A
lot of folks in our society try to be hyper-productive.
You
know — the people who scurry from task to task, always checking e-mail,
organizing something, making a call, running an errand, etc...
The
people who do this often subscribe to the idea that “staying busy” means you’re
working hard and are going to be more successful.
While
this belief may be true to an extent, it often leads to mindless “productivity”
— a constant need to do something and a tendency to waste time on menial tasks.
Instead
of behaving in this way, choose to do things differently.
"Working
Smarter, Not Harder"
Instead
of being robotic in how to approach tasks, try to be thoughtful and always ask
yourself if something can be done more efficiently or eliminated altogether.
Managing
time isn't about squeezing as many tasks into my day as possible.
"It’s about simplifying how to work, doing things faster, and relieving stress.
It’s
about clearing away space in life to make time for people, play, and rest."
There
really are enough hours in a day for everything you’d like to do, but it may
take a bit of rearranging and re-imagining to find them.
I
compiled this list of 15 tips to hopefully nudge you in the right direction.
Remember:
There are innumerable hacks and tricks to manage your time effectively. These
are some tips that I find helpful, but everyone is different.
Let
this list be a catalyst to get you thinking regularly about how to refine your
own practices.
1.
Complete most important tasks first.
This
is the golden rule of time management. Each day, identify the two or three
tasks that are the most crucial to complete, and do those first.
Once
you’re done, the day has already been a success. You can move on to other
things, or you can let them wait until tomorrow. You've finished the essential.
2.
Learn to say “no”.
Making
a lot of time commitments can teach us how to juggle various engagements and
manage our time. This can be a great thing.
However,
you can easily take it too far. At some point, you need to learn to decline
opportunities. Your objective should be to take on only those commitments that
you know you have time for and that you truly care about.
3.
Sleep at least 7-8 hours.
Some
people think sacrificing sleep is a good way to hack productivity and wring a
couple extra hours out of the day. This is not the case.
Most
people need 7-8 hours of sleep for their bodies and minds to function
optimally. You know if you’re getting enough. Listen to your body, and don’t
underestimate the value of sleep.
4.
Devote your entire focus to the task at hand.
Close
out all other browser windows. Put your phone away, out of sight and on silent.
Find a quiet place to work, or listen to some music if that helps you (I enjoy
listening to classical or ambient music while writing sometimes).
Concentrate
on this one task. Nothing else should exist. Immerse yourself in it.
5.
Be conscientious of amount of TV/Internet/gaming time.
Time
spent browsing Twitter or gaming or watching TV and movies can be one of the
biggest drains on productivity.
I
suggest becoming more aware of how much time you spend on these activities.
Simply by noticing how they’re sucking up your time you’ll begin to do them
less.
6.
Delineate a time limit in which to complete task.
Instead
of just sitting down to work on a project and thinking, “I’m going to be here
until this is done,” try thinking, “I’m going to work on this for three hours”.
The
time constraint will push you to focus and be more efficient, even if you end
up having to go back and add a bit more later.
7.
Leave a buffer-time between tasks.
When
we rush from task to task, it’s difficult to appreciate what we’re doing and to
stay focused and motivated.
Allowing
ourselves down-time between tasks can be a breath of fresh air for our brains.
While taking a break, go for a short walk, meditate, or perform some other
mind-clearing exercise.
8.
Don’t think of the totality of your to-do list.
One
of the fastest ways to overwhelm yourself is to think about your massive to-do
list. Realize that no amount of thought will make it any shorter.
At
this point in time, all you can do is focus on the one task before you. This
one, single, solitary task. One step at a time. Breathe.
9.
Exercise and eat healthily.
Numerous
studies have linked a healthy lifestyle with work productivity. Similar to
getting enough sleep, exercising and eating healthily boost energy levels,
clear your mind, and allow you to focus more easily.
10.
Utilize weekends, just a little bit.
One
of my favorite memes depicts a gentleman casting his work aside, declaring, “It’s
Friday! F#%$88u this shit.” The following image reads “Monday”, and the man is
stooping to pick up the papers he’d tossed to the ground.
This
is comical, but I’ve found that it’s amazing how doing just a little bit on
weekends can really lessen the workload during the week. Aim for 2-4 hours per
day. You’ll still leave yourself plenty of free time for activities.
11.
Create organizing systems.
Being
organized saves tons of time, and you don’t have to be the most ultra-organized
person in the world either. Systems aren’t complicated to implement.
Create
a filing system for documents. Make sure all items have a place to be stored in
your dwelling. Unsubscribe from e-mail lists if you don’t want to receive their
content. Streamline, streamline, streamline.
12.
Do something during waiting time.
We
tend to have a lot of down-time where we don’t try to do much. Waiting rooms,
lines at the store, time on the subway, on the elliptical at the gym, etc.
Find
things to do during this time. I tend to have a lot of reading for classes, so
I bring some of it almost everywhere I go and read during waiting time.
13.
Lock yourself in.
No
distractions, no excuses. Sometimes, the only way I’m going to get something
done is if I’m under lock and key, alone in a room. If you’re like me, realize
it, and act accordingly.
14.
Batch related tasks together.
Let’s
say that over a given weekend you need to do two programming assignments, write
three essays, and make two videos. Rather than approaching this work in
whatever order you feel, group the like tasks and do them consecutively.
Different
tasks demand different types of thinking, so it makes sense to allow your mind
to continue to flow with its current zone rather than switching unnecessarily
to something that’s going to require you to re-orient.
15.
Find time for stillness.
In
our go, go, go world, too many people don’t find time to just be still. Yet,
it’s extraordinary what a stillness practice can do. Action and inaction should
both play key roles in our lives.
Discovering
time in your life for silence and non-motion reduces anxiety and shows you that
there is no need to constantly rush. It also makes it easier to find your work
pleasurable.
One
Last Tip (The Best One)
There’s
one final tip I want to mention. If you remember one thing from this post,
remember this:
Enjoyment
should always be the goal. Work can be play.
We
get so caught up in busyness that we forget to enjoy what we’re doing. Even
when we focus on working smarter, we’re still often too focused on getting
things done.
This
should never be the point. Always ask yourself: What can I do to spend more
time enjoying what I'm doing?
The
goal should be to arrange your commitments in a way that you’re happy living
out the details of your daily life, even while you’re working.
This
may sound like a pipe dream, but it’s more possible than ever in today’s world.
Be curious. Be open to opportunity. Know yourself. Embrace your passions.
Wonderful
things will happen. Best of luck.