Let's Take 'Our Time' back where it Belongs

This is the conclusion of 2 part series on Time management.

1st part titled- Where'd All the 'Time' Go?

Now that we have become aware and developed right mindset and carry clear perspectives towards our everyday routines, Lets get into being methodical about time and its management.

I am confident that after completing this series you will be on the path of successfully owning your time. BUT first block your calendar for 30-45 mins within next 3-5 days for working on the action items identified after this reading.

Spending time in an activity is an 'investment' that we do to gain happiness & success. Of course, we shall be conscious to generate maximum returns.

Processing the Incoming (Tools & Method)

• Identify & minimize the 'Collection points'- We all have unprocessed thoughts, notes, ideas, physical material and emails- the ones which haven't received our true attention. Identify the places where they are getting gathered. Reduce them to minimum possible (refer LinkedIn learning course on Time management fundamentals). These limited collection points will be first station for everything 'incoming'.
• Processing via What, When, Where- Develop a practice of asking these 3 questions whenever encountered with any unprocessed item. What to do next? When to do it? Where shall I put or keep it? Its a method of processing with focused attention and brings them into action.

• Note-Pad- Store every thought, idea, fact or probable action item as it comes here. Daily process these into To-do list or Perhaps list or physical storage point (as archive)-Go by the principle of your intention and respective attention.
• To-do list- This is biggest source of inputs to your calendar and hence way into your schedule. Jot down everything that you need & wish to do (the action items) and set them in priority order, daily. Based on this populate your calendar.
• Perhaps list- All those activities that are not so important and time sensitive that we would invest time in them. Bring all such To-Dos here. Schedule sometime per we 1-2 week to clean this up. They either go to To-Do as priority or deleted.

• Schedule everything- Get your time in your own hands. Everything that you plan to do-just schedule it in your calendar. You must make different colored- office and personal calendar in single app or sheet. Set an appointment for tasks requiring more than 15 mins and for others setup a task reminder. You can schedule 30-60 mins appointment per day to work only on these reminders as well.
• Finish line- When do you close work and transition to MY time? Setup a finish line in your calendar after which you will not work and focus solely on other stuff. Its like setting a boundary between the two. It can be as late or early as comfortable with you, BUT have and maintain this.
• Reminder miser- Strive to reduce time spent to recall details. Hence, while setting a reminder- write your thoughts, objectives, leads, direction, decisions & conclusions in detail- already earned by spending valuable time.

• Clear out 'collection points' every week- Ensure that you process every idea, thought, task or physical item once every week. Either it goes in schedule or perhaps list or stored (for physical items). When in doubt, throw it out.

Respect your schedule as commitment done to yourself.

Time Saving Habits

• Learn to decline- Say 'NO' if you don't want to invest time in certain activity, project or friendly favor if you have a choice to do so. Sometimes even 'maybe later' approach can help keep time-thieves at bay. This distills necessary, from noise. Sooner or later, other party will understand too.
• Analyze your mood and energy levels - I recommend to break your day in 8-10 time slots and identify your energy- (high, medium, low) and noise (distraction-filled, distraction-free)-fill this 'Intention- Attention Matrix' daily for at least two weeks. Record your conclusions.
• Intention - Attention Matrix- Your conclusions from your energy and distraction time slots per day will help you identify when you should schedule the most important tasks worthy of your intention i.e focus+time and attention to get them completed.

• Set Deep-work sessions- Focused, undistracted time and place with zero distraction (no notifications or phones). Assign atleast 4 hours per day in two 2-hr sessions in your calendar during high energy -distraction free time slots, with 10-15 min break (walk a little, get coffee, view outside window) after 60 mins. Assign a quiet undisturbed place, to make this a daily ritual.
• Set 'Today's 5' Goals- Make a practice of identifying 5 most important tasks daily in morning, which you would want to accomplish. It can be 3 from work and 2 personal. This will help you focus and not get schedule go undefined. This will make us win everyday.

• 'Piece-Meal'- If the project or task is not defined in parts, get in the habit of defining (or say breaking) that project in multiple small pieces or sub-goals (as many possible but with logical distinction), each with assigned deadlines. Next, keep checking-off these pieces one by one as they are done. It will bring in sense of achievement that you are making progress and no one piece is big enough that cant be done in one sitting.
• 'Power sprint session' - Working on complex problems (which have been procrastinated) for only 30 mins daily of 'high energy-distraction free period'- will get you STARTED and that's the battle half won. Limit yourself to short work periods & expand slowly.

Unlike money, time cant be earned back.

• Have some margins- Since our time accounting is not accurate like which activity will take how much time, time margins will help cushion this from impacting set schedule.
• Have a long term view- Plan things in consistent manner over long periods of time in order to inculcate it as a habit. We usually are in habit of scheduling things for week or biweekly manner but how about monthly or quarterly. For example for every 1-3 months, schedule sessions in your calendar on appropriate day of week to clear out and remove items perhaps list, empty out collection points, To-Do lists (clear all this Trash).

Our time and its management asks for our attention with right intention, and it will stay where it belongs- in our own hands.

Methodical. Processing System. Habit.

Nutshell

Owning our time calls for sustained efforts and adopting certain practices. This involves witnessing our emotions, fueling our negative perceptions, leading to inactivity. Realizing priorities and tackling them with right energy and mindset, will bring needful change.

To Deep Dive

• MNS (My New Spectacles) article-Where'd All the 'Time' Go?
• Books- 'Deepwork' by Cal Newport, 'Manage your time' by Bloomsbury publishing, Steven R. Covey's 'The 7 habits of highly effective people'
• LinkedIn Learning course- Time management fundamentals by Dave Crenshaw
• HBR articles (https://bit.ly/3FO0uEv), (https://bit.ly/3uLX5jj), (https://bit.ly/3VW05FE). Elsevier Publication- Time & Stress Management- (https://bit.ly/3Yn1bMc)

One of the best ways of making the best of these articles is- to maintain a small notebook 'My journal' and just write down what you felt after reading them.

Do share in comment the Idea that clicked & you found most relevant.

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