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Time and Procrastination: Using Technology To Become Efficient With Your Time

Time and Procrastination: Using Technology To Become Efficient With Your Time

Ever since I started school I have had to battle my procrastination. Sometimes it almost feels like a disease; one that is treatable at times, but just seems to never go away. Because of my bad procrastination, I adopted systems like GTD,  a calendar and scheduled and time-blocked everything,  reminders of important tasks and due dates “dinging” from everywhere. What I found is that unless I am on top of my game and choosing to “be productive”, I easily fall back into the pit of procrastination, where time is never “of the essence”.

Objective and subjective time

I’ve read quite a few books and essays on the psychological effects and reasons of procrastination. Something interesting that has stuck with me is in the book Procrastination by Jane B. Burka (not an affiliate link) having to do with the way that “procrastinators” perceive and interact with time. According to Burka there are two ways that we deal with and understand time: objectively and subjectively. Objective time is “measured by clock and calendar” and is predictable where as subjective time is measured by our own personal understanding and is outside of clock time.

As you can see, if your personal subjective time isn’t lining up with the world’s objective time you can have some serious issues, especially since your boss, your professors, and your spouse tend to base everything off of objective time.

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I have this problem with objective time and after reading through Procrastination I decided to break myself of it by employing some different techniques when it came to my “time management skills” or lack thereof.

Track, track, track

    Some bright person once said, “if you can’t measure it, you can’t manage it” and that holds completely true with managing your time. The first thing that I had to do to understand how I use my time was track almost everything. For instance, I found myself being late in the mornings for work and always blamed it on something external; like the winter weather, traffic, how long it took to get gas in the morning etc. It wasn’t until I started tracking how long it actually took me to take a shower and get out of the house did I understand that I needed to get up about 20 minutes earlier. It sounds stupid, I know, but to someone who thinks they understand time and where it goes, it takes the detail of tracking the real world to understand it.

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    You can track your time many different ways but some of the best apps that I have found for Android and iPhone are great when you are on the run and need to get a quick statistic to use for planning. There are a ton of options on both platforms but in the free category I would go with Eternity Time Lite and aTimeLogger for iPhone and Time Recording – Timesheet App and Track Task Time for Android. All of these offer the user the ability to track multiple activities, create their own categories, and gives them reports and statistics they can use to help understand just where there time goes.

    You can also track your time use on your PC or Mac with RescueTime. RescueTime basically tracks what applications you are spending your time with and can give you a realistic view of where your computer time is going.

    Starting now and time blocking

    One of the most elusive ways that procrastinators abuse time and do not sync their subjective time with objective time is underestimating how long a task will take to complete. I’ve been told my many former and current software project managers that when they ask a software developer how long it will take to get something done they usually multiply their answer by two or three to set realistic expectations. Many of us are confident (sometimes overconfident) and do not set realistic time constants on ourselves.

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      This is where starting a task or project immediately and then time blocking the rest of it is a great way to balance time. The idea is simple, when given a task or project to complete,  jump in and start working on it for at least 25 minutes. This allows you to understand how big the task or project is which allows you to make realistic predictions of how long it will take to complete. This is syncing your subjective time with objective time. After this you can time block the project.

      Time blocking, the idea of blocking out a certain amount of time on your calendar for a task or project, has been around forever and works well if you have a realistic view of how long something will take to complete. After starting your task or project, take out your favorite calendar app and start “blocking” out time in your schedule to complete the task. Usually, if I think something is going to take 2 hours to complete, I block out about 2.5 total hours. This gives me some starting and stopping leeway. I also suggest only blocking out 50 minutes at a time to prevent burning yourself out. It seems that 50 minutes of work and 10 minutes of rest/play when you are in a working period is ideal.

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      When it comes to generic timers for PC or Mac I highly recommend FocusBooster. It’s an Adobe Air application that lends itself to the Pomodoro technique of task timing, but you can use it for setting your working time on a task or project. For calendaring, I have to admit that I solely use Google Calendar for all my calendaring needs as it is everywhere I go and I can sync it to just about any device I want to. That isn’t to say there aren’t a bunch of good calendaring options out there, it’s just that Google Calendar has met all of my needs thus far.

      Conclusion

      Having an understanding of how to sync your subjective time and the world’s objective time can save you a ton of pain in your personal and professional life. But, if you are anything like me you will need a some help along the way to understand where the objective time goes. Hopefully if you understand the difference between your “inner clock” and the real world, track how long it takes you to accomplish tasks, and think more realistically about how long it take to accomplish something and schedule accordingly, you can say goodbye to procrastinating your time away.

      More by this author

      CM Smith

      A technologist and writer who shares advice on personal productivity, creativity and how to use technology to get things done.

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      Last Updated on May 22, 2019

      Ditch Work Life Balance and Embrace Work Life Harmony

      Ditch Work Life Balance and Embrace Work Life Harmony

      How do you usually go about your day?

      Do you wake up in the morning, get ready for work, and then spend the whole day looking forward to being at home and unwinding?

      We often hear about work life balance – having a good balance between work and personal time. Whilst this may sound like a smart idea, it can also imply that we should dedicate at least half of our time to work–and sacrifice time for our “personal life”.

      To me, that seems…off balance. Because, the truth is, it’s nearly impossible to split your time equally between the two. And, you may end up stressing out if you’re not able to meet that expectation of balance.

      Instead, why not think of having work life harmony instead?

      With this mindset, you can actually integrate work into your life in a way that feels more complete. This way, you don’t need to view work and having personal time as separate.

      So, how do you achieve work life harmony?

      Work Life Harmony Explained

      The difference between work life balance and work life harmony is pretty simple.With the former, there is an implication that you have to sacrifice your “life” for work. But, this is the worst way to go about things! How can you truly be at peace in life if you dread 8 hours of your day?

      Work life harmony on the other hand, allows your work to be a part of your life. This means that you can choose to be happy both at home, and at work! Work no longer needs to be seen as the ‘bad’ or un-fun activity.

      Having work life harmony also ensures you’re truly present in whatever place you find yourself.

      Just take a look at Jeff Bezos, CEO of Amazon for example.

      He uses a non traditional approach to work by making time for breakfast every morning with his family, doesn’t set his alarm before going to bed, schedules surprisingly few meetings, and still puts aside a few minutes every day to wash his own dishes.

      He believes that all his staff should stop trying to achieve a ‘balance’ in their work and personal lives as that implies a trade off. Instead, he envisions a more holistic relationship between the two.

      As the world’s richest man, he must be doing something right!

      Rethink Time Management

      Now, when we think of striking a balance, we usually associate it with time, don’t we? How much time are we spending at work versus how much time are we spending in our personal lives?Are we taking enough time to be with our loved ones, to do meaningful activities with others or even for ourselves, or are we just dedicating all our time to work?

      This is the so-called-balance that many struggle with.

      With work life harmony, we learn to rethink time management. By re-assessing how you manage your time, you’ll have a lot more of it. It’s incredible how much time can get wasted over the period of a day–especially when you’re not accurately tracking it.

      Unfortunately, unless you’re consciously making an effort, your brain is not always the best at making accurate judgement calls when it comes to prioritizing. It tends to have a bias towards short term benefits and short term costs.

      As there are often many more options our brains link to short term benefit; when you’re trying to focus on a task that gives you a long term benefit, that task usually becomes low priority. This is otherwise known as Priority Chaos.

      In order to overcome this and be in better control of your time, identify the tasks that need the most focus to get accomplished. If it’s a big task, then it’s good to break it down into smaller bite-sized actions that will provide you with a clearer short term benefit.

      When setting up tasks, give yourself a time limit. The brain has a bias towards short term benefits, and your attention span is limited, so if your tasks are going to take ages to complete, you’ll end up losing focus… and wasting time.

      Once you have all your tasks written down, it’s time to prioritize them. Since you have a time limit, your focus should be on the top priority tasks. By doing this, you will already be able to get more done in less time at work!

      Have Passion for What You Do

      Managing your time is important in achieving that work life harmony. But, perhaps of greater importance, is loving what you do in life.One of the most effective ways to achieve a work life harmony is to really enjoy, or find a purpose, in what you do for a living. Even though everyone isn’t always lucky enough to find a position that pays them for pursuing their passion, you can strive to find meaning in what you are already doing, or pursue something new entirely!

      For example, say you work at an office that sells paper. While many people wouldn’t consider this a world changing pursuit, I beg to differ. Think of all the individuals in the world that rely on paper. From creative types to quantum physics experts, your role at your workplace brings incredible value to many many people all over the world. You will have, without a doubt, helped bring a new idea into existence. Several new ideas to be precise.

      So have a think about what you’re doing now. Is it something that allows you to embrace your passion?

      Or perhaps you might not even know what it is that you love or enjoy doing. Why not explore and reflect on what gives you joy and contentment? Is there an area or industry that you could see yourself exploring to experience that fulfillment?

      Can you find a deeper purpose in what you’re already doing?

      When you’re able to find meaning in your work, you’re that much closer to achieving work life harmony.

      Don’t Be Intimidated By Obstacles and Limitations

      Creating work life harmony is also about understanding yourself–which includes your limitations and past obstacles–as this allows you to become more resilient.

      If you never had to experience struggles, challenges or setbacks, then you would never be forced to adapt and mature. So in theory, having to face obstacles in life is actually quite necessary.

      Most of us think of setbacks and obstacles as negative. Though, if you’re able to maintain an optimistic attitude, you’ll almost always have a higher chance of success of overcoming those obstacles to reach your eventual goal.

      Your attitude towards setbacks will define the outcome of whether you rise from the challenge or remain stuck in it. So, in order to achieve work life harmony, it’s important to have a resilient attitude as challenges will always come your way–especially when you strive to integrate work into your life, and not a separate or dominant part of life.

      Delegate When You Need To

      Of course, when you want to increase productivity and minimize the time or effort spent, a great way to do so is to delegate!

      If you spend a lot of time doing tasks on your own that could be delegated to others (whether at work or at home) you’re losing a lot of precious free time that could otherwise be spent elsewhere.

      At the end of the day, we all have a limited amount of time. So we should all be striving to create a harmonious work and living situation where we can find meaning in all that we do.

      While an overall goal may be meaningful, not all of the milestones or tasks needed to get there may be meaningful. That’s because we have our strengths and weaknesses, likes and dislikes. Not every task is going to be enjoyable or easy to complete. That’s where delegation comes in.

      Delegation simply allows you to leverage time from an external source, thus giving you opportunities to increase your own quality of time. Keep in mind that delegation should be done with deliberate attention, otherwise you may end up over relying on others.

      If you find that you’re running into the problem of over delegating, then it may be time to re-evaluate your motivation for doing whatever it is that you’re doing.

      Embrace the Circle and Become Happier and More Productive

      Living in harmony is about feeling good about the ways in which you spend your time, despite how busy you may be.Your switch from work mode to a more personal mode should be effortless. It’s about integrating your personal life and the things you love into your busy work life!

      It all begins with the shift in perspective. Understanding what your passions are, and learning to be resilient, before taking a different approach to the way you manage your time and everyday tasks.

      These are steps that you can start taking to move away from balance to harmony. 

      Featured photo credit: Photo by Marten Bjork on Unsplash via unsplash.com

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