I would never think of myself as lazy, but I have already posted something about napping, and to take all that time to nap in a full time schedule has meant I have had to learn how to use my time well! Do you ever have those days were it just doesn’t feel like there are enough hours to get everything done? You could be a single parent trying to juggle work and family life, or perhaps a young graduate on your first rung at a big company and trying to make a big impact. Hell, you could just be a freelance writer looking to make more time in your day for daiquiris and dancing.
Humans can be tangential beasts, and these wandering minds can often lead us down mental rabbit holes, blocking us from finishing some of the multitude of tasks we need to. Do you know what I am saying?!
So, whether you want more time for work, for general life, or even just to say you can, this post should go some way toward giving some examples of successful methods, or at least giving you some inspiration to get you thinking of your own way.
Keep it Simple
Ok so this isn’t really a technique per se, in so far as it doesn’t have a fancy author or a book to go with it. What it does do is draw on common sense ideas that should seem obvious, and it hopes to use these to build your energy, productivity and ability to think clearly; a combination of which should lead to greater output and a ‘to do’ list full of ticks!
So, make sure you: have a good nights sleep (7-8 hours), focus on the task at hand, stay hydrated, get an early start, turn key tasks into habits, eat healthy, exercise, eliminate the non-essential, lock yourself away and be sure to take breaks during work.
Just by making sure you follow these simple pieces of advice could increase your productivity. Sometimes the little things make all the difference, and can be easily overlooked.
Stephen Covey’s Priority Matrix
Few have had the impact on time management that this man has. Over his lifetime he was able to craft together several different approaches to making the most of your time, but he is probably best remembered for his two best-selling books, The 7 Habits of Highly Effective People and First Things First.
Essentially, Covey’s methods focus on his understanding of universal truths, or ‘principles’. It can be shocking how much we are willing to do to avoid doing some tasks, and often we can actually do less and be more effective. Truly, one cannot have a conversation about time management techniques and not mention the late Covey, whose work to this day still inspires millions. Website here.
The Pomodoro Technique
This was a personal favourite of mine at university, and I have had great feedback from students who I have recommended this to since. Invented in the late 1980’s by Francesco Cirillo, the simplicity of this technique is one of the main reasons for its effectiveness. It gets its name from the Italian word for tomato, as the timer used by it’s creator was a tomato shaped kitchen timer.
The technique breaks work into 25 minute slots, separated by 3/5 minute breaks. Each slot is called a pomodori (the plural Italian word for tomato) and put into categories of four. After four pomodori (called a set) a longer break is taken, typically 15-30 minutes.
The general principle is that you choose the task you want to do and then set the timer. You then work continuously for the full slot, only stopping when the timer rings. If you finish before, then the rest of the slot is for ‘over-learning’, or getting more finished that is relevant to the task. Website here.
Jerry Seinfeld’s ‘Don’t Break the Chain’
This is not the first time in my life I am taking advice from Jerry Seinfeld, but this is one example when he really does show wisdom. The idea is simple; every day you perform a task, then mark a cross on your calender to show you have done something. Over time, a chain will develop, and this will increase your desire to keep working as you don’t want a blank day on the calender (and therefore a break in the chain). This technique has a greater motivating effect the longer is is followed, and so eventually you should be in a state of perpetual work as you don’t want to let yourself down. Find it here.
This method revolves around the idea of not having any goals. I know this seems like it is the opposite of what you want, but hear me out. By removing the focus on goals and deadlines, this method frees the spirit to embrace opportunity and chance. You still know what you want, you just aren’t tied to a certain path and can be flexible in your approach, relying instead on intuition, instinct and passion.
This is clearly one for the free spirits, but a worthy mention none the less. Ponder it here.
Getting Things Done
Back to the self-help books, and another best-seller. David Allen, its creator, focuses on thoughts, goals, ambitions and tasks and lumps them together into one system that can get the best from you. The nature of its structure means it is very flexible, and almost anything can be pinned onto it and worked towards.
App That Task
We live in a digital world guys, and predictably there are already apps available to help you organise your time too. Everything from to do lists (Evernote) to time-wasting tracking apps (Rescue time), and avoiding distraction (focus booster) to syncing work and home devices (dropbox). You can literally find an app for everything, including some of the techniques we have already mentioned (such as Pomodoro!)
It’s the digital age, man. Embrace technology and find yourself much more productive. After all, it’s why humanity invented the stuff! Find a great list of time saving apps here, courtesy of LifeHack.
One thing I love about this method is the fact it gives you a visual chart of your progress to gain instant gratification, and see how productive you are over a period of time giving you a sense of pride and achievement.
Created by Taiichi Ohno from Toyota, based largely on the Toyata JIT (Just In Time) production method for its cars, this system works by tracking your to do list in a series of columns which are divided into done, doing and backlog. It looks complicated at first, but it is a method worth sticking with. Track yourself here and see how satisfying it is to see each achievement as it happens. Nothing beats that feeling of finishing the annoying little jobs.
Eat the Frog
Mark Twain once wrote, “eat a live frog first thing in the morning and nothing worse will happen to you for the rest of the day”. Essentially, get the worst stuff done first, and the rest of the day will feel much better.
This is the basic idea behind the book Eat That Frog! by Brian Tracy. It offers 21 tips on ways to avoid procrastinating. But even if you don’t fancy splashing out on the text, the simple idea can be easily placed into any daily routine; get the greens down you first, then enjoy your steak. Go ahead, eat that frog!
Nothing above catching your imagination? No worries, just put your favourite elements together to make a super system. A recent online poll showed that many people’s preferred method was actually to put together various techniques and craft them into a much more personalised approach. Pomodoro mixed with getting things done and not breaking the chain is a very popular combination, but you could easily mix eat the frog and some apps. Go full digital and you could even combine various apps together too! After all, more heads are better than one.
The possibilities are endless, and ultimately you are the master of your own destiny. But I feel your pain, internet. I know from personal experience how hard it can be to get everything done that you need to. Sometimes you can be working at your peak, and still find yourself falling short. It’s true that in life we can sometimes face challenges that are beyond the possibilities of human endeavour. That said, you can prepare yourself better for them with a little life shuffling, and perhaps even increase your personal time if you have got all the important stuff out of the way.
Do you know another method you want the world to know? Or do you think that these methods are just for the lazy and procrastinators? I’d love to hear your comments!
Special thanks to adamr, koko-tewan, marin, stockimages, supakitmod, imagerymajestic and watcharakun @ FreeDigitalPhotos.net for use of their photos in this blog.
© Itchy Quill and ItchyQuill.WordPress.com, 2015