Advertising
Advertising

Time Striping: A Different Approach to Time Management

Time Striping: A Different Approach to Time Management

Time Striping

    As a university instructor, I often have weeks-long stretches of unscheduled time in between sessions, which I need to use to catch up on all the projects I’ve let slide during the hectic second half of the semester. As a freelance writer, I always have a stack of little projects as well as ongoing commitments (like my thrice-weekly posts here at Lifehack) that need to get done.

    The Trouble with MIT’s and Contexts

    While I like the idea of “Most Important Tasks” (MITs) — where you write down the three or four things you absolutely must get done each day, and work on those first, leaving everything else for whatever time is left over at the end — the fact is that a lot of my commitments can’t be handled that way. I’ve got more than three ongoing commitments, each of which needs at least a little attention every day.

    Advertising

    I also find that contexts in the GTD sense don’t really work for me — yes, all of these tasks might be alike in that they happen at my computer, but they require different mindsets. I try to batch things like phone calls and emails, when I can, but for the rest of my work, that doesn’t really work. To finish a writing task, for example, I might need to sit and read a little, write notes and thoughts by hand on paper for a while, and then sit at the computer and work — before heading back to the sofa for some more reading.

    Time Striping: Like Time Blocking, But Stripier

    What works for me is a variation on time blocking that I’m calling “time striping”. In time blocking, you schedule uninterrupted “blocks” of time for different projects across your schedule. Since a) many of my projects are ongoing, and b) some projects emerge rather suddenly, I need a little more flexibility than that.

    So what I’ve done is created a loose schedule where each hour is dedicated to a generic project, i.e. “Project #1”, “Project #2”, etc. As I finish a project, I slot a new project into its timeslot; if Project #5 only takes an hour, then tomorrow it will be something different. It’s conceivable that a particular time block will be used for 5 different projects over the course of the week.

    Advertising

    Each slot, then, creates a “stripe” of time from Monday to Friday. In some cases, where I know I need more than 1 hour for a project, I’ll block off two hours or more and flow the rest of my projects around it. For instance, every other Thursday morning I record Lifehack Live, and I need two hours to prepare, record, and write up my notes. So that’s a block, instead of a stripe.

    The Time Striping Form (with variations)

    If you’re wondering what this all looks like, I’ve thrown together a generic version of the form that I use, which you can download. The first is a PDF you can print out using Adobe Reader or any other PDF reader; the second is an RTF file that you should be able to open and edit with almost any word processor (although in my tests, the formatting differs greatly from app to app; I got good results from Word 2007 and WordPad, and terrible results from OpenOffice.org 2). Here are the files:

    At the top is space to put any fixed commitments for the week. The bottom table is your key, with space to define up to 10 projects; as you finish a project, cross it off and fill in the next box with the new project for that space. The middle is an hour-by-hour schedule for the week, with one-hour slots from 9-6. (You can change the working hours or start the calendar on Monday by editing the RTF.) Generally, you’ll put “Project #1” in at 9-10am and draw a line all the way across (or fill it in on each day); if you need two hours, just repeat “Project #1” in the 10-11am slot.

    Advertising

    Here’s how my schedule looks (click for a larger view):

    time-striping-screenshot

      Since I’m a slow waker, I’ve set aside the first three hours to check my email, look at feeds, check my site stats, have breakfast, and get dressed for the day. At 9, my workday starts — Project #1 is Lifehack, so I’ll work on posts, brainstorm ideas, do site maintenance, and whatever else I need to do. At 10, I move onto my next project, which at the moment is editing an e-book I’m going to release this summer. When I finish that, I’ll replace Project #2 with something else. Project #3 is preparing an online course I’m teaching this summer. And so on.

      Advertising

      You’ll note that around Thursday it breaks up; I need two hours for Lifehack Live, so I take that time from Project #2; on Friday, I’ve scheduled time to do laundry and other housework, and my weekly review. At the start of the week, then, I was careful to assign slots that wouldn’t get 5 hours to smaller projects.

      Notice, too, that I’ve added three email times per day. Let to my own devices, I’d check email constantly throughout the day; this is my way of reminding myself to stick to the task at hand and check email right before I break for lunch and at the very end of my working day before I go to make dinner.

      The benefit of all this is that I can see at a glance how much time I’ve set aside for each project over the course of the week. If something new comes up, I can easily replace a project slot (or more, if necessary) with it and re-allot time as necessary. I’ve only got 8 projects on there; the last two are for family projects and would go in the weekend or evening time slots; at the moment, I don’t have any.

      Maybe This Will Work for You?

      Time striping won’t seem all that new to people who are already practicing time blocking — the only difference is that I try to keep the same projects at the same time every day, and the flexibility of having slots dedicated to generic projects instead of particular ones. That’s what works for me, and I think it might work well for some of you out there who are having a hard time getting a grip on your schedule. 

      Let me know if this is helpful, or if you have your own slightly off-beat way of working through your various projects.

      More by this author

      Building Relationships: 11 Rules for Self-Promotion How to Become an Expert (And Spot out One Nearby) The Importance of Reminders (And How to Make a Reminder That Works) Is Procrastination Bad? The Truth About Procrastination Revealed Back to Basics: Your Calendar

      Trending in Featured

      1 8 Replacements for Google Notebook 2 22 Tips for Effective Deadlines 3 How to Get out of a Rut: 12 Useful Ways to Get Unstuck 4 15 Ways to Cultivate Lifelong Learning for a Sharper Brain 5 How to Get Promoted When You Feel Stuck in Your Current Position

      Read Next

      Advertising
      Advertising
      Advertising

      Last Updated on May 14, 2019

      8 Replacements for Google Notebook

      8 Replacements for Google Notebook

      Exploring alternatives to Google Notebook? There are more than a few ‘notebooks’ available online these days, although choosing the right one will likely depend on just what you use Google Notebook for.

      1. Zoho Notebook
        If you want to stick with something as close to Google Notebook as possible, Zoho Notebook may just be your best bet. The user interface has some significant changes, but in general, Zoho Notebook has pretty similar features. There is even a Firefox plugin that allows you to highlight content and drop it into your Notebook. You can go a bit further, though, dropping in any spreadsheets or documents you have in Zoho, as well as some applications and all websites — to the point that you can control a desktop remotely if you pare it with something like Zoho Meeting.
      2. Evernote
        The features that Evernote brings to the table are pretty great. In addition to allowing you to capture parts of a website, Evernote has a desktop search tool mobil versions (iPhone and Windows Mobile). It even has an API, if you’ve got any features in mind not currently available. Evernote offers 40 MB for free accounts — if you’ll need more, the premium version is priced at $5 per month or $45 per year. Encryption, size and whether you’ll see ads seem to be the main differences between the free and premium versions.
      3. Net Notes
        If the major allure for Google Notebooks lays in the Firefox extension, Net Notes might be a good alternative. It’s a Firefox extension that allows you to save notes on websites in your bookmarks. You can toggle the Net Notes sidebar and access your notes as you browse. You can also tag websites. Net Notes works with Mozilla Weave if you need to access your notes from multiple computers.
      4. i-Lighter
        You can highlight and save information from any website while you’re browsing with i-Lighter. You can also add notes to your i-Lighted information, as well as email it or send the information to be posted to your blog or Twitter account. Your notes are saved in a notebook on your computer — but they’re also synchronized to the iLighter website. You can log in to the site from any computer.
      5. Clipmarks
        For those browsers interested in sharing what they find with others, Clipmarks provides a tool to select clips of text, images and video and share them with friends. You can easily syndicate your finds to a whole list of sites such as Facebook, Twitter and Digg. You can also easily review your past clips and use them as references through Clipmarks’ website.
      6. UberNote
        If you can think of a way to send notes to UberNote, it can handle it. You can clip material while browsing, email, IM, text message or even visit the UberNote sites to add notes to the information you have saved. You can organize your notes, tag them and even add checkboxes if you want to turn a note into some sort of task list. You can drag and drop information between notes in order to manage them.
      7. iLeonardo
        iLeonardo treats research as a social concern. You can create a notebook on iLeonardo on a particular topic, collecting information online. You can also access other people’s notebooks. It may not necessarily take the place of Google Notebook — I’m pretty sure my notes on some subjects are cryptic — but it’s a pretty cool tool. You can keep notebooks private if you like the interface but don’t want to share a particular project. iLeonardo does allow you to follow fellow notetakers and receive the information they find on a particular topic.
      8. Zotero
        Another Firefox extension, Zotero started life as a citation management tool targeted towards academic researchers. However, it offers notetaking tools, as well as a way to save files to your notebook. If you do a lot of writing in Microsoft Word or Open Office, Zotero might be the tool for you — it’s integrated with both word processing software to allow you to easily move your notes over, as well as several blogging options. Zotero’s interface is also available in more than 30 languages.

      I’ve been relying on Google Notebook as a catch-all for blog post ideas — being able to just highlight information and save it is a great tool for a blogger.

      Advertising

      In replacing it, though, I’m starting to lean towards Evernote. I’ve found it handles pretty much everything I want, especially with the voice recording feature. I’m planning to keep trying things out for a while yet — I’m sticking with Google Notebook until the Firefox extension quits working — and if you have any recommendations that I missed when I put together this list, I’d love to hear them — just leave a comment!

      Advertising

      Advertising

      Read Next