“I have no time” is an oft-quoted phrase by the young and the old. While this catchphrase can at times ring true, truth be told it has often been abused and misused by all and sundry. It has lost its teeth and remains most of the time, to be used only as an excuse. Parents roll their eyes at their children. Bosses shake their heads at the lack of time management among employees. Not that wretched excuse again!
I recently did an in-house training session where I asked the participants this question, (who by the way, are all in their twenties), “What are some of your life challenges?” Hands-down the answer was ‘time management. I wasn’t surprised.
Photo by Luis Villasmil on Unsplash
In today’s time and age, we are all craving for more time and are quick to point the accusatory finger at distractions. We live in the Age of Distractions, now more than ever. Parents especially are quick to blame the ubiquity of technology and the abundance of devices as the mother of all distractions. We wouldn’t be wrong in our assessment. After all, if there were no smartphones or even TV, who would be distracted? In his book Indistractable, Nir Eyal starts by defining a distraction.
A distraction is something that pulls you away from your goals. More specifically, they are actions that move us away from what we want.
So, a distraction would be your colleague stopping by your workstation to discuss the latest Netflix documentary when you are trying to do focused work. A distraction would be the incessant notifications from your smartphone when you are in a meeting.
Eyal says that the problem is deeper than tech. He says it’s about understanding the real reasons why we get distracted. (I’m going to very quickly summarise what Eyal takes a lot of words to do.)
Eyal states that the reason we get distracted is to escape the discomforts and dissatisfactions that we have in life.
Maybe an example will help. Think about the last time you were doing focused work at the office. All of a sudden you felt the urge to check your phone. Where did the urge come from? Was it possible that you were feeling frustrated and therefore trying to ‘escape’ from that uncomfortable emotional state with a little distraction? You be the judge.
So, if discomforts and dissatisfactions are the root cause of distractions, then to master distractions, we must learn to deal with discomfort and their corresponding uncomfortable emotional states. Eyal offers suggestions like ‘reimagining the trigger, the task and your temperament’. (For a more thorough explanation on this point and for other suggestions on how to be Indistractable, please get his book).
I have belabored this point on distractions because managing distractions and time management are two sides of the same coin. We are now going to look at four ways that can help us regain our otherwise lost time.
Timeboxing
Most of us get things done by approaching one task at a time, meaning we are task-oriented. For instance, when we get up in the morning, we have a daily morning routine that includes getting out of bed, doing our toilet, having breakfast, and maybe throwing in a 20-minute workout session.
Sometimes, life doesn’t happen as planned or our tasks take longer than say a 10-minute time slot. For instance, reading a novel or writing a research paper.
Timeboxing uses a different approach to time management. Instead of focusing on the task, we focus on time (you can read more about it here (Timeboxing on Mind Tools). This time-management technique requires you to allocate x number of minutes or hours in a day to complete a given task. You use this allocated time to complete a task (or continue on the task), not more, and not anytime else. According to Eyal, this is all about keeping a promise to yourself.
“Did I do what I said I was going to do, for as long as I said I would, without distraction?”
A simple step-by-step method on how to use timeboxing can be found in the link above. Here, I will summarise the ‘how’.
1. Estimate how long each item on your to-do list or action program should take to complete.
2. Allocate a set amount of time to each one.
3. Set a timer on your smartphone or computer to alert you to when you should move on to your next timeboxed activity.
4. Don’t forget to schedule breaks and other fun activities.
The length of time for each activity would vary based on the activity as well as the individual. The PomodoroR Technique uses timed segments of 25 minutes each, followed by a short break.
One benefit of timeboxing is that for some, the presence of a deadline enhances their focus, attention, and creativity. For a perfectionist who might spend too much time stuck on a particular task, especially a low-value one, timeboxing helps limit that tendency and ensures that they don’t fall behind on tasks. Another benefit of timeboxing is the concentration you give to a certain task. Instead of trying to manage a few at a time (ie multitasking) you only just attend to one. Hence, you do not dilute your interest or attention.
Timeboxing has its drawbacks. I list them down here and offer some suggestions to get past them. Some users of this method may find it difficult to switch in and out of activities. And for some, the 25-minute time slots may be too short to get any substantial amount of work done. To get around this, try stretching your timeboxed slot from 25 minutes to say 45 minutes. Feel free to play around with the time. For instance, you can spend as little as 10 minutes on your timeboxed ‘make telephone calls’ slot and 45 minutes on your timeboxed ‘creative writing’ slot.
Another drawback is frequent interruptions. Frequent interruptions can sabotage your schedule. One way to overcome this problem is to timebox for interruptions. For instance, if emails and messages are a constant interruption, turn off all notifications when you are doing your focused task and only read and reply to messages when you have timeboxed for it. Alternatively, find a less intrusive space.
Eyal talks about using a ‘value-based approach’ to timeboxing. He defines values as attributes of the person you want to become. Simply put, does your calendar reflect your values?
Eyal introduces 3 life domains -You, Relationship, and Work.
For example, a personal value that I have is knowledge acquisition. This would take the form of reading, attending online courses, and listening to audiobooks. I then timebox these activities into my calendar. So, at the end of the day, I get things done but at the same time, I’m guided by my values.
Boundary predators and scope creepers
Beware of boundary predators and scope creepers. Setting boundaries for ourselves and with others is healthy. Boundaries give us clarity on who we are and what we want and define our values. It allows us to focus on what’s important to us as well as protecting us from things or people who are unhealthy or even harmful. (For more on the benefits of setting boundaries, click here https://www.webmd.com/mental-health/setting-boundaries or watch this :
Boundary predators abound. I’m sure you have met them. They are at your workplace. Your immediate superior comes to you late on a Friday evening with an ‘urgent’ task to complete. They are in your home. Your child lazily says, “Mom, can you wash the hamster cage for me, PLEASSSSEEEEEEE? They are your relatives. They visit you unannounced and expect to be entertained over a cup of coffee or tea. They are part of the social group that you attend. “Jenny, can you please drop these off at the post office, type out this letter and buy some hand sanitizer before we meet again?”
Boundary predators take up your time, almost always, unexpectedly. The occasional interruptions are fine, but if it becomes a regular event then it’s high time we think or rethink our boundaries and decide from there, what’s acceptable and what ain’t. If you have been using a value-based timebox approach, you can then analyze these interruptions/predators using your values as your framework. If having relatives over is something that fits into your value system then timebox it.
Use technology to your advantage.
Technology has been advancing at a rapid rate especially in the last decade. Google defines technology as “the application of scientific knowledge for practical purposes”. And don’t we all need technology for practical, everyday purposes?
Technology has introduced convenience through a whole lot of household appliances. Cooking has never been easier and hassle-free with the use of the instant pot and the air fryer for meal preparations. Added to this are your clothes dryer, dishwasher, and the robot vacuum; a working mom’s Christmas wish list. Or something as simple as the self-watering system for the gardener who has to leave home for a couple of days.
If you have some extra money to spare, you might want to prioritize getting some household appliances to help you out. Alternatively, you could also budget for it and work towards that financial goal.
Household appliances help reduce the time that you would otherwise spend in the kitchen or the house in general. Machines replace the work that you would otherwise have to do, freeing you and saving you the energy to work on other things that machinery and automation cannot replace such as spending that one-to-one quality time with your husband and putting your children to bed.
The introduction of the smartphone and tablets and the corresponding applications that come with them have also reduced time on many tasks. Internet banking has become a great convenience to users, replacing the need to make a trip or multiple trips to the bank. Online shopping has also become a real game-changer for many, making window shopping possible and so convenient to do even when you are in your PJs! Many users now also rely on online reviews to reduce the risk and time associated with making a wrong purchase decision.
The use of e-readers, reading apps, and audiobooks has made reading a whole lot easier. Purchasing books is are now so convenient especially with Amazon’s ‘one-click’ ordering method. Audiobooks can also be utilized while doing mundane tasks like household chores and driving. Online education platforms such as Coursera, Udemy, and Skillshare have also made learning a whole lot easier - anywhere and anytime. You could continue on that course you signed up for even when on a holiday.
Multitask.
Some swear by multitasking, while others raise a questioning eye. The jury is still out on this one. But the truth is we multitask every day. For instance, we sing while in the shower, we read while in the toilet and we listen to the news while eating. But there are certain limitations. We cannot solve two math problems at the same time, we can’t listen to two conversations at the same time (oh how I wish I had this superpower!) and we can’t drive and dance at the same time (ok, I admit this last one is a stretch, but you get the point).
I introduce the concept of “multichannel multitasking” in my first blog post (4 Ways to read more). “Multichannel multitasking” is when you pair a focused task with an automatic one. For instance, you pair listening to music with running, you pair listening to an audiobook while driving to and from work or you could pair calf raises with watching your latest Netflix drama. So where possible, find ways where you can multitask.
‘Pegging’ is a related concept, and you may have heard about it. Pegging happens when you are doing an existing task/activity and you ‘peg’ on another activity. In our home, when we have our meals, usually lunch, I’ll ‘peg’ on a chapter of our audiobook. Or when we are driving from place to place, I get the kids to narrate their most recent book or do their recitation for the week. A tip for you: try pegging a mundane, boring task to one that is interesting so that you get all your grounds covered. So if exercise is difficult for you but you know that you need to do it, try pegging it to something fun, like music or news or YouTube. You’ll find it much easier to accomplish.
So, here we are at the end of this newsletter. Time management is a key skill to have in the 21st century whether you are a company director, a fitness trainer, a parent or a student. It’s a skill that can be learned and honed. Start small and keep at it.
Remember, incremental changes have long-lasting effects.
Thats all from me in this first edition of Project ME. Share your thoughts, comments or just about anything in the comments box below. I’d love to hear from you!
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Love,
Anne C