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Time Management

Is a task worth doing worth doing poorly? [Two-Minute Mentor #4]

December 4, 2012 By Nagesh Belludi Leave a Comment

You’ve likely encountered career books or motivational speakers who urge you to work hard and give ‘it’ everything you can. While throwing yourself into work on every project and shooting for perfection is admirable, there are several downsides. Before long, you may find yourself forfeiting time with family, friends, or on hobbies as you feel increasingly pressed for time.

In actuality, you don’t have to give 110% or even 100% to everything you do.

Successful people are very selective about when they push themselves to the max—they do so only when the stakes are big enough and when it’s entirely justified.

Not everything you produce has to be perfect. Many of the results that matter can be less imperfect than allowable, but relevant enough.

Imperfection is often a satisfactory outcome. A 110% effort might not move you any closer to your goals than an 80% or a 90% effort.

Your time, energy, and other resources are in short supply. Constantly weigh your efforts against the expected benefits. Consider output-to-input efficiency. Be aware of the point of diminishing returns and don’t contribute more effort than is necessary. Make prudent compromises between reasonable effort and perfection.

Wondering what to read next?

  1. More from Less // Book Summary of Richard Koch’s ’80/20 Principle’
  2. Did School Turn You Into a Procrastinator?
  3. What Type of Perfectionist Are You?
  4. Do You Have an Unhealthy Obsession with Excellence?
  5. The Simple Life, The Good Life // Book Summary of Greg McKeown’s ‘Essentialism’

Filed Under: Sharpening Your Skills Tagged With: Getting Things Done, Goals, Perfectionism, Time Management

10 Smart Things You Can Do in 10 Minutes

July 8, 2010 By Nagesh Belludi 1 Comment


1. Clear the clutter

Disorder and clutter are the primary sources of the feeling of not being on “top of things.” Messy workspaces can quickly get out of hand and drag you down. Conquer clutter by processing each paper or object at your desk by asking, “Why is this here?” Consider throwing things away; ask, “What is the worst that could happen if I dispose of this?” Organize, simplify, and setup an environment that works for you.

2. Stretch at your desk or brisk walk

Interrupt your deskbound lifestyle by practicing a few exercises right at your desk, walking up a few flights by stairs, or brisk walking around your office block. Simple workouts can revive your energy, prevent afternoon slumps, help you think more clearly, and help control anxiety.

3. Get caught-up on your email and remain caught-up

Given the pervasiveness of email in our lives, regulating email, remaining responsive and productive about email are critical soft-skills for any knowledge worker. Empty your inbox everyday by using following productivity guru Merlin Mann’s ‘Process to Zero’ and ‘Inbox Zero’ techniques. Systematize your email habits by deleting, archiving, responding or delegating every email in your inbox.

4. Embark on a “10-Minute Dash” to conquer procrastination

Not finishing what you have started can be a source of stress and anxiety. Pick a task that you have been putting off, turn on your favorite music, sip your favorite beverage, and work on that task for just ten minutes without any interruption. You will probably find that the seemingly difficult task gets easier once you start working on it. This “10-minute dash” technique can build momentum, get you into the “flow,” and motivate you to work and complete the task.

5. Write a “thank-you” note

In today’s fast-paced world, it is easy to forget to repay kindness with gratitude. Thank-you notes not only help people feel appreciated for things they do to for you, but can also motivate them to do more for you in the future (this secondary reason should not be the key motivation for your attitude of gratitude.) When writing a thank-you note, mention what the other person did for you, how it was relevant, and how much you appreciate their help.

6. Tend to your network

Tending to your professional and social network is not as time-consuming as you might expect. Invest ten minutes each day to email or ring a friend or two, perhaps even to say a quick hello. Cultivate and maintain a strong network. Remember people’s birthdays and anniversaries and reach out to them on their special days. Avoid contacting people only when you need something from them.

7. Update your résumé or your list of achievements

Most professionals tend to procrastinate on keeping their résumés updated. Do not expect to pull your résumé together when you need one and expect it to work efficiently. Spend ten minutes updating your résumé by adding details from your latest projects and assignments. Try to review each section and question yourself, “Is this section relevant? Is there anything more worthwhile that I could replace this section with?” Keeping your résumé updated can reduce the anxiety of preparing an impressive résumé at short notice.

8. Walk the floor, talk to your customers, and seek their ideas

Companies and leaders who excel at customer service talk to customers on a regular basis and follow-up scrupulously. Simply walk the floor for ten minutes or pick-up the phone and talk to a customer or two. Ask customers how your product or service has been of value to them, seek to understand their needs, run your ideas past them, and incorporate their views to design/improve your product or service. Going the extra mile to reach out to a customer can have a big impact on customer loyalty.

9. Look for easy ways to simplify your life

Differentiate between activity and achievement. Rather than finding ways to squeeze more activities into your life, find ways to leave out some things. Focus on things that actually need to be done and eliminate anything that does not fit your immediate priorities. Ask for help, delegate, and lower your standards. Plan for the next day or the week ahead and prepare to-do lists to get things off your mind.

10. Take a break and chill out

When you feel overwhelmed, take ten minutes to rest, relax, and clear your mind. Meditate, listen to music, catch up on news or sports, play with your pet, take a short map, look out of the window, or do something else that can benefit you the most. Stepping out of the moment of busyness can lower your blood pressure, slow down your breathing and heart rate, and bring about psychological changes that can reduce the harmful effects of stress and worry.

Bonus: Put your own needs first

When you are overwhelmed with the demands on your time at work and at home, try to examine if you tend to succumb instinctively to the pressure and put others needs ahead of your own. While it is virtuous to be selfless and attend to the needs of others, devoting too much of your own time to others can become an impediment to your own happiness. Consider constructing boundaries on your time and try to think of at least one activity you can stop, or one task that you cancel at once. Do not become a victim of your own generosity. Taking care of your own needs first is not about being selfish; it is rather about being fair to yourself. Exercise your right to protect your own time and interests.

Wondering what to read next?

  1. Learn to Cope When You’re Stressed
  2. A Quick Way to De-stress: The “Four Corners Breathing” Exercise
  3. Understand What’s Stressing You Out
  4. When Work is Home and Home is Work
  5. Great Jobs are Overwhelming, and Not Everybody Wants Them

Filed Under: Health and Well-being, Living the Good Life Tagged With: Time Management

7 Easy Ways to Get More Done in Less Time

October 30, 2009 By Nagesh Belludi Leave a Comment

  1. Divide and conquer. Break up large projects into smaller tasks. If you think a task will take less than five minutes, get it done right away. If you can reply to an email in less than two minutes, reply immediately and file or delete the incoming email.
  2. Fight procrastination. One of the easiest ways to fight procrastination is to focus on starting your task. Commit to your task for just ten minutes. Avoid distractions and interruptions and continue to work for just ten minutes. By the end of the ten minutes, you probably get absorbed in the tasks, build momentum and can choose to continue working towards completion.
  3. Put things in their place. Designate a place at your home and office for everything—your keys, wallet, watch, clothes, electronic gadgets and all personal effects. Always put each item in its proper place. Being orderly prevents you from anxiously searching for these belongings the next time you want to use them.
  4. Create checklists for all tasks. Consider preparing checklists for everything from cleaning the home to packing for travel. Checklists help you remember everything critical and thus reduce the persistent worry of forgetting something important.
  5. Start planning your day on the prior day. Before you leave office or before you go to bed, plan the next day and prepare a ‘To Do’ list. Check your calendar for meetings, deadlines and commitments. In addition, put out everything you need the night before. Planning ahead not only helps you start the next day with purpose, but also gets things off your mind. You can thus enjoy your time away or sleep better.
  6. Pick up after yourself and clean your home and workspace. From time to time, glance through all areas of your home and office for things that are out of place. Tidy up before the clutter gets out of hand. Use the wastebasket liberally. Realize that mess leads to stress.
  7. Maintain a ‘On-The-Go’ folder. When you receive your copy of a subscription magazine, tear out all the articles that interest you and dispose of the rest of the magazine. Maintain an “on-the-go” folder and file such articles. Take this folder wherever you go and read these articles during transition times—when you wait for a doctor’s appointment or when your flight is delayed at an airport. Review this folder frequently and toss out everything that is older than six months.

Wondering what to read next?

  1. Make a Habit of Stepping Back from Work
  2. Compartmentalize and Get More Done
  3. How to … Nap at Work without Sleeping
  4. If Mindfulness Meditation Isn’t for You, Try This Focusing Exercise
  5. Zen in a Minute: Centering with Micro-Meditations

Filed Under: Health and Well-being, Sharpening Your Skills Tagged With: Time Management

How to Create More Time

May 23, 2009 By Nagesh Belludi 1 Comment

Blogger Carla Kay White reflects on how she “found time” by transforming her mindset about being overwhelmed.

… it occurred to me that I’m feeling overwhelmed because that’s precisely the message I’m putting out in the world. I repeat it all day long in different forms “I have no time…” or “I wish I could, but I’m busy…” or “gotta rush…”

But what would happen if I simply told myself, “I have all the time in the world”?

I repeated this to myself anytime I felt rushed. Someone stopped me to chat, I had time. Working late, no problem. Caught behind a slow driver, I chilled and enjoyed the view. In the end it actually worked. I created time.

By sending out a new message “I have time” I’m relaxing, finding a new rhythm and living in the moment. I’m focusing on one thing at a time instead of ten different things. As a result, I get more accomplished, do a better job, and truly do have more time.

So if you constantly feel overwhelmed, ask yourself—are you really? Or is it just a conditional thought that you repeated so often to yourself, you believe it and live it? Just maybe you too can magically create time through your thoughts.

How to Create More Time

The feeling of being overwhelmed is primarily a lack of sense of priority over what we need to do. Follow my three-step process for better time management.

  • Time Logging: Follow this simple exercise to develop an idea of how you spend time currently.
  • Time Analysis: Tally up your time logs, analyze how you actually use your time, and recognize non-productive tasks and activities.
  • Time Budgeting: Follow this simple process to list your life’s values and priorities. Then, create a time budget to help you center your actions on the truly important aspects of your life and career.

Wondering what to read next?

  1. Make Time to Do it
  2. [Time Management #2] Time Logging: Log Where Your Time Actually Goes
  3. Plan Tomorrow, Plus Two
  4. Your To-Do List Isn’t a Wish List: Add to It Selectively
  5. Busyness is a Lack of Priorities

Filed Under: Sharpening Your Skills Tagged With: Mindfulness, Time Management

Seek Hideouts for Interruption-Free Work

April 14, 2009 By Nagesh Belludi Leave a Comment

The High Cost of Interruptions

Studies suggest that,

  • on average, workers are interrupted once every ten and a half minutes,
  • once interrupted, it takes a worker 23 minutes on average to get back to the task he/she was working on, and,
  • workers can lose up to 28% of their workday handling unnecessary interruptions.

Interruptions derail your train of thought. Thereafter, getting back to what you were doing can be difficult. If you are sitting at your desk at work or home, the odds of being able to focus on a task and work uninterrupted are zero. Too, interruptions abound when working from (or at) home around kids, pets, or others.

Seek Remote / Undisturbed Locations for Work

Richard Nixon, former President of the United States, used the following technique to isolate himself when he wanted to focus on important work.

Richard Nixon was extremely efficient as a time manager. One of his techniques involved the use of a small private office in the Executive Office Building across the street from the White House. Armed with several yellow legal pads, Nixon would walk over to the office to work alone. His aides were under orders not to interrupt him except in the case of an emergency.

To minimize the impact of interruptions on your work, seek a hideout. Find a place where people are not likely to bother you: a vacant conference room, a desk in another office location, or, the study area at your local library. Consider coming in to work before others or work on a weekend morning. Disconnect yourself by turning off cell phones and the internet. Focus to get more things done.

Wondering what to read next?

  1. How to Leave Work at Work
  2. How to … Tame Your Calendar Before It Tames You
  3. The Never-Ending Office vs. Remote Work Debate
  4. Seven Habits to Beat Monday Morning Blues
  5. Your To-Do List Isn’t a Wish List: Add to It Selectively

Filed Under: Sharpening Your Skills Tagged With: Time Management, Workplace

Save Time by Meeting in Others’ Offices [Effective Meetings]

April 12, 2009 By Nagesh Belludi Leave a Comment

Henry Ford Saved Time by Meeting Others in Their Offices

Here is a productivity technique practiced by Henry Ford, founder of the Ford Motor Company and automobile engineering pioneer.

One of his executives noticed that Ford almost always conferred with his managers in their offices instead of his own. Since, as the owner of the company, Ford could easily command them to come to him, the executive was curious about the reason for this practice. “I go to them to save time,” explained Ford. “I’ve found,” he said “that I can leave the other fellow’s office a lot quicker than I can get him to leave mine.”

Takeaway: If you tend to struggle to control the amount of time you spend in attending meetings and handling unwanted interruptions, offer to meet others in their offices. This technique discourages drop-ins and gives you a better handle on your participation: you could leave easily when you are contributing to the meeting.

Wondering what to read next?

  1. How to Stop “Standing” Meetings from Clogging Up Your Time
  2. Don’t Let the Latecomers Ruin Your Meeting
  3. A Great Email Time-Saver
  4. At the End of Every Meeting, Grade It
  5. Micro-Meetings Can Be Very Effective

Filed Under: Effective Communication, Managing People Tagged With: Meetings, Time Management

[Time Management #4] Budgeting Your Time by Your Priorities

October 23, 2008 By Nagesh Belludi 2 Comments

Preamble

This article is the final article in a series of four articles that presents the basics of diagnosing how you tend to spend your time and how you can develop the discipline of spending your time on what really matters to you. Here is a synopsis of the preceding three articles.

  1. The first article established that effective time management is truly not about managing time as such; rather, it is about managing priorities. See full article here.
  2. The second article outlined a simple exercise to help you track how you use your hours and minutes during a suitably long period of time, ideally a whole week. See full article here.
  3. Yesterday’s article described three steps to tally up your time logs, analyze how you actually use your time, and recognize non-productive tasks and activities. See full article here.

Today’s closing article details a simple process to list your life’s values and priorities and create a time budget to help you center your actions on the truly important aspects of your life and career.

Define Your Values and Priorities

A great deal of anxiety and stress in your life is largely from doing things that are inconsistent with what you believe and what you know you should be doing. Your lack of control over your time stems from doing things that are incoherent with your core values and priorities in life and career.

Matching your actions to the truly important aspects of your life will help you be more focused, more disciplined and more effective. With this objective, spend about 15 minutes to reflect on your life and career, clarify your short- and long-term goals and discover your overriding priorities.

Identify Your Priorities in Life

  1. With the help of your spouse or significant other, catalog the core values that you hold dear—the guiding principles of your life. Include personal characteristics, traits and achievements you desire to realize in the short-term and the long-term. Your list many include family, career success, well-being and happiness, prestige, wealth, sense of community or anything else that you feel is important.
  2. Rank your values and goals. Sort your list in order of their importance to you. Begin with most important value or goal and end with the least important. Judge between conflicting values to help you commit to ideas and activities that are truly important. Condense your list to 7 to 10 priorities.
  3. Rewrite your priorities in terms of actions and achievements that would satisfy each priority or the associated value. Consider the following example.

Example 1: Top Three Priorities of Linda, a Housewife

The previous article on time analysis featured Linda, a housewife who works part-time. Consider this list of her top three priorities in life.

  1. Husband and daughter. “Love and care for my husband. Support his career and goals. Nurture our daughter and give her the best upbringing.”
  2. Family and friends. “Provide for my aging parents. Support my entrepreneur-brother. Spend more time with dear friends.”
  3. Part-time work. “Learn and contribute in my profession as an accountant. Supplement family income.”

Identify Your Priorities at Work

Your desire to be productive at work should begin with understanding your most important tasks in terms of what your role demands of you.

  1. Collect your job description, your boss’s and your employees’ job descriptions, your organization’s objectives, any metrics that you report on a regular basis, your recent performance reviews, and your documented career plan. Review these documents.
  2. List and rank your priorities. What does your role require of you? What goals have your boss and your organization set for you? What are your key projects and initiatives? How your organizational objectives direct impact your own work? Do not list any more than three major priorities (priorities that require 25% of your time or more) and two minor, comparatively less-significant priorities.

Example 2: Top Priorities of Kumar, a Middle-Level Manager

The previous article on time analysis featured Kumar, a middle-level manager at an aerospace company. Kumar aspires to reorganize his time, adopt productive means to get his work completed by working no more than 45-48 hours per week. Consider the following list of his projects, in order.

  1. Project A
  2. Project B
  3. Coaching and developing team members
  4. Initiative M
  5. Project C

Realize How Your Current Actions and Priorities are Incoherent

The root of the feeling of being under constant time pressure is the disparity between your actions and priorities. You tend to take advantage of almost every opportunity that comes your way, irrespective of the significance of these opportunities in relation to your core values.

Compare your time log and time analysis report with your list of priorities and decide objectively how much time each of your activities was worth to you in contrast to the time you actually spent on it. You may realize that, perhaps, 80% – 90% of your time is wasted in non-effective activities.

As you review your time analysis report, think about everything that you do that should not be done at all or should not be done by you and recognize all the non-productive, wasteful activities. You will realize that you have been spending time instead of investing time in what really matters.

Resolve to eliminate all activities and commitments that are not aligned to your priorities. For example, Linda—the housewife referred above—spent six hours each week volunteering on the curriculum committee at her daughter’s school “just to be involved.” She realized the lack of value in spending six hours every week on an activity she did not contribute much and decided to withdraw from the committee. Kumar, the middle-level manager, spent way too much time attending meetings. He decided to attend only the most important meetings where his presence was truly required, participated via telephone wherever possible and spared 10 hours on his weekly calendar.

Prepare a Time Budget to Schedule Your Priorities

A time budget helps you decide how your hours should be used given the priorities you have identified for yourself. This is the first step in exercising more control over your time and your life. Preparing a time budget could be as simple as deciding how many hours you would devote to each of your priorities, or could be as complex as setting up your weekly calendar to reflect your priorities.

  1. Beginning with your top priority, setup appointments in your calendar and block-off as many hours of the week that are necessary for your priorities. If your most important priority in life is family (it should be,) first allot time for all the activities you desire to do or share your family—set aside time to coach your kids in basketball, set aside time to help your spouse with chores around the home, etc. At work, schedule time to work on your most important projects and initiatives.
  2. Locate your most important tasks hours when you tend to be most efficient. For example, if you tend to work best in the mornings, schedule your most important projects for the mornings.
  3. Schedule time for your minor projects and lower priorities around your major projects and higher priorities. Decide on the right time to do email, run errands, conduct regular staff meetings, etc.

Your time budget should essentially serve as a guide for how you will spend your time. As with a financial budget, you may not necessarily comply with your time budget. Nevertheless, it is important to prepare a time budget to help you direct how you should spend your time.

Your time budget will help you decide how you can live your priorities. You will realize that by complying with your time budget, your use of your personal time improves dramatically; you are able to focus and reduce anxiety.

Example 1: Time Budget for Linda, the Housewife

Linda prepared the following time budget to help her comply with her stated priorities in life. She eliminated or reduced activities that did not directly contribute to her priorities or were not as productive. For example, she

  • ‘found’ six hours by quitting from the curriculum committee at her daughter’s school
  • saved four hours by seeking her husband’s help to clean her home and hiring a landscaping service to tend to her yard.
  • reduced her time watching TV and on the internet.
  • ‘discovered’ more time for her family and friends, exercise and well-being.

Time budget example: mother with part-time work

Example 2: Time Budget for Kumar, the Middle-Level Manager

Kumar, who previously could not “get it all done” in over 65 hours each week at work, reorganized his calendar around his most important projects and prepared the following budget for 45-48 hours of productive work per week.

Time budget example: middle-level manager

Wrap-up: Managing Priorities (and Time) Effectively

This series of articles on the basics of time management described a simple and effective process of logging and analyzing how you use your time, and budgeting your time around your priorities. This process reveals time wastefulness and provides a structure to help you focus on your chosen priorities.

Your personal and professional values and priorities change often based on your progress in life and career. Plan to perform a detailed time analysis regularly—ideally once every six months,—monitor your time, review your priorities and adjust your time budget. Keep your focus on achieving the top priorities.

In sum, time management is, simply, an orderly discipline of controlling how you spend your most valuable resource. The singular purpose of this quest is to regulate the pace of life, reduce unwarranted stress, organize your actions and responsibilities according to the main values and priorities in your life, and realize a meaningful, purpose-driven life.

Wondering what to read next?

  1. To be More Productive, Try Doing Less
  2. Don’t Let the Latecomers Ruin Your Meeting
  3. Don’t Ruminate Endlessly
  4. This Question Can Change Your Life
  5. Ask This One Question Every Morning to Find Your Focus

Filed Under: Sharpening Your Skills Tagged With: Discipline, Life Plan, Time Management

[Time Management #3] Analyzing How You Currently Use Your Time

October 22, 2008 By Nagesh Belludi Leave a Comment

Preamble

This article is the third in a series of four articles that presents the basics of diagnosing how you tend to spend your time and how you can develop the discipline of spending your time on what really matters to you.

  1. The first article established that effective time management is truly not about managing time as such; rather, it is about managing priorities. See full article here.
  2. Yesterday’s article outlined a simple exercise to help you track how you use your hours and minutes during a suitably long period of time, ideally a whole week. See full article here. Here is what your log should look like.

Log where time actually goes---Time Log Example

This article describes three simple steps to tally up your time logs, analyze how you actually use your time, and recognize non-productive tasks and activities.

Step 1: Tally up Time-Use by Purpose or Project

Following an entire week of logging your time in 10- or 15-minute intervals, spend an hour at the end of the week to compile your logs.

The third column in your time log chart had identified the purpose and project of each 10- or 15-minute interval. Consolidate these projects and purposes into meaningful categories, ideally 10-15 categories. Review each day’s time log chart and add the time spent in each category, calculate percent of total time, and tabulate the results as illustrated in the following two examples.

Example 1: Time Analysis for Linda, a Housewife & Part-time Worker

Below is the time analysis for an entire week (168 hours) for Linda, a housewife who works part-time as an accountant at a law firm. Linda feels that she does not spend enough time with her friends and family.

Time Analysis Example---Mother, Part-time Worker

Example 2: Time Analysis for Kumar, a Middle-Level Manager

Kumar, a middle-level manager at an aerospace company, feels he spends too much time at work and yet cannot “get it all done.” Below is the time analysis of his work week (67 hours.) Kumar aspires to reorganize his time, adopt productive means to get his work completed by working no more than 45-48 hours per week.

Time Analysis Example---Middle-Level Manager

Step 2: Examine Wastefulness

As you tally your time by categories, ascertain the time you spent unproductively. Understand all your non-productive, wasteful activities. Identify,

  1. Time spent doing things that do not directly contribute to your short- and long-term goals and, hence, should not be done at all.
  2. Time spent on activities that need a lot of work, but have very little return in comparison to other necessities. These are activities that may not make any difference if you eliminate them.
  3. Time spent doing others’ work—time spent doing things that could have been and should be done by someone else. For instance, the 1.5 hours that Kumar spent on booking tickets and accommodation for an upcoming trip could have been done by an administrative assistant.
  4. Time wasted in transitions—for instance, time wasted when waiting for an appointment with your dentist, time wasted for a meeting to start, time lost due to a computer crash.
  5. Time spent doing things that you could more productively by using the right tools, learning a new skill, changing a process (developing a standard system,) seeking somebody’s help, or using a new software program.
  6. Time wasted from being disorganized. Time wasted in figuring out what to work on, or time wasted by not collecting all the resources when they could have been collected earlier, for instance.
  7. Time spent handling interruptions and distractions, such as when colleagues stop-by your desk to discuss their weekends.
  8. Time spent fighting fires caused by your earlier inaction or careless work. And, time spent doing things that could have been avoided had you taken the appropriate actions earlier.
  9. Time spent doing things that were probably better suited for other parts of the day. For example, checking email first thing in the mornings when you, like the majority of people, tend to be most efficient.

After taking into account time wasted, the remainder of time on your time logs should be time actually spent doing something useful or meaningful at the right time—as defined by your priorities in life or your role in your organization. Contemplate habits you can develop to avoid wasting time. (Future blog articles will discuss such habits in detail.)

Step 3: Investigate Time Demands to Seek Better Habits

“Many executives know all about these unproductive and unnecessary time demands; yet they are afraid to prune them. They are afraid to cut out something important by mistake. But this mistake, if made, can be speedily corrected. If one prunes too harshly, one usually finds out fast enough.”
-Peter Drucker in ‘The Effective Executive’

For each task in your time log, ask the following three themes of questions to assess the nature of everything you spend time on.

  • Theme 1: Questions to examine the necessity. Ask, “Should I do this at all? Does this relate to my priorities? Does this help me achieve my goals or my organization’s objectives?”
  • Theme 2: Questions to examine the ownership. Ask, “Is this required of me? Am I the right person to do this? Do I have the right tools to do this? Can I delegate? Can I seek help?”
  • Theme 3: Questions to examine the prioritization. Ask, “Can I spend less time on this? Should I do this during the part of the day when I can focus/concentrate better? Can I do this during some other part of the day or week?”

Concluding Thoughts

Asking the above questions helps you identify the nature of your activities and prepares you to discover to spend a significant portion of your time more effectively.

Tomorrow’s article will help you reflect on your life and career and catalog the principal values that you hold dear. These values define your priorities—what is really important to you in the context of your professional and personal life. You can then prepare a ‘Time Budget’ which prescribes how you should spend your time on things that are congruent with your priorities in life or at work.

Wondering what to read next?

  1. Seven Habits to Beat Monday Morning Blues
  2. [Time Management #2] Time Logging: Log Where Your Time Actually Goes
  3. How to Clear Your Mental Horizon
  4. Your To-Do List Isn’t a Wish List: Add to It Selectively
  5. Busyness is a Lack of Priorities

Filed Under: Sharpening Your Skills Tagged With: Time Management

[Time Management #2] Time Logging: Log Where Your Time Actually Goes

October 21, 2008 By Nagesh Belludi 11 Comments

Preamble

This article is the second in a series of four articles that presents the basics of diagnosing how you tend to spend your time and how you can develop the discipline of spending your time on what really matters to you. Yesterday’s article established that effective time management is truly not about managing time as such; rather, it is about managing priorities. See full article here.

Log How You Spend Your Time

“Effective executives, in my observation, do not start with their tasks. They start with their time. And they do not start out with planning. They start by finding out where their time actually goes.”
—Peter Drucker in ‘The Effective Executive’

Before you begin managing your time effectively, you need to develop an idea of how you spend time currently.

Below is a simple exercise to help you track how you use your hours and minutes during a suitably long period of time, ideally a whole week. If you follow a specific routine everyday, you may be able to approximate your time analysis by doing this exercise for a couple of weekdays and a Saturday or a Sunday. Alternatively, you may choose to do this only during your time at work. Again, more data leads to a more comprehensive analysis; hence, try to log an entire week.

Log where time actually goes---Time Log Template

  1. Create a simple chart that consists of four columns as in the above illustration. Column 1 contains labels for time intervals, in 10- or 15-minute increments. Column 2 records your activity. Column 3 identifies the project or purpose that activity served. Column 4 rates the effectiveness of time spent. Itemizing all these details is the key to identifying time wasted and time effectively used.
  2. Make as many photocopies of this chart as required for a whole week.
  3. Carry your time log charts around with you wherever you go. Record every activity—significant or insignificant, large or small—during the entire week. Include time spent at your morning ablutions, travel time, time spent chitchatting around the water cooler, time spent helping your daughter with homework, telephone time, time spent on the internet—your sleeping time too.

Time Log Forms

Here are two PDF forms you could download and use:

  • A time log form for a full day (24 hours) in 10-minute intervals
  • A time log form for a work day (11 hours) in 15-minute intervals

You need not necessarily stop every 10th or 15th minute to record your activity. You can fill up the relevant rows once every hour or so. If you spend two hours on an airplane, you can mark 12 rows (of 10 minutes each) with a single comment. You need not be very precise: if you spend 7 minutes on the phone with a customer, you can record spending an entire 10 minutes.

Here is what your log should look like.

Log where time actually goes---Time Log Example

Benefits of Time Logging

The immediate benefit of time logging is that it induces a sense of significance of your time. It compels you into the right mindset to consider habits you need to develop, avoid or change and start using your hours and minutes more effectively.

The more significant advantage is that your time logs will serve as a foundation for structuring your time according to your priorities and thus enable effective time management.

Tomorrow’s article will focus on time-analysis to help you review results from your time logs and prepare you for budgeting time according to your priorities.

Wondering what to read next?

  1. Make Time to Do it
  2. How to Clear Your Mental Horizon
  3. Plan Tomorrow, Plus Two
  4. Your To-Do List Isn’t a Wish List: Add to It Selectively
  5. Busyness is a Lack of Priorities

Filed Under: Sharpening Your Skills Tagged With: Mindfulness, Peter Drucker, Time Management

[Time Management #1] The Basis for Managing Your Time Effectively

October 20, 2008 By Nagesh Belludi 2 Comments

Preamble

“Time is totally perishable and cannot be stored. Yesterday’s time is gone forever and will never come back. Time is, therefore, always in exceedingly short supply. … Time is totally irreplaceable.”
-Peter Drucker in ‘The Effective Executive’

This article is the first in a series of four articles that presents the basics of diagnosing how you tend to spend your time and how you can develop the discipline of spending your time on what really matters to you.

The Basis for Managing Your Time

Life is all about values and the priorities you assign to these values. Life entails continually managing these priorities. Effective time management, therefore, necessitates figuring out your short-term and long-term priorities and appropriating your time according to these priorities.

Consider two examples from work.

  • Imagine that you lead projects A and B for your company. Say, using some metrics, you establish a 60:40 relative priority between these two projects. Clearly, this ratio should influence how you allot your time to projects A and B.
  • Suppose that client M generates $100M in revenue to your organization and client N generates just $2M in revenue. No matter how hard N pushes you to serve her, your priorities compel you to spend significantly higher resources serving M. It follows that your priorities will change if client N has the potential to grow to $40M in two years—you will then reorganize your resources accordingly.

Concluding Thoughts

In effect, effective time management is truly not about managing time as such; rather, it is about managing priorities. It is the discipline of focussing on the essentials and eliminating the non-essentials.

Before you begin to manage your time, you need to develop an idea of how you spend time currently. Tomorrow’s article will outline a simple technique for ‘time logging.’

Wondering what to read next?

  1. How to Help an Employee Who Has Too Many Loops Open at Once
  2. Is a task worth doing worth doing poorly? [Two-Minute Mentor #4]
  3. Begin With the Least Urgent Task
  4. Deep Work Mode: How to Achieve Profound Focus
  5. Always Demand Deadlines: We Perform Better Under Constraints

Filed Under: Sharpening Your Skills Tagged With: Time Management

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About: Nagesh Belludi [hire] is a St. Petersburg, Florida-based freethinker, investor, and leadership coach. He specializes in helping executives and companies ensure that the overall quality of their decision-making benefits isn’t compromised by a lack of a big-picture understanding.

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