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5 Common Time Management Truths That Can Make You Unproductive

5 Common Time Management Truths That Can Make You Unproductive


    In time management, there is certain advice that is repeated over and over again. These lessons have become a “de-facto” standard in the time management industry.

    SEE ALSO: Boost Your Time Management Skills With These 9 Techniques

    Although I think that this advice is important to understand and implement in your everyday life, at times I don’t necessarily agree with all these lessons.

    1. Take massive action

    I can’t remember how many times I have heard this advice and why you should take massive action – yet this lesson can be easily misunderstood and implemented the wrong way.

    Rather than taking blindly massive action, understand your goal, pick an important task (or tasks) related to your goal and take massive action on that instead.

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    Taking massive action for its own sake is just silly. You can waste time and energy if you focus your efforts to the wrong tasks.

    Take smart and focused massive action instead of just massive action.

    2. Improve your productivity with The Pomodoro Technique

    The Pomodoro technique is a very popular productivity system and it is based on working in short bursts of time (25 minutes which equals one Pomodoro).

    The basic premise is that you can improve your productivity, because those time blocks are very focused and condensed. Also, having breaks between sessions gives a good rhythm to your work and most likely you won’t lose your attention span.

    I’m not into Pomodoro – at least not in every situation.

    For instance, my ideal working block is 45 minutes (sometimes it is even longer). By using that amount of time I’m

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    • Able to get a lot of work done
    • I’m still able to focus to my task at hand (I’m not losing my attention span)
    • I’m not violently stopping my work mode after 25 minutes

    This is just to say that even if the Pomodoro technique may work for some, it’s not my ideal way of working.

    Although you should improve your own working routines by using a solid system, it is also worth testing the system first and then decide if it’s for you or not.

    Whatever the system is that you are learning about (whether it is Pomodoro, GTD …), you still need to apply it to your own personal conditions and tweak it to your needs.

    3. Focus on your strengths, not weaknesses

    In an ideal world you would be able to only focus on your strengths and forget your weaknesses. But believe me – it is useful to focus on your weaknesses too!

    For example, if you are a shy person and lack of social skills, do you think you should just forget of overcoming your shyness and  improving yourself? Of course not!

    In fact, there are examples of people (like those shy ones), who have turned their weaknesses into their strengths and now they teaching how you can do the same (like Kent Sayre, author of the book Unstoppable Confidence).

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    If your weakness is making your life harder, it is worth figuring out if you can do something about it. And although you should focus on improving your strengths, you shouldn’t completely ignore your weaknesses either.

    4. “Work smart, not hard”

    The promise of this common phrase is that when you work smart, you make the right decisions, reduce your stress levels and get the right things done. However, sometimes I feel that it is an excuse for not working at all.

    Even if it is okay to work smart it doesn’t mean that you shouldn’t work hard at all. In fact, you are still required to work hard – but instead on the things that make the most difference!

    Working smart doesn’t give you excuses to slack off. It is only giving you the right area to focus on and direct where you should put all your efforts (which generates the great results).

    5. Do not multitask

    Multitasking is the root of all evil – especially when it comes to your productivity.

    This is a very common lesson in time management circles and I agree with this advice. Yet, multitasking serves its purpose if done properly.

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    I understand that writing an e-book while checking your Facebook page is not going to help you to get that e-book done. But in some other scenarios, multitasking might come very handy.

    I learned about taking advantage of multitasking by reading a book called Find Your Focus Zone (by Lucy Jo Palladino). There she introduced the concept that she calls mindful multitasking.

    The basic idea behind the term is that when you multitask, you are aware that you productivity level is going to decrease. Yet, you multitask, because it helps you to put yourself back to your focus zone.

    For instance, I have used this technique when I have been working on mundane data entry tasks. I need some stimulus to get the work done and one way to do it is to do something other than your main task at hand. So, if checking my Facebook page can help me to get the data entry work done (and get me back to my focus zone), so then be it!

    Also, you can seamlessly multitask in other occasions – like rehearsing your presentation you are giving the next day while you are exercising or thinking about new blog post ideas when in the shower. So multitasking – when used mindfully and intelligently – can maximize your time usage.

    In Closing…

    Although it is important to understand the basic time management theories, it is also crucial to take a critical look at them. Don’t always take things for granted. Put those theories to the test and see if they are beneficial in your particular situation.

    (Photo credit: Crossed Fingers Behind Back via Shutterstock)

    More by this author

    Timo Kiander

    Productivity Author and Founder of Productive Superdad

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    Last Updated on June 3, 2020

    How to Write SMART Goals (With SMART Goals Templates)

    How to Write SMART Goals (With SMART Goals Templates)

    Everyone needs a goal. Whether it’s in a business context or for personal development, having goals help you strive towards something you want to accomplish. It prevents you from wandering around aimlessly without a purpose.

    But there are good ways to write goals and there are bad ways. If you want to ensure you’re doing the former, keep reading to find out how a SMART goals template can help you with it.

    The following video is a summary of how you can write SMART goals effectively:

    What Are SMART Goals?

    SMART Goals

    refer to a way of writing down goals that follow a specific criteria. The earliest known use of the term was by George T. Doran in the November 1981 issue of Management Review, however, it is often associated with Peter Drucker’s management by objectives concept.[1]

    SMART is an acronym that stands for Specific, Measurable, Attainable, Relevant, and Time-bound. There are other variations where certain letters stand for other things such as “achievable” instead of attainable, and “realistic” instead of relevant.

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    What separates a SMART goal from a non-SMART goal is that, while a non-SMART goal can be vague and ill-defined, a SMART goal is actionable and can get you results. It sets you up for success and gives you a clear focus to work towards.

    And with SMART goals comes a SMART goals template. So, how do you write according to this template?

    How to Write Smart Goals Using a SMART Goals Template

    For every idea or desire to come to fruition, it needs a plan in place to make it happen. And to get started on a plan, you need to set a goal for it.

    The beauty of writing goals according to a SMART goals template is that it can be applied to your personal or professional life.

    If it’s your job to establish goals for your team, then you know you have a lot of responsibility weighing on your shoulders. The outcome of whether or not your team accomplishes what’s expected of them can be hugely dependant on the goals you set for them. So, naturally, you want to get it right.

    On a personal level, setting goals for yourself is easy, but actually following through with them is the tricky part. According to a study by Mark Murphy about goal setting, participants who vividly described their goals were 1.2 to 1.4 times more likely to successfully achieve their goals.[2] Which goes to show that if you’re clear about your goals, you can have a higher chance of actually accomplishing them.

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    Adhering to a SMART goals template can help you with writing clear goals. So, without further ado, here’s how to write SMART goals with a SMART goals template:

    Specific

    First and foremost, your goal has to be specific. Be as clear and concise as possible because whether it’s your team or yourself, whoever has to carry out the objective needs to be able to determine exactly what it is they are required to do.

    To ensure your goal is as specific as it can be, consider the Ws:

    • Who = who is involved in executing this goal?
    • What = what exactly do I want to accomplish?
    • Where = if there’s a fixed location, where will it happen?
    • When = when should it be done by? (more on deadline under “time-bound”)
    • Why = why do I want to achieve this?

    Measurable

    The only way to know whether or not your goal was successful is to ensure it is measurable. Adding numbers to a goal can help you or your team weigh up whether or not expectations were met and the outcome was triumphant.

    For example, “Go to the gym twice a week for the next six months” is a stronger goal to strive for than simply, “Go to the gym more often”.

    Setting milestone throughout your process can also help you to reassess progress as you go along.

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    Attainable

    The next important thing to keep in mind when using a SMART goals template is to ensure your goal is attainable. It’s great to have big dreams but you want your goals to be within the realms of possibility, so that you have a higher chance of actually accomplishing them.

    But that doesn’t mean your goal shouldn’t be challenging. You want your goal to be achievable while at the same time test your skills.

    Relevant

    For obvious reasons, your goal has to be relevant. It has to align with business objectives or with your personal aspirations or else, what’s the point of doing it?

    A SMART goal needs to be applicable and important to you, your team, or your overall business agenda. It needs to be able to steer you forward and motivate you to achieve it, which it can if it holds purpose to something you believe in.

    Time-Bound

    The last factor of the SMART goals template is time-bound (also known as “timely”). Your goal needs a deadline, because without one, it’s less likely to be accomplished.

    A deadline provides a sense of urgency that can motivate you or your team to strive towards the end. The amount of time you allocate should be realistic. Don’t give yourself—or your team—only one week if it takes three weeks to actually complete it. You want to set a challenge but you don’t want to risk over stress or burn out.

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    Benefits of Using a SMART Goals Template

    Writing your goals following a SMART goals template provides you with a clearer focus. It communicates what the goal needs to achieve without any fuss.

    With a clear aim, it can give you a better idea of what success is supposed to look like. It also makes it easier to monitor progress, so you’re aware whether or not you’re on the right path.

    It can also make it easier to identify bottlenecks or missed targets while you’re delivering the goal. This gives you enough time to rectify any problems so you can get back on track.

    The Bottom Line

    Writing goals is seemingly not a difficult thing to do. However, if you want it to be as effective as it can be, then there’s more to it than meets the eye.

    By following a SMART goals template, you can establish a more concrete foundation of goal setting. It will ensure your goal is specific, measurable, attainable, relevant, and time-bound—attributes that cover the necessities of an effectively written goal.

    More Tips About Goals Setting

    Featured photo credit: Estée Janssens via unsplash.com

    Reference

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