3 Tools to Manage Time
Simple techniques to help you get stuff done today
“The shortest path is the one you don't abandon.” - Shane Parrish
One of the biggest frustrations with time management is that even with a good system in place, often it feels like we aren't doing enough. This can cause us to doubt how we do things alongside the stress of actually having to do them. To feel like you're drowning or always behind is really demoralising. It’s also normal. The combination of demands placed upon us at home and work is significant.
Unfortunately, there is no easy answer - even though we desperately want a silver bullet!
(Finding difficult thoughts distracting? Join the next Solve A Situation session here)
For the last month I've been researching and testing some simple tools to help us remember to do the basics consistently. To make the influential time management techniques a useful habit.
Before we get to some of those lets recap on why things can feel so hard;
Volume of work - like a conveyor belt at the supermarket that keeps sending things to the cashier even though there is no space left!
Context shifting - meeting-email-reading-conversation, chopping and changing our attention is like trying to listen to two songs simultaneously, painful
Digital fatigue - lowers mood, makes us tired, increases stress - see the data here
Experimenting is the only way to find out what’s effective for us. Which one of the below is easiest to test this week? Start there. What’s one benefit you’d experience by saving an hour, or completing an important task?
Technique 1 - Time Boxing
Tool to help - Reclaim AI
I’ve been using this technique for 8 years and its the one that still helps me the most. I write a to-do list. Then I plan a specific time in my calendar for each task on that to-do list. It helps me be more realistic about what I can achieve in a day, while also helping balance my time between the most important tasks and the bitty admin that still needs doing.
Reclaimai does the timeboxing for you. It’s an easier way to test than doing it ourselves. Takes about 10 mins to set up, saves the stress of choice and about 1- 2 hours a week
Technique 2 - Focus Hours
Tool to help - Viva Insights
Viva Insights already comes with MS office but so few organisations are using it to its potential. The potential to automate everyday tasks and save time is significant which is why I’m currently designing a course to help staff in all organisations implement 5 time management essentials using viva insights. Its an excellent way to convert intention into valuable habits.
Viva Insights can make much of our working day easier. Today we are just focusing on one specific automation. Setting our core focus hours. When our core focus are booked in, Viva Insights can automatically block email and teams alerts from appearing, to help us stay in flow.
My schedule is 1 focus hour each morning. You can set any schedule that works for you, from 1 focus hour a week to 15 focus hours a week!
Simple guide to set up 1 of more focus hours via Viva Insights here
Technique 3 - Done List
Tool to help - Your notepad
Writing a to-do list helps our brain feel more confident that we have a handle on things. That’s a great benefit. The downside is that to-do lists are also a wishlist. Often a totally unrealistic aim of things to complete in one day. Often leaving us feeling frustrated and self critical at the end of the day.
This week alongside your to do list, write a Done List. Simply write down each task you complete. One of mine from last week.
Deep Work hour Optimise Focus video
Prepped sessions for today
Replied to 3 important emails
Good chat on the phone with a colleague
Delivered Navigate Negative Thoughts Session
Replied to emails
Planned tomorrow
Divide a page of your notebook into two columns, one is titled to-do, one is titled Done. Take a moment to recognise how much you get done each day. The Done List will always be shorter, that’s normal. It’s the quality of what we do that matters more than the quantity.
We all want a hack or shortcut. The truth is very few of these really exist. Why? Because quality work takes time. Because we live in the most distracting time in history. And because we are not machines. We need adequate rest and recovery to mentally recharge. The paradox of making work more flexible is that less people are taking the breaks they need. Please find a moment for you today, you are important, you deserve that rest and your brain will thank you. Every time I return from a 15 minute walk or a drink outside, something feels easier.
“Lend yourself to others, but give yourself to yourself.”- Michel de Montaigne
This week I enjoyed:
Sam Altman Swore By These Productivity Hacks a Year Before Raising $1 Billion for OpenAI - here
Need a hand? Feel alone? Don’t wait, contact someone today. You deserve support as much as anyone else. You are not alone. Reply to this message if that’s easiest.
Text Shout - 85258 - simple support via text, I used when I wasn't sure who to turn to
Call Samaritans 116 123 - no problem too small, I've used a couple of times, once during a relationship break up, once when one of my family said they were suicidal and I wasn't sure who to ask for help
NHS Every Mind Matters - simple and effective resources you can access immediately here