Time management is a myth. As the saying goes, “there is no such thing as time management; there is only self management”. This is because you have no control over time, it keeps its pace, come what may. But what you can actually manage, is you yourself! Your decisions define you, and how you spend your time is what defines your life.
To enhance your productivity, you will need to keep a tab on your actions. The key to success in any field, is to make the optimum use of time. So often, there are chunks of unproductive time that we do not even realise.
Practice these tried-and-tested tips to make the most of time and let it become your gateway to a smooth success!
1. Plan it out!
“A goal, without a plan is just a wish”, says Antoine de Saint. The first step, hence, is to plan your activities. Make a list of everything you need to do. Break a task into smaller activities so that it is easier to complete.
The concept of ‘time blocks’ will be very handy. By implementing this concept, you will be able to make a proper schedule and finish every work as planned. Time blocking does not need you to go by the clock, instead it fixes some time for each task.
For instance, research scholars working on PhD proposal writing can make time blocks for activities like finding literature sources, looking up citations, formulating research design, designing a questionnaire, preparing abstract, writing chapters of the proposal and so on.
The first step is to decide which tasks need to be completed first. If there are urgent assignments, then assign then time blocks at a time when you are most productive. The same can be followed for toughest tasks that need your full attention.
The lesser important or easy tasks, like making phone calls, checking emails or other social media and doing regular chores must be delegated to latter part of the day, when you are feeling drained out. For such tasks, you won’t need to do much thinking.
The time blocks must be consistently followed in order to maintain a routine. Remember that time blocks are fruitful only when they are just one or two hours long. Very long single time block will again bring in monotony and reduce your efficiency.
2. Priority setting: Important vs. Urgent work
“Nobody is too busy, it is just a matter of priorities”. Fixing your priorities will enable you to declutter your life. You might be busy doing a lot of things that are not really necessary. Pull the reins, get a tighter grip on what you actually need to do.
Time is priceless and where we invest it decides what we reap in future. Start with making a list of all the activities you do throughout your day. Then judge which are productive and others that are only a part of your routine.
Further bifurcate the list in two: Important and Urgent. Urgent tasks need to be done the in the next few hours. So plan them accordingly. Important tasks can be dealt with in the latter part of the day or even next day.
For instance, taking the same example again, a researcher working on PhD Proposal writing can mark tasks related to writing the current chapter as urgent and anything else as important. If he is doing the literature review chapter, then his list must have looking up references and writing the chapter on top priority.
When you work with a goal in mind, your priorities will change. There will be a shift of focus, which will clarify your vision and enable you to make the best use of each moment.
It is also important to analyse the work done at the end of the day. Have you followed the list and completed all the urgent work? Did you waste any time doing unimportant work? Until you are satisfied with your performance, keep working on your prioritisation and work ethic.
3. Setting time goals
For effectively utilising time, you must set a target for yourself. Once you have your priorities in place, you can chalk out long term, medium term and short term goals. Certainly, all the urgent work will be in the category of short term goal.
SMART Goals: Your goals need to be smart in order to help you attain them as planned.
S: SPECIFIC – Have a crystal clear picture of the goals. Approximation will not yield the result. See the result you want to achieve in your mind’s eye first.
M: MEASURABLE – It means whatever you are aiming for must be defined with a value. If you are writing a thesis chapter, fix the number of pages, graphs, illustrations, etc.
A: ATTAINABLE – Stretch yourself, but don’t overdo it. The target must be attainable with the best of your efforts. If it not viable then you will lose enthusiasm.
R: REALISTIC – Be in the reality zone while fixing goals. If you are just starting with your data collection, don’t expect the sales report to be ready by the end of day.
T: TIME BOUND – Every goal must have a time limit set, within which it must be done. Time blocking is a great tool for this purpose.
For PhD proposal writing smart goals must be set for completing each chapter. Don’t forget to reward yourself when you achieve even a small goal. This is important to keep you motivated through any tedious task.
4. Manage your calendar
A proper planner is more valuable than you can imagine. Every day must be made productive. To quote Jim Rohn, “Either run the day or the day runs you”. Make prior appointments and set reminders for tasks like reading books and making important calls.
When filling your calendar, mark dates for important events. For a researcher, date and time for meeting supervisor, or preparing a presentation must be noted in the calendar. Keep backup tasks in your calendar to avoid wasting time.
Even some unproductive but essential tasks, like doing some form of exercise, conversing with family members and checking your emails must be given appropriate time slots in your calendar. It is advisable to buy a planner which allows you to jot down tasks in detail.
5. Decide; to multitask or not
Most research studies say that multitasking is so much a boon as it was thought to be. If you are trying to multitask all the time, then you are losing focus; thus diminishing your efficiency in everything you do.
Suppose you are engaged in dissertation writing, and simultaneously you are making a conversation with some respondents, then your mind will be distracted and neither of the two will be done properly. So, it is better to concentrate on one thing at a time.
In the book ‘The One Thing’ author Gary Keller emphasises on the need to recognise the one aspect of life you want to work on and put all your energy towards doing it with perfection. Otherwise, all your results will be just everage. To avoid mediocrity, you need to be focused.
You may need to cut down a few activities and let go of the ideal balanced life for some time. But, when you stop trying to fit everything in your everyday routine, you will start getting spectacular results.
6. Save yourself from distractions
There are several things that might come as distraction and hinder complete use of time. Removing distractions like emails, phone calls, other social media messages is also a key to being efficient.
For example, during thesis writing, if a student keeps checking references or switching books the speed of writing will be less; thus resulting in lesser pages written in the stipulated time.
CONCLUSION
“There is one thing common in successful and unsuccessful people; that they have 24 hours to spend. How they use it makes all the difference.”
If you can master the art of making complete utilisation of time then attaining your targets will be much easier. Make each moment count, and the hours will naturally be fruitful. Follow these principles and you will succeed in every venture.
Do share with us how these tips help you. Also share any other time management methods that you think are effective.