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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

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

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Last Updated on March 13, 2019

How to Get out of a Rut: 12 Useful Ways to Get Unstuck

How to Get out of a Rut: 12 Useful Ways to Get Unstuck

Have you gotten into a rut before? Or are you in a rut right now?

You know you’re in a rut when you run out of ideas and inspiration. I personally see a rut as a productivity vacuum. It might very well be a reason why you aren’t getting results. Even as you spend more time on your work, you can’t seem to get anything constructive done. While I’m normally productive, I get into occasional ruts (especially when I’ve been working back-to-back without rest). During those times, I can spend an entire day in front of the computer and get nothing done. It can be quite frustrating.

Over time, I have tried and found several methods that are helpful to pull me out of a rut. If you experience ruts too, whether as a working professional, a writer, a blogger, a student or other work, you will find these useful. Here are 12 of my personal tips to get out of ruts:

1. Work on the small tasks.

When you are in a rut, tackle it by starting small. Clear away your smaller tasks which have been piling up. Reply to your emails, organize your documents, declutter your work space, and reply to private messages.

Whenever I finish doing that, I generate a positive momentum which I bring forward to my work.

2. Take a break from your work desk.

Get yourself away from your desk and go take a walk. Go to the washroom, walk around the office, go out and get a snack.

Your mind is too bogged down and needs some airing. Sometimes I get new ideas right after I walk away from my computer.

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3. Upgrade yourself

Take the down time to upgrade yourself. Go to a seminar. Read up on new materials (#7). Pick up a new language. Or any of the 42 ways here to improve yourself.

The modern computer uses different typefaces because Steve Jobs dropped in on a calligraphy class back in college. How’s that for inspiration?

4. Talk to a friend.

Talk to someone and get your mind off work for a while.

Talk about anything, from casual chatting to a deep conversation about something you really care about. You will be surprised at how the short encounter can be rejuvenating in its own way.

5. Forget about trying to be perfect.

If you are in a rut, the last thing you want to do is step on your own toes with perfectionist tendencies.

Just start small. Do what you can, at your own pace. Let yourself make mistakes.

Soon, a little trickle of inspiration will come. And then it’ll build up with more trickles. Before you know it, you have a whole stream of ideas.

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6. Paint a vision to work towards.

If you are continuously getting in a rut with your work, maybe there’s no vision inspiring you to move forward.

Think about why you are doing this, and what you are doing it for. What is the end vision in mind?

Make it as vivid as possible. Make sure it’s a vision that inspires you and use that to trigger you to action.

7. Read a book (or blog).

The things we read are like food to our brain. If you are out of ideas, it’s time to feed your brain with great materials.

Here’s a list of 40 books you can start off with. Stock your browser with only the feeds of high quality blogs, such as Lifehack.org, DumbLittleMan, Seth Godin’s Blog, Tim Ferris’ Blog, Zen Habits or The Personal Excellence Blog.

Check out the best selling books; those are generally packed with great wisdom.

8. Have a quick nap.

If you are at home, take a quick nap for about 20-30 minutes. This clears up your mind and gives you a quick boost. Nothing quite like starting off on a fresh start after catching up on sleep.

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9. Remember why you are doing this.

Sometimes we lose sight of why we do what we do, and after a while we become jaded. A quick refresher on why you even started on this project will help.

What were you thinking when you thought of doing this? Retrace your thoughts back to that moment. Recall why you are doing this. Then reconnect with your muse.

10. Find some competition.

Nothing quite like healthy competition to spur us forward. If you are out of ideas, then check up on what people are doing in your space.

Colleagues at work, competitors in the industry, competitors’ products and websites, networking conventions.. you get the drill.

11. Go exercise.

Since you are not making headway at work, might as well spend the time shaping yourself up.

Sometimes we work so much that we neglect our health and fitness. Go jog, swim, cycle, whichever exercise you prefer.

As you improve your physical health, your mental health will improve, too. The different facets of ourselves are all interlinked.

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Here’re 15 Tips to Restart the Exercise Habit (and How to Keep It).

12. Take a good break.

Ruts are usually signs that you have been working too long and too hard. It’s time to get a break.

Beyond the quick tips above, arrange for a 1-day or 2-days of break from your work. Don’t check your (work) emails or do anything work-related. Relax and do your favorite activities. You will return to your work recharged and ready to start.

Contrary to popular belief, the world will not end from taking a break from your work. In fact, you will be much more ready to make an impact after proper rest. My best ideas and inspiration always hit me whenever I’m away from my work.

Take a look at this to learn the importance of rest: The Importance of Scheduling Downtime

More Resources About Getting out of a Rut

Featured photo credit: Joshua Earle via unsplash.com

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