Do you wish there were 48-hours in a day? Twenty-four hours is never enough, but would 48 really help, or would you continue to feel like you don't have enough time to complete your long to-do list and find time for family, friends and your self-care?   If you're feeling this way, 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, was often taking a class, and was very involved in my mother's health care.  There were times when things were entirely out of control; I was late all the time, couldn't find anything and was pretty much 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 lots of trials and errors, I finally got a handle on my time instead of my time handling me.  I found many effective ways to prioritize and manage my energy and be clear on my intentions. 

My Top 10 Time Management Tips

1)    Create a To-Do List 

This is an obvious tip but often overlooked.  Every Monday morning I create a weekly to-do list after my morning meditation.  Whenever I let this lapse, I don't have a very productive week and feel very frustrated.  I use a to-do list book (see pic) and ensure the lists are no longer than 1 page.  I use a bright coloured marker to tick off what I've accomplished-which is so satisfying. Organizing this list makes me accountable, and most weeks, I complete the list.   The things that don't get done are transferred to the following week's list, or often they are no longer important. 

I'm sure there are many apps and programs available for those of you not as old school as me.   

2)     Schedule Your Day & Use Your Calendar App

Each morning I check my calendar and plan my day and ask myself, "What can I work on from my to-do list?" I try to tackle 3 things from my list each day. 

Make sure your phone and computer calendars are synced.  You can colour code your appointments and receive reminders.

I'm a little obsessed with my calendar because I'm preoccupied with my schedule.    I check my calendar throughout the day and consistently review my week.  Yesterday morning when I checked my week and noticed that I had way too many appointments scheduled, I rescheduled 2 of them for next week, which will allow for a more manageable week.   

3)    Be Very Possessive of Your Time   

Saying yes to every request will quickly blow up your schedule.  Watch the time bullies that don't respect your time by setting clear boundaries.  

When I was working full time, I was interrupted every 20 minutes 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.  I also scheduled meetings each week with my students so they could ask questions or discuss concerns.  I was always available if something important came up, but this didn't happen very often because they knew they had a scheduled time to meet with me.  

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. 

Remember that time is YOUR time.

4)    Schedule Your Self-care  

Our self-care often makes it to the bottom of our to-do list when it should be #1.  If you have a hard time 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, and it will then be easier to focus.  

5)    Use the Pomodoro Technique

This is the #1 time management hack that changed my life. It's especially helpful if you have tasks that take time, require focus or if you 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 to be one of the best time management techniques around and 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 that is 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, and then set the timer for another 25 minutes and so on. 

·      If you have a large task, after 4 times or pomodoros take a longer break for 15-20 minutes. 

If you get distracted easily, then consider starting with 15 minutes 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 way of working. It's incredible how much you can accomplish when you focus entirely on the task at hand.  This technique saved me when I was working full time, and I still use it for my blog writing, accounting, house cleaning and purging.   

Not only will the sharp focus make you more productive, but so will the little breaks as they will recharge you.  

This technique works well with deadlines.  Deadlines keep you on track, and you are less likely to procrastinate.  

6)    Turn Off Email & Social Media Notifications

It's important to stay on top of your emails, but it's not necessary to respond to them immediately.  One of the easiest ways to do this is to turn off email notifications.  Schedule 2 times throughout your day to check and respond to emails.  Do the same with text messages and social media.  Better yet, only check social media once a day.  

If you allow yourself to be interrupted then you will not be able to stay focused, and your productivity will drop.  

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, ensured that my purse was ready to go 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 ½- hour before everyone else.  If I didn't sleep well, failed to set my alarm and subsequently woke up late, I was still fine because I didn't have to organize anything.  

Today, I don't need to be so focused, but I still set the timer on my coffee maker and make sure my gym clothes are packed before I go to bed.  Some habits die hard.  

8)    Be Early for Appointments

I used to be the Queen of tardiness and still have my moments, but I made a commitment many years ago to be early for work, appointments and when meeting a friend.    

When I worked full time, I would arrive at my office before anyone else, and the quiet time allowed me to focus and get lots done.   

I always give myself plenty of time for appointments and usually arrive at least 10 minutes before the appointment time.  Buffer times are important in case something happens.  I had a dental appointment on Monday, and his office is an hour away.  I left 90 minutes before my appointment and ran into some challenges on the highway.  I was 10 minutes late, which wasn't great, but it could have been much worse if I didn't have a buffer.  Luckily they were still able to see me; if I had been any later, they would have charged me for the appointment and rescheduled it.  

Things are going to 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 that is waiting for you.  

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.  

I have 5 chargers; laptop, iPhone, air pods, Fitbit and speakers.  I was wasting so much time looking for them until I cleared a drawer and used it to store them. I no longer need to look for them.   

Frequently purge items you no longer want or need. 

10) Delegate 

Are there any tasks that are time-consuming that you can delegate or outsource?  If you are self-employed, can you outsource your accounting and social media tasks?  

Do you find that you are bogged down with household chores?  Can you hire a cleaner, purchase a meal delivery service, drop off your laundry to be washed and folded?  

If it’s within your budget to outsource certain tasks, do it! You will have more time to focus on your priorities.

Be well & on time!

Anita

Resources

1.      Inc.com