My Favourite Time Management Hacks.
Hello!
In last week’s blog, I shared a fantastic New Year ritual of picking a word for the year to help you prioritize your intentions and provide you with guidance for the year. I’m curious: did you pick a word?
I struggled to choose a word that fully resonated until I attended an online workshop with life coach Kimberly Carroll. My word for 2024 is EASE.
Regarding my schedule, EASE will be my compass to help me make decisions. Are the things I’m scheduling and agreeing to moving me towards or away from EASE?
As my last blog post explained, time and having more control over my schedule are my priorities this year. I want to have days that are entirely free of teaching, writing, and meetings so I can be spontaneous and get out and enjoy life.
How is your relationship with time? Are you killing time, saving time, losing time, feeling robbed of time, overwhelmed, or too busy, or do you have the sense that you have all the time in the world? Do you wish there were 48 hours in a day? You might need to examine your time management and learn some tricks to become more productive and less stressed.
Years ago, I had a demanding full-time job, ran my yoga studio part-time, often taking an evening class, and was significantly involved in my mother's health care. There were times when things were entirely out of control; I was always late, couldn't find anything, and was in a constant state of chaos. I had to do something. I obtained many time management tips from articles, therapists, friends, and colleagues, and through many trials and errors, I finally got a handle on my time instead of my time handling me. I found many effective ways to prioritize, manage my energy, and be clear on my intentions.
These time management hacks have served me well over the years, but now that I’m semi-retired, I feel that my time is out of control again. I know that much of this is connected to the Lyme Disease symptoms that plagued me for most of 2023. But now that I’m feeling much better, it’s time for me to reconnect with them and my routines.
I need to master my time to get more done, stay energized, and do more things that bring me joy. Are you feeling the same? Check out my favourite tips:
My Favourite Time Management Tips
1) Take an honest look at how often you are on your phone, computer, or TV.
Are you addicted to constantly checking social media and your emails? Are you binge-watching your favourite shows every day?
Addiction to our screens has become an epidemic. Look around you. Everyone is glued to their phones and most likely mindlessly going down many useless, time-sucking rabbit holes.
Last year, I got into the habit of incessantly checking my iPhone, and a few weeks ago, I discovered that my phone tracked my screen time. When I checked it, I almost fell over when I saw that I spent 13 hours on my phone some days. 13 hours!!! Not in one sitting but throughout the day. I checked Facebook, Instagram, and emails and got pulled into endless news and general interest stores. I was mortified and embarrassed at this discovery. It wasn’t just one day; it was every day that I was averaging between 10-13 hours stuck in this useless and time-sucking vortex. I don’t remember any of the things that were so important for me to check, and I cringe when thinking of what else I could have done with my time.
We also got into the habit of watching TV every day. For years, we prided ourselves on not having a TV and would only watch shows on our computer on Friday nights. We purchased a smart TV a year ago, and I admit I love watching everything on a large screen and having access to our streaming platforms. I did not anticipate that this would become a daily bad habit.
Since these discoveries, I’ve made some changes.
Luckily, our smart TV isn't mounted to the wall and can be easily moved. It is no longer sitting on our coffee table. We moved it to a corner and have committed to our old routine of only watching on Friday nights. The urge to turn on the TV and mindlessly watch shows is still strong, but it does pass and is getting easier.
Decreasing phone time has been more challenging, but I’m getting there.
I’ve turned off all of my notifications and disconnected from news feeds. I keep my phone on the other side of the room when I have work to do and have committed to only checking it a few times daily.
My phone is no longer allowed in our bedroom.
This article has some great tips on breaking this vicious cycle.
2) Create To-Do Lists
This is an obvious tip but often overlooked. Every Sunday morning, after my morning meditation, I create a weekly to-do list in a small hard-covered notebook. The list cannot be longer than 1 page, and organizing this list makes me accountable, and most weeks, I complete the list. It is very satisfying to check off the completed tasks. The things that don't get done are transferred to the following week's list, or often, they are no longer important.
There are 100’s of apps and programs available for those of you not as old school as me.
3) Schedule Your Day & Use Your Calendar App
Make sure your phone and computer calendars are synced. I check my calendar daily and consistently review my week to avoid overscheduling.
Each morning, I check my calendar, plan my day, and ask myself, "What can I work on from my to-do list?" I tackle 3 things from my list each day.
I schedule my workouts, blog writing, and cooking. We go grocery shopping on Thursdays and spend 1-2 hours preparing our food. We avoid unpacking the food and putting it in the fridge; we clean and chop vegetables first and then refrigerate them for easy use later. This simple task has saved us time, and we rarely have to discard food that has gone bad.
4) Be Very Possessive of Your Time
Saying yes to every request will quickly blow up your schedule. Watch the time bullies who don't respect your time by setting clear boundaries. Be comfortable saying NO THANK YOU!
I was interrupted every 5 minutes when working full-time until I set some limits. In the morning, I had my office door closed, and everyone knew not to bother me unless it was something important. It was amazing how much was accomplished without interruptions and using the Pomodoro Technique (see below)
I'm also very diligent with our social schedule. The older I get, the more I feel overwhelmed and exhausted if I have too many social commitments in a given week. I've learned to space them out as much as possible.
5) Schedule Your Self-care
Our self-care often reaches the bottom of our to-do list when it should be #1. If you have difficulty squeezing in your self-care, schedule it and be sure to put it in your calendar. Everything else should work around our self-care schedule.
Staying healthy by eating and sleeping well, and exercising regularly will help your brain function better, making it easier to focus.
6) Use the Pomodoro Technique
This is the #1 time management hack that changed my life. It's beneficial if you have tasks that take time, require focus, or need to work on something you dislike, like organizing your receipts or some other mind-numbing task.
The Pomodoro Technique was created by Francesco Cirillo and is considered one of the best time management techniques. It is named after a Pomodoro (tomato) kitchen timer. This is how it works:
· Pick a task
· Put on a timer (preferably something other than your phone, or make sure your phone is in another room) for 25 minutes.
· You must commit 100% that you will only focus on the task before you and not check your emails, text messages, etc.
· When the 25 minutes is up, take a 3-5 minute break, get some tea, check your phone, set the timer for another 25 minutes, and so on.
· If you have an enormous task, after 4 times or pomodoros, take a more extended break for 15-20 minutes.
If you get distracted easily, consider starting with 15 minutes and working yourself up to 25 minutes. I started at 25 minutes and worked my way up to 55 minutes. It’s challenging at first and requires practice until your brain adjusts to this new working method. It's incredible how much you can accomplish when you focus entirely on the task at hand. This technique saved me while working full-time, and I still use it for my blog writing, accounting, house cleaning, and purging.
The sharp focus will make you more productive, as will the little breaks, as they will recharge you.
7) Create Morning & Night Routines
When I worked full-time, I was consistent with these routines. I was a little OCD about them, but it was worth it because my weeks ran smoothly.
I organized my clothes for 1-2 weeks by picking out my outfits and ironing them. On Sundays, I cooked and prepared food for my lunches for the week.
Before I went to bed, I packed my lunch and ensured my purse was ready with my wallet, keys, and a fully charged phone. I even set the timer on my coffee maker and made my morning smoothie the night before. My mornings were a breeze, and I had time for my meditation and yoga practices and usually showed up at my office before everyone else. If I didn't sleep well, failed to set my alarm, and woke up late, I was still okay because I didn't have to organize anything.
I don't need to be so focused today, but I still set the timer on my coffee maker and ensure my gym clothes are packed before bed. Some habits die hard.
8) Be Early for Appointments & Meetings
I always give myself ample time for appointments and meetings and arrive at least 10 minutes early. Buffer times are essential in case something happens. Things will happen, and being late once in a while is expected, but if you are consistently late and make people wait, think about the impact this has on your stress level and the person waiting for you.
I used to be the Queen of tardiness and still have my moments, but I committed many years ago to being early for work, appointments, and meeting a friend.
9) Declutter & Organize
Clutter can impact your time if you are constantly misplacing and looking for things. Clutter adds stress and signals our brains that our work is never done. Have a place for everything and put everything back in its place.
Frequently purge items you no longer want or need.
10) Delegate
Are there any time-consuming tasks that you can delegate or outsource? Can you hire someone to do your accounting and social media tasks if you are self-employed?
Do you find that you are bogged down with household chores? Can you hire a cleaner, purchase a meal delivery service, and drop off your laundry to be washed and folded?
If it’s within your budget to outsource specific tasks, do it! You will have more time to focus on your priorities.
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Do a time audit. Where are you wasting your time? Become a wise time manager to minimize stress, overwhelm, and burnout. Be more intentional. Create more moments for joy and beauty.
I’d love to hear about your struggles with time and your time management tips!
Be well & on time!
Anita
Resources
1. Inc.com
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