Four Questions to Improve Your Time Management
How many times have you ever said you need to figure out how to better manage your time? Or that you need help managing all the things going on in your life? Do you look at others and wonder how they get it all done? Whatever your age or season of life, you can learn some basic skills for tackling this foundation life skill.
The reality is that time management is about self management. You are managing your energy, your attention, and how you use your skills and resources to accomplish tasks and projects that are your responsibility. Ultimately this is self leadership and you need to learn how to lead yourself before you can lead anyone else.
Question 1: Who am I becoming?
You need to find clarity about the person you are trying to become. What characteristics do you want to be true of you? How would you want other people to describe you? How do you want to feel at the end of the day or the conclusion of a project?
Get clear about the results you are chasing. You need a destination before you can embark on this journey.
Question 2: What am I believing?
It is often said that the definition of insanity is repeating the same behavior and expecting different results. If you are serious about learning to manage your time and energy, and I think you are since you are reading this. Then you have to realize that you need new behavior. Behavior follows belief. Therefore you need new beliefs—true beliefs, I dare say.
What are you believing that is blocking your change? Your challenge is to find these beliefs and replace them with truth. Perhaps what you believe is partially true—but you need to reframe the thought so that it is completely true.
Examples are
“I don’t have time to get organized” becomes “I have so much to do that I need to get organized so that I don’t neglect important things by staying busy with what is not the best use of my time and energy.”
“I have never been good at time management” becomes “I am able to learn new things.”
“It really won’t matter to anyone if I am organized with my time” becomes “People are counting on me to show up and do my best.”
These first two steps are foundational mindset work.
The next two steps are more practical and can be repeated because as circumstances change, you will likely need to re-evaluate how you are using your time.
Question 3: What’s on my mind?
Performing a mind sweep is like a closet makeover. You have to start by taking out every piece of clothing from your closet. Likewise, as you list each thing that is taking space in your mind, you will have the opportunity to objectively evaluate it. So, start a list and get it all off your mind.
Take a deep breath. How do you feel with a cleared head? You can work to make this a normal feeling that gives you peace and the ability to be fully present in every moment.
Much of the feeling of overwhelm is often that our brains are working so hard to remember tasks and facts and what we’re waiting on someone else to give us. It is exhausting to hold all that information at the forefront of our mind. The more often you practice a mind sweep, the easier it will get and the shorter the list that is bogging you down.
You can use a piece of paper, a dry-erase board, a spreadsheet, or an app. Personally, because I am visual, I like to look at my list on paper or a dry-erase board. If this is the first time you do this exercise, consider a low-tech solution so that you stay focused.
Once you can see all the items that had been in your brain, evaluate each thing in light of the person you want to be and how you want to feel.
What can be dropped? You will be able to see that there are some things that don't matter.
What can be delegated to someone else? This is where you can begin to offload things you have taken or have been given to you. Of course, being an adult means you have to do things that are not fun. As much as you are able to minimize this, the better.
Being responsible for something doesn't mean you have to be the one to do it. Don't fall into the trap of undervaluing your time and energy. There are things that someone else can do (e.g., housekeeping, family taxes, food shopping).
The items you have left have passed the test and now need to be organized back into your schedule.
Question 4: What do I have time to do?
Just like a closet has limits to the amount of clothes you can store, your time is also finite. You will still need to use the guiding vision of who you want to become and how you want to feel as you evaluate what you have left on your list. Begin with top priority items, systematically put things into your schedule or the rhythm of your day or week.
This is where all the hacks about being organized will come in. At this point it is useful to find a tool that works for you. Planners are helpful but they will not help you if you haven't done the work to prepare for this step. An ideal week, daily block schedule, and productivity apps are tools to explore.
Here are a few things to consider as you organize the important things:
Rest is fuel. Determine how much sleep you need for your season of life. You will not be able to function at your best if you are depleted physically. Sleep is not a reward for a productive day--it is foundational to success. Sometimes the most productive thing you can do is take a nap.
Block time for your top priorities, especially nurturing relationships. Doing "all the things" and making progress on measurable goals will be empty if you lack meaningful relationships. This is true no matter what season you are in.
Try tools and systems until you find what works for you. Start simple and go slow as you learn habits.
Post a question here if you have a specific question.
You can do this!