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The Difference Between Time Management and Task Management

The Difference Between Time Management and Task Management


    Here’s the thing about productivity: we only have a certain amount of time on our hands, and yet we have an ever-growing number of tasks to complete.

    We all try at one time or another to “beat the clock” and get as much done as we can in our workday…which often stretches out said workday beyond what some would call “normal office hours”. And the circle begins anew the next day, until we run out of time again.

    The reason we try to manage time is because we know exactly how much of it we have. It’s finite. Yet the number of tasks we have to complete isn’t.

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    And that’s the problem.

    The good news? It’s one that has a solution: we have to stop managing time and start managing tasks. There’s a difference between time management and task management – and when we really compare the two it isn’t too difficult to spot it.

    Time

    Time is defined as “the measured or measurable period during which an action, process, or condition exists or continues.” By virtue of it being “measurable”, it gives us something to hold on to – something to grasp. It’s far easier to look at a calendar and put tasks on the calendar than it is to look at a to-do list and assign dates and times to those, isn’t it? That’s because you run out of time when you do the latter. It’s inevitable.

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    Peter Bregman, author of the book 18 Minutes, has said that we “shouldn’t try to get everything done” – and he’s absolutely right. Yet we still try. We think that the more we do in the time we have will make us more productive by default.

    Nothing could be further from the truth.

    We need to stop focusing on over-scheduling our time, which leads to overwhelm. We need to take the time to create space for yourself – because if you do then you’ll create the space to make time for yourself. And with that time you will be more efficient and effective instead of just having work possessing one of those qualities. Or even worse…none of those qualities.

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    Task

    A task is defined as “a usually assigned piece of work often to be finished within a certain time”. But the thing that’s most important to notice here is that I referred to the word “task” as a singular item as opposed to how I referred to time as being something much larger, something multiplicative in nature.

    If you focus on that, then you’ll understand that managing a task is far more – well, manageable – than managing time. You end up managing one thing at a time rather than something that is far greater in size – something that that no one has ever really mastered a battle with.

    You can take on a task time and time again and expect you have a chance to come out on top; you can’t take on time in the same manner and expect the same result nearly as often.

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    I’m not suggesting that understanding how tasks fit into your time isn’t important. What I am suggesting is that we place too much importance and – pardon the irony here – time on that notion. what we need to do is worry about figuring out how to do a great job with the tasks we’re given rather than with the time we’re given.

    That’s how you can really become not just more productive – but a better kind of productive in the process.

    (Photo credit: Clock on Dried Soil via Shutterstock)

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      Mike Vardy

      A productivity specialist who shows you how to define your day, funnel your focus, and make every moment matter.

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      Last Updated on August 6, 2020

      Why Working 9 to 5 Is Outdated

      Why Working 9 to 5 Is Outdated

      Bristol is the most congested city in England. Whenever I have to work at the office, I ride there, like most of us do. Furthermore, I always make sure to go at off hours; otherwise, the roads are jam-packed with cars, buses, bikes, even pedestrians. Why is that? Because everyone is working a traditional 9 to 5 work day.

      Where did the “9 to 5” Come From?

      It all started back in 1946. The United States government implemented the 40 hour work week for all federal employees, and all companies adopted the practice afterwards. That’s 67 years with the same schedule. Let’s think about all the things that have changed in the 67 years:

      • We went to the moon, and astronauts now live in space on the ISS.

      • Computers used to take up entire rooms and took hours to make a single calculation. Now we have more powerful computers in our purses and back pockets with our smartphones.

      • Lots of employees can now telecommute to the office from hundreds, and even thousands of miles away.

      In 1946 a 9-5 job made sense because we had time after 5pm for a social life, a family life. Now we’re constantly connected to other people and the office, with the Internet, email on our smartphones, and hashtags in our movies and television shows. There is no downtime anymore.

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      Different Folks, Different Strokes

      Enjoying your downtime is an important part of life. It recharges your batteries and lets you be more productive. Allowing people to balance life and work can provide them with much needed perspective and motivation to see the bigger picture of what they are trying to achieve.

      Some people are just more productive when they’re working at their optimal time of day, after feeling well rested and personally fulfilled.  For some that can be  from 4 a.m. to 9 a.m; for others, it could be  2 p.m. to 7 p.m.

      People have their own rhythms and routines. It would be great if we could sync our work schedule to match. Simply put, the imposed 8-hour work day can be a creativity and morale killer for the average person in today’s world.

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      Productivity and Trust Killer

      Fostering creativity among employees is not always an easy endeavor, but perhaps a good place to start is by simply not tying their tasks and goals to a fixed time period. Let them work on their to-do list at their own pace, and chances are, you’ll get the best out of your employee who feels empowered instead of babysat.

      That’s not to say that you should  allow your team to run wild and do whatever they want, but restricting them to a 9 to 5 time frame can quickly demoralize people. Set parameters and deadlines, and let them work at their own creative best with the understanding that their work is crucial to the functioning of the entire team.

      Margaret Heffernan, an entrepreneur who previously worked in broadcasting, noted to Inc that from her experience, “treating employees like grown-ups made it more likely that they would behave the same way.” The principle here is to have your employees work to get things done, not to just follow the hands on the clock.

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      A Flexible Remote Working Policy

      Yahoo CEO Marissa Mayer famously recalled all her remote workers, saying she wanted to improve innovation and collaboration, but was that the right decision? We’ve all said that we’re often more productive in a half day working from home than a full day working in the office, right? So why not let your employees work remotely from home?

      There are definitely varying schools of thought on remote working. Some believe that innovation and collaboration can only happen in a boardroom with markers, whiteboards and post-it notes and of course, this can be true for some. But do a few great brainstorms trump a team that feels a little less stressed and a little more free?

      Those who champion remote working often note that these employees are not counting the clock, worried about getting home, cooking dinner or rushing through errands post-work. No one works their 9-5 straight without breaks here and there.  Allowing some time for remote working means employees can handle some non-work related tasks and feel more accomplished throughout the day. Also, sometimes we all need to have a taste of working in our pajamas, right?

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      It’ll be interesting to see how many traditional companies and industries start giving their employees more freedom with their work schedule. And how many end up rescinding their policies like Yahoo did.

      What are your thoughts of the traditional 9-5 schedule and what are you doing to help foster your team’s productivity and creativity? Hit the comments and let us know.

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