Assess Yourself: The Balancing Act of Time Management

Time Management is a habit – it’s not something you can learn easily. Being organized doesn’t automatically mean you will succeed at time management.

This graphic details a time management tip from Steven R Covey’s book “7 Habits of Highly-Effective People.” It illustrates four possible categories for the things on your to-do list:

important and due soon (1)
important and not due soon (2)
not important but due soon (3)
not important and not due soon (4)

People make a mistake when they focus more on 2 and not 3. Ranking your projects in order of deadlines, than importance, is a good practice.

Routines and practice is something that goes hand and hand with those that are best at managing their time. It’s also about “determining” a few other things that play into the graph above.

Determine your personality
Most are separated into ‘Type A’ or ‘Type B’ personalities. Much is dependent on the environment and type of professional field. A Type A will get a lot done at a fast pace, and set a lot of goals, while Type B will take their time and focus on one project at a time. Each has pros and cons. Recognizing what type will help you juggle projects and know how to approach each.

Determine if its paper or digital
Determine a system that works best for the individual. If reminders help, utilize an Outlook calendar and smart phone alerts. If you’re a compulsive checker, have the schedule on both paper agenda and an online platform. If paper is easily lost in your handbag (can I hear an amen?) then invest in a dry erase board.

Evaluate yourself during the day to see if you are on track, and re-focus as needed.

Determine strategy behind measurable objectives
Anyone can make a list and say that they will do this or that during the day. Juggling takes practice.

Create “objectives of the week” and don’t state why you are going to do them – but HOW. Jot down a few bullet points, as well as benchmarks to achieve throughout the week. Write down how much time it will take until you get in the groove. Reward yourself with “me” time at the end of the day – or the morning.

Time management is about the individual and what will work for them. Evaluation is key. What else would you add? Are there other indicators?

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Tahir

very nice post seo
USGTMauthor

Very interesting post. I also use a simple time management matrix.

http://www.simple-time-managem...
Timesheet Tracker

The 1,2,3,4 quadrant is amazing - The key to effective time management is prioritizing tasks, which seems to be really simple with this diagram - Great post!
Guest

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time management

Nice strategy. Thanks for sharing this post. Very Helpful.
LindsTR

Great post, Lauren. Time management and organization are things I most certainly need to work on! The post and comments have given me a lot to think about. I've printed this and am taping it to my wall at work! :)
businessmantra7

Time management means not getting lots of stuff done, but more important is making sure that you are working on the right things. You need to manage your time in good manner to save your time and extra time. Think about what you are giving up to do your regular activities, write things down, prioritize your list, plan your week, carry a notebook, learn to say no and don’t do other people’s work these are the things have to follow to mange your time smartly. For More information about time management tips visit: http://www.businessmantra.net
Tim Jahn

Google Calendar has become my master schedule, as it's in the cloud and therefore accessible anywhere (including via mobile). For day to day, I usually just jot down a quick to do list in Evernote (again, cloud based, accessible anywhere) and check things off as I get them done.

I've noticed I like to check things off in that Evernote list to feel a little accomplishment. I've also noticed that the more I depend on these two tools, the more I HAVE to write everything down or I'm afraid I'll never remember!
laurenfernandez

I've heard a lot of people say that once they use a lot of digital, they are constantly writing it down on paper too - maybe just to double check? I think we are all just a little bit neurotic in this field, but it's needed!
Tim Jahn

I keep clicking Like instead of Reply, so I've definitely liked a bunch of comments on here... ;)

I don't use paper at all really. Even when I'm just jotting down a grocery list, I use my iPhone notepad. I always prefer digital over paper because of the backup and ease of accessibility.

My phone is always on me. So even if something was saved in the cloud, I can access it. That piece of paper might get left at home, thrown in the garbage, etc.

I'm the same way with cash vs. credit card, though. I don't like using cash because the money isn't "accounted for", in my eyes. There's no electronic trace or trail of any kind.
Bryan Cromlish

This is something I noticed in University, I think its pretty interesting:

Maybe you could make a quadrant of this too [for hiring managers, haha]

In University, I noticed 4 types of workers.

1. People who plan everything, get everything done (Type A)
2. People who rarely plan, get most done (Type B)
3. People who are always planning, get nothing done (Type A)
4. People who never plan, get nothing done. (Type B)

I find 3 the most interesting. This is the procrastinator! Example: You have a big exam coming up, you spend 45 mins creating a study schedule. Something comes up and messes the schedule up. You spend another 30 mins recreating it. You could of had 75mins of studying material.

My point is, flexibility is key -- but it is also important to not let attempting to be organized run your life. I have seen this as a huge negative to many Type A people.
Tim Jahn

I like that list! I'm definitely Type A and could use some improvement.

Also agree with you on flexibility. My day to day list often changes during the day and it's important to not be completely thrown off by such changes.
laurenfernandez

Do you ever get thrown off my switching gears so rapidly? I sometimes do - think Type A's in general do that. I'm always able to re-align myself, but I think ease and less stress of a Type B makes it easier.
Tim Jahn

I think the thing to really remember is not to be thrown off when things change, just in general. So if you've planned out your Monday and Tuesday - and suddenly those plans can be changed (for better or worse), you need to keep your head on straight and not freak out.

I think we all do get thrown off, though, once in a while.
laurenfernandez

Ohhh.... like the personality comparison using the quadrant theory. Something that is applicable to many, but not utilized that much.

I find #2 the most interesting - I have no idea how people don't plan and get stuff done. Can you tell I'm an extreme Type A? :)
Bryan Cromlish

I'll admit. I was #2 in University. It seems foolish now, but I was able to get a lot done last minute. I thrive(d) on the crunch time. Heck, I think thats why I was able to join my business case competition team!

Most of the time Type A is great! Especially for a blogger!? So, I guess I am type B who pushes for the Type A motivation but is glad he doesn't get the stress that often comes with Type A. Do you find you get stressed about the little things rather than macro-problems?
Matt Cheuvront

Extreme Type A right here as well - crazy about organization, to-do lists, the satisfaction of drawing a thick dark line with a sharpie once something is finished. It's sick really...the "rituals" I have in place, but hey, whatever works for you, right?
laurenfernandez

Exactly - you have to do what works for you. I know and recognize I'm an extreme Type A, so lists are really important. What works for me, though, won't always work for you, and vice versa. Find your niche and speed - not someone else's.
Ashley Messick

I think the first idea that popped into my head when seeing the graphic is a little bigger picture, and that's what do you do when your #3s are taking up all the time from working on your #2s? I find it is important for me to be sure to schedule time into my day/week to focus on the things I consider important but that maybe aren't as pressing (aka what others probably consider important for me to focus on). Otherwise I wind up meeting deadlines but not always my bigger picture goals.
laurenfernandez

Good point about balancing, A - I think you have to schedule time for everything, but evaluation is always key. Goals v. deadlines is going to be a debate until the end of time - I can tell.
Sara Halperin

I love that you give a disclaimer that not everyone can work the same way and that everyone has to find a system that works for them. I've always struggled with time management and I have a hard time judging how long tasks will take me, but as I gain more experience and get more comfortable with certain tasks, I find that I can better judge how long each task will take and what the best time of day is to work on them.

I use Outlook for email and appointments with reminders, but I know it also has Task Lists and those can be helpful to some. I like to make physical pen-to-paper to-do lists often and find that a few minutes in the morning and a few minutes at the end of my day organizing my thoughts and planning for the day ahead can be extremely beneficial.

My boss and I use monthly task lists, as well, and check off the items when we've finished with them to keep long-term, as well as short-term goals in mind.

I also use a paper datebook/calendar to keep track of meetings, list tasks daily, and to take notes while in meetings. I find this very helpful as it is often a catch-all and if I feel I'm missing something, I check up on it in the datebook and add it to my Outlook calendar or to-do list for the day. It's also a great place to take notes I may need to refer to some time in the future.
Tom O'Keefe

Totally agree! Know thyself! If you're not sure what works, try different things until something sticks.

Also, don't be afraid to try new things to see if something else works better. I know I am constantly trying new ways to improve the way I work.

By the way, great post, LAF!

Tom
@TomOKeefe1
laurenfernandez

Exactly - I couldn't agree more. Trying new things will help refine your routine and make you THAT much better.

Glad you enjoyed.
laurenfernandez

It's completely true that its up to the individual - so many propose solutions and time management ideas, but really, when it comes down to it.... not everything works for everyone. It's just how it is.

I'm a digital + paper person too - so I know how you feel!
Rebecca Denison

First of all, Bryan, that is an awesome idea! I should start doing that to keep myself on track.

I love that you bring this up because I think we often forget just how important time management really. I have friends who are brilliant but struggled in college because they just weren't good at managing their time and getting things done when they needed to be.

I make lists for myself all the time, and I order them in order of deadline first, then importance. I think it's awfully tricky to make some people understand time management. I like to have a plan going into a day, but I know that I have to be flexible when deadlines and priorities change.

None of these rules should be hard and fast, though. Sometimes I balance two reports and choose to work on one that's due later first because I know that the volume is so much greater or the project is something new or complicated. There should be a lot of different factors that determine order of tasks, and a lot of the times the answer is, "it depends."
laurenfernandez

You bring up a good point about flexibility - lists CAN change - and guess what, they are probably going to. In this field, you have to be prepared to re-prioritize during the day and figure out your next move.
Bryan Cromlish

The key to that strategy is to actually organize when completed or you will have a messy desktop. I dont have a Mac, but if you do, you could always have 4 folders in the dash at the bottom aswell.

I also complete work based on the time of day. I know I am much more productive in the mornings. Projects that take more thought compared to time will usually be worked on in the AM.

Like Laura said, its all about knowing yourself. There is not one way that will work for everyone!
Tim Jahn

The time of day point is a great and important one Bryan. I learned that early on when freelancing.

If you're working for a long time at night (but perform better in the morning) and really getting nothing done, there's no point in pushing yourself. Rather, get up in the morning when you work better and get the work done more effectively then.
laurenfernandez

Interesting about time of day.... I'm a morning person, and am a bit more productive in the morning hours than I am in the afternoon.

Thanks for bringing that up - you guys are always making me think.
Bryan Cromlish

Great Post Lauren! I actually have the 1,2,3,4 quadrant as an image at the bottom of my desktop. I place files in the appropriate box while I work on them. When completed, I store them away to a folder that would be more typical for filing/finding.

I had no idea that this was from Steven R Covey, one of my friends started doing it and I thought it was brilliant.
laurenfernandez

That's pretty brilliant to put something in a folder on your desktop - I'm more of a paper person, but trying to encompass more digital organization into my life. :)

What's even better about the book - it was written in 1989 and is STILL applicable.
Sara Halperin

Great idea about putting files in boxes. That's certainly something I never would have thought to do, but I may just have to try it out.