Managing Time Like a Pro - Deepstash

Managing Time Like a Pro

This collection will help you make easy routine changes and take back control of your time.

Denying you have a problem

Denying you have a problem

Stop saying that you don't have enough time to complete your commitments.

Admit that you need to get better at managing your time and start searching and trying techniques that will help you reach your goals.

Not planning your day

Not planning your day

It's important to have an idea of what your daily priorities are and tasks you need to complete, preferably the night before. 

Also, make sure you prepare in the evening the outfit you're going to wear and the meals for the following day. Doing this will save time in the morning, and reduce decision fatigue.

"Urgent" vs "Important"

"Urgent" vs "Important"

Take all of your tasks and place them into four quadrants:

  • To do first: the most important responsibilities that need to be done today or tomorrow.
  • Schedule: important tasks that are not urgent.
  • Delegate: essential items that are not important.
  • Don't do: tasks that aren't important or urgent. 

What Time Management Is

What Time Management Is

Time is our precious resource. It is perishable, it is irreplaceable, and it cannot be saved. It can only be reallocated from activities of lower value to activities of higher value.

Time management refers to how you schedule and organize your time for different activities.

Eat That Frog!

Your “frog” is your most important task, the one you are most likely to procrastinate on if you don’t do something about it.

If you have two important tasks, start your day with the biggest, hardest, and most important task first. Focus on completing it before you go to the next one.

Failure to execute

We tend to confuse activity with accomplishment: we attend endless meetings and make plans, but at the end of the day, no one does the job and gets the results required.

“Failure to execute” is among the biggest problems in organizations today.

The Perception Game Of Organizations

The Perception Game Of Organizations

Many managers and even entire organizations perceive employees who spend more time working at the desk, coming early and leaving late from work, as sincere, dependable and hard-working.

Managers expect workers to show their face in ‘work-mode’ at the desk, using the principle of hour-based productivity. This observational activity of managers ‘clocking’ their employee’s desk time, no matter what the level of productivity is, is called Passive Face-Time.

Time Measurement Vs Time Management

Productivity does not come from sitting idle at the office for hours.

Employees who are able to manage their time well and have a great work-life balance are more productive and should be valued over a person spending a lot of time in office but achieving little.

Stop Using Time As A Productivity Measure

  1. Avoid unnecessary meetings, as many meetings could be some form of excuse for the organizer to look busy and productive.
  2. Have clearly-defined productivity goals, instead of filling up calendars to have an illusion of productivity, while being busy just for the sake of it.
  3. Many repetitive tasks can be delegated, automated or even avoided.
  4. The Pareto Principle, also known as the 80/20 rule, tells us that 80 percent of our success will come from 20 percent of our efforts.
  5. Protect your time and practice mindful time-blocking to take care of important tasks.

Time Management For Leaders

Time Management For Leaders

Managing time gets challenging as our career progresses and we take up more responsibilities. Five ways we can manage our time like a successful leader:

  • Plan realistic reactive time.
  • Don't respond habitually.
  • Avoid the 25-minute meeting rule.
  • Carve out your best 'brain time'.
  • Answer a 'Yes' with true Intent.

Plan The Unexpected Important Stuff

About 40% to 60% of our day is taken up by important stuff that needs our attention but is not on our daily calendar. 

Planning our day accordingly, keeping about half of it free for these 'out-of-calendar' activities, is realistic and sustainable.

Ask For Time

Instead of committing to getting the requested assignment done as soon as possible, factor in some buffer time and ask for a couple of days or a week. 

This will help you get the work done along with any 'reactive realities' that come up, and it's a win-win if you get it done before the deadline.

Tim Ferriss

"The New Rich are defined by a more elusive power than simple cash—unrestricted mobility."

TIM FERRISS

The W’s you control

Money is multiplied in practical value depending on the number of W’s you control in your life:

  • What you do
  • When you do it
  • Where you do it
  • With whom you do it.

Fundamental rules for success

Fundamental rules for success

  1. Retirement is the worst-case-scenario insurance.
  2. Alternating between periods of rest and activity is essential.
  3. Focus on being productive instead of busy.
  4. The timing is never right. Waiting for ‘someday’ means that you will take your dreams to the grave.
  5. Ask for forgiveness, not permission.
  6. Emphasize strengths. Don’t fix weaknesses.
  7. When things are done to excess, they often take on the characteristics of their opposites.
  8. Money alone is not the solution. We use not having enough money as a scapegoat for not working out what we want out of life.
  9. Relative income is more important than absolute income.
  10. Distress is bad, eustress is good (the type of stress that helps you grow).

The Wild Procrastinator

The Wild Procrastinator

You are indecisive and often deals with things in the nick of time. But procrastination has a physical and social toll as your body and your coworkers get stressed over it.

Solution: Reserve time for work and start in small chunks. After starting, it’s easier to continue. Forcing yourself to start makes use of the Zeigarnik Effect, which states that not finishing a task creates mental tension and the only way to alleviate the anxiety is by completing what you started.

The Perfectionist

The Perfectionist

You are obsessed with your idea of perfection and end up spending way too much time on a specific task. This leads to feelings of being overwhelmed, missed deadlines and delaying other priorities.

Solution: Make sure you have achievable standards that don’t get in the way. Train yourself to do things that fall short of your idea of perfection until you begin to accept that the “imperfect” but functional is enough for most things.

The Underestimator

The Underestimator

You often miscalculate how long it will take to do something to the point of missing deadlines and having to reschedule.

Solution: Schedule more time than you expect to take to finish a task, learn how to work faster and to estimate time more accurately. Reviewing past assignments duration will give you good time estimates for future reference.

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