Tools for Time Management

Today I want to continue talking about time management tools. Different people have different relationships with time. Time management comes more naturally to some of us. Some of us are going to thrive with a schedule, while others will find following a schedule too limiting. But all of us need to come to grips with our relationship with time. Here are some tools I’ve found helpful.

Have the Right Attitude Towards Time

The most useful time management tool I have ever used is a simple attitude adjustment. When I realize that I am the one who chooses what I do with my time, everything changes.

Too often I feel at the mercy of time: It passes too quickly. There are so many obligations that I have. I have to go to work. I have to write a blog post on a certain day. I have to make supper. I don’t always feel like I have a choice about what I am doing. Somehow life planned my day out for me, and there is nothing I can do but respond.

A family heirloom clock that inspired me to write a fairytale. If only I could find the time to polish it up and get it published!

When I am feeling overwhelmed, I find it useful to remind myself that even my obligations are things that I have chosen. I choose to go to work because I want to be able to pay my bills. I choose to write a blog and post consistently because I have ideas that I want to share with the world. Of course, I need to eat to live, but when and what is my choice and I often make it more complicated than I need to.

Switching around how I think about these things helps me feel empowered to face them. I’m no longer at the mercy of time and a thousand obligations. I am an artist painting my life in the medium of time and obligations. Time has its limitations like any medium, but just as the limitations of oils gives character to the oil painting, the time in which we find ourselves gives character to our lives.

Creating a Schedule

I like making schedules. I don’t always have them, but life seems to go better when I do.

Scheduling works best for me when I jot things down on a piece of paper rather than when I go out and buy a fancy planner. I’m not sure if that is just because I haven’t found a planner I like, or if there is something liberating about writing things down on a scrap. Does it give a sense of order with a sense of flexibility built in? If buying a planner works best for you, go for it. But if you are new to scheduling, don’t wait till you buy a planner. Try it first on a scrap of paper and see if you take to it before you spend money on a planner.

The beauty of a schedule is that it helps me figure out how I can accomplish everything I want to accomplish. It also helps me be realistic. I might want to get 30 things done in a day but only have time for 10. A schedule gives me a visual image on how impossible my ideas are. It helps me adjust my expectations so that I am not constantly feeling inadequate. It encourages me to prioritize and to phase out or defer the things that aren’t as important to me.

Write Down What You Actually Do

In addition to making aschedule ahead of time, it can also be helpful to write down what you actually do. I usually do this on the same paper that I used to make the schedule. I find this at least as useful as having a plan to begin with. It helps me identify time drains. Say I had yard work scheduled but first I wanted to watch a YouTube video about organic weed control. One hour later I realize that I am watching habanero eating contests on YouTube and no yard work has been done and haven’t even watched any weed control videos. Writing it down helps me become more aware of my time drain quirks.

The reverse of that is that writing down what you do also helps you see when you are using your time productively. Some days we get a lot done, but maybe it isn’t what we set out to do. If I go out to do yard work but suddenly feel inspired to write a blog post, making the note on the schedule gives me a sense of accomplishment. It also lets me see how I might fit the yard work into another time slot.

Do It Now

We’ve all heard the adage: “Never put off till tomorrow that which you can do today.” I don’t think that is always good advice, but it has enough wisdom to be useful. Some projects are just going to get larger and larger as you put them off. Some opportunities will be missed if you don’t act immediately. Sometimes waiting to do something only prolongs the agony. You know you have to do that dreaded thing. You put it off because you don’t want to, but the dread hangs over you the whole time. It would be better if you just did it.

Bribe Yourself with a Promise of Free Time

All work and no play make Mary a dull girl. I believe we all need leisure to be our best selves.

One technique I use is to promise myself 15 minutes of leisure to every ____ minutes working on a project. The amount of time on the project depends on the day and the project. Sometimes I go 15 and 15. Other times I go 45 and 15. I wrote the draft of this blog taking a 15-minute break after 15 minutes of cleaning, then 15 minutes of writing.

Choosing the Right Tool for the Job

No single time management tool is going to fit your needs all the time. I started this post on a free day using the promise of a 15-minute break to get myself to write when I didn’t fel like it. I’m finishing it in Do It Now mode because it’s Thursday, and I am choosing to follow my plan of posting on Thursday. Mastering a time management tool does not mean that you will be bound by that tool in the future. It means that you now have another tool that you can pick up and put down at will.

What Works Best for You

What works well for me might not be the best for you. I don’t function well when I am constantly in Do It Now mode. I function best with a general plan. Other people do well in Do It Now mode. If that is how you operate best, fantastic! Just make sure that you aren’t so much in the habit of responding to things as they arise, that you never make time to reflect on what it is you truly want to accomplish in life. Make sure you are giving yourself time to accomplish them.

What works best for you? Do you have favorite time management technique? Is there something that you haven’t tried yet that might make your life run more smoothly?