What is time? “It’s what keeps everything from happening at once,” said a character in a Ray Cummings novel. That tongue-in-cheek insight is difficult to believe for busy entrepreneurs however. Managing your time productively is likely to be one of your biggest challenges. To some extent, there is the entrepreneurial life in a nutshell. Get used to it. Here are a few unconventional tips that might help however.
Tip #1: Go Old School with Pen and Paper
Do not put the smartphone, tablet or laptop in the trash quite yet, but try partially replacing them with old-fashioned pen and paper. A paper pad does not distract you with automatic reminders that you are going to snooze anyway. You cannot hide it in your pocket; it’s cheap and never needs a recharge. Bonus tip: Learn shorthand or create your own to make note taking faster.
Tip#2: Flip the Pareto Rule on Its Head
Realize that most tasks are taking longer than you planned, because the first 80 percent is done with 20 percent of the total effort. That last 20 percent chews up the most time. When you cannot delegate that first 80 percent, use this mental trick: Focus your mind on what remains to be done instead of patting yourself on the back for what you already accomplished. This technique significantly increases your motivation and energy. Bonus tip: Apply this technique to your long-term goals too. That gives context to your daily work and releases more energy.
Tip #3: Take a Break
Studies have conclusively shown that people who take frequent breaks accomplish more in the same number of hours than those who work continuously. It is another way to replenish your energy well. Apply this apparent paradox by scheduling short, regular breaks during your workday. You need 5 or 10 minutes each hour, alone and away from technological distractions. Fifteen minutes every two or three hours works too. Stay clear of the break room where you will undoubtedly run into co-workers who want to talk about work.
Tip #4: Get on the Grid
For a week, track all your tasks including the minute ones. Place them in categories of thinking, collaborating and actions. Cross out each task that did not further your goals. Performing this exercise does two things: 1) it identifies time wasting tasks and 2) tells you which of your efforts - thinking, acting or collaborating – are the most productive for you. Adjusting your to-do list in accordance with your strengths increases your overall efficiency.
Tip #5: Get Caught Up in the Mix
Should you tackle the hardest tasks first in your day, as many time management experts recommend, or save those for last after you have cleared your list of smaller, mundane tasks? That is often up to an individual’s personal style, but one thing that works for everyone is to mix up small and large tasks throughout the workday. There are no strict guidelines as to how to allocate time between small and large activities, but mixing them up overall increases productivity. It is a similar effect to scheduling those regular, short breaks in Tip #3. Finishing 2 or 3 small tasks on your list provides a feeling of accomplishment, which increases your energy store before tackling a big item. Bonus tip: if you sense that you are selecting smaller tasks as a way to procrastinate, skip them immediately and get the big task off your plate now.
Find What Works for You
Time management is personal. Experiment, find what works best for you and keep an eye out for any unconventional technique that keeps it all from happening at once.
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