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6 Tips to Stop Overscheduling

https://experiencelife.com/article/6-tips-to-stop-overscheduling/

experiencelife.com

6 Tips to Stop Overscheduling
Most of us pack our calendars to the gills in an effort to get more done. We commit to more than we should, assuming that we'll somehow squeeze it all in. Often, we ignore the consequences of overscheduling until we become so exhausted we can't keep up, sometimes to the detriment of our health and our closest relationships.

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Julie Morgenstern
When you are overscheduled, you have no time to reflect on your priorities and your to-do lists, and you very easily get caught up in — and spend an enormous amount of time on — things that are not necessarily important.

Julie Morgenstern

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Build in buffer zones

Schedule a “buffer zone” — say, 15 to 30 minutes before and after each significant task.

This builds in the breaks you need to be effective and acknowledges that all tasks require some kind of mental and physical transition time. It also helps you tend to unexpected items that crop up during the day.

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Know when you work best

Know when you work best

Everyone has peak times of energy, creativity, and mental focus,

Plan to accomplish demanding tasks when you’re likely to be charged up; the least important or challenging when you’re more likely to have low energy or needing some kind of break

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Understand your limits

  • Time yourself doing the same task on 3 different occasions and then determine and average. That number will give you a good guideline to follow when making similar future time commitments. 
  • Double the amount of time you think something “should” take.
  • Avoid scheduling more than one ultra-demanding task for the same day.

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Harness the power of technology

  • Turn off your email notifications, and close down any social networking or instant-messaging tools before you begin your work session. 
  • Set a timer on your phone to alert you when your allotted time is almost up. 
  • If you see that you are running significantly behind, proactively reschedule or delegate any items that can’t be accomplished within the confines of your current schedule

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Fight the urge to multitask

Fight the urge to multitask

We get the sense, because there is so much on our plate, that we have to be able to do a number of things simultaneously. 

But the energy signal in a human’s focusing system is binary. You are either focused or you are not. If you have 10 balls in the air, nine of them are in free fall.

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Honor the priority of the moment

Designate specific hours for work, family, and self-care, and don’t let them bleed into each other.

Writing staff performance reviews or answering emails while trying to interact with someone you love doesn’t give either commitment the attention it deserves. 

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Trim the fat

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Measure your results

To assist you with measuring results instead of time, keep done lists to feel more motivated and focused.

Have an attitude adjustment

We are more effective at work when we have a positive attitude. 

good attitude at work will help you set standards for your work and ensure that you're taking responsibility for yourself.

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Single Task

Switching between tasks can have damaging costs to our work and productivity.

Develop the habit of single-tasking by forcing your brain to concentrate on one task and one task only. Put your phone away, close all the browser windows and apps that you don’t need. Immerse yourself in this task. Only move to the next one when you’re done.

Brian Tracy

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Time management is not a peripheral activity or skill. It is the core skill upon which everything else in life depends.” 

Planning for the unexpected 

Many of us have very well laid-out to-do lists any daily plans. However, they do not reflect the reality of our everyday working life.

We will always be interrupted. If our mindset is to acc...

The specifics of your job

We let our planning focus on the tasks associated with the job. But we don't take into account all the aspects of our job.

Interacting with people can be part of the broader scope of your job. It means that interruptions are not actually non-productive aspects. They are actions that should get folded into the plan for each day.

Blocks of time

Some interruptions cannot be avoided. But, we can talk to people in advance about the best times to pop in. We can also schedule a time when we will not be available and would prefer not to be disturbed.