Time management. I must have taken more than 50 courses. Given that background, one would think I’m an expert. Yeah, right.
Let’s start with simple things. I am curious- red, yellow, blue, violet- and every hue in between. I have a desire (compulsion?) to know all things about all things. So, diversions are a necessity, unless I change my ways. Which I’ve tried- over and over and over again, for nigh 6 decades now.
And, therein lies the rub. I am a limited resource. (I can hear you saying, “Thank G0d!”, Wiseguy!) But, so is everyone else. Unless we are Joshua, who held the Sun in its position, we only have 24 hours a day to accomplish so much. Most of us only have 14, since we allot some 8 hours for sleep, and we need to shower, get dressed, eat, and get undressed every day. And, that assumes we have no familial responsibilities (unless you put them on your to-do list…Shame on you…).
So, now, we must admit our first failure. We will NOT do everything. (Repeat that after me…) As such, we must learn to make explicit choices as to what we need to do- which means doing the important things first and often. Which also means we must identify the right things to do- and then do them. Which also means we must stop making our time management choices in a reactive fashion- but deliberately choose what we elect not to do.
Now that we have a ToDo list of things that are important, we need to get them done. Some of us are lucky- we have folks to whom we can delegate things. (You don’t? Check out Leona Martin of APlusAdminServices, Michelle Dale of Virtual Assistant Live or Jennifer Pucket for virtual assistance.)
The first thing we must do is determine what it is we do that lets us waste so much time- and stop doing them. (OK. I really don’t stop doing them, I just schedule them in for no more than 29 minutes in the late morning and the afternoon- with a timer on my computer. This revitalizes me, let’s me “play hookie”, and gets me back on track for the rest of the day.)
Here is a schedule that I generally use. You can make one like this using Excel in a few minutes. Here’s mine for the summer time (after Tax Season and before October). (You can request the Excel sheet from me, so you can easily customize it for your needs.) I post mine on the wall of my offices (yes, I have several), to insure I keep on track. When I am in my primary office, I have it one of my computer monitors.
Remember- we manage our time. We don’t let time manage us.
Ah – You’ve reminded me of something I need to do, but haven’t made the time to do! Ha! Thank you, I want to seize the summer and not let it seize me! Great post, Roy.
Debi Walter recently posted..Life Saver or Life Taker
Loved the humor, Debi!
And, we always have things to do- it’s the time to do them we have to allocate.
Roy
that is really a tough schedule … do you sleep?
my timetable is not that well elaborated than your.s but i have learned to set priorities during the years. usually i have a to-do list on my desk (paper) with columns of important, less important etc to-dos. and i am happy to mark a done item. but i know i can only do one thing at a time … and when working for a customer i usually schedule more time for the project than i usually need, just to deal with the unexpected!
helen recently posted..What do Blog Readers love?
That works well, Helen. My problem with paper lsits is that I never know where they are and I’m always recreating them.
I like having mine on the computer/phone/desktop- and I need a master schedule to preclude me from “overscheduling”.
Roy
I just posted in my morning 5 things that I began making a “to do” list and things are actually getting “ta-done”. Being that I make a living in “creativity” that might seem odd to my fellow artists, I’ve never been a believer that if you work in a creative way you have to wait on some list to guide you. I personally show up for work and drag the inspiration along kicking and screaming. To do otherwise is like waiting until you sweat to lay bricks. That said, it doesn’t keep me from starting a project at random in the middle of the night, but those are special moments that don’t happen all the time. A great bit of advice! Cheers my friend!
I, too, do not believe that creativity works on a list. But, I am positive that setting aside time to refresh, retool, and learn something outside of my primary domains (which, I admit are varied and ranging), helps my brain find connections and sparks that would otherwise be missing.
I also know that if I don’t maintain a list of things that must be done, many will have fallen through the cracks- and there’s no matza to sop them up!
Roy
Roy, thank you so much for the mention in your blog post. Very much appreciated and a lovely surprise!
Michelle.
Michelle Dale recently posted..Just When You Think Things Can’t Get Any Worse… They *Bleeping* Do.
Just keep up your quality services- that’s all it takes to get a recommendation!
Roy
I have my schedule too. But since I work from home it is the schedule that gets changed and dropped when there are problems with someone else’s schedule or when people just drop by. I’m not complaining because I could put a stop to it but I like life to happen to me as well so it is what it is.
Shawn recently posted..Outside Influences In Our Marriages
Ah, Shawn, I know that feeling- and those demands.
It was why, when I was informed [surprise!] that I was to be blessed with an additional child at the age of 40, I knew that a nanny would not be an option, but a necessity. At the time, there were three operating companies all demanding a piece of my time, and I did not (and do not) work weekends, since they were devoted to my children’s needs. Something had to cover those bases and we were blessed with the services of a most fantastic nanny (8 to 5, not 24 X 7), Letitia, who is still a part of my son’s life!
Roy
Time is all we have and there is never enough for everything we could choose to do. I believe that it can’t be managed (similar to your good self Roy) but we can improve our experience of it by learning to savour ours and choose how we spend it wisely. Wise can always be improved too. 😉
Ruth Crone recently posted..How high is your awareness in business?
“Wise” demands continual improvement, Ruth, and, I am in total agreement with your additions to the post. Thanks so much!
Roy
Thanks for this wonderful post, Roy. I love reading your witty blog, especially this post, with the fascinating weekly schedule.
My wife is an EA, too, and especially from January thru mid April, most days around here are like your Wednesdays — “Client AdHoc”, but from start to finish.
Question: From midnight to 3am you’re reading & planning, and then you awaken at 6am. How do you manage? I could never get away with just 3 hours of (very sound, I bet) sleep.
Finally, about time management: What’s your favorite inspiration for organizing and prioritizing your day. Mine is Steven Covey’s books, the “Seven Habits…” and “First Things First”. What do you think of their advice?
Robbie Schlosser recently posted..The Power of Music for Weddings and Parties
Robbie:
Thank you so much for your kind words.
I am lucky (?) that the bulk of our work is for corporations- who don’t all use calendar years for their finances. So, while this time of year is akin to running the 60 yard dash (do they still have those?) in quicksand, it’s not like doing so with a 2 ton bear claw on my ankles…
I generally sleep soundly and immediately. And, if I were to need more sleep (sometimes I am up after 1 1/2 hours, work a bit, and return for another stint), I would not hesitate to do so. I used to use a simple test to insure I was at the top of my game- if the daily crossword puzzle took me more than 10 minutes, I new I was not firing on all cylinders. But, about a year ago, I stopped doing the crossword puzzle so that I could read another journal each day. So, I have no “early warning indicator” right now.
I love Steven Covey’s processes. More Seven Habits than First Things First. And, I used Ascend way back when (which was a great program) and my Outlook is really a version of Plan Plus, which is Covey’s system.
Roy
Hi Roy,
Great post and reminder how important a to do list is. Love your excel sheet, thanks for the idea.
While I do use excel sheets to organize my lists, I also use my trusty Daytimer, which is attached to my hip. This way, I always have it with me and I can make reminders to add things to my excel sheet later.
You are so right, that we can’t do it all. It’s especially hard when one is looking for a JOB while working their biz. Then the time for each is cut in 1/2 a day. It’s important to make sure that to do list is always up to date.
Thanks for sharing,
Cindy
Cindy Murphy recently posted..Baby Boomers Are Finding Career Solutions
Cindy:
I used a Daytimer for decades. Until, the date the first electronic calendar system was available- and have been using a “big tablet” until the Palm arrived about 6 years later.
That’s how I hopefully stay on top of things. (I admit, sometimes I am smothered by the elephant…)
Roy
My time management skills are hurting these days. I feel like I write lists all day long on pieces of paper or apps on my phone with a faint hope some of the most important things get tackled. Thanks for reminding me that I need to get control of my life and stop letting time managing me!
JRT recently posted..What type of traveler are you?
Johanna…
You are not alone. As a matter of fact, I would venture to say that you are among throngs. We all lapse into time traps.
And, one list beats many! Otherwise, we need lists to track down the other lists…
Roy
Roy, time ain’t on my side either. I have two lists and an XL sheet where I mark a task when it’s done for the day. I don’t stick to schedules too much. I just do whatever comes first to mind. Sometimes I even have several things going at once and then I ask myself, “Self, what were you going to do?” I usually don’t get a reasonable answer. As for virtual assistance, I can’t afford any. I admire you for being so focused. You are my hero.
Ann recently posted..Learning to Link In
So, let me ask this query, Ann..
If you decide what you want to do whenever, what are the purposes of the three lists? And, tracking them? Is it that you have a list of things to do- and decide which ones on the list to do first- or just as long as you know what’s needed, you do what you want and then deal with the chips falling down later?
Regarding virtual assistance, if you get done things you don’t get done now, that are paying projects- or that let you complete your paying projects faster, better, or cheaper- are you SURE you can’t afford any? After all, you now are making more money…
Roy
Lots of “green” time on that calendar, Roy… sure it’s not for something else? 🙂
It’s always time to grow the green (except for Friday nights to Saturday nights in my book…), PeggyLee!
Thanks for the comment!
Roy
Yes, time management is so important! And prioritizing. Sounds like time to make a “bucket list”.
Carolina HeartStrings recently posted..CAROLINA ROOTS AND THE HUNGER GAMES
And, let’s make sure, Alessa, that the bucket list gets completed- another management of time issue.
Roy
One of my most favorite things to do (and wonderful skills) is helping people to become masters of their time. There’s a great testimonial on my home page from one of my clients on this. The thing is, no system works best for everyone. It requires some discovery to find out what works best for you and then help you determine why you aren’t sticking to it.
Nicole Bandes recently posted..Taking a Little Detour
Absolutely correct, Nicole! Thanks for bringing that point out!
The trick to managing our time is a personal method that works for us.
Roy
So true Roy. We can’t do it all. Time management is a huge aspect of every business that is so important. I am guilty at times thinking I can do it all! But because I also know how wonderful it is to have ‘team’, I utilize and outsource virtual help for most of my projects.
Lynn Brown recently posted..What Comes First – Passion or Purpose
That’s a great approach, Lynn. When our business is just starting up, and we are only busy an hour or two a day, then we can feel that doing it all is possible. Once you have client, customer, or production demands exceeding 6 hours a day, it becomes much more difficult to do it all.
Ah, yes…living your to do list or living your life…sometimes a question that comes up in my work with clients. I, too, have experimented with many different processes. I’ve found working in time blocks helps especially when I’m writing. Prioritizing and also dividing tasks into short, mid and long term goals also helps so I’m not only working on immediate needs such as building current clients but also spending some time each week moving medium and longer term, larger projects forward. Each person must find what works for them but consciously choosing our schedule instead of being run by it is such an important step in taking the reins.
Tambre Leighn/coaching by tambre recently posted..Suffering in Silence
Tambre, that has been my issue as well. It’s why I block out my time AND have a to do list. When I begin to see that to do list expanding in demands beyond the time blocks, I know it’s time to reprioritize, delegate, or notify a client that there simply is not going to be done to address the issue in the foreseeable future. (One of my favorite cartoons- ignorance on your part doth not an emergency on my part make… I am willing to help, to improve, and to, occasionally, take over efforts- but not to my overall detriment.)
Thanks for your great conundrum offer…It is why we sometimes allow time to manage us…
Roy
I enjoyed reading this post and viewing your schedule, Roy. I agree that time is not on our side when it comes to keeping up a rigorous schedule like this. There will come a time when you choose to spend more time relaxing, reflecting…maybe even watching TV (horrors!).
What makes your heart leap with joy? My very favorite thing to do is to go on long walks with my dogs. Some people might think I am wasting my time, but being out in the fresh air with those animals is the highlight of my day.
Janette Fuller recently posted..Little Women Handmade Greeting Card
Janette:
That’s what Shabat and holidays provide (unless and until I deign to retire).
Regarding your question- my children, my friends, and my new processes and products all bring me wonderment…
Roy
When I have some free time, I’m going to make a sign that includes the last sentence in this post. It’s SO true…we need to be the ones who manage time, not vice versa. Every day seems to fly by so quickly, but that doesn’t mean we can’t make the most of time each day. I’m addicted to my to-do list, but it keeps me focused while I work. At the end of the day, though, I put away my laptop and spend the evening with my family. Thanks for the reminder about who’s in charge…us.
Lisa Kanarek recently posted..Bare Essentials: Bins and Pins
Lisa:
I am honored you liked that line.
And, yes, we keep forgetting that we have only ourselves to blame and only ourselves to lead!
Thanks for the comments.
Roy
Well, another myth shattered. All this time I was convinced you did not sleep, Roy. How else could you read and write so much? 😉
Cathy Miller recently posted..Your Best Bang For Your Buck Marketing Collateral
I sleep, Cathy, and I can even sleep more if subjected to boring speech…
Thanks for visiting and commenting.
Roy
Love your schedule Roy – like the dinner with Sue. It is important to have routine and get tasks done on time and on budget.
One of my mentors taught me the 4 Ds of Time management and I use them regularly – Drop it, Delay it, Delegate it, Just Do it NOW!
Love the word wonderment!!!!!
Roberta Budvietas recently posted..Your Reputation and Your Belief
Love those D’s. Hopefully, I will remember them, Roberta…
Roy