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Time Management Tips: Work Smart, Play More

Time is the only commodity that money cannot buy. No matter how organized you are, you can only utilize twenty-four hours a day.

We must manage ourselves and maximize what we can do with the time we have. Let us appreciate how precious time is. Afterwards, let us move on to the next time management tip.

#1: CREATE A TIME INVENTORY

Track your daily activities to get an accurate picture of how much time you spend on various tasks. Creating a time inventory will help you know which activities you should cut down on. This is the first step to effective time management.

You see, many of us are timewasters. We spend too much time reading emails, posting on social media, browsing the web, messaging our friends, and making personal calls. Do your best to spend your time on more productive activities.

#2: SET ACHIEVABLE GOALS

If you have a pile of tasks on your desk, no amount of time management will help you accomplish it all. This is where prioritizing comes in. Use the four Ds of time management: Do, Defer, Delegate and Delete.

Do refers to tasks that are important and urgent. Prioritize these tasks.
Defer refers to tasks that are important, but not urgent. Place this at the bottom of the pile.
Delegate refers to tasks that are urgent, but not important. Delegate these tasks to others.
Delete refers to tasks that are neither urgent, nor important. Can you get rid of these tasks?

#3: WRITE A TO-DO LIST

Carrying a to-do list at work or at school is a time saver. If you have a trusty list, you will never wonder what to do next. A list keeps you motivated and focused. It also provides satisfaction whenever you tick off something from your list. Lists enable you to monitor your progress to ensure that you are on the right track. So, write a to-do list for the day.

Image Credits: unsplash.com

#4: USE TIME MANAGEMENT TOOLS

Whether you are using a planner or a smartphone app, you can speed up the process by planning your tasks with time management tools. These tools will help you plan out how you will spend your time in the future. A software program such as Outlook can help remind you of the events that will soon take place. While your smartphone’s clock app can help you time your tasks.

#5: MAKE A REALISTIC SCHEDULE

A physical planner or a digital timetable can help track your to-do list or important meetings for the day. There are many time management apps that can help you organize your schedule such as the calendar app on your smartphone. Think of the period that you are most alert and put the important tasks on that time block.

When you are planning out your schedule for the week, please do not forget to find time for socialization. Working smart means that you will have more time for fun and for sleep. Most people need about 7 hours of sleep to remain focused at work.

#6: GET IN THE HABIT OF SETTING TIME LIMITS

As you manage your to-do list, you can set time limits for the tasks. For instance, you can set a limit of one hour to answering and reading emails. Stick to the limit! This will help you minimize time wastage.

Image Credits: unsplash.com

Sources: 1 & 2

How to maximize productivity and cut down on procrastination

There are only 24 hours a day but do you feel that sometimes time just isn’t enough? Coupled with procrastination, it seems like the days are getting shorter as time goes by.

If you share the same sentiments, find out how to maximize productivity and cut down on procrastination with Dr Kumaran Rajaram, professor at Nanyang Business School, and Dr Eugene Tan, a dermatologist with National Skin Centre. Both are authors of Street-Smart Strategies for Time Mastery, a book launched earlier this year.

#1: Create a to-do list

Image Credits: Mental Floss

There are 101 things to do every day. Instead of running it through your head and getting stressed out, Dr Kumaran advises us to start by creating a to-do list. Honestly, I’m a fan of this strategy. By listing everything on paper (or e-document), you will be able to see for yourself the range of tasks you need to complete.

You may have tasks that are important but you don’t have to do it immediately. That is when you have to look through and classify them accordingly. Start with the urgent ones and savour the sense of fulfilment as you tick them off the list once it’s done.

#2: Give yourself an artificial deadline

Image Credits: ied.eu

Dr Eugene shares with us an example. Let’s say if you have an assignment due at the end of the month, then maybe you can set a personal deadline to finish it by mid-month.

While two weeks may be a lot of time in advance, it will definitely give you the motivation to take action more quickly and fight procrastination.

#3: Multi-tasking is not recommended

Image Credits: Wooclap

All of us take on many roles in life. There are tons of priorities we have to take on concurrently. Maybe you’re a professional at work but you’re doing part-time studies as well and also a parent at home.

Dr Eugene said that while he agrees that people may have multiple roles and responsibilities, multi-tasking is not recommended in most cases. This is because research has shown that multitasking slows down our performance and we end up requiring more time than originally needed to complete a simple task.

“At any one time, we should be single-tasking to do just one thing at a time and focus on doing it well,” he adds.

#4: Ponder over pain and pleasure

Image Credits: Freepik

When you don’t feel the impetus to work on a task, here are the two forces to think about – pain and pleasure.

For example, when you don’t feel like working on that monthly report, think about the pain and consequences of not doing so. By procrastinating, every minute is wasted and before you know it, the day is over. Now, you’re left with lesser time than before to start working on it. You might even need to work overtime during the weekend just to get the report ready before the new week begins.

As for pleasure, Dr Kumaran draws us an analysis with ice cream as a reward. For instance, you may not feel like spending that half an hour on a task, but giving yourself a reward at the end of the allocated work time might take care of the problem. If your motivation is ice-cream, then promise yourself that you will complete the task you need to do and the sweet treat is yours after that is done.

#5: Identify your main distractor

Image Credits: Freepik

As we come to a close, if there’s one thing that you must take away from this article, it would be to identify your main distractor as suggested by Dr Eugene.

Distractions are what keep our productivity low and procrastinations high. Most of us can’t deny that our mobile phones are a great distraction. You may be tempted to scroll through your social media feeds or check the latest news on discounts. It’s also the first thing we reach out to as soon as we’re awake.

Last July, a survey revealed that almost half of Singaporeans cannot bear to part with their mobile phones for even one day. As the saying goes, ‘out of sight, out of mind’. If needed, put it away from you when you’re working on important tasks. It may also help to set a time limit on your screen time or block off a period of time to keep your hands off your phone.

About Street-Smart Strategies for Time Mastery

Image Credits: candidcreation.com

Price: S$15.90

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To do well in today’s fast-moving world, it is no longer enough to work hard. You need to work smart. One of the key success factors for students and adult learners is the art of mastering what you do with your time.

Despite each of us having 24 hours or 1,440 minutes a day, replenished automatically at the start of each day, we often hear people complaining that they do not have enough time to complete their daily tasks.

This book aims to equip you with actionable ideas and methods to help you clearly identify and avoid falling into time-wasting traps, clarify your utmost priorities at any one time, and supercharge your productivity using street-smart strategies for time mastery.

When you take practical, concrete actions to improve the way you use your time, you will regain full control of your time and day. With consistent application of these strategies over time, you will soon find yourself on the highway of super achievement.

4 Time Management Tips To Help You Work Smart

We all posses a set of (or at least one) positive traits useful in the workplace. Mine just happens to surround time management. Time is a finite commodity that you cannot take back! Thus, I make it a point to strategically exhaust it.

Managing time is not about squeezing as many tasks as you can within 24 hours. Instead, it is about carefully choosing which tasks you can fulfill to alleviate stress and which tasks you can leave behind. Simplify your operations in order to accomplish your tasks at a faster pace. Consider these tips to work smarter:

FIRST THINGS FIRST

As much as I want to discuss about the catchy Iggy Azalea song, I am going to expound on the seemingly unfamiliar territory of prioritizing. Prioritizing focuses on determining the order of the items in your to-do list. Stephen Covey, the co-author of “First Things First”, introduced four categorizations for one’s tasks. The categories are:

a. Important and Urgent,
b. Important and Not Urgent,
c. Urgent and Not Important, as well as
d. Not Urgent and Not Important.

Image Credits: pixabay.com

Write down at least three “Important and Urgent” tasks that you must accomplish by today. Waste no time in addressing each one. Reap the sense of accomplishment as you fulfill each one of them. Use this motivation to tackle the less vital items.

USE SPARE TIME WISELY

No matter how busy your weekday can get, you still have a decent amount of down-time. Use your waiting time wisely by completing simple tasks such as calling possible sponsors for your company event. While you are waiting to board the next bus, you can answer important emails with your mobile applications.

As a pre-school teacher, I envision my lesson plans whenever I have idle moments. My finest thoughts spark when I am relaxing in the shower or when I am running a mile in the town stadium. Maximizing my spare time allows me to push my creativity beyond limits.

ELIMINATE THE UNNECESSARY

Taking a series of commitments can be detrimental to your schedule. Whenever you agree to help out a co-worker, you are increasing your personal workload. You may not be able to immediately tackle the tasks assigned to you!

It is hard to refuse to friendly requests from colleagues especially if you are the type of person who loves lending a hand. However, if you want to jump-start your productivity, it is important to learn to say “NO” or “not at this moment”.

ABSORB FUTURE’S ESSENCE

It is no secret that I am an avid people watcher! Not to sound creepy, but it comes from my background in Psychology. Let us move on to the anecdote. As I was sipping my hot mocha, I overheard two women talking about their careers. One seems to be the other’s mentor. I realized that they were both dancing instructors as the discussion went on. The “mentor” shared valuable tips such as preparing an overall timeline and strict goals for each day. She said that it was better to record one’s routine to record any flaws, before the presentation comes. She made some valid points!

Image Credits: pixabay.com

Having a realistic plan eases the tension of the coming days. You know your glistening target and the corresponding moves to achieve it. Now, you do not have to be prudent to absorb the future’s essence. Start by sparing at least 10 minutes before your shift ends to clear out your desk and to prepare your task for tomorrow. Alternatively, you may clear your desk as you arrive to the office. Allot the first 10 minutes to prioritizing your to-do list.

Sources: 1, 2, & 3

Surefire Ways To Get Things Done…Fast!

1. WAKE UP EARLY

Waking up early gives you an opportunity to get more things done and to earn more in the process. As mornings are typically the time of the day when your brain is most focus and alert, you will be more productive. Not to mention, there are fewer distractions in the early hours of the day anyway. You can really achieve more things smoothly.

2. ANSWER EMAILS SWIFTLY

One of the most useful tools invented in the last 4 decades was the electronic mail or email, for short. It can also give way to procrastination despite its efficacy. You see, the Psychological pay-off of checking emails is seemingly the same as gambling. It is addictive because the behavior is reinforced. This is why you must answer your emails at defined and discrete times throughout the day.

Stretch your productivity even more by learning the keyboard shortcuts to Gmail, such as Ctrl + Enter or ⌘ + Enter to send a message.

Screen-grabbed from support.google.com/mail/answer/8260

And if you want to insert a link to your text, type Ctrl + k or ⌘ + k.

3. TAKE BREAKS

Much like a computer, your brain needs resetting, refreshing, and de-fragmenting of data in order for the information and memory to work smoothly. And if you are able to organize your memory and thoughts properly, you will receive and digest new information easily. Furthermore, you can even solve the problems you had pending.

So break up your day into timed chunks with at least 5-20 minutes break to refresh the processes of your brain.

4. LEARN TO SAY “NO”

Every time you agree to help out a fellow employee at work, you are increasing your personal workload and inhibiting your ability to quickly tackle tasks assigned to you. It is hard to refuse to friendly requests from colleagues especially if you are the type of person who loves lending a hand. However, if you want to jumpstart your productivity, it is important to learn to say “NO”.

According to a study by Vanessa Patrick and Henrik Hagtvedt, putting the words “I do not” into your workplace vocabulary can do the trick. Rather than telling your colleagues that you cannot help them out, they will respond better if you tell them that you do not have the time to do so.

5. STICK TO A SCHEDULE

It is a no brainer! If you want to get things done quickly, you must stick to a fixed schedule with the conscious thought of having limited time. Allow your schedule to guide you until it becomes a routine. Once the routinely operations become automatic, you will be able to do the tasks faster and better!

Image Credits: pixabay.com (CC0 Public Domain)

Sources: 1, 2, 3, & 4

3 Life Events Where Time Management Is Financially Crucial

Your heart is pounding as excitement and uncertainty clouds your mind. You are about to make a life altering decision. Pause for a moment. Before you do anything else, consider its financial outcomes.

Whether you are rendering your resignation or planning your engagement proposal, all these huge decisions can make or break your wealth. This is why it is important to have a substantial amount of time to analyze every factor including time itself.

To do this, you must master the art of time management. Time management refers to the way you organize and sort out how long you spend on specific tasks. After all, we are equally given the same 24 hours. Let us make the most of it!

For instance, here are some life events where time management is financially crucial…

1. GETTING MARRIED

Save lots of money by scheduling your big day during off-peak months. Generally, getting married in “off-peak” months such as November, March, and April can be less expensive than marrying in “peak” months such as December and February. However, you must always be cautious of the venue’s weather and conditions.

During off-peak months where the demand for weddings are lesser, couples get to negotiate for better prices. Tying the knot in these months means taking full advantage of the discounted prices on reception venues, catering, and photography. If you want to save even more, know the right time when the hotels and resorts are off-season and stay away from the weekends.

2. RENDERING YOUR RESIGNATION

Remaining in a horrible job or company for too long can be harmful not only to your career but also to your health. If you have tried your best to turn things around and have not seen any changes, perhaps it may be time to walk away.

According to Travis Bradberry of Forbes.com, here some signs that validate your desire to quit:

It is time to quit your job if you…

a. dread going to work.

b. know more than your boss.

c. are out of the workplace loop most of the time.

d. lost your passion.

e. have a horrible boss who is not going anywhere.

f. see no room for advancement.

g. are suffering health wise.

h. are suffering in your personal life.

i. think the company is in danger of closing.

Image Credits: Quinn Dombrowski (CC License Attribution-ShareAlike)

If most of this or all of this are happening to you, consider your options before quitting your main source of income. Rendering a resignation is best done during the beginning of the month, wherein you are not holding any projects yet. Schedule your resignation email or letter and do so graciously.

3. RECEIVING YOUR BILLS (AS A YOUNG WORKING ADULT)

As a young working adult, especially if you are living alone, you become responsible for keeping the household sharp. For the first time in your life, you are the chief of your own bills.

With this newly acquired responsibility, you must stay organized to keep up with your payments. Set aside some time in the beginning of the month to make a list of the bills you are expecting to receive. Put it on your working desk or create a file for it. This way, you will not pay a bill twice even if you received it simultaneously by e-mail and postal mail.

Alternatively, you can get your payments automated. Since you are prepared for the bills earlier on, you may have available money in the bank to pay it the same day as you received it. If you have automatic payment scheduled and you still received a billing statement, call your bank or creditor.

Image Credits: pixabay.com (License: CC0 Public Domain)

Sources: 1, 2, 3, & 4

#1: Create a to-do list

#2: Give yourself an artificial deadline

#3: Multi-tasking is not recommended

#4: Ponder over pain and pleasure

#5: Identify your main distractor

About Street-Smart Strategies for Time Mastery

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