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10 Things You Haven’t Tried For Productive Time Management

10 Things You Haven’t Tried For Productive Time Management

“Lost time is never found again.” Benjamin Franklin

Time is one of our most precious tools in life. It is so important that time is being compared with life; wasting time, is equal to wasting life.

People who accomplish a lot in life are often people who manage their time and tasks effectively and intelligently. Without time management and scheduling, we tend to waste a lot of time on unproductive tasks and projects and we realize this when it is too late.

Therefore in order to take control over our life and achieve our goals, we need to have a proper schedule and time management.

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Office Clocks Showing Different Times

    Below are simple steps that can help you plan and implement tasks more effectively:

    1. Write Down Your Tasks

    It is recommended to have a daily worksheet in which you can record all the tasks for the day. Writing down the tasks not only gives you clarity on the work that needs to be done, but also helps you to organize your time better.

    If there are free slots in your worksheet in any specific day, you can fill in the gaps with your unfinished work or what you need to accomplish on the following days. You can also allocate such moments for educational or self-improving activities to help you gain more skills. In this way all your moments everyday will become fruitful and no time will get wasted in between.

    2. Prioritize Tasks Based on Importance

    Prioritizing gives you the ability to categorize tasks. Often we invest time in on doing things that are not important and miss out on the important ones. By prioritizing you will know which tasks need to be done first. Even if you don’t get a chance to finish all the work planned, at least you have accomplished what is important and urgent.

    Sometimes not focusing on unessential tasks gives you better ability to focus on the important ones. This is called one-pointedness. Remove the unnecessary and focus on the essential!

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    3. Give Each Task a Proper Deadline

    Without deadlines, we often take our sweet time in doing things. Deadlines give you purpose and emotional drive to finish what you start.

    We all have experienced when the deadline is near, we become more alert, fast and focused to deliver the task as promised. Therefore in order to finish your tasks more effectively, give them a deadline. This will make sure you finish them as expected. Just remember to give your tasks a realistic deadline. If you set a deadline which is not realistic and impossible to meet, you will be disappointed after a while and deadlines will not mean anything to you anymore.

    4. Group Tasks Together

    In order to increase your productivity it is recommended to group similar tasks together and attend to them simultaneously or one after the other. This will save lot of time which is usually spent to understand and analyze the tasks, and get in the mood to start and complete them.

    5. Practice Punctuality

    Punctuality comes from responsibility. If you work on your punctuality not only can you project a better picture of yourself which gives you more confidence, but also save time that you need to explain and convince others and apologize for being late.

    6. Start Your Day With the Most Difficult Tasks

    This might be a bit funny but it works. After scheduling and prioritizing your tasks, start your day by doing the most difficult ones first. Often people tend to start the day by checking emails, checking Facebook and doing stuff that it is not important and difficult. In this scenario, the most difficult tasks are being done last because it takes so much emotional will and effort to start them. However, this strategy does not work well because, the difficult tasks will be attended when the body and the mind are tired. Therefore the possibility of making mistakes or prolonging the work will increase.

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    On the other hand, if the most difficult tasks are done in the beginning of the day, they can be completed faster and with less effort and mistakes; since you are fresh and your ability to focus is higher. The easier and less important tasks, which do not take much effort and concentration, can be done later.

    7. Give Music to Solo Tasks

    Music here is being used as a kind of metronome to keep track of time. Especially for the regular daily jobs that you need to repeat everyday, music can help you manage your time better. After a while you get so familiar with the music and its various sections, that you will know when to speed up or when to accomplish each section. Furthermore, this will give you the ability to choose a piece of music that fits with the nature of your job, which can help you increase your productivity and get into the mood.

    8. Plan Work Breaks Into Your Schedule

    Everybody needs breaks. Your body and mind need a break in order to enable them to retain energy. Your brain needs regular breaks to process, categorize and store information. No one can work continuously without any breaks and keep up his or her productivity at optimum level all the time. Breaks are needed, but what you can do is to schedule your breaks.

    After each difficult and time-consuming task, give yourself a break to rest the brain, calm your emotions and retain concentration. After a few days or weeks of continuous work, you also need a break to rest and recharge. This will give you more energy and stamina for upcoming projects.

    9. Keep Yourself Emotionally Strong

    Often when people are not sad, depressed or unsatisfied, their productivity decreases tremendously. It is therefore highly important to keep emotionally strong and determined. This is when passion comes into play. Many successful people recommend you to do the work that you love so you can keep our emotional will at optimum level.

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    Without emotional stamina and enthusiasm, your productivity decreases and in this case even a simple task might take a very long time. Passion and determination help you to move forward and stay focused even in the midst of difficult situations and crises.

    10. Learn to Say No

    You must pay attention to your limits. You cannot do everything that you are asked to, especially if it is not in line with your goal. You always have a choice to say NO! Often multitasking makes you stupid!

    In family life as well as in your professional life, you need to refuse to accept tasks and responsibilities that are beyond your capabilities and do not help in achieving your targets. Taking more than what you can handle normally causes a lot of stress, which affects your most important tasks too.

    Learn to say NO! Promises easily given are often not kept. Think about the consequences of accepting new projects or tasks. Think if they are in line with your specialty and your target. Think if you are capable and trained to do them. Then accept!

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    Last Updated on December 2, 2019

    How to Develop Mental Toughness And Stay Strong

    How to Develop Mental Toughness And Stay Strong

    Are you the kind of person who wants to achieve massive success in your life? Do you have the mental toughness to make that happen?

    I think we can all agree that no matter your ambitions, achieving success can be difficult; and over time, the daily grind can take a toll on your physical, mental, and emotional energy.

    Achievers and high performers from all walks of life face ups and downs along the path to success—they face failure, burnout, discouragement, fatigue, self-limiting beliefs, stress, and so much more.

    How do some people continually strive towards their personal goals year after year while others give up on them? How do those people stay strong and persevere when there is so much stacked against them?

    Studies now show that mental strength is a critical key to success. If you haven’t read Angela Duckworth’s book Grit, you should. In it, she shows that “the secret to outstanding achievement is not talent but a special blend of passion and persistence she calls ‘grit.’” In other words, mental toughness plays a significant role when it comes to achieving goals.

    Sometimes, our goals wear us down and leave us feeling exhausted. Other times, our goals get difficult, and success seems impossible, so we lose hope, become discouraged, and want to quit.

    At its core, mental toughness is simply the ability to stick to something when the going gets tough. People with high levels of mental toughness can push beyond these obstacles and forge a path towards success while those with lower levels of mental toughness may abandon their dreams.

    Want to know the good news?

    No matter who you are, what you’ve been told, or what you currently believe, you can develop the mental toughness you need to be successful.

    All you need to do is learn to develop a positive mindset, focus on your why, and utilize the people around you for support.

    1. Develop a Positive Mindset

    If you’re going to increase your mental toughness, the first thing you have to do is focus on building a strong, positive mindset.

    According to the Cleveland Clinic, the average person has 60,000 thoughts per day. Of those, 95% of those thoughts repeat each day and, on average, 80% of repeated ideas are negative.[1]

    That’s roughly 45,600 negative thoughts per day!

    Carrying around these negative thoughts is like going on a hike in the mountains with a backpack full of rocks. The hike is hard enough on its own, but having extra junk weighing you down is a recipe for failure.

    Sometimes, building mental toughness isn’t as much about building new strength as it is about saving your strength for the right tasks. Wouldn’t it be easier to dump the rocks out of the backpack instead of trying to get strong enough to carry the extra weight?

    Absolutely!

    But how can we learn to spot those 45,600 negative thoughts and get rid of them? How can we empty our metaphorical backpack?

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    Well, it gets a whole lot easier if you know what you’re looking for. Some of the most prominent types of negative thoughts are self-limiting beliefs, all-or-nothing thinking, and dwelling.

    Let Go of Self-Limiting Beliefs

    It’s pretty hard to be mentally tough when you’re constantly beating yourself up. Self-limiting beliefs are any beliefs that hold you back in some way. Here are some examples:

    “I’m not smart enough to…”

    “I don’t have enough experience to…”

    “I’ve tried that before, and it didn’t go well, so I must just be bad at…”

    When we allow these self-limiting beliefs to flood our minds, negative self-talk runs rampant, and we crowd out our ability to think positively. We’re effectively working against ourselves.

    If you want to keep your mind strong on your path to success, you have to overcome the self-limiting beliefs that are holding you back by realizing one key truth: self-limiting beliefs are thoughts, not facts.

    When you recognize a self-limiting belief cropping up in your mind, quickly silence it by telling yourself that it’s not true and then back that up with some positive affirmations:

    • “I am smart enough; I may just need to do some more research first.”
    • “I may not have as much experience as someone else, but that’s not going to stop me from trying. I have enough experience to get started. I’ll figure the rest out on the way.”
    • “Just because I failed at this last time doesn’t mean I’m going to fail this time. My past does not dictate my future.”

    Get Rid of the All-or-Nothing Thinking

    Another form of negative thinking that could be preventing you from building mental toughness is all-or-nothing thinking.

    All-or-nothing thinking is the concept of thinking in extremes. You are either a success or a failure. Your performance was totally good or totally awful. If you’re not perfect, then you’re a failure.

    But this isn’t true!

    If you’re trying to lose 30 pounds and only lost 28, isn’t that still better than not losing any weight at all? I’d say so!

    If you allow all-or-nothing thinking to rule your mind, you’ll be on cloud nine when you succeed, but you’ll beat yourself up when you “fail.” Acknowledging the shades of gray in between will allow you to see success more often and it will help you celebrate your smaller wins.

    When you recognize an all-or-nothing thought, remember to look for the positive in the situation. What did you gain by trying? What would you have missed out on had you not tried? Could you do better if you were to try again?

    Ditch the Dwelling

    Self-Limiting Beliefs and All-or-Nothing Thinking can lead to a bad case of dwelling on the negative. If you want to build some mental toughness and keep your mind strong, you have to ditch the dwelling.

    Every day, bad things happen to each of us, and while there’s nothing we can do to prevent that, we can control how we react to these situations.

    When we dwell on our misfortunes, we waste massive amounts of energy that we could be using to achieve our goals. When this happens, we’re more likely to quit altogether.

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    But that doesn’t mean you’re not mentally tough; it just means you’re misusing your energy.

    The next time something bad happens, it’s important to allow yourself to feel the disappointment and frustration, but work on reducing the amount of time you dwell on the situation.

    Easier said than done, right? Try these:

    1. Call a friend or mentor and talk it through with them. Get some outside perspective on your situation.
    2. Time block your dwelling by allowing yourself to dwell for no more than one hour.
    3. Then, tell yourself to move on, that you’re human, and you’re allowed to make mistakes or experience setbacks.
    4. If all else fails, find a good way to distract yourself until you can calm down and reexamine things with a clear mind.

    The faster you can focus on the positives and move past the problem, the quicker you can get back to achieving success in your life.

    Be Patient about the Process

    No matter which negative thoughts tend to run around your mind, working to replace them with positive thoughts can take time.

    Learning to spot self-limiting beliefs, all-or-nothing thinking, or dwelling is one thing, but learning to quiet those thoughts is another thing entirely.

    If at first you don’t succeed, don’t fret. Instead, take a deep breath and try again. As you work towards improving your mindfulness and your mental toughness, remember that you’re going to get better with time.

    To make things a little easier, it helps to connect with your purpose.

    2. Connect with Your Purpose

    One of the most critical elements to building mental toughness and keeping a strong and focused mind is having a strong ‘why’ for everything you want to do.

    If you set out to achieve a huge goal that you don’t have a ‘why’ for, you’re going to find yourself distracted, discouraged, or disengaged as soon as you experience your first setback.

    Think about the last time you were working on a goal or resolution and things weren’t going well, maybe you even wanted to quit. Perhaps you thought you didn’t have enough willpower. Maybe you told yourself that you didn’t have enough discipline.

    Here’s the truth: you just didn’t have a strong enough why.

    Simon Sinek has been spreading his message “Start with Why” across the globe.[2] In short, he says that:

    “Your ‘why’ is the purpose, cause or belief that inspires you.”

    One of the biggest drains on your mental energy is pursuing a goal or a task that you don’t have a ‘why’ for. This is when we tend to look for external motivation or question our willpower, but those aren’t the issues.

    Often, we set goals because we like the idea of the goal, not the reality of the goal. Without connecting to our why, we can’t intrinsically motivate ourselves to achieve our most challenging goals.

    Find Intrinsic Motivation

    Intrinsic motivation is our innate desire to do something and it comes when we work towards something that satisfies ourselves above all else—not our parents or our bosses or our teachers.

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    Let’s say you think you want to quit smoking because you know it’s bad for you, but you really enjoy smoking. If you don’t truly want to quit smoking, it’s going to be nearly impossible, regardless of your willpower or mental toughness.

    But if you want to quit smoking because you just had a baby, and you don’t want your baby growing up around smoke, then that ‘why’ is going to give you intrinsic motivation. Intrinsic motivation is far more powerful than sheer stubborn willpower, and it’s far easier to maintain over the long haul.

    If you’re trying to develop mental toughness, connecting a why to everything you want to achieve will reduce the effort and energy it will take to achieve those things. Once you’ve found a strong why for all of your goals, you’ll find that you’ll have significantly more energy to pursue your more difficult challenges.

    3. Find Strength in Unity

    The final aspect of developing mental toughness is embracing the idea that you’re not in this alone. It’s a fact, anyone who’s ever achieved success in anything didn’t do so alone.

    Bill Gates didn’t build Microsoft alone. Oprah didn’t build her network by herself. Steve Jobs didn’t invent the iPhone without a team. Michelle Obama didn’t implement the “Let’s Move” campaign on her own.

    Behind all of these successful people were countless other people who were there offering support, mentorship, guidance, and encouragement.

    If you want to develop unmatched mental toughness, you need to understand that you don’t have to go it alone. Even the toughest Navy Seals have a team backing them up.

    If you want to stay strong in your endeavors, you need to build a team of supporters who will step in and back you up when it counts.

    Find a Mentor or Committee of Mentors

    The benefits of having a great mentor are far too many to list, but to boil it down to the basics, a mentor is someone who will help show you the path to success.

    A good mentor will help you discover your greatest strengths, spot and overcome your blind spots, and work through your weaknesses.

    If you’re struggling to deal with your internal negativity or with finding your purpose, talk it through with a mentor. Sometimes we lose the forest for the trees, and a mentor can help us take a step back and see the bigger picture.

    Here’s how to find the right mentor for yourself: How to Find a Mentor That Will Help You Succeed

    Recruit Some Cheerleaders

    If you want to stay strong, it never hurts to have a group of personal cheerleaders. Unlike mentors who are going to jump in and help you address your problems, a group of cheerleaders will help keep your spirits up.

    Even if you have a strong ‘why’ and a positive mindset, it’s nearly impossible to maintain a positive attitude 100% of the time. It doesn’t make you weak to need some help from time to time. Having a group of people cheering you on will make all the difference in the world.

    As you work towards your goals, tell a few close friends about what you’re doing, and when things get tough, tell them about it. And when they give you the pep talk you need, don’t resist their positivity or counter it with your self-limiting beliefs or your all-or-nothing attitude.

    Allow their optimism to refill your energy and use that energy to press on.

    Form an Accountability Group

    Cheerleaders are great, but sometimes we need someone to give us the kick we need to keep going. You might have a strong ‘why’ for running a marathon or losing 30 pounds, but that doesn’t mean it’s going to be easy; and trying to force yourself to follow through is a sure way to tax your mental energy.

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    Why not save some of your mental energy by forming an accountability group?

    Find a person or a few people who have similar goals, or at the very least, the need for an accountability partner. Then, form an agreement within the group to push each other every day.

    Even if your goals aren’t the same, accountability partners are great for giving us the push we need when we need it most.

    Regardless of which relationships you choose, sometimes we have to be able to work through things on our own. Mentors, cheerleaders, and accountability partners are a great way for us to combat our naturally negative mindsets, but occasionally we have to be able to pick ourselves back up.

    4. Learn to Pick Yourself Back Up After Setbacks

    Building a strong mindset and developing mental toughness isn’t easy! Anyone who’s ever achieved massive success knows that obstacles, setbacks, and failure are inevitable, and you’re no different.

    As you work on your goals, you’re going to face many ups and downs, but this doesn’t mean that you don’t have mental toughness, willpower, or discipline.

    We all struggle. We all fail. It’s what we decide to do after we fail that truly counts.

    When you find yourself in a low spot, ask yourself these questions:

    • “Am I being too hard on myself?”
    • “Are negative thoughts such as Self-Limiting Beliefs or All-or-Nothing Thinking distorting my view?”
    • “What’s the positive side of this setback/obstacle/failure?”
    • “Why was this goal important to me? What was my purpose?”
    • “Is this goal still important to me? Do I still have a ‘why’?”
    • “Who can I ask for help? Who can mentor me or cheer me on? Who can help hold me accountable?”

    Asking yourself these questions is a great way to check in on your mindset. When we get lost in negative thinking or lose connection to our purpose, it’s far too easy to become discouraged. When we feel discouraged, we start feeling weak, maybe even a little hopeless.

    Also, this article provides some useful tips to help you get back on track: How to Deal with Failure and Pick Yourself Back Up

    Tying it All Together

    Are you still with me? I know I’ve thrown a lot at you, from developing a positive mindset and combatting your internal voice to connecting with purpose and building a committee of mentors. It’s a lot to take it!

    But here’s the bottom line:

    A crucial part of developing mental toughness is learning to recognize these tendencies and taking action to correct them early on. Developing mental toughness is not about eliminating weakness, but learning how to deal with it and overcome it.

    No one is perfect, but when we focus on the right things, we can develop a mental toughness worthy of life’s biggest challenges.

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    Featured photo credit: Zulmaury Saavedra via unsplash.com

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