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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

    What Is FOMO (And How to Get Over It) Do You Do This Common Mistake When You Start Working on Your Tasks? 9 Valuable Lessons Learned After Writing My First Book How to Create a To-Do List that Makes You Smile Agreeing on Deadlines With Yourself Just Doesn’t Work: Here’s What Does

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    Last Updated on December 13, 2019

    7 Steps For Making a New Year’s Resolution and Keeping It

    7 Steps For Making a New Year’s Resolution and Keeping It

    Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

    Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

    Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

    Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

    1. Just Pick One Thing

    If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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    Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

    Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

    2. Plan Ahead

    To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

    Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

    Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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    3. Anticipate Problems

    There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

    4. Pick a Start Date

    You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

    Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

    5. Go for It

    On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

    Your commitment card will say something like:

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    • I enjoy a clean, smoke-free life.
    • I stay calm and in control even under times of stress.
    • I’m committed to learning how to run my own business.
    • I meditate daily.

    6. Accept Failure

    If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

    If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

    Perseverance is the key to success. Try again, keep trying and you will succeed.

    7. Plan Rewards

    Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

    Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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    Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

    Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

    Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new? Why not pick one from this list: 50 New Year’s Resolution Ideas And How To Achieve Each Of Them

    Featured photo credit: Ian Schneider via unsplash.com

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