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Just in Time for 2013: An Evergreen Time Management System

Just in Time for 2013: An Evergreen Time Management System

It’s disappointing: you start the new year looking for some solid advice on improving your time management, but all that’s available is yet another list of top 10 tips. You feel let down because they offer little help in moving you towards the working professional’s ultimate destination—an evergreen time management system.

An evergreen system is one that never gets frozen in time. Its methods and tools are continually being evolved by its owner, and constantly being renewed. Here are a couple of reasons to keep your system fresh.

Reason #1 – our lives are dynamic. Things change at work; we get promoted, or selected to lead up a project, or our boss forces us to do the work of two people. At home, we get married, start an exercise program or need to take care of an aging parent. Somewhere in between, we start a part-time Masters degree.

As these commitments make their way into our lives, we find ourselves needing additional capacity… more time… more refined time management techniques to deal with a new level of demands. None of us wants our system to become the bottleneck that causes stuff to fall through the cracks, so we keep it evergreen just so that it can keep up.

Reason #2 – technology is expanding. Every other day we are presented with new choices of productivity tools that simply cannot be ignored. Case in point—there are quite a few professionals who swear that they’ll never use a smartphone, which has caused them to fall behind in developing the latest productivity skills. In the next five years, there will be a further explosion of new mobile products, apps and services, forcing us to make choices about if and when to use them.

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Most people are lazy: they go out and buy the latest gadget, and allow it to shape their time management habits e.g. texting while driving to “save time.” Keeping our system evergreen is the opposite—it means thinking about our system’s needs in an objective way so that we look for the tools we need before they even appear at Best Buy.

We need to learn how to tinker with our systems effectively to keep them evergreen—they don’t stay fresh by themselves.

Many time management gurus are like most auto mechanics, who aren’t interested in teaching you anything useful—they just want you to follow their instructions: “bring in your car.” Gurus often ask us to do the same:”just follow my instructions”. They generally don’t want us tinkering with our systems, doing our own thing, and departing from their advice.

We are on our own.

Fortunately, we can find our way to an evergreen system by coaching ourselves, and by using lessons from other familiar disciplines.

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1. From Professional Sports

“Andragogy” refers to the field of adult education. One of its key principles is that adults already have existing skills (unlike children) and that improvement efforts must build on the abilities that already exist. Top sports teams follow this principle, and start all new players off with an assessment of their skills.

In time management, you already have some good, or even great skills. You need to start with a skillful assessment of your strengths and weaknesses compared against best-in-class practices before deciding to follow a tip or purchase a gadget.

2. From the Martial Arts,

Not everyone who enters a dojo needs (or wants) a Third Degree Black Belt. Most will end up with a more modest achievement in keeping with their aspirations. In much the same way, you need to set goals for your time management system, using your knowledge of world-class standards. Don’t go over the top. Don’t follow someone else’s prescription. Instead, be modest, and set a time to achieve the next rung in the ladder, and then the next, in a way that inspires you rather than scaring you silly.

Making progress at your own pace is the only way to avoid the failure that so many experience from trying to implement too much, too quickly.

3. From Your Math Teacher

If your grade school teachers were any good, they taught you some pretty complex math skills in small, tiny steps. You barely noticed what was happening as they led you slowly, but steadily, through a range of skills.

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Research shows that an adult’s time management skills are just as complex as math skills. Changing them is much easier if you are able to break down the changes you want into small steps that appear to be easy to complete. This is self-coaching at its finest.

4. From Your Piano Instructor

It takes several years of consistent practice at increasing levels of difficulty to become a top-class piano player. You discovered this in perhaps your third or fourth lesson, leading you to re-evaluate your goal of soloing at Carnegie Hall. Fortunately, your instructor showed you how to spread out the small steps you needed to master over a period of several years. She had a plan for taking you all the way and it involved, as Malcolm Gladwell says in “Blink,” at least 10,000 hours of dedicated practice.

One reason why recent graduates aren’t made into Vice Presidents immediately is that they don’t have the personal time management systems to accomplish very much, a fact which executives understand acutely, but rarely share. They must learn how to replace today’s time management habits with new ones, executing a plan that might take weeks, months and even years of practice.

5. From Your Attempts at Weight Loss

If you have ever tried to lose weight, you might appreciate how challenging it is to learn new habits, and unlearn old ones.

We humans have a difficult time changing habits, and researchers have labored to find a magic formula. So far, they tell us that we over-estimate our willpower, and need much more help than we think. This help must exist beyond the boundary of our memory and emotions, in the form of support groups, coaches, reminders, incentives, dis-incentives, plus more. The key is to build in layers of support that simply don’t allow failure when the urge to eat a sugary snack kicks in.

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While this might sound simple enough, the research also states that we need custom support systems, and can’t simply recycle the supports that a colleague used. This step takes self-knowledge, and very smart tactics.

If we take what we know from these areas in our lives, we can assemble evergreen time management systems that never go stale, and are powered by our innate love of learning. For many of us, tinkering effectively can be a big challenge, but also a lot of fun.

Featured photo credit:  a pen on a book point at a day is New year via Shutterstock

More by this author

Francis Wade

Author, Management Consultant

How To Manage A Post-College Productivity Dip Why You Need to Understand and Accept Your Productive Type A Tendencies The New Lifehacking #7 – Why You Should Be Open to New Stuff, But Wary About Using It The New LifeHacking #6 – Staying Away from Harmful Gadgets The New Lifehacking #5 – Tricking Yourself into Making the Changes You Need

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Last Updated on September 17, 2018

How to Stop Multitasking and Become Way More Productive

How to Stop Multitasking and Become Way More Productive

Today we are expected to work in highly disruptive environments. We sit down at our desks, turn on our computer and immediately we are hit with hundreds of emails all vying for our attention.

Our phones are beeping and pinging with new alerts to messages, likes and comments and our colleagues are complaining about the latest company initiative is designed to get us to do more work and spend less time at home.

All these distractions result in us multitasking where our attention is switching between one crisis and the next.

Multitasking is a problem. But how to stop multitasking?

How bad really is multitasking?

It dilutes your focus and attention so even the easiest of tasks become much harder and take longer to complete.

Studies have shown that while you think you are multitasking, you are in fact task switching, which means your attention is switching between two or more pieces of work and that depletes the energy resources you have to do your work.

This is why, even though you may have done little to no physical activity, you arrive home at the end of the day feeling exhausted and not in the mood to do anything.

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We know it is not a good way to get quality work done, but the demands for out attention persist and rather than reduce, are likely to increase as the years go by.

So what to do about it?

Ways to stop multitasking and increase productivity

Now, forget about how to multitask!

Here are a few strategies on how to stop multitasking so you can get better quality and more work done in the time you have each working day:

1. Get enough rest

When you are tired, your brain has less strength to resist even the tiniest attention seeker. This is why when you find your mind wandering, it is a sign your brain is tired and time to take a break.

This does not just mean taking breaks throughout the day, it also means making sure you get enough sleep every day.

When you are well rested and take short regular breaks throughout the day your brain is fully refuelled and ready to focus in on the work that is important.

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2. Plan your day

When you don’t have a plan for the day, the day will create a plan for you. When you allow outside influences to take control of your day, it is very hard not to be dragged off in all directions.

When you have a plan for the day, when you arrive at work your brain knows exactly what it is you want to accomplish and will subconsciously have prepared itself for a sustained period of focused work.

Your resistance to distractions and other work will be high and you will focus much better on the work that needs doing.

3. Remove everything from your desk and screen except for the work you are doing

I learned this one a long time ago. In my previous work, I worked in a law office and I had case files to deal with. If I had more than one case file on my desk at any one time, I would find my eyes wandering over the other case files on my desk when I had something difficult to do.

I was looking for something easier. This meant often I was working on three or four cases at one time and that always led to mistakes and slower completion.

Now when I am working on something, I am in full-screen mode where all I can see is the work I am working on right now.

4. When at your desk, do work

We are creatures of habit. If we do our online shopping and news reading at our desks as well as our work, we will always have the temptation to be doing stuff that we should not be doing at that moment.

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Do your online shopping from another place—your home or from your phone when you are having a break—and only do your work when at your desk. This conditions your brain to focus in on your work and not other distractions.

5. Learn to say no

Whenever you hear the phrase “learn to say no,” it does not mean going about being rude to everyone. What it does mean is delay saying yes.

Most problems occur when we say “yes” immediately. We then have to spend an inordinate amount of energy thinking of ways to get ourselves out of the commitment we made.

By saying “let me think about it” or “can I let you know later” gives you time to evaluate the offer and allows you to get back to what you were doing quicker.

6. Turn off notifications on your computer

For most of us, we still use computers to do our work. When you have email alert pop-ups and other notifications turned on, they will distract you no matter how strong you feel.

Turn them off and schedule email reviewing for times between doing your focused work. Doing this will give you a lot of time back because you will be able to remain focused on the work in front of you.

7. Find a quiet place to do your most important work

Most workplaces have meeting rooms that are vacant. If you do have important work to get done, ask if you can use one of those rooms and do your work there.

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You can close the door, put on your headphones and just focus on what is important. This is a great way to remove all the other, non-important, tasks demanding your attention and just focus on one piece of work.

The bottom line

Focusing on one piece of work at a time can be hard but the benefits to the amount of work you get done are worth it. You will make fewer mistakes, you will get more done and will feel a lot less tired at the end of the day.

Make a list of the four or five things you want to get done the next day before you finish your work for the day and when you start the day, begin at the top of the list with the first item.

Don’t start anything else until you have finished the first one and then move on to the second one. This one trick will help you to become way more productive.

Featured photo credit: Unsplash via unsplash.com

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