Advertising
Advertising

12 Hours to Better Time Management

12 Hours to Better Time Management
12 Hours to Better Time Management

Work. Kids. School. Sports. Second job. Partner’s job. The next great American novel. Your knitting circle. Remodeling the guest bathroom. Taking your car in for its 30,000 mile tune-up. An on and on and on — it seems like we have things to do in abundance. What we don’t ever seem to have enough of is time.

I think we all know what we should do, but the prospect of sitting down and getting everything together, taking the time to set up a system that we trust to work for us (and that we trust ourselves to make work) is daunting. And, what’s more, it’s time consuming — and time’s exactly what we don’t have.

We’re too busy to manage our time!

Advertising

But, what if you could do it in 12 hours? Maybe not even all at once — a couple hours a day over the course of a week, maybe, or even a half-hour a day over course of a few weeks? That seems a lot more doable, doesn’t it? Like something you might be able to get yourself to do?

Here, then, is the backbone of a good system you can implement in 12 hours (or less). Give yourself a week or three to get it up and running, and see if the time you invest in it now isn’t returned to you several times over down the line.

1. Set up your calendars (4-6 hours)

Use an online calendar like Google Calendar or 30 Boxes to set reminders for every conceivable event in your life, particularly recurring events like bill payment dates, your kids’ soccer games, and your shopping trips. I recommend a calendar rather than a reminder service like Sandy because you are going to want to look at your upcoming events once in a while, and a calendar is a format we’re all familiar with.

I recommend you put these into a calendar other than your main calendar. If you like the idea of looking at everything in, say, Outlook, most of the online calendars offer a iCal feed that you can subscribe to in Outlook. Call it “Reminders” and open it as a second calendar. If you put the al into your main calendar, you may find that it becomes too cluttered to be of any use — especially in the month view where most calendars only show the first few items per day.

Advertising

Put all of these events into your calendar:

  • Gas bill due date
  • Electric bill due date
  • Mortgage/rent due date
  • Phone bill due dates (landline and mobile)
  • Cable/satellite bill due date
  • Insurance premium due dates
  • Backup computer (daily, weekly, or monthly, depending on your usage and level of paranoia — automate this if you can)
  • Trash pickup (set reminder for the night before)
  • One day every three months for oil changes
  • One day every year for auto tune-ups
  • One day every three years for major auto tune-ups
  • One day every 6 months for dentist appointments
  • One day every year for doctor, eye doctor
  • Any other recurring medical appointments
  • One day very month for prescription refilling (two reminders — one to call in refill, one to pick up)
  • Netflix/Tivo/XM/other service billing dates
  • Write grocery list (one day before your regular shopping day)
  • The day the exterminator comes
  • The time and day of any TV show you watch regularly
  • The last day of January (to check for tax paperwork)
  • One or more days at the beginning of the year to do your taxes and.or contact your tax preparer
  • April 15 (or whatever day taxes are due in your country)
  • Start and end of the school year, start and end of school vacations
  • Birthdays, Anniversaries, Christmas, Valentine’s Day, other important holidays (set two reminders — one on the day itself to remind you to call or take some other action and one two weeks earlier to buy a gift, if needed, or plan a party)
  • Monthly, quarterly, and annual home maintenance (see checklists below)
  • Any other date which requires a concrete action at specific times every week, month, or year

Also add these dates, without reminders:

  • The end date for all of the above billing cycles
  • The pay dates for any automatic payments (and it’s a good idea, while you’re at it, to set up automatic payments for as many bills as you can)
  • Direct deposit dates
  • Automatic bank transfer dates
  • Stock dividend payment/reinvestment dates
  • Any other date it’s important for you to know about but which does not require any immediate action on your part

In your main calendar, the one you use for keeping track of your schedule day to day, schedule blocks of time for the following:

  • Grocery shopping (weekly)
  • Laundry (weekly)
  • Family meals
  • Bill paying (bi-monthly — the first and third weekend of the month might be good. List in the note section all of the bills that come due in the half month after each bill-paying day)
  • Any weekly, bi-weekly, or monthly meeting
  • Kids’ sports events (e.g. weekly football games every Saturday from September 15 through December 15)
  • Other kids’ activities (art classes, piano lessons, every 3rd weekend at grandparents’, etc.)
  • Weekend chores/cleaning
  • Commute time
  • Gym sessions
  • Golf/bicycling/other sports
  • Weekly review (schedule 2 hours whenever you’re least likely to be interrupted) — make sure you use your weekly review to add any new reminders you might need!
  • Writing time (if you want to write an hour a day, schedule an hour a day — don’t assume you’ll just “find” a spare hour each day.)
  • Other hobbies (same as with writing)
  • Any classes you’re taking
  • Goofing off time (I schedule at least an hour a day for whatever strikes my fancy)
  • Any other regular blocks of time you know you need to be at a specific place or doing a specific thing. The only exception is your regular 9-to-5 job, if you have one — schedule the activities you’ll do at your job, not the job itself.

You’ll have to use your own judgment about which of these scheduled events needs reminders and which don’t. I don’t set reminders for commuting time, for example, since it’s enough for me to be able to look at my calendar and see that those times are blocked off. On the other hand, I have reminders 15 minutes before all the classes I teach, so I know when I need to start heading to my classrooms when I’m on campus.

Advertising

2. Set up password system (2-3 hours)

Use a program like KeePass, or a password protected spreadsheet, or whatever system you feel most comfortable with, but use one — if you have a lot of passwords and no system, you’ll waste a lot of time either trying every possible password you can remember or searching frantically though your emails, files, or scraps of paper on your desk for wherever you recorded your password. In one or two sessions, record every login and password you have. Make sure you get information for all of these:

  • Bank accounts (including debit card PIN)
  • Credit cards
  • Stock accounts
  • Email
  • Internet service
  • Online payment services
  • Phone service
  • Utilities
  • Website memberships (Yahoo, Google, YouTube, Facebook, LinkedIn, MySpace, flickr, WordPress.com, Digg, Reddit, Blogger, OpenID, etc.)
  • Your site’s login, FTP, and admin panel info
  • Any MySQL or other databases your site uses
  • Work accounts
  • Parking permit services
  • DMV online/other government services
  • Web applications
  • Software registration keys (not technically passwords, but many password managers include sections for registration keys — useful if [when] you need to reinstall Windows)
  • Any other account you have a password to

3. Create checklists (2-3 hours)

Make a new folder on your computer called “AAAAA Checklists” (or “@Checklists” for you David Allen fans), so it sorts to the top of your Documents folder.  Create a set of checklists for recurring tasks and save them to at folder, so you can easily print them off whenever you need one. Some checklists to think about creating include:

  • Grocery list (with everything you commonly buy and space for additions; my list is organized by aisle in the store we shop at, so I can move quickly from back to front with minimal interruptions)
  • Monthly home maintenance (e.g. change air filters, test smoke detectors, etc.)
  • Quarterly of semi-annual home maintenance (e.g. clean gutters, replace smoke detector batteries, check fire extinguishers, etc.)
  • Winter/Summer car preparation (e.g. check coolant, flush radiator, add chains/snow tires, etc.)
  • Trip/vacation packing
  • Christmas decorating

4. Keep up to date with a weekly review

You scheduled a weekly review in part 1 — make sure you keep that appointment. During your weekly review, take 10 minutes to set up reminders for any recurring events you might have missed in your initial setup, as well as any new commitments you’ve taken on. Check your schedule and make sure that you’ve left adequate time for any new tasks that you need to take care of in the coming week If necessary, move some of those blocks of scheduled time around. Check, too, what’s coming up that you’ll need to add to your schedule — for example, if your child’s birthday is coming up, you’ll need to schedule a block of time to pick up a gift, and another block of time to plan a party, etc.

Better, not perfect

There’s plenty of room for improvement, of course. This is meant as a backbone to a system; you will find that other ways to make yourself more efficient occur to you. Password management, for example, is just one kind of reference system that will save you time on a pretty regular basis — you will probably think of others that fit your own particular situation. In my home, keeping the mail sorted and in some semblance of order is a big task, so I set up a mail management center, with trays for my partner’s and my personal mail, a tray for bills, and a tray for coupons and flyers (it took about 30 minutes, in case you want to add that to your 12-hour commitment). You might not have a problem with mail, but you might need to work on keeping track of magazines.

Advertising

Having a solid structure in place will help you wrangle with the other, smaller “time sinks” in your life. Once you start looking at your time in a “big picture” view, you’ll start seeing everything that falls outside of your existing system in a new way, and solutions will suggest themselves. Instead of fretting about it, just schedule an hour or two to take care of it — for bigger projects break it into three or four 2-hour sections.

Once you’ve started getting a grip on your schedule, you’ll find that not only are you more on top of your schedule (instead of it being on top of you!) but your mind will be more at ease. Instead of worrying about what’s coming up, or even what you should be doing right now, you’ll just check your schedule and know. The energy you used to use for worrying and occasionally freaking out, you can put to better use pursuing your dreams.

What about you? What 1-2 hour activities do you recommend to help get a grip on time?

More by this author

Is Procrastination Bad? The Truth About Procrastination Revealed How to Take Notes Effectively: Powerful Note-Taking Techniques Becoming Self-Taught (The How-To Guide) The Science of Setting Goals (And How It Affects Your Brain) The Importance of Reminders (And How to Make a Reminder That Works)

Trending in Featured

1 How to Become an Early Riser and Stay Energetic 2 50 Ways to Increase Productivity and Achieve More in Less Time 3 20 Time Management Tips to Super Boost Your Productivity 4 How to Cultivate Continuous Learning to Stay Competitive 5 Simple Productivity: 10 Ways to Do More by Focusing on the Essentials

Read Next

Advertising
Advertising
Advertising

Last Updated on November 19, 2019

How to Become an Early Riser and Stay Energetic

How to Become an Early Riser and Stay Energetic

When you become an early riser, you’ll experience a lot of benefits including feeling more energized and having more time to do what you want.

If you’d like to become an early riser, there are some things you should know before you run off to set your oft-ignored alarm clock.

So how to become an early riser?

Here are five tips I’ve discovered to be most helpful in making the transition from erratic sleeper to early morning wizard:

1. Choose to Get up Before You Go to Sleep

You’re not very good at making decisions when you’ve just woken up. You were in the middle of a dream in which [insert celebrity crush of choice here] is serving you breakfast in bed only to be rudely awakened by the harsh tones of your alarm clock. You’re frustrated, angry, confused, and surprised. This is not the time to be making decisions about whether or not you should stay in bed! And yet, most of us leave the first decision of our day to be made in a blur of partial wakefulness.

Advertising

No more!

If you want to be a consistently early riser, try making your decision to rise at a specific time before you go to sleep the night before. This frees you from making the decision in the morning when you’ve just woken up. Instead of making a decision, you have only to follow through on your decision from the night before.

Easier said than done? Of course. But only for the first few times. Eventually, your need for raw willpower to get out of bed will diminish and you’ll be the proud parent of a new habit!

Steve Pavlina suggests you practice getting out of bed during the day[1] to get a few of the “practice sessions” out of the way without the early morning fog in your head.

2. Have a Plan for Your Extra Time

Let’s say you’ve actually made it out of bed 2 hours before you normally would. Now what? What are you going to do with all this time you’ve discovered in your day?

Advertising

If you don’t have something planned to do with your extra time, you risk falling for the temptation of a “morning nap” that wipes out all the work you put into getting up.

What to do? Before you go to bed, make a quick note of what you’d like to get done during your extra hours the following day. Do you have a book to write, paper to read, or garage to clean? Make a plan for your early hours and you’ll do more than protect yourself from backsliding into bed.

You’ll get things done and those results will fuel your desire to build rising early into a habit!

3. Make Rising Early a Social Activity

Your internet or social media buddies just don’t have enough pull to make your new habit stick in the long term. The same cannot be said for the people you spend time with as part of your early morning routine.

Sure, you could choose to read blogs for two hours every morning. But wouldn’t it be great to join an early breakfast club, running group, or play chess in the park at 5am?

Advertising

The more people you get involved in making your new habit a daily part of your life, the easier it’ll be to succeed.

4. Don’t Use an Alarm That Makes You Angry

If we’re all wired differently, why do we all insist on torturing ourselves with the same sort of alarm each morning?

I spent years trying to wake up before my alarm went off so I wouldn’t have to hear it. I got pretty good, too. Then I started using a cellphone as my alarm clock and quickly realized that different ring tones irritated me less but worked just as well to wake me up. I now use the ring tone alarm as a back up for my bedside lamp plugged in to a timer.

When the bright light doesn’t work, the cellphone picks up the slack and I wake up on time. The lesson learned? Experiment a bit and see what works best for you. Light, sound, smells, temperature, or even some contraption that dumps water on you might be more pleasant than your old alarm clock. Give something new a try!

5. Get Your Blood Flowing Right After Waking

If you don’t have a neighbor, you can pick fights with at 5am, you’ll have to settle with a more mundane exercise. It doesn’t take much to get your blood flowing and chase the sleep from your head.

Advertising

Just pick something you don’t mind doing and go through the motions until your heart rate is up. Jumping rope, push-ups, crunches, or a few minutes of yoga are typically enough to do the trick. (Just don’t do anything your doctor hasn’t approved.)

If you live in a beautiful part of the world like me, you might want to use a bit of your early morning to go for a walk and enjoy the beauty of the world around you.

If you have a coffee shop open within walking distance, dragging yourself out of bed for a cup of coffee to savor on your walk home as the world wakes around you is a wonderful experience. Try it!

More to Power Up Your Day

Featured photo credit: Nomadic Julien via unsplash.com

Reference

Read Next