Mindfulness is a practice of paying attention to the present moment with curiosity and openness. It can help you reduce stress, improve focus, and cope with emotions. But how can you use mindfulness to prioritize conflicting demands in your busy life? Here are some tips to help you apply mindfulness to your time management.
Before you can prioritize your tasks, you need to know what matters most to you. What are your personal and professional goals? What are your core values and principles? How do you want to spend your time and energy? Mindfulness can help you clarify your values by asking yourself these questions and listening to your inner voice. You can also use mindfulness tools such as journaling, meditation, or breathing exercises to connect with your values and intentions.
very hard to do specially in peak operations, if you are very much hands on, but with solid preparation and having a very strong team around, that takes the pressure or reduce it , better planning is a very important tool and by practice you get better at it and it gets easier as you know the pattern, finding a window like sports, helps a lot to recharge as well as a good read on how to have mental fitness to complete the Physical one .
Mindfulness, a powerful practice for managing conflicting demands, involves grounding yourself with deep breaths and acknowledging these demands without judgment. It enables you to focus on the present moment, connect with your values, and consider consequences mindfully. Regulating emotions, single-tasking, and practicing self-compassion are integral. Time management and gratitude help create clear boundaries and contentment, while mindful communication and listening enhance collaborative problem-solving. By incorporating mindfulness into daily routines, individuals can navigate conflicting demands with clarity, make thoughtful decisions, and reduce stress, ultimately achieving a balanced and effective approach to challenges.
The power of NOW - to focus on Now without any thought of past or future - the heightened sense of focused awareness - is mindfulness. Acceptance , keeping an open attitude and non judgmental approach are ways in which mindfulness can be practiced . Meditation is a powerful tool which can lead to mindfulness , once we are fully aware of the present - clarity of thoughts , intent and actions thereafter becomes clearer . These course of actions will always be defined by our core values . In my opinion core values are the driving force behind our behavior and these develop throughout our life - through the initial years , upbringing Work life , family life and so on .
Too many times people plan goals only tied to their professional life and neglect the importance and benefit of personal goals. Life should just be about goals. - Define a a life purpose statement like a company mission or vision statement. - Create a bucket or vision list of things that might seem unconventional, hard to achieve. However, make it fun! - Set long-term goals (2 to 4 years out). - Develop annual goals, that will occur within a given calendar year. - Keep updating short-term goals (3 to 6 months). A robust goal setting strategy will ensure your actions align with your values.
Set boundaries and learn to say no: Mindfulness can help you become more aware of your limits and boundaries. Learn to say no to requests or demands that are not aligned with your priorities or values. Setting clear boundaries allows you to protect your time and energy for the tasks that truly matter.
Once you have a clear sense of your values, you can evaluate your tasks according to their importance and urgency. A common method is to use the Eisenhower matrix, which divides your tasks into four categories: do, decide, delegate, and delete. You can use mindfulness to assess each task objectively and honestly, without letting emotions, habits, or expectations cloud your judgment. You can also use mindfulness to notice any resistance, procrastination, or anxiety that may arise when facing certain tasks, and address them with compassion and acceptance.
The word "priority" comes from Latin. It means 1st in rank. It's only 100 years ago that it became pluralized. In reality, priority is not the list of important think. It's THE most important thing on the list. Asking questions can help you spotlight the real priority.
I suggest creating your Eisenhower matrix on paper. Why? The onslaught of notifications from digital tools, goes away when it's just you and a piece of paper. This will allow you to logically assess what task should go in each category without false urgency from notifications and messages.
In my years as Managing Director at The Project Bureau, one truism stands out: tasks aren't just tasks, they're manifestations of values and goals. The Eisenhower matrix offers a concrete framework for categorisation, but it's mindfulness that provides the nuanced understanding. This isn't a soft skill; it's a critical analytical tool. Mindfulness allows for an objective evaluation free from emotional clouding. Feeling resistance or anxiety toward a specific task? Don't sweep it under the rug. Address it directly and recalibrate your approach. It's not just about completing tasks; it's about completing the right tasks for the right reasons, aligning both importance and urgency with your core principles.
Having a clear set of values and boundaries to protect those values is the best place to start. From there, you will be able to fully incorporate mindfulness into your daily practice/routine. For example, one of my key values is "Learning" or "Always Being a Student" however, if I don't have anything set up that allows me to set time aside for learning (reading key articles, taking classes, watching webinars) then I need to reevaluate things. Mindfulness allows me to take on and assess where I am with my values and if I am effectively keeping them priorities. Using the Eisenhower matrix is also a great way to prioritize as well. Recently, I was able to realize I was prioritizing meetings over many things and had to reassess.
Just imagine the Eisenhower matrix as your task navigation system. Once you've connected with your values, use mindfulness to evaluate tasks—assessing importance and urgency objectively. No emotions, habits, or expectations clouding judgment; it's like a clear lens for decision-making. Notice resistance, procrastination, or anxiety—mindfulness is your compass to address these with compassion and acceptance. With this mindful approach, the Eisenhower matrix becomes more than a tool; it's a guide to aligning your actions with what truly matters. It's not just about managing tasks; it's about mindfully crafting your journey.
After you have prioritized your tasks, you can plan your schedule accordingly. You can use mindfulness to create a realistic and flexible plan that aligns with your values and goals. You can also use mindfulness to balance your work and life, and make time for rest, recreation, and self-care. You can use mindfulness tools such as calendars, reminders, or apps to help you organize your time and track your progress. You can also use mindfulness to review your plan regularly and adjust it as needed.
I’d never refer to calendars as a mindfulness tool - planning is actually the opposite of mindfulness in so many ways as it can make us a victim to our past selves decisions. Your Monday self simply doesn’t have as much information as your Thursday self and you want the flexibility to implement your learnings as you go. Be mindful to not expect to have everything figured out as you plan, you simply can’t. You will learn as you go.
When it come's to scheduling it's ok to set clear boundaries and block time on your calendar. Sometimes, our calendars can be difficult to manage. Ask yourself, does this meeting need to happen or can we handle this over email? Consider blocking time Monday morning and Friday afternoon so that you have dedicated time to plan your week and close out any remaining tasks before the weekend. Stay flexible!
Having an Ideal Calendar in all areas of your life is a great way of allowing your mind to relax. When you are at work, you are working, when you are working out at the gym you are at the gym, and when you are with your family you are present with them. Utilizing an Ideal Calendar allows you to be focused and present and schedule activities that correlate with your areas.
It can be daunting to look at your work calendar, your personal calendar and the 'To Do' list on your fridge, but we all know what we're up against from day-to-day. As much as we know things are busy, it's always been important to me to enjoy every meeting I have, every conversation I engage in, every person I speak to. The way I act can have a direct impact on so many other people if I don't keep my emotions in check, which means that I need to be accountable for my emotions, and the directions that certain conversations take. Being present and self-aware means that I can bring more value to the people I interact with, and who can really ask for much more than that?
Mindfulness has to become a very critical component of our daily planning if we must be effective in both our work spaces and homes . In this new era of blurred working hours and locations if we aren’t deliberate in managing the mindfulness aspect tracking our goals and values in the 2 worlds we navigate we could potentially lead to some “cross overs” that the poeple in these 2 separate but connected worlds might not necessarily appreciate
When you are working on a task, you can use mindfulness to focus on one thing at a time, and avoid multitasking, distractions, or interruptions. You can use mindfulness to cultivate a state of flow, where you are fully engaged and immersed in what you are doing. You can also use mindfulness to manage your energy and attention, and take breaks when you feel tired, bored, or overwhelmed. You can use mindfulness tools such as timers, alarms, or music to help you focus and relax.
I have prided myself on being a good multi-tasker but it left me exhausted, unfulfilled, like I never got enough done, and have so much yet to do. I let go of 'I will do it all and do it ASAP'. After listing tasks, I focus on what is truly urgent and what can wait till later, put myself on a 20-30 min timeline depending on the kind of work, and switch off from any potential distraction, notifications or calls. I keep a pen and paper next to me so if anything unrelated yet important pops up in my mind, I quickly jot it down to address it later (or I won't stop thinking about it). I do make sure I take a couple of minutes break before I get onto the next thing, with a coffee, a quick chat, 2 minutes of meditation or a couple of stretches.
I prioritise tasks basis impact, and timeline. When resources are available, I prefer to groom and mentor one downs who show that they’re ready to level up, and delegate responsibility, or getting a budget approval and outsourcing mechanical/repetitive deliverables. When delegation is not an option, I prefer doing one thing at a time, with a time block, and setting up deliverable or response expectations according to priority. Sometimes, it’s a stretch; sometimes, it’s reprioritising to accommodate a deliverable or request that’s pressing/unforeseen, sometimes it’s stepping away because it is beyond your purview - discretion and clear communication are key.
When it comes to focus, it's not so simple as "use mindfulness". This doesn't consider neurodiversity, mental wellness, emotional capacity, etc. I've had times when I'm triggered by a conflict at work, or exhausted because of a sleepness stress-filled night. It's almost impossible for me to get into "flow" when that happens. Mindfulness DOES help you be more self-aware and self-accepting of your present state. If you're at low capacity, be kind to yourself. You may be better off taking a nap than forcing yourself to "push through it". If you have ADHD and none of these tips and tools work for you, that's OK. There are tools catering to your needs, such as body-doubling. The point is to find and do what's good for you.
Getting Started on tasks which are "difficult"is something that always drag us behind the plan. The five second rule can always help to get along this. Plan ,decide ,prioratize and when it comes to execution do not hesitate! Get started in that golden five seconds even if you donot progress much after that. Bribe yourself with a nice coffee at break and keep the phone away unless its urgent and important. Invest your full focus on the begining steps and anything well began is half done already !
I would say that creating a mindful workspace can have a significant impact on our ability to concentrate. A mindful workspace is one that is clean, tidy and organised. You could use calming colours and incorporate elements such as plants to create a relaxing atmosphere. Such a workspace signals to the brain that it is time to focus on the task at hand. It becomes an anchor for our mindfulness practice, helping us to fully immerse ourselves in our work and avoid distractions.
Sometimes, despite your best efforts, you may face unexpected changes, challenges, or emergencies that disrupt your plans and priorities. You can use mindfulness to be flexible and adaptable, and cope with uncertainty and stress. You can use mindfulness to accept the reality of the situation, and respond rather than react. You can also use mindfulness to explore your options, and find creative solutions. You can use mindfulness tools such as affirmations, gratitude, or humor to help you stay positive and resilient.
When you have a lot of different things that need to be done, it can feel chaotic. Mindfulness is the link that brings clarity to these choices. Take a moment to pause and take a deep breath to get in touch with yourself. In both life and business, certain tasks may shout for attention, but they might not be the most urgent or important. It's vital to recognize the difference between urgency and importance. Being adaptable means being open to change and able to change how you react to it. Ask yourself: What will matter in a week, a month, a year? The goal isn't to do everything, but to do the right things at the right time.
This is the point I was looking for. The skills of flexibility and adaptability are the ultimate Time Hack and the most powerful way to achieve more, faster. Let yourself be fluid. Let yourself make different decisions. Let yourself go back on your word. And use mindfulness practices and tools to ground yourself into trusting yourself to do this.
It's important to remember that Mindfulness is a continuous practice of attending to what is present without judgment or expectations. It is not a static state of a certain feeling or approach to life. Making yourself available to whatever arises provides context to decision making which according to my experience is the bedrock of adaptability and flexibility in life. I shy away from the belief that there are right and wrong decisions but by making myself available to context over and over again I to tend to make informed decisions which seem to be appropriate for the situation that I am in.
Life can throw us curveballs that we didn't expect, messing up our best plans. Being mindful helps us be open to being flexible and adaptable in these situations. It helps us calmly accept what is happening right now, which lets us respond with thought instead of a knee-jerk reaction. Mindfulness also pushes us to think of creative ways to deal with problems. Using tools like affirmations, thanks, or humour mindfully can help you stay positive and assertive when dealing with stress and uncertainty. Mindfulness steadies during rough times, making people more flexible and emotionally strong.
Being flexible and adaptable, in the context of mindfulness and time management, is about approaching conflicting demands with an open, non-judgmental mindset. Instead of rigidly clinging to one task or schedule, you learn to acknowledge that life is full of unexpected changes and challenges. By embracing this mindset, you reduce the stress associated with conflicting demands, as you are less likely to resist or become overwhelmed by them. This adaptability enables you to respond more effectively to shifting priorities and maintain a sense of control and calm in your busy life. It fosters a healthier and more balanced approach to handling the demands of modern life, ultimately improving your overall well-being and productivity.
Finally, you can use mindfulness to celebrate your achievements, and acknowledge your efforts and results. You can use mindfulness to appreciate the value and meaning of your work, and how it contributes to your goals and values. You can also use mindfulness to reward yourself, and enjoy the fruits of your labor. You can use mindfulness tools such as feedback, reflection, or celebration to help you recognize and reinforce your successes.
Celebrate your achievements and your teammates! Whether its small or big wins, they should be celebrated. Consider your goals to make sure they are time bound and achievable. This way, you have clarity into your next goal post. Also remember you can celebrate non-work things too like someones birthday, an outside of work achievement, learning a new skill, etc.
I feel that celebrating even modest progress towards a goal can be an effective way to practice mindfulness as we keep driving towards an end goal. This is especially true when learning a new role, dealing with long term objectives or complicated projects that may have critical deadlines / milestones that are months or even years apart. Celebrating small wins more frequently can also help us and our teams to keep the momentum going all the way to the finish line. I have often recommended to my teams that they focus on making today better than yesterday and I spend the most time during our one-on-ones celebrating the small victories because it is those small steps forward we take everyday that lead to big successes in the long run.
In my personal experience, for people who might be a little perfectionist; It can be genuinely difficult to celebrate and take a break after a success. It's worth taking the time to avoid burnout!
Use mindfulness to stay focused, manage stress, and prioritize tasks as they arise. Then take the time to celebrate even the small wins - the positive reinforcement will help reward the process and build the habit.
A colleague was up for an Academy Award. I spoke with her the night before, and congratulated her on all the work it had taken to get to that place. Not on the win-or-loss; in some ways, that was an inconsequential and uncontrollable outcome of what came before. I try to practice this in my own work, say before submitting an Op-Ed or grant application. The work happens before the submission, and that's what's meant to be celebrated. Win-or-lose, the week after the Oscars you still have work. Before enlightenment, "chop wood, carry water"; after enlightenment, "chop wood, carry water" still.
It is very critical to know what works best for you as an individual and mindfulness can be a very good tool in managing conflicting demands. I've found that listing out all tasks and then prioritizing based on importance is a good start. Having done that, working in time blocks helps you focus on one task per time. And for some people taking the lighter tasks first works best as they are able to spend more focused time on the heavier task. While some people would rather dive into deep work from the start and ease into the lighter task. Above all, it is important to find a balance and know what works best for you per time, also stay flexible.
As an experienced manager or team member, you must learn how to take advantage of working time to complete the largest number of tasks and accomplish many different tasks. Start your day by making a schedule of daily tasks and setting a specific time to complete tasks I always work to complete one task with great skill Evaluate the tasks you have completed compared to the previously specified time More important than getting the job done is getting the job done professionally Always start with the most important task and then the least important task for the workflow At the end of the work day, evaluate the tasks you have accomplished, then put what was not completed first in the next day’s tasks schedule
I take a moment to pause and breathe. This has helped me clear my mind and focus on the task at hand. I porioritize tasks by identifying the most urgent and important ones. I break large tasks into smaller, more manageable steps by focus on one task at a time, and give it my full attention.
Mindfulness helps us focus on what is truly important and what can be left aside, delegated, dropped and forgotten without impacting the core goals that we have. It turns us back into a functioning human being from the illusion of acting as a human doing trying to somehow manage everything. It helps us see where we are simply juggling tasks and trying to manage our time, energy and resources and where we can be more fulfilled, purposeful and impactful in our own life and of those around us. Often this means simplifying and paring down the tasks or the To-do lists that we create often to fill-up our schedules and feel productive. By taking a truly mindful look at our priorities, we may realize that there isn't actually anything conflicting!
There is a lot of content out there on prioritizing and mindfulness. It's hard to know where to start and what pieces of info to implement. A simple way to look at this and a great place to start is identifying your "3 big rocks". What are the top 3 initiatives you can focus on daily that will propel you to your long term goal? Put these 3 things first and do them every single day, this will get you focusing on what matters. A quote that I love is "making it happen by doing the right things". You can never do all the "things" but you can make things happen by working on the right things!