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Making Quick Choices to Manage Time Better

Making Quick Choices to Manage Time Better
Choices

    One aspect of life that eats into the time that we may have scheduled for other tasks is the process of decision making. Some of these decisions are small and trivial and have minimal effect on our lives and some of them are big decisions that have a bigger role to play in the larger perspective of life. Whether small or big, each of these decisions takes time and mind power to evaluate and process. One faces these myriad of choices at every step in a day. We face options as soon as we wake up. Should you relax in the bed for a few more minutes or should you get up immediately? More options once you are out of the bed. Should you have cereal for breakfast or an egg? Once you are on the road, you need to decide whether to take your normal route or take a detour and pick up your dry cleaned clothes on the way to work? At work, obviously there are thousands of work related decisions that one needs to make.

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    You will realize that some of these smaller decisions come extremely naturally to you. This happens because you have been doing certain things as part of your routine and they become a part and parcel of your life. You also know that these decisions will not have a major impact on your life and therefore are able to decide fast.

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    But what about the other decisions that you may think are more critical? Should you take up the new job offer? Should you speak to your boss and ask him for a more competitive job profile? Should you marry this guy? All these decisions have the potential to change the course of your life in a dramatic manner, which is why we tend to spend too much time delving over the various options that we have. The information over load at times makes things worse and does not help us by providing us with options galore. The millions of possibilities confuse us and do not aid us in decision making.

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    As we grow older, we feel that the number of decisions that we need to take seems to be increasing day by day. The reason why it happens is because as we grow, we tend to take more and more responsibilities and thus are expected to make more and more decisions at every step.

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    What we need to do in order to make decisions within our schedule of things is to ensure that we are not fickle minded and have a process by which we eliminate options that are not apt. Once the elimination process is complete, we have a lesser number of options to review. Then we can list down the pros and cons of these options and take a call. It is only natural that each option will have some cons attached to it and if we delve too much on them and do not take any decision, we will just ensure that time passes by without any action. The thing to do is to accept the cons of the option that seems best, decide and move to the next stage.

    This option of evaluation should be done for decisions that have an impact in our life. Taking so long to make decisions that have minimal impact will be wastage of time. So don’t be fickle minded, evaluate options methodically and get to the action stage because action is what will get you results. The path is only as important as you want it to be and there are various paths that will lead to the same goal. So make your choice fast and act!

    Vishal P. Rao share his insights and tips on holistic living at Relishing Life.

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    20 Quick Time Management Tips to Super Boost Your Productivity

    20 Quick Time Management Tips to Super Boost Your Productivity

    Are you usually punctual or late? Do you finish things within the time you stipulate? Do you hand in your reports/work on time? Are you able to accomplish what you want to do before deadlines? Are you a good time manager?

    If your answer is “no” to any of the questions above, that means you’re not managing your time as well as you want. Here are 20 time management tips to help you manage time better:

    1. Create a daily plan

    Plan your day before it unfolds. Do it in the morning or even better, the night before you sleep. The plan gives you a good overview of how the day will pan out. That way, you don’t get caught off guard. Your job for the day is to stick to the plan as best as possible.

    2. Peg a time limit to each task

    Be clear that you need to finish X task by 10am, Y task by 3pm, and Z item by 5:30pm. This prevents your work from dragging on and eating into time reserved for other activities.

    3. Use a calendar

    Having a calendar is the most fundamental step to managing your daily activities. If you use outlook or lotus notes, calendar come as part of your mailing software.

    Google Calendar is great – I use it. It’s even better if you can sync it to your mobile phone and other hardwares you use – that way, you can access your schedule no matter where you are.

    Here’s more tips about how to use calendar for better time management: How to Use a Calendar to Create Time and Space

    4. Use an organizer

    An organizer helps you to be on top of everything in your life. It’s your central tool to organize information, to-do lists, projects, and other miscellaneous items.

    Check out these Top 15 Time Management Apps and Tools and pick the ones that fit your needs.

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    5. Know your deadlines

    When do you need to finish your tasks? Mark the deadlines out clearly in your calendar and organizer so you know when you need to finish them.

    But make sure you don’t make these 10 Common Mistakes When Setting Deadlines.

    6. Learn to say “No”

    Don’t take on more than you can handle. For the distractions that come in when you’re doing other things, give a firm no. Or defer it to a later period.

    Leo Babauta, the founder of Zen Habits has some great insights on how to say no: The Gentle Art of Saying No

    7. Target to be early

    When you target to be on time, you’ll either be on time or late. Most of the times you’ll be late. However, if you target to be early, you’ll most likely be on time.

    For appointments, strive to be early. For your deadlines, submit them earlier than required.

    Learn from these tips about how to prepare yourself to be early, instead of just in time.

    8. Time box your activities

    This means restricting your work to X amount of time. Why time boxing is good for you? Here’re 10 reasons why you should start time-boxing.

    You can also read more about how to do time boxing here: #5 of 13 Strategies To Jumpstart Your Productivity.

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    9. Have a clock visibly placed before you

    Sometimes we are so engrossed in our work that we lose track of time. Having a huge clock in front of you will keep you aware of the time at the moment.

    10. Set reminders 15 minutes before

    Most calendars have a reminder function. If you have an important meeting to attend, set that alarm 15 minutes before.

    Find out more here about how reminders help you remember everything.

    11. Focus

    Are you multi-tasking so much that you’re just not getting anything done? If so, focus on just one key task at one time. Multitasking is bad for you.

    Close off all the applications you aren’t using. Close off the tabs in your browser that are taking away your attention. Focus solely on what you’re doing. You’ll be more efficient that way.

    Lifehack’s CEO has written a definitive guide on how to focus, learn the tips: How to Focus and Maximize Your Productivity (the Definitive Guide)

    12. Block out distractions

    What’s distracting you in your work? Instant messages? Phone ringing? Text messages popping in?

    I hardly ever use chat nowadays. The only times when I log on is when I’m not intending to do any work. Otherwise it gets very distracting.

    When I’m doing important work, I also switch off my phone. Calls during this time are recorded and I contact them afterward if it’s something important. This helps me concentrate better.

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    Find more tips on how to minimize distractions to achieve more in How to Minimize Distraction to Get Things Done

    13. Track your time spent

    Egg Timer is a simple online countdown timer. You key in the amount of time you want it to track (example: “30 minutes”, “1 hour”) and it’ll count down in the background. When the time is up,the timer will beep. Great way to be aware of your time spent.

    But besides Egg Timer, you can find more time tracking apps here and pick one that fits yourself the best.

    14. Don’t fuss about unimportant details

    You’re never get everything done in exactly the way you want. Trying to do so is being ineffective.

    Trying to be perfect does you more harm than good, learn here about how perfectionism kills your productivity and how to ditch the perfectionism mindset.

    15. Prioritize

    Since you can’t do everything, learn to prioritize the important and let go of the rest.

    Apply the 80/20 principle which is a key principle in prioritization. You can also take up this technique to prioritize everything on your plate: How to Prioritize Right in 10 Minutes and Work 10X Faster

    16. Delegate

    If there are things that can be better done by others or things that are not so important, consider delegating. This takes a load off and you can focus on the important tasks.

    When you delegate some of your work, you free up your time and achieve more. Learn about how to effectively delegate works in this guide: How to Delegate Work (the Definitive Guide for Successful Leaders)

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    17. Batch similar tasks together

    For related work, batch them together.

    For example, my work can be categorized into these core groups:

    1. writing (articles, my upcoming book)
    2. coaching
    3. workshop development
    4. business development
    5. administrative

    I batch all the related tasks together so there’s synergy. If I need to make calls, I allocate a time slot to make all my calls. It really streamlines the process.

    18. Eliminate your time wasters

    What takes your time away your work? Facebook? Twitter? Email checking? Stop checking them so often.

    One thing you can do is make it hard to check them – remove them from your browser quick links / bookmarks and stuff them in a hard to access bookmarks folder. Replace your browser bookmarks with important work-related sites.

    While you’ll still checking FB/Twitter no doubt, you’ll find it’s a lower frequency than before.

    19. Cut off when you need to

    The number one reason why things overrun is because you don’t cut off when you have to.

    Don’t be afraid to intercept in meetings or draw a line to cut-off. Otherwise, there’s never going to be an end and you’ll just eat into the time for later.

    20. Leave buffer time in-between

    Don’t pack everything closely together. Leave a 5-10 minute buffer time in between each tasks. This helps you wrap up the previous task and start off on the next one.

    Featured photo credit: Unsplash via unsplash.com

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