Time Management, any special techniques?

[AbbyJane67]

I've seen the topic of time management brought up in other threads, but since it is a challenge for me in and of itself, I'm curious as to whether forum members have specific time management techniques that work for them.

I took a time management course some time ago that was based on time blocks focused on your own personal tastes and energy levels (time of day you have the most energy, etc.). It was good, and made a lot of sense, but I had a lot of trouble implementing it because it felt too rigid for me.

I seem to do better just very loosely blocking out my time, but even that doesn't always seem to work out. I get derailed too easily.

What works for you?

[Christa_Regalado]

I keep a stop clock beside me whenever I'm working. I allocate a specific time for each task to keep myself focused. Say answering emails, I give myself an hour dedicated to answering emails. After that, I'm off to the next. Checking my emails every now and then does not make me productive.

Also, I avoid browsing sites that distract me i.e. facebook, twitter and the like, whenever I am working. It requires discipline. You just have to get used to it.

[AbbyJane67]

I haven't tried a stop clock for helping me stay on track, though I do have a program on my pda that would work for that.

Do you also block out your time before hand, or do you simply do what you instinctively know needs to be done, and use the stop clock to keep you focused?

Thanks!

[xiaophil]

GTD (getting things done) or the simplified variation ZTD (Zen to done) are very flexible time management strategies that have worked well for me.

Worth a look.


Phil

[MarkWrites]

I usually go with old fashioned to-do lists and then number or sub-divide the items by priority. It also helps every once in awhile to re-evaluate other things that take up time and if any or sufficient $value is coming in return, this includes Twitter, regular blog reading, and even forum use (not this one of course)

[ProEFI]

It sounds like your problem is more behaviour based than knowledge based. I'd suggest getting an accountability partner (if at all possible) to help you apply what you already know.

[Adaptive]

I had a lot of trouble implementing it because it felt too rigid for me.

For a more flexible approach, try Julie Morgenstern's Time Management from the Inside Out. (Wouldn't it be ironic if this is the one you already found too rigid?)

Regards,
Allen

[mr.schutz]

Try installing your computer with the clock that says the time every 15, 30 mins or even an hour. In that way you will be reminded while you are working and not looking at the clock every now and then.
I have that one installed at my pc right now.

[Craig Fenton]

Hi Abby:

Hope all is well. If things are too regimented for you start off with the ability to ease into a routine.

Make a short list of things you need to do for your business each day.

Step 1 is to write out some basics.
Step 2 is to follow through in a non regimented or pressurized way.
Step 3 is after completing make the list a bit larger.

Along the way focus! Understand that even without regimentation you don't want to be on the phone with Jane/John Doe 3 hours because they enjoy talking about every topic from rain in the tropics to rock formations on mountains.

See if doing this a bit at a time instead of looking up at an avalanche will be advantageous.

Enjoy the weekend.

[WilliamLinde]

Thanx for the valuable info Warriors, it will all come in very handy indeed!!
I love this forum!!!

[Sam101]

Just unsubscribe from those zillion email lists that you're on. If you do that, you will easily squeeze one hour more from your working day.

[Will Edwards]

Hi Abby

You'll find some great Time Management articles right here ...

White Dove Books

Will

[BIG Mike]

I think time management is over rated - and I think a lot of folks get bogged down in the system rather than use their time as effectively as they can.

For me, time management is this - I've got 4 hours a day available to do what I do online. I keep a running mental list of what I need to do, prioritizing it every day and acting on the priorities on any given day.

Every project, no matter the scope, is broken down into smallish, easily manageable tasks, which I regularly complete. I keep a number of simple, interactive spreadsheets to keep track of critical elements, but I do not get hung up on the process.

The key is to simply allocate time and then use it effectively. It requires self-discipline, flexibility and commitment to accomplish each task.

One thing I find that helps is developing a good internal time sense, i.e.; knowing when you've been working on a given task a certain amount of time and then move on to the next task.

It's really that simple - just do it

[AbbyJane67]

Originally Posted by Adaptive

For a more flexible approach, try Julie Morgenstern's Time Management from the Inside Out. (Wouldn't it be ironic if this is the one you already found too rigid?)

Irony is one of many spices of life! Either that or you're a very scary mind-reader!

The concepts made a lot of sense -- I just found that I was spending more time trying to keep track of my time than actually getting things done!

Thanks, everyone, I'll definitely check out the articles and systems suggested.

I really like the thoughts about taking things a small chunk at a time and then adapting as I get used to prioritizing. That sounds more my speed than trying to fit my days into a system all at once.

There are some great ideas here, that have my brain moving in a positive direction.

[tshipp]

When I applied the following, I started to see results:
1. get off the needless email lists
2. check emails last
3. visit your favorite forums only if you have free time
4. make a to do list the day/night before
5. work on your business, not in your business (outsource asap)

Tony

[winebuddy]

Make a list of what you need to do.

Prioritize the list

Do each item, one at a time, and then mark them out as done

That's the best time management tool I can think of.

[Christie Love]

Each night, before bed, I write out my to-do like for the next day. I try to keep a pretty consistent schedule each day. Wake up, go to the gym, eat breakfast, get showered and dressed and devote a solid 4 hours to doing major work - crossing things off my to-do list.

The rest of the day is posting on forums, emailing, and other social networking stuff.

The main thing to focus on is doing all the hard work first, then you can relax the rest of the day.

I hope this helps!

[AbbyJane67]

Christie and Tony, I think I am going to switch to that "night-before" list making idea, thank you. I have been making out my to-do list and prioritizing it the past couple days, and it definitely helps. Doing that the night before would save me that ten or fifteen minutes in the morning, and I would be able to turn my energy (and caffeine?) toward getting right to work.

The forums/email thing is also one of my faults, you are so right. I have been paring back my "social networking" to things that either will help me promote my business presence, or those which have really strong emotional ties. I also do a great deal of charity work ... I can't lose that connection, but I know I can refocus my time so that it's not taking me away from other priorities.

I find I'm most productive in the mornings, partly because once the whole family arrives home in the late afternoon/evening, things get too chaotic to focus.

And yes, here I am at noon posting on a forum. My bad. But it's a forum that will help my learning curve and get me jump-started, so that's a good rationalization, right?

[shane_k]

beside all the other things that people have been suggesting I would recommend that you also make a list of all the things you do that are time wasters.

These are things like reading through unimportant email, browsing forums, browsing facebook, twitter, etc.

Then make a list of things you do that allow you to FEEL productive but just are not that important.

Like you said it is noon and you are on this forum. A lot of people will rationalize that this forum helps so that is why they spend time on here. but it will not help if you spend TOO much time here.

These two lists will allow you begin to develop the skill of descrimination. You will start to be able to descriminate what is important, what could help but is not that important, and what are the time wasters.


Shane_K

[AbbyJane67]

Shane, the time wasters list is a great idea, thanks! I think I've already been mentally doing this (and I have a timer set right now!) but it would probably be helpful to actually keep better track.

I've also been looking into GTD and ZTD, and they feel like they have some real valuable wisdom behind them.

I'm already getting better. My list was made last night and I'm checking off the priorities quite well today. I'm keeping track of how much time I'm spending on each item, and how much I'm allowing myself as relaxation time in between. I feel good about the progress.

Thanks, everyone!

[ehicks727]

Here's my solution.... I saw this somewhere and tried it and it works for me. I have A.D.D. so this worked very well with my challenging focus circumstances...

It's called 33:33

Buy yourself this handy-dandy timer
10-Key Count Up/Count Down Timer - RadioShack.com

Then periodically set it for 33:33 and GET TO WORK!!

I find any more than a half hour is too long for me to focus... hence, 33:33 This particular timer was the secret for me. It's easy to set, sets right on the desk looking at me, and "forces" me to focus.

I only do this a couple of times a day, but I get a lot done during that time.

[ehicks727]

Originally Posted by dannyhw

GTD is a very good suggestion. Most people waste most of their time thinking about what they're going to do next. If you have to let yourself think about it, those distractions come in. If you get into a natural flow which GTD is very good for you'll keep focus and time will fly by.

Here's one thing that many people miss with GTD, which eventually leads to giving up on the system...

And that is you must find a single, TRUSTED solution. So if your iPhone is where you store everything, and you ALWAYS use it consistently every day to capture all your inputs, then that is good. If your system is a Covey Day-Planner, then stick with that.

I've seen people try to float between a planner and a Palm/iPhone/Blackberry and other things, and this is where they screw themselves up. You have to have a single solution, and it has to be something you "trust" (which means you consistently use it all the time).

[Daniel Deegan]

I follow a GTD/ZTD structure using mind manager and the tpassist capture plugin. I also use a life map and master map to keep everything linked together. Things are finally really in the flow but I see certain areas that I need to fine tune abit. But getting everything out of my head has been a HUGE help. Every little errand, call, etc..business or personal..I get it out of my head and into my inbox/context lists.

GTD and ZTD work great but you do need to make it work and use the right medium for you.

GW.

[FredFarnes]

Originally Posted by Gorilla Writer

I follow a GTD/ZTD structure using mind manager and the tpassist capture plugin. I also use a life map and master map to keep everything linked together. Things are finally really in the flow but I see certain areas that I need to fine tune abit. But getting everything out of my head has been a HUGE help. Every little errand, call, etc..business or personal..I get it out of my head and into my inbox/context lists.

GTD and ZTD work great but you do need to make it work and use the right medium for you.

GW.

How do I find out more about mind manager and tpassist? Didn't see anything useful in google.

[Ibram]

Personally I set out my tasks and do them until completion then go to the next.

As forthe management of time I allocate a certain amount, say an hour, if not completed in that time I stop and go to the next task for that time span that I have set and start that.

Seems to work for me, hope this helps?

[TelegramSam]

If you are willing to get through the tricky learning curve, I would recommend Dragon NaturallySpeaking if you have a lot of writing to do.

It does speed things up most of the time and it can give you a nice break from typing away.

[Daniel Deegan]

Hi Fred, here are links to the sites for the tools I mentioned. Perhaps I'll create a video to show folks how I use all the tools together. It's hard to grasp everything without really seeing things in action.

Mind Manager - Mindjet: Brainstorming, Free Form Thinking, and Visual Aid Mind Mapping Software Program

TpAssist - TPAssist.COM (works like gyroq, but is free with limitations)

Some other tools I use are...

The Action Machine (very cool timer tool) - Get Things Done! - The Action Machine

Slife - Slife Labs, LLC

Slife is interesting and really helps you see what you actually do with your time on the computer. It pretty much monitors everything you use and do and keeps track of the time spent..with charts, etc. For example see how much time you really spend on the warrior forum compared to creating content...

It's worth checking out, but might upset some people once they see what the heck they actually do with their time...

[Peggy Baron]

I absolutely have to have a to-do list or I am too scattered.

What works for me regarding the fun time wasters is to use them as a reward. For example, today I set a goal to write 3 articles before I could come on here and play.

Peggy

[AbbyJane67]

Originally Posted by OMC

Think of it this way.

If you're accomplishing what you've set out to accomplish then time management is in the eye of the beholder. If you feel as if you've wasted more time than you should have then its time for you to set your goals a little loftier and spend more time to achieve them.

Love this thought, and it really puts it into perspective!

I thank everyone for the suggestions here ... and I'll be looking into those software approaches, too, Gorilla, thanks.

I do find I'm doing better and my days feel more organized.

I'm getting there!

[James12C]

An easy tip that works for me is the "I think I'll just -"

..Just open that file.... Just write a paragraph... Just send that email....

The point is, you don't lumber yourself with a depressing (andprobably un-doable to-do list) you simply make the first move....

[J Elizabeth Dize]

The best time management advice I ever heard came from Jason Fladlien. Systematize everything so you never have to think during profit hours. Don't spend more than a minute making a decision during profit hours.

Creating systems and taking action are key! Know what you're doing ahead of time, and just do it. Easier said than done...but creating checklists can definitely help you speed through and stay on task.

[AngieRammer]

You've pointed out something very important: other time management strategies that you've tried you find too rigid.

You definitely have to find one that works well with the way you work -- one way to do that is to take a system you are familiar with, find out what parts are annoying, and see if you can adapt the system.

But here's another point: people immediately start providing prescriptions without having diagnosed your particular time management problems. The fact that many time management problems are common is what manages to keep some of the advice applicable.

Someone made the suggestion of listing out your time-wasters!

Good idea!

Here's a better way of diagnosing your time management problems...

Take that timer, and for 1 or 2 days, set it to go off every 15 minutes and write down what you are doing.

With this, you will be able to get a much more accurate estimate of where you are spending your time and which things are the biggest time wasters. If checking your email is responsible for 80% of your time wasting, you will be better served in attacking that problem than attacking "wasting time on forums."

Cheers!

Angie Rammer
Word Demon

[MrMike]

Originally Posted by shane_k

beside all the other things that people have been suggesting I would recommend that you also make a list of all the things you do that are time wasters.

These are things like reading through unimportant email, browsing forums, browsing facebook, twitter, etc.

Then make a list of things you do that allow you to FEEL productive but just are not that important.

Like you said it is noon and you are on this forum. A lot of people will rationalize that this forum helps so that is why they spend time on here. but it will not help if you spend TOO much time here.

These two lists will allow you begin to develop the skill of descrimination. You will start to be able to descriminate what is important, what could help but is not that important, and what are the time wasters.


Shane_K

I agree with this. I would also add, only do what you do best and outsource all the stuff you hate to do. It has made all the difference to me. I use to try to do everything. All the stuff I hate to do, just brought me down.

[Derek_Franklin]

Hey Gorilla Writer,

Thanks for recommending my software - The Action Machine!

It's based on a VERY simple 3-step concept:

• Figure out the actions you need to take
• Assign a time to complete each action
• Select an action, start a timer, and do nothing but work on that action until the timer has completed

I got to say, I've received more positive feedback about this tool then about anything I've ever created.

Thanks again!

Derek

[Stevie B]

GTD is good.

My tips would be:

1. Cut the cr@p - tidy up your work area so no distractions (& that includes your PC desktop, internet favourites etc). Get off mailing lists or set up rules to store them in a folder for much later.

2. As Art Williams says: "No Hocus Pocus, Jusy Focus". It's really all about Focus. What do you really want to achieve? Decide & then keep asking yourself the question "Is what I'm doing moving me nearer to achieving my goal?"

"What's the best use of my time right now?" also works for me.

...which reminds me, gotta leave this for now to get on with stuff )

[Andrew G Gowans]

To Do Lists (whether done the night before or first thing in the morming) is one of the simplest yet most effective ways of setting priorities and it only takes a few minutes.

This would be the perfect solution if we did not then have the myriad of external interruptions that decide to play on our minds (if we allow them to).

Rather than time management, think task management.

Then think Sequence versus Priority...

There may be some small tasks that are not important in the context of working on our business(es) but we know we have to attend to them and if we don't they will just niggle away at us causing even more distraction and lack of focus - just do them and get them out the way.

Split the larger priority tasks into more manageable and realistic tasks (eating the elephant) before tackling them.

The motivating power of how we feel after accomplishing all of our key tasks or goals for the day is priceless.

If you set yourself the objective of completing 8 tasks and complete them all - how would you feel?

If you set yourself the objective of completing 20 tasks and complete 12 of them - how would you feel?

Take plenty of short breaks between tasks, staying refreshed throughout our particular working cycle can help us stay focused as we all try to take our business forward.

Why are you still reading this? Get back to work.

Andrew G.

[Christa_Regalado]

Originally Posted by AbbyJane67

I haven't tried a stop clock for helping me stay on track, though I do have a program on my pda that would work for that.

Do you also block out your time before hand, or do you simply do what you instinctively know needs to be done, and use the stop clock to keep you focused?

Thanks!

It helps me keep focused. If the time is up and I'm not yet done, I just extend it to another 15-30 minutes. It's way of monitoring myself. So far this method works for me.

[new2ebiz]

I try to start off with one simple question; What is the most profitable task I can do right now?

If I ask a second question, it's 'Do I have any tasks I agreed to have completed by today.' And I never try to commit to a task that would not get a 'yes' answer from question 1.

Also, in the 'old' days when I had trouble sticking to a task for a certain length of time, I simply put a classic music cd on and had it for background music, the goal was to work until the cd was finished. Often I found myself still working long after the cd was done. I never used music with words because I would find myself singing to the music. Sometimes I would set the music to replay, so it started at the begining after finishing. I assume you can do that with a ipod.

[Christa_Regalado]

Originally Posted by new2ebiz

Also, in the 'old' days when I had trouble sticking to a task for a certain length of time, I simply put a classic music cd on and had it for background music, the goal was to work until the cd was finished. Often I found myself still working long after the cd was done. I never used music with words because I would find myself singing to the music. Sometimes I would set the music to replay, so it started at the begining after finishing. I assume you can do that with a ipod.

I tried music before to set m in the mood to write but I ended up singing and not distracted all throughout. Classical or those instrumental music is better. But sometimes, the music itself takes my mind elsewhere. I tend to daydream... so I ditched the music eventually.

[Warrior Globetrotter]

I have found it helps to get things done to not only make a priority list but also follow the list in sequential order from top to bottom...NOT to hop around and do the most favorable tasks first...instead just knock each one out one at a time on down the list and then call it a day.

[JamesX]

Originally Posted by AbbyJane67

I've seen the topic of time management brought up in other threads, but since it is a challenge for me in and of itself, I'm curious as to whether forum members have specific time management techniques that work for them.

I took a time management course some time ago that was based on time blocks focused on your own personal tastes and energy levels (time of day you have the most energy, etc.). It was good, and made a lot of sense, but I had a lot of trouble implementing it because it felt too rigid for me.

I seem to do better just very loosely blocking out my time, but even that doesn't always seem to work out. I get derailed too easily.

What works for you?

Allow yourself to go with the flow, thinking about what to do or what you should be doing stifles you from taking action.

Be structured though, set aside a few hours of focused tasks a day and use a timer with an alarm. My samsung tocco phone has a nice timer, most phones do.

once your tasks are done just do things that need done as soon as you see them and try not to multi-task until it's your personal fun time.

[calltosuccess]

I find that writing down the task (s) to be completed helps. Once I write them down, I create a checklist and put a time frame to it. I also stick to the task without any distractions and put a check mark after completion. It takes a little discipline but it works in a short period of time if done consistently.

Hope that helps

Judy

[bizideas]

Wow!

There are so many books, videos, websites, seminars, courses, and opinions on this subject. You could sell your own compilation of products (if you aren't already) on just how the "masters of trade" execute their time management.

In my view, there is no right or wrong answer just so long as you get the job done. Start small, begin to establish what works for you, stay organized, and build your own personal system.

Eric

[leeb]

One tactic of using a list with priorities, is to make sure you get the awkward, most horrible job done first. That way it's all down hill for the rest of the list.

[bizideas]

Originally Posted by leeb

One tactic of using a list with priorities, is to make sure you get the awkward, most horrible job done first. That way it's all down hill for the rest of the list.

Now I'm just the opposite.

I have always learned to do the easy tasks first. Just get them out of the way and establish a good psychological rhythm and knock out a boatload of work.

Dreadful, heavy, cumbersome, and hard tasks make for sluggish productivity and ultimately mirroring my time management.

As for me, occasionally it's hard to guage how much time those long challenging tasks are going to take...seeing that managing time is challenging enough on it's own.

I prefer the least path of resistance.

[HouseGirl]

I've been having great luck by focusing on my top three tasks for the day. I only allow 45 minutes for each task and set a timer accordingly.

Interestingly enough during a recent research project I set the timer for 45 minutes thinking there is NO WAY I'm going to accumulate enough resources in 45 minutes to complete my next task (which was preparing a PowerPoint presentation). However, I found that after about 30 minutes of focused research I was finding mostly repetitive information. So now I limit my research sessions to 45 minutes each. If I don't find something during the first 45 minutes it usually isn't something that would enhance the project anyway.

AND, since I tend to be a research-hound this can free up tons of time for me.

Leslie

P.S. I also use a "reward" system whereby if I complete something I'm really dreading I will give myself a reward of some type (most of which are hanging out on cool forums like the WF )

[DougBarger]

The founder of Mary Kay attributed her success (Billions of dollars) to writing down the 6 most important things she had to do the following day before she went to sleep each night.

Thought that was interesting.