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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!

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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.

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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.

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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.

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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

Becoming Self-Taught (The How-To Guide) The Science of Setting Goals (And How It Affects Your Brain) How to Take Notes Effectively: Powerful Note-Taking Techniques The Importance of Reminders (And How to Make a Reminder That Works) Building Relationships: 11 Rules for Self-Promotion

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Last Updated on September 16, 2019

How to Stop Procrastinating: 11 Practical Ways for Procrastinators

How to Stop Procrastinating: 11 Practical Ways for Procrastinators

You have a deadline looming. However, instead of doing your work, you are fiddling with miscellaneous things like checking email, social media, watching videos, surfing blogs and forums. You know you should be working, but you just don’t feel like doing anything.

We are all familiar with the procrastination phenomenon. When we procrastinate, we squander away our free time and put off important tasks we should be doing them till it’s too late. And when it is indeed too late, we panic and wish we got started earlier.

The chronic procrastinators I know have spent years of their life looped in this cycle. Delaying, putting off things, slacking, hiding from work, facing work only when it’s unavoidable, then repeating this loop all over again. It’s a bad habit that eats us away and prevents us from achieving greater results in life.

Don’t let procrastination take over your life. Here, I will share my personal steps on how to stop procrastinating. These 11 steps will definitely apply to you too:

1. Break Your Work into Little Steps

Part of the reason why we procrastinate is because subconsciously, we find the work too overwhelming for us. Break it down into little parts, then focus on one part at the time. If you still procrastinate on the task after breaking it down, then break it down even further. Soon, your task will be so simple that you will be thinking “gee, this is so simple that I might as well just do it now!”.

For example, I’m currently writing a new book (on How to achieve anything in life). Book writing at its full scale is an enormous project and can be overwhelming. However, when I break it down into phases such as –

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  • (1) Research
  • (2) Deciding the topic
  • (3) Creating the outline
  • (4) Drafting the content
  • (5) Writing Chapters #1 to #10,
  • (6) Revision
  • (7) etc.

Suddenly it seems very manageable. What I do then is to focus on the immediate phase and get it done to my best ability, without thinking about the other phases. When it’s done, I move on to the next.

2. Change Your Environment

Different environments have different impact on our productivity. Look at your work desk and your room. Do they make you want to work or do they make you want to snuggle and sleep? If it’s the latter, you should look into changing your workspace.

One thing to note is that an environment that makes us feel inspired before may lose its effect after a period of time. If that’s the case, then it’s time to change things around. Refer to Steps #2 and #3 of 13 Strategies To Jumpstart Your Productivity, which talks about revamping your environment and workspace.

3. Create a Detailed Timeline with Specific Deadlines

Having just 1 deadline for your work is like an invitation to procrastinate. That’s because we get the impression that we have time and keep pushing everything back, until it’s too late.

Break down your project (see tip #1), then create an overall timeline with specific deadlines for each small task. This way, you know you have to finish each task by a certain date. Your timelines must be robust, too – i.e. if you don’t finish this by today, it’s going to jeopardize everything else you have planned after that. This way it creates the urgency to act.

My goals are broken down into monthly, weekly, right down to the daily task lists, and the list is a call to action that I must accomplish this by the specified date, else my goals will be put off.

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Here’re more tips on setting deadlines: 22 Tips for Effective Deadlines

4. Eliminate Your Procrastination Pit-Stops

If you are procrastinating a little too much, maybe that’s because you make it easy to procrastinate.

Identify your browser bookmarks that take up a lot of your time and shift them into a separate folder that is less accessible. Disable the automatic notification option in your email client. Get rid of the distractions around you.

I know some people will out of the way and delete or deactivate their facebook accounts. I think it’s a little drastic and extreme as addressing procrastination is more about being conscious of our actions than counteracting via self-binding methods, but if you feel that’s what’s needed, go for it.

5. Hang out with People Who Inspire You to Take Action

I’m pretty sure if you spend just 10 minutes talking to Steve Jobs or Bill Gates, you’ll be more inspired to act than if you spent the 10 minutes doing nothing. The people we are with influence our behaviors. Of course spending time with Steve Jobs or Bill Gates every day is probably not a feasible method, but the principle applies — The Hidden Power of Every Single Person Around You

Identify the people, friends or colleagues who trigger you – most likely the go-getters and hard workers – and hang out with them more often. Soon you will inculcate their drive and spirit too.

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As a personal development blogger, I “hang out” with inspiring personal development experts by reading their blogs and corresponding with them regularly via email and social media. It’s communication via new media and it works all the same.

6. Get a Buddy

Having a companion makes the whole process much more fun. Ideally, your buddy should be someone who has his/her own set of goals. Both of you will hold each other accountable to your goals and plans. While it’s not necessary for both of you to have the same goals, it’ll be even better if that’s the case, so you can learn from each other.

I have a good friend whom I talk to regularly, and we always ask each other about our goals and progress in achieving those goals. Needless to say, it spurs us to keep taking action.

7. Tell Others About Your Goals

This serves the same function as #6, on a larger scale. Tell all your friends, colleagues, acquaintances and family about your projects. Now whenever you see them, they are bound to ask you about your status on those projects.

For example, sometimes I announce my projects on The Personal Excellence Blog, Twitter and Facebook, and my readers will ask me about them on an ongoing basis. It’s a great way to keep myself accountable to my plans.

8. Seek out Someone Who Has Already Achieved the Outcome

What is it you want to accomplish here, and who are the people who have accomplished this already? Go seek them out and connect with them. Seeing living proof that your goals are very well achievable if you take action is one of the best triggers for action.

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9. Re-Clarify Your Goals

If you have been procrastinating for an extended period of time, it might reflect a misalignment between what you want and what you are currently doing. Often times, we outgrow our goals as we discover more about ourselves, but we don’t change our goals to reflect that.

Get away from your work (a short vacation will be good, else just a weekend break or staycation will do too) and take some time to regroup yourself. What exactly do you want to achieve? What should you do to get there? What are the steps to take? Does your current work align with that? If not, what can you do about it?

10. Stop Over-Complicating Things

Are you waiting for a perfect time to do this? That maybe now is not the best time because of X, Y, Z reasons? Ditch that thought because there’s never a perfect time. If you keep waiting for one, you are never going to accomplish anything.

Perfectionism is one of the biggest reasons for procrastination. Read more about why perfectionist tendencies can be a bane than a boon: Why Being A Perfectionist May Not Be So Perfect.

11. Get a Grip and Just Do It

At the end, it boils down to taking action. You can do all the strategizing, planning and hypothesizing, but if you don’t take action, nothing’s going to happen. Occasionally, I get readers and clients who keep complaining about their situations but they still refuse to take action at the end of the day.

Reality check:

I have never heard anyone procrastinate their way to success before and I doubt it’s going to change in the near future.  Whatever it is you are procrastinating on, if you want to get it done, you need to get a grip on yourself and do it.

More About Procrastination

Featured photo credit: Malvestida Magazine via unsplash.com

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