Are you time pressed?
Do you often feel that there should be more that 24 hours a day?
Do people around you complain that you are always busy or involved in some or the other work?
If the answer to these questions is “YES”, then surely you need to devise some ways to better manage your time.
I too, have been a dupe and very much hard bound with time. In the past, I had been cutting down on my sleeping hours to meet all the personal and professional engagements. Lately, I have realised that I need to better manage my time and prioritise things in order to keep a healthy balance between personal and professional life.
All over this time, I have been pondering to figure out ways to shave minutes of certain activities and thus, here is the list of time saving tips which I have been able to jot down.
1. Do all means do none – There are people who want to do everything, accomplish each task undertaken, meet all the expectations, experience everything. Personally, I feel this is not possible. You need to let forgo certain things and focus on the prime ones only in order to best utilise your time. The key is to ‘PRIORITISE’. If you try to do justice to each and every task then surely you will get time pressed and eventually there would be things which would suffer.
2. Be professional towards your personal life – A true saying indeed! One needs to be very much professional towards ones personal life also and not let your professional life eat up your personal space.
3. Plan your day – To best utilize your time, make a list of activities you plan to undertake during the day. Some people like to make plans on their PDAs, Personal Calendars, Tablets, etc; some prefer it to write them down whereas some only run through those in their brain. Whatever technique you choose, try and enlist all the important tasks that you need to finish before you start your day.
4. Check your phone while in queues – Waiting in line is a waste of time, so use this time to check your email, respond to text messages or participate on social media.
5. Automate your monthly expenses – Stop paying bills through the conventional system of going to the offices, recharge shops or collection centres and switch to paying your expenses online. If you are already doing that, the next step is to automate your payments and set a time once a month to review all your monthly payments.
6. Maximize your commute times – Read a book, listen to audio-books, call people, email, catch up on sleep, talk to strangers to gain knowledge or get other work done.
7. Stop watching TV – Cut back on watching television and watch only specific shows which interest you the most. The best alternative is to catch those shows online, where commercials could be fast forwarded and you can watch them at your own pace and time.
8. Learn keyboard shortcuts – Using the mouse can be slow for certain tasks which oftentimes can be done faster by keyboard shortcuts. Learn a couple keyboard shortcuts of your frequently used programs like your web-browser, word processor, calculator, notepad, etc.
9. Stick to 3 tasks – If you only had time for 3 tasks each day to complete to make your day worthwhile, what would they be? Answering this question forces you to prioritize so you spend time on important things and avoid working on things that have little importance.
10. Call people – Sometimes calling is much faster than sending text or emails. What can be said in less than a minute usually takes you a couple of minutes drafting and framing in the right context.
11. Batch your activities – Putting activities that are similar in nature allows you to process them faster and in one batch. For example, if you need to call or text people, do that in one batch instead of spreading it throughout the day.
12. Tame your online usage – Online activities can be a big productivity killer. Firstly, one needs to better manage his mailbox. For that, unsubscribe from newsletters you don’t read, make categories for each mail, and sought mails as soon as you read them. For other online activities like social media, set each session to a limit of 25 minutes.
13. Breaks are important – Working on a stretch leads to drop in productivity and in turn leads to wastage of time. Take a few breaks in between and use those breaks to call friends, send sms, etc.
14. Try a different route – We are creatures of habit and we like to stick to the path of least resistance. Once we have commuted to work on a particular route, we stick to that route no matter how bad the traffic is. Have you ever considered planning a new (and more efficient) route to work? This applies not only for commuting but for other tasks as well. One needs to experiment to find the best optimal way to do any task. Once done, use it to save time in future.
15. Touch it once – Whenever you get something in front of you, decide right away what to do with it. Don’t let it sit around for you to decide another time what to do. Either plan, do it, delegate or delete.
16. Clean your desk at the end of the day & set up your things before beginning a task – Before you stop working for the day, clean your desk. This makes it easy for you to get started the next time you start working. Also, before undertaking any task, set up the ambience and grab hold of all the required things.
17. Improve your typing speed – Considering you spend a lot of time writing emails and documents, it’s worthwhile learning how to type faster. This will add extra minutes to your day.
18. Eat your frog – As you prioritise tasks for each day, also take a note of the most difficult task. Try to finish up that task as soon as possible. Once you eat your frog, other tasks would seem less complex and it would also give you a positive boost of energy to finish up other things quickly.
Currently, I am also trying to imbibe all of these points in my daily routine and would eventually add a few more as I discover them.
But here I would like to pin down another point viz. we need to realise the fact that there are people who are workaholic and like to be engaged in work all round the clock. For them, it’s the way of their life. Even if they squeeze out time using these techniques, they would eventually find some or the other task to get involved with. So on one hand time management would prove to be a boon for them but on the other, they would get even more loaded with work.
Anyhow, to conclude Time Management is surely a way to live an organised life.