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Table of contents
- Pareto Analysis
- Eisenhower Matrix
- Time Blocking Method
- Getting Better at Saying No
- The Daily Highlight
- Use a To-Do List
- Protected Time
- Delegate Your Time
Time is such a valuable thing, yet always seems to elude us. For instance, have you ever asked yourself "Where does time go"? Or do you always feel as though you never have enough time? Time management and how to get better at time management is above all one of the most important life skills you can have. Therefore I am writing this blog post to help you guys out!
It's important to understand two things:
- Everyone is allotted the same amount of time each day. In other words, you can think of time as a commodity that each day is equally distributed to everyone. You can invest it wisely, or not at all. What you choose to do with your time is your choice. Which leads us to the second key point...
- We all own our time. Yes, I know there are obligations we all do, but the reality is is you can always say "No". The reason we don't is because the consequences of not doing the thing seem greater than doing it (and they often might be). Remember... "At any given moment you are doing what you most want to be doing".
In this post we're going to talk about methods used on how to get better at managing time and time management.
Put simply, the Pareto Analysis is the 80/20 rule. Which states that 80% of somethings success is do to 20% of the work put into it. However, it also states that 80% of somethings failure is due to 20% of the causes.
The idea here is to find the 20% of things that produce the 80% of the results and prioritize those. To do this take the following steps. In theory this will help make your time management 80% more productive
- Identify results
- List tasks taken to get the result
- Score those tasks based upon the amount of impact it had to get results
- Prioritize the higher scored tasks
For instance, I want to get in shape. I lost X amount of weight last month. So I would think of all the things I did that were even vaguely related to losing that weight... Maybe I spent time shopping for gym clothes, then time looking for a gym, then I got good headphones to listen to music, then I found good music and created a playlist, then I started working out, then I started eating healthy. To better manage my time spent getting in shape, I would break this list of things down and score the tasks that had the most impact: Working out and eating healthy. Therefore, I need to dedicate more time to doing these two things.
In conclusion, Pareto Analysis is a very powerful tool that will definitely help save you loads of time.
Another useful tool on how to get better with time management is the Eisenhower Matrix. The Eisenhower Matrix is simple, yet effective. It consists of four categories: Do first, Schedule, Delegate, and Don't do.
Time Blocking Method
I'm willing to bet everyone knows of this... This is why calendars are a thing. The cray thing is that for most of my life I swore I would never use a calendar... Until I did. The trick is learning how to use a calendar right. I saw a great video about this by Jordan Peterson, which I'll put a link to, but basically you want to schedule "your perfect day". Meaning you schedule in time for things you want to do and things you have to do.
I highly encourage everyone to try this. It really gives your day direction. Once I started doing this I felt as if I could create time! That's literally how wild and effective this is. You'd be surprised how much you can get done in a little amount of time when you know exactly what you need to be doing If you really want to know how to get better with time management, this one is key. Check out Jordan Peterson's video below:
Getting Better at Saying No
Another simple way on how to get better time management skills is to say 'No". Saying no is often looked down upon. Let me stress that it's ok to say No! Many things are not worth your time, and you have to realize that's not selfish. If you use your time correctly, it can be far greater than yourself. Remember time is given. We don't get to decide how much time we get, we can only decide what to do with the time that is given to us.
I heard this example once: Imagine there was a bank that everyday gave you $86,400. The catcher is at the end of each day the $86,400 given to you was taken back. You see, this story isn't far fetched because each day everyone of us is given 86,400 seconds which do not roll over to the next day. Therefore what we take from the day is what we create with those 86,400 seconds.
Learning to say no is the art of deciding what is most important to be taken out of the day. And, if you never learn to say "No" then before you know it your days will always be a jumble of other peoples hands.
The Daily Highlight
Time management is important to get the most valuable things done and forget the rest. Each day you must ask yourself "What is the most important thing for me to do today". After that, you'll know the first thing you have to get done., and this is the thing that cannot be completed tomorrow, but must be completed today. We call this "The Daily Highlight".
Get in the habit of completing "The Daily Highlight" every-single day, and sooner or later this will be your key time management habit!
Use a To-Do List
To-do lists are very effective time management tools. Not to mention, knocking stuff off your to-do list is a great feeling. I like to use an app called Trello. It's free to use. Trello operates in "Lists' and "Cards". Cards populate lists.
The neat thing about Trello is you can add automations to your tasks, For instance, on my Trello I have "Quarterly goals", "Weekly Sprints", 'Daily goals", and "Completed". When I move a card into weekly goals it automatically sets the due date for 1 week later, and I'll get a notification on my phone when that due date is approaching and that task is not done.
At the end of the week I get to look back at the filled out completed list and see how productive my week was. Not to mention, each day during my focus time I know exactly what I should be doing. Time is not wasted think about what needs to get done. This has been the single greatest hack I've found for time management.
Finding protected time these days oftentimes seems impossible. First, you need to know getting better at saying 'No" is the only way to get more protected time. Protected time is a time management skill that allows time to put in place these other time management skills talked about in this post.
Protected time is simply having a block of time which is solely dedicated to you, and nothing else interferes with this time. I personally have my protected time in the mornings. This is because I can get up while everyone is still asleep and not have to worry about being interrupted. Not to mention, having this time in the morning allows me to get more hours out of the day in general. Regardless of how late I went to bed the night before I always try to get up at the same time. Building this habit is a must.
Delegate Your Time
Lastly, but not least one of the key habits needed to get better at time management is being able to delegate. It's hard to decide things to delegate to. Delegation seems like a task reserved for those of high authority or CEOs and bosses and what not, but you too can delegate, and I urge you to do so. In todays age this is especially easy to do with apps and websites like Fiverr. Fiverr is a website for freelance workers where people ill advertise their services for things like video editing, photography, graphics design, article writing, and much much more.
To decide what tasks are worth delegating you first have to discover how much your time is worth. Try and figure out how much your hourly pay would be. If there is a task that is going to take that hour, that will cost less for you to pay someone else to do it, then it makes perfect sense to pay the other person to do the task.
For instance, say I'm able to deduce my hourly wage to be $30. I know it would take me far more than an hour to create a decent logo. If I can go on Fiverr and find someone that is willing to make a logo for less than $30 an hour X however many hours it would take me, then the most logical thing for me to do is pay them to do it... It would probably turn out better for me anyways (since I don't got that artistic eye).
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Catch you on the flip,
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