2020

3 Biggest Time-Management Myths to Stop Believing

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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

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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.

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Last Updated on September 9, 2021

10 Best Productivity Planners To Get More Done in 2021

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10 Best Productivity Planners To Get More Done in 2021

Productivity planners and journals are tools of a trade. There’s an art to productivity. Just like art is very personal to the artist, productivity is very personal to the person. What works for you may not work for me. This is an important distinction if you really want get more done in less time.

Too many of us dabble in productivity hacks only to move on to the next tool or trend when it didn’t workout for us, missing the lesson of what worked and didn’t work about that tool or trend.

We put the tool on a pedestal and miss the art. It’s worshipping the paint brush rather than the process and act of painting. We miss the art of our own productivity when the tool overshadows the treasure.

As an artist, you have many brushes to choose from. You’re looking for a brush that feels best in your hand. You want a brush that doesn’t distract you from your art but partners with you to create the many things you see in your mind to create. Finding a brush like this may take some experimenting, but when you understand that the role of the brush is to bring life to your vision, it’s easier to find the right brush.

Planners are the same way. You want a productivity journal that supports you in the creation of your vision, not one that bogs you down or steals your energy.

Let’s dive into the 10 best productivity planners and journals to help you get more done in less time.

1. The One Thing Planner

The NY Times best selling book, The One Thing, just released their new planner. If you loved this book, you’ll love this planner.

As the founder of the world’s largest real estate company Keller Williams Realty, Gary Keller, has mastered the art of focus. The One Thing planner has its roots in industry changing productivity. If you’re out to put a dent in the universe, this may be the planner for you.

Get the planner here!

2. The Full Life Planner

The Full Life Planner is Lifehacks’ ultimate planning system to get results across all your core life aspects including work, health and relationships. This smart planner is 15 years of Lifehack’s best practices and proven success formulas by top performers.

With the Full Life Planner, you can align your actions to long term milestones every day, week, and month consistently. This will help you to get more done and achieve your goals.

Get the planner here!

3. The Freedom Journal

Creator of one of the most prolific podcasts ever, Entrepreneur on Fire, John Lee Dumas released his productivity journal in 2016. This hard-cover journal focuses on accomplishing SMART goals in 100 days.

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From their site:

“The Freedom Journal is an accountability partner that won’t let you fail. John Lee Dumas has interviewed over 2000 successful Entrepreneurs and has created a unique step-by-step process that will guide you in SETTING and ACCOMPLISHING your #1 goal in 100 days.”

Get the planner here!

4. Full Focus Planner

Michael Hyatt, author of Platform and host of the podcast “This is Your Life”, also has his own planner called the Full Focus Planner.

From the site:

“Built for a 90-day achievement cycle, the Full Focus Planner® gives you a quarter of a year’s content so you aren’t overwhelmed by planning (and tracking) 12 months at a time.”

This productivity planner includes a place for annual goals, a monthly calendar, quarterly planning, the ideal week, daily pages, a place for rituals, weekly preview and quarterly previews. It also comes with a Quickstart lessons to help you master the use of the planner.

Get the planner here!

5. Passion Planner

They call themselves the #pashfam and think of their planner as a “paper life coach”. Their formats include dated, academic and undated in hardbound journals with assorted colors. With over 600,000 users they have a track record for effective planners.

From the site:

“An appointment calendar, goal setting guide, journal, sketchbook, gratitude log & personal and work to-do lists all in one notebook.”

They have a get-one give-one program. For every Passion Planner that is bought they will donate one to a student or someone in need.

They also provide free PDF downloads of their planners. This is a great way to test drive if their planner is right for you.

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Get the planner here!

6. Desire Map Planners

If you’re looking for a more spiritually oriented planner, Danielle LaPorte, author of The Desire Map, created the Desire Map Planners. With Daily planners, Weekly planners and Undated planners you can find the right fit for you.

Behind this planner is the Desire Map Planner Program including 3 workbooks that not only support you in using the planners but guide you in your thought process about your life and intentions you’re using the planner to help you fulfill.

Get the planner here!

7. Franklin Covey Planners

The grandfather of all planners, Franklin Covey, has the most options when it comes to layouts, binders, and accessories. With over 30 years in the productivity planner business, they not only provide a ton of planner layouts, they also have been teaching productivity and planning from the beginning.

From the site:

“Achieve what matters most with innovative, high quality planners and binders tailored to your personal style. Our paper planning system guides you to identify values, create successful habits, and track and achieve your goals.”

Get the planner here!

8. Productivity Planner

From the makers of the best selling journal backed by Tim Ferriss, “The Five Minute Journal”, comes the Productivity Planner.

Combining the Ivy Lee method which made Charles Schwab millions with the Pomodoro Technique to stay focused in the moment, the Productivity Planner is both intelligent and effective.

It allows for six months of planning, 5-day daily pages, weekly planning and weekly review, a prioritized task list, Pomodoro time tracking, and extra space for notes.

From the site:

“Do you often find yourself busy, while more important tasks get procrastinated on? The Productivity Planner helps you prioritize and accomplish the vital few tasks that make your day satisfying. Quality over quantity. Combined with the Pomodoro Technique to help you avoid distractions, the Productivity Planner assists you to get better work done in less time.”

Get the planner here!

9. Self Journal

Endorsed by Daymond John of Shark Tank, the Self Journal takes a 13 week approach and combines Monthly, Weekly and Daily planning to help you stay focused on the things that really matter.

Self Journal includes additional tools to help you produce with their Weekly Action Pad, Project Action Pad, the Sidekick pocket journal to capture your ideas on the go and their SmartMarks bookmarks that act as a notepad while you’re reading.

Get the planner here!

10. Google Calendar

You may already use Google Calendar for appointments, but with a couple tweaks you can use it as a productivity planner.

Productivity assumes we have time to do the work we intend to do. So blocking time on your Google Calendar and designating it as “busy” will prevent others from filling up those spaces on your calendar. Actually using those blocks of time as you intended is up to you.

If you use a booking tool like Schedule Once or Calendly, you can integrate it with your Google Calendar. For maximum productivity and rhythm, I recommend creating a consistent “available” block of time each day for these kinds of appointments.

Google Calendar is free, web based and to the point. If you’re a bottom line person and easily hold your priorities in your head, this may be a good solution for you.

Get the planner here!

Bonus Advice: Integrate the 4 Building Blocks of Productivity

Just as important to productivity planners as the tool are the principles that we create inside of. There are 4 building blocks of productivity, that when embraced, accelerate your energy and results.

The four building blocks of productivity are desire, strategy, focus and rhythm. When you get these right, having a productivity planner or journal provides the structure to keep you on track.

Block #1: Desire

Somehow in the pursuit of all our goals, we accumulate ideas and To-Do’s we’re not actually passionate about and don’t really want to pursue. They sneak their way in and steal our focus from the things that really matter.

Underneath powerful productivity is desire. Not many little desires, but the overarching mother of desires. The desire you feel in your gut, the desire that comes from your soul, not your logic, is what you need to tap into if you want to level up your productivity.

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A productivity planner is just a distraction if you’re not clear on what it’s all for. With desire, however, your productivity planner provides the guide rails to accomplish your intentions.

Block #2: Strategy

Once you’re clear on your overarching desire, you need to organize your steps to get there. Let’s call this “strategy”. Strategy is like assembling a jigsaw puzzle. You must first turn over all the pieces to see patterns, colors, connections and find borders.

In business and life, we often start trying to put our “puzzle” together without turning over all the pieces. We put many items on our To-Do lists and clog our planners with things that aren’t important to the bigger picture of our puzzle.

Strategy is about taking the time to brain dump all the things in your head related to your goal and then looking for patterns and priorities. As you turn over these puzzle pieces, you’ll begin to see the more important tasks that take care of the less important tasks or make the less important tasks irrelevant.

In the best selling book, The One Thing, the focusing question they teach is:

“What’s the One thing I can do, such that by doing it, everything else is easier or unnecessary?”

This is the heart of strategy and organizing what hits your planner and what doesn’t.

Block #3: Focus

With your priorities identified, now you can focus on the One Thing that makes everything else easier or unnecessary. This is where your productivity planners and journals help you hold the line.

Because you’ve already turned over the puzzle pieces, you aren’t distracted by new shiny objects. If new ideas come along, and they will, you will better see how and where they fit in the big picture of your desire and strategy, allowing you to go back and focus on your One Thing.

Block #4: Rhythm

The final building block of productivity is rhythm. There is a rhythm in life and work that works best for you. When you find this rhythm, time stands still, productivity is easy and your experience of work is joyful.

Some call this flow. As you hone your self-awareness about your ideal rhythm you will find yourself riding flow more often and owning your productivity.

Without these four building blocks of productivity, you’re like a painter with a paintbrush and no idea how to use it to create what’s in your heart to create. But harness these four building blocks and find yourself getting more done in less time.

The Bottom Line

Your life is your art. Everyday you have a chance to create something amazing. By understanding and using the four building blocks of productivity, you will set yourself up for success no matter which planner, or “paintbrush”, you choose to use.

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As you experiment with different planners you will narrow which one is best for you and accelerate your path to putting a dent in the universe.

More Tools to Boost Your Productivity

Featured photo credit: Anete Lūsiņa via unsplash.com

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