Do you know how to get the most out of every minute of your day? Donald Trump credits his success to being able to get more things done in less time than most other people. He says he gets more done before lunch than most people get done in a day or even an entire week.
I have found that when the question, “Do you know how to efficiently manage your time?” is asked to most people, they answer “yes.” The reason the majority of people think they can efficiently manage time is because they are always super busy and running around like crazy. They think because they feel so busy all day that they must get a lot done and therefore manage their time well. This couldn’t be more wrong.
Being busy is not a good indication of how well you manage your time, and in fact, it can be an indication that you don’t manage your time well at all. The reason is because you are either way underestimating the time it takes to do certain tasks, which always makes you feel rushed, or you are simply not doing as much as you could in that time. Being busy has nothing to do with effective time management. People who can get the hang of time management usually aren’t busy at all, even though they get more done in their day than most of us.
Here are some tips (tried and tested by yours truly) that may help you get the most out of every minute of your day.
1. Schedule your day.
This seems like a no-brainer, but this will save you tons of time. I admit that I am one of those people who likes to jump up and start on something immediately, first thing in the morning. It makes me feel like I am getting a lot done. However, taking just 15 minutes to efficiently schedule your time will help you plan your day. For instance, do you ever go to the grocery store without a list? You think that you can remember everything you need, so you swing by the store despite the fact your list is at home. Then, when you are in the middle of cooking something, you realize you forgot a crucial ingredient. Now you are probably in busy mode trying to recruit someone to go to the store for you, calling neigbors, or possibly heading back to the store yourself. Taking time before you rush out to the store will save you time and money. It will also help you create an efficient sequence in which you should do things. Let’s say you have several errands to run and you head out and go to the first one on your mind. You may end up back tracking or getting caught in traffic if you don’t plan ahead. Do you have to go out later to pick up the kids anyway? Save time by taking just one trip. Planning the best routes at the best time of day for you is sure to save you time.
2. Delegate.
If you are like me, then you can be, at times, a little bit of a (ahem) control freak. I have a certain way I like things in my house to be and no one can clean it quite like I can. This causes me to spend more time because I don’t delegate effectively. Look around to see what chores can be delegated to others in your household. Does your hourly rate come out to be more than it would cost to hire a housekeeper? If your time is worth more than what it would cost for some extra help around the house, it may be worth it to get some help for a few hours a week. They are probably better at cleaning (or cleaning the pool, or cutting the grass) than you are too, so they will be able to get more done in less time than you. It may not cost as much as you think, especially in this economy. Hiring out for projects that particularly cause you stress can significantly open up your time and give you a little extra peace of mind. Take a look around to see what you can delegate to family members or professionals.
3. Have a system.
Having a system that works for you will relieve stress and give you more time. I like to work in blocks. For the past month I have been scheduling my work day in blocks for certain tasks. I even schedule in my breaks. It helps me keep my work day separate from my home life (this is a major plus since I work from home) so I am not tempted to vacuum, do laundry, or organize the closets when I should be working. It also makes me fully concentrate on projects at hand. I have gotten more done with this system than I could have ever imagined, and I don’t get that rushed, hurried feeling. Instead of having 10 items on my to-do list to do at my leisure (which ends up making me procrastinate until later in the day), I have blocks of time for each item on my list. Which brings us to my next tip…
4. Add times to your to do list.
Most people are great at listing everything they need to get done. We usually forget, however, to set aside enough time to get those things done. When making your list, estimate the time it will take you to complete each task so that you can schedule items into your day. Then, when you get things done quicker than expected, you can pick a 5 or 10 minute item to complete and you will be amazed at how much you get done!
5. Being conscious.
The reason my block schedule works so well for me is because it forces me to be aware and conscious at all times. If I only have two hours to update my website, then you can bet I won’t be drifting off into la-la land or checking my Email instead of working. Being present and focusing on the task at hand will allow you to complete it in record time. Creating this awareness can be difficult, but it can be done. Start by setting a timer (on your phone or watch) to go off every hour. The alarm will remind you to concentrate on work. When the alarm goes off, think back on the past hour and record what you have done since the last time your alarm beeped. Also try to recall any day-dreaming or time wasters that happened and cut them out going into the next hour. This will help your measure your productivity for your day by hours, not by the day as a whole. The reason we usually feel so rushed by the end of the day is simply because we aren’t productive in the earlier hours and all of our to-dos sneak up on us.
6. Shut off the electronics.
When you are in “block” mode, turn the Email alerts off, switch your cell phone to silent, and send your calls to vmail if you can. Schedule time into your day in between blocks to catch up on mesages and Email. This way your concentration isn’t broken and you stay in the “flow.” It also helps you weed out any non-important issues that will suck time from your day. You may have to alert co-workers and family members of your new policy, but they will get used to it!
7. Take things off your list.
For one week, be aware of every little thing that you do during the day. Write things down if you need to. Record how long it takes you to do certain things. Chances are you will probably be shocked at how much “play” time you actually have. You may decide that instead of watching a re-run of your favorite sitcom for the 20th time you would rather pick up a new hobby. There will also be things that you can take off your list completely. Do you really need to wipe your countertops off 3 times a day? Do you have to check your Email every hour? Do you need to spend an hour on your hair everyday? Could you wash and prepare several meals at once instead of just one? Look for things that you can do differently or cut out of your day entirely.
8. Multi-tasking efficiently.
Most of the time, when working, it actually hinders progress to multi-task. It’s impossible to fully concentrate on important information at the same time you read, check E-mail, or talk on the phone. It can be necessary to multi-task during crunch time when a deadline is closing in. However, sometimes, with tasks that are mundane, you can get better use out of multi-tasking. For instance, while driving around in familiar territory (you don’t need as much concentration), you can pray, listen to an audio book, positive music, or an affirmation CD. The past year I have fallen in love with audiobooks. It is estimated that people who listen to audiobooks get an average of 10 more books read a year than those who do not. For me, I can listen to audiobooks while I drive, clean, ride in a car or airplane (I get motion sick so I can’t read while riding), or shop. You can get them from Itunes, your bookstore, or rent them for free at your local library. You can also tote reading material with you to use during times you are waiting (like at the doctor’s office). Think of mundane daily tasks that you can also do something else you enjoy in the process.
9. Relax.
Take some time everyday to do something you enjoy. I prefer to set aside time first thing in the morning and in the evening. Even 15 minutes of prayer and meditation in the morning helps me stay calm and work efficiently the rest of the day. On days I think I don’t have time to relax, I end up getting very overwhelmed later in the day. Most people are in this groove where they are running on adrenaline and working while stressed. These responses make decision making and concentrating much harder than when the body is in a relaxed and balanced state. If we could manage our adrenaline and stress levels we would be able to get everything done (and more) without feeling overwhelemd in the process. At first, implementing relaxation techniques in the morning will seem forced and you may not get the most out of it. Stick with it for a few weeks and I am sure you will be hooked in no time. I like to relax in the evenings also by playing a game, reading, or stretching. This allows me to unwind before bed and get the most out of my sleep.
10. Sleep.
Some people may think they don’t have time to get enough sleep. This couldn’t be more untrue, because our bodies run so much more efficiently when we have adequate sleep. Just like our cars need tune-ups and maintenance to run correctly, we need our sleep. If you can’t find time to sleep, you may need to delegate taks or cut them out completely. When you eat right, exercise, and get enough rest, you will be able to accomplish far more in much less time. Remember, just because you are busy doesn’t mean you are an efficient time manager. Implement these tips or other things that work for you to better undersand how to get the most out of your days. Chances are you will get everything done you need to and have more time for family and yourself!
Brandi Hamrick
The “Queen B” Coach
www.brandihamrick.com
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