The way you have done things can NOT be the way you do them.

How you USED to work can’t be how you’ll work in the future. My question: When will you change the way you do things, so you can do the things you want?

In a busy, busy world where you make promises and/or get asked to do more and more, the only way to find out where you’re missing out is to do a time log.

A Time Log (also known as an Activity Log or a Job Log) is a record you keep of how you spend time, what gets your focus, and how you get distracted. You’ll do this time log before…

• Before you set goals.
• Before you start with why.
• Before you delegate.
• Before you change your routine.
• Before you go crazy!

Keep a time log. It’s crucial to your success.

 
Don’t guess. Seriously, don’t do it. You don’t know where your times goes. You have no idea if you’re wasting time in the morning before you leave for work. You don’t know if you’re losing time working collaboratively on your projects. You have no idea if you’re losing time waiting for people to get things done…when you could be focused on priorities that need your attention.

If you’ll keep a time log, you’ll learn:

• How much time you spend on/in different activities.
• How much time you have for you (playing, relaxing, enjoying, etc).
• When you work, read, run errands (i.e.: Are Productive).
• What activities to do more of (and which to do less).
• How MANY times you’re getting distracted/scattered each day.
• The (a) time-wasting AND (b) the value-creators that are hidden in daily routines.
• …and more.

WHAT YOU NEED:

• Pen and a Notepad (or note cards), OR
• Spreadsheet (sample here)
• A reminder every 30-60 minutes
• An accountability buddy to help you

WHAT TO DO:

Ok, designate a MINIMUM of 3-days this week as your “time-log” days. Every 30 or 60 minutes you must stop what you’re doing, and write down a sentence or two of what you remember doing over that time. (30 minutes means you have to remember less!)

HOW TO DO IT:

Remember what you’re looking for: “Where did my time go? What did I get done? Was it a waste? Or, was it worth it?” The answers to these questions can NOT wait until the end of the night; or worse, they MUST not wait until the end of the week. If you’ll answer those four questions at the end of every half-hour for 3+ days, you’re going to have great information.

Write down when you switch activities. Capture the main activity you do, and the activity that interrupts you. Yes, even write down when you take a break (bathroom, meal, mental-rest, etc).

HOW TO ASK FOR SUPPORT:

If possible, get someone to do this along with you; it makes it easier to stick to the habit over the 3+ days.

Of course if you have a coach ask her/him to hold you accountable to this process. Knowing you’re going to “Report Out” to someone, it may make it easier to stick to it over those 3+ days.

WHAT TO DO WITH IT

Once you have 3+ days of information, you’re ready to sort your tasks and interruptions SO THAT you can do something about your time…your time management.

Categorize your actives into general and specific examples of what you do with your time. Make sure you have a bucket of “important” and another one for “not important.” Consider making a bucket for “urgent” and another one for “not urgent.”

With your coach/mentor/teacher/manager, you can NOW sit down (or go for a walk, or meet over a meal) and start talking about improvement points.

Look for the following FOUR indicators of success (or examples of what should change):

Value/Time Ratio:

AT WORK: Where you set priorities/goals, and when you do get to work on then.

IN LIFE: Where you want to relax/enjoy, and how much of that you get to do.

Organizational Issues:

SELF-MANAGEMENT: Can you hold your focus on a task? Or, do you let yourself get distracted by the “next shiny thing?”

COLLABORATION: How are you working together? What do you need from those around you to work more productively? HINT: Ask your team to interrupt you once an hour, instead of once every 30 minutes. Go from 20 interruptions per day to 8 (or fewer!).

Things to STOP Doing:

ALTOGETHER: What can you not do, and the world will still be ok?

TIMES OF DAY: What can you “bunch” for the afternoon? What can you “get done” early in the morning? Go, do that more!

Misplaced Priorities:

If/Then… If something is important to you, then why the heck aren’t you doing it? NOW is the time to make some changes.