ti-me management techniques

¨time you cannot change only how you deal with time¨

Karolis Budrys 

 

Quotes 

” The most efficient way to live reasonably is every morning to make a plan of one’s day and every night to examine the results obtained. “ - Alexis Carrel

” One always has time enough, if one will apply it well. ”. Johann Wolfgang Von Goethe

” One reason so few of us achieve what we truly want is that we never direct our focus; we never concentrate our power. “   

- Tony Robbins

” He who every morning plans the transactions of that day and follows that plan carries a thread that will guide him through the labyrinth of the most busy life.” - Victor Hugo

” Wisdom is knowing when to have rest, when to have activity, and how much of each to have. ” - Sri Sri Ravi Shankar

” One can find time for everything if one is never in a hurry. ”   - Mikhail Bulgakov

Why we get into ti-me management techniques

What we avoid/ what we change;

 

Context switching:

• refers to the frequent shifting of focus between various unrelated tasks during a workday. For example, while working on a presentation slide deck, one may also frequently divert attention to checking emails. This is followed by transitions to tasks such as analyzing weekly sales reports, all while periodically interrupting workflow to respond to instant messages.

Context switch, aka multitasking, increases stress levels and leads to poor decision-making.

'Procrastination" how to change for a "do it now': 

• go over what you have to do and plan how you will approach the task.
• break larger tasks into smaller subtasks.
• set some priorities and focus on completing those first.
• schedule out your time – work for an hour and then give yourself a short break.
• reward yourself when you finish a task
• make a list of things you should do but don't want to do.
• find these reasons why not and find out what is deeper reason followed by > reflection how to manage this task
• often it's not ready for action.
• step out of the control situation
• never feel guilty when structure is flexed
• calender use: set specific time instead of later
• try giving yourself a short period of time to complete tasks so that you won’t have a choice but to do
• being realistic about your goals can help you progress towards better time management
• positive self-talk can contribute to the release of feel good hormones & emotions and lead to overcome procrastination
• you can start with your most important tasks or a difficult task to make it easier to then work on a small task later
• or other way round like a small task first to "warm up''
• the  'warm up' serves to get into the flow for a really difficult then start with your unimportant tasks
• try what works as long you focus 
• avoid distractions: use time management see below, put phone on airplane mode when work unless you need to be available 
• have only relevant computer program(s) open
• stop the notifications get rid of that  it is a distraction and decrease productivity and happiness it creates dependency on the phone and social media
• headphones 🎧 with music or frequency for calmness and focus find what works for you
• start with 5 minutes 

Fusion of

in the Holistic Oasis Office program merges key aspects from various time management techniques

Read, experiment, find what works for you

 

Methods that work to work 

1. ABC method Prioritize tasks based on their importance and urgency (A being the most important and E for personal development).

2.1-3-5 method  The method was made popular by the New York Stock Exchange's executive vice chairperson, Betty Liu. She believed that narrowing her tasks to 9 jobs a day made it easier to get things done

3. Frog very simple method suggests doing the most difficult and important task as the first thing of the day. Mornings offer the most productive time of the day,which you can take advantage of to get the most difficult task done. This way, you’ll start the day with a sense of accomplishment that will stay with you and motivate you for the rest of the day.

1. Identify your frog (your most important task that day)
2. Make eating your frog the first thing you do. No procrastinating!
3. Repeat the same process every day.

& Do it now Brian Tracy developed these time management techniques with a simple premise: tackle your hardest and most important task first every morning. Every morning when you get up say over and over to yourself "Do it. Now do it now do it now i do it. 

Here are a few reasons why:

• Peak Energy Levels: Most people have higher energy levels in the morning, making it an ideal time for tackling complex tasks that require deep focus and concentration.

• Reducing Distractions: Starting with emails can lead to a chain of responses, notifications, and mental switching between tasks, which can hinder productivity and decrease overall work quality.

• Highest priority: By prioritizing deep work, employees can proactively tackle important tasks and make progress on long-term projects, rather than getting bogged down in reactive work like responding to emails.

• Feel good hormones:When you have started and finished a difficult task as task that often get procastrinated than you feel you have acoomplished something big and that releases feel good hormones that set the tone for the rest of the day.
• After complishing a relaxation: when completed and feel good a big load is from the shoulders the day is allready a succes and that helps to feel motivated to accomplish the other tasks in a good mood and good pace.

3. Deep work integration  Dedicate focused time to high-priority tasks (A) without distractions, ensuring efficient and productive work sessions. Developped by Cal Newport's deep work theory suggests that to be truly productive, we should log out of all communication tools and work, uninterrupted, for long periods of time every day. So while you might not be able to fully step away from your team communication tools, aim for 60-90 distraction-free minutes at a time.

4. Email management

Many employees start their day by checking emails, but research suggests that starting with deep work on the highest priority task (A1) can be more beneficial for productivity.

4. Getting Things Done (GTD) method: developped by: David Alllen Manage various tasks, big or small, by capturing, clarifying, organizing, reflecting, and engaging with them. The GTD method rests on the idea of moving all items of interest, relevant information, issues, tasks and projects out of one's mind by recording them externally and then breaking them into actionable work items with known time limits.^[b][c] This allows one's attention to focus on taking action on each task listed in an external record, instead of recalling them intuitively.^{[5]  https://en.wikipedia.org/wiki/Getting_Things_Done} 

5. Pomodoro Technique  Each work interval is called a pomodoro, the Italian word for tomato (plural: pomodori). Developer and entrepreneur Francesco Cirillo created the Pomodoro Technique in the late 1980s, when he was a university student and used a tomato-shaped kitchen timer to organize his study schedule. Integrate regular breaks into the daily schedule, with short 5-minute breaks every half hour and a longer 10-minute break after deep work session

6. Slow productity Developped by Cal Newport Slow productivity can be defined as working at a slower pace on fewer tasks at a time to increase workplace productivity and satisfaction. Slow productivity isn't about mentally checking out. It's just about working a little slower on fewer things at one time so that you enjoy the process of work a bit more. That way, productivity can be redefined based on the quality of your work rather than the quantity. 

7. Time boxing  The concept was first introduced byJames Martin, the author of the book Rapid Application Development, as a part of agile software development. In gist, timeboxing is a time management technique where you allocate a fixed time period to a planned activity. one sets fixed time limits for tasks, promoting focus and efficiency, 

8. Time blocking: schedules dedicated slots for specific activities, ensuring a balanced and structured daily schedule. Time blocking is a time management strategy where you schedule out every part—and we mean every part—of your day. With time blocking, you're effectively breaking the work week into bite-sized time slots where you check your email, work on projects, take a break, or even exercise. 

9. Time mapping is a useful time management technique for those who tend to meander through their workdays, never sure how to make the most out of the hours they have. With it, there’s no dilly-dallying over what to do next. Instead, you get right down to work since you know what task to take on next and how long it will take.

This is an effective time management technique that surpasses the simplicity of traditional to-do lists. It revolves around breaking the day into specific time blocks to allocate dedicated periods for various personal responsibilities and work tasks and calculate time spent on different activities.

Time maps offer a detailed breakdown of ‘when‘ and ‘how‘ you navigate through your days, allowing for a more nuanced evaluation of your time use beyond a mere listing of actions.

9. The 1-minute rule encapsulates a pragmatic and intuitive philosophy, dictating that any task which can be completed within a minute should be addressed without delay, alleviating the burden of impending responsibilities.

The Holistic Oasis Office program has uniquely developed D and E tasks, focusing on personal growth, skill development, reflection, and creativity, to further enhance the overall well-being and success of employees within the company.

10. Goal setting Goal setting theory was devised by the researcher Edwin Locke. 

The primary insight provided by goal-setting theory is that having a conscious, purposeful goal increases the likelihood that the things you desire will happen for you. The theory demonstrates the importance of knowing what you want and creating plans to make progress and help you get there.

¨I can personally attest to its importance in my own professional life, and I simply cannot overstate the fact that personal goal setting always has been and remains one of the first steps you will take in your journey toward finding your true calling and unparalleled success¨. Bryan Tracy   

A quote another expert on the subject, philanthropist, and author Tony Robbins, “Setting goals is the first step in turning the invisible into the visible.”

11. GTD system Getting things done is a personal productivity system developed by David Allen and published in a book of the same name. The GTD method rests on the idea of moving all items of interest, relevant information, issues, tasks and projects out of one's mind by recording them externally and then breaking them into actionable work items with known time limits. This allows one's attention to focus on taking action on each task listed in an external record, instead of recalling them intuitively. 

12. The two-minute rule is a concept from David Allen's workflow management method called Getting Things Done (GTD). 2 minute tasks: If you face a task that can be completed in two minutes or less, you should do it immediately rather than postponing it or adding it to your to-do list.

You’ll find that nearly any habit can be scaled down into a two-minute version:

• “Read before bed each night” becomes “Read one page.”
• “Do thirty minutes of yoga” becomes “Take out my yoga mat.”

For bigger tasks:

• The thinking here is that when you want to start something new and build a good habit to sustain it,
• it's helpful to break the task down into tiny bits you can do in two minutes each.

13. Atomic habbits is a game-changer. Developped by James Clear's practical strategies for building good habits and breaking bad ones are simple yet powerful. It is so easy to overestimate the importance of one defining moment and underestimate the value of making small improvements on a daily basis.

It doesn’t matter how successful or unsuccessful you are right now. What matters is whether your habits are putting you on the path toward success.  Focus on getting 1 percent better every day. Atomic Habits presents a proven system for building good habits and breaking bad ones. 

What you do now is a mirror image of the type of person you believe that you are (either consciously or subconsciously).

To change your behavior for good, you need to start believing new things about yourself. You need to build identity-based habits.

Small steps-small wins identity-based.  

13. Pareto.Vilfredo Pareto, an Italian economist, first discovered the 80/20 rule (Pareto principle) in 1906. He noticed a strange thing about pea pods in his garden; 80% of them were produced by 20% of the pea pods. Based on this implication, Pareto also concluded that 20% of the Italian population owned 80% of the land.

1. Step 1: Create A List Of All Your Tasks. The first step is to list all your daily or weekly tasks in one place. 
2. Step 2: Find the 20% of Tasks That Carry The Greatest Impact. 
3. Step 3: Schedule Your Priority Impact Tasks. 
4. Step 4: Deal With The Remaining 80% Of Tasks.

14. A.L.P.E.N. method Created by German economist Lothar J. Seiwert, the ALPEN method is a powerful technique designed to optimise your workday by structuring it for maximum efficiency. The ALPEN method is a German acronym and stands for Aufgaben (tasks), Länge (length), Pufferzeit (buffer time), Entscheidung (decisions) and Nachkontrolle (follow-up check).  The ALPEN Method is mainly used for a first proper structuring and visualization of your plans. It’s best to use this method at the end of your workday, so that you don’t have to think your way through the tasks again the next morning. 

15. The Eisenhower Matrix was developed by former US President Dwight D. Eisenhower. It provides a way to prioritize tasks. These are evaluated according to their urgency and importance and classified accordingly into A-tasks, B-tasks, C-tasks, and D-tasks. Depending on the assignment, the tasks are then completed immediately, delegated, scheduled, or ignored. Prioritizing tasks by urgency and importance results in 4 quadrants with different work strategies

16. The 3-3-3 method. Developped by self-help expert and author Oliver Burkeman, its premise is simple: spend three hours on your most important tasks, then complete three shorter jobs, and finally, tackle three 'maintenance' activities, ie the little (but often time-consuming) chores that make your day-to-day life run more smoothly.

What distinguishes this method from others is those first three hours of work without being distracted. Dealing with them first means being fresh, focused. Keep those three hours free of e-mails, texts, chats or other mundane tasks as much as you can. 

17. The 8+8+8 rule is a time management technique that helps you distribute your day into three equal parts: 8 hours of honest hard work, 8 hours of good sleep, and 8 hours of leisure activities.

What is the 8-8-8 rule? The "Three Eights" philosophy proposes a revolutionary way of organising our day: 8 hours to rest, 8 to work and 8 to enjoy. The 8-8-8 rule is not only about distributing time equally; it also has a significant impact on productivity and personal well-being. Experts endorse this philosophy as an effective tool for combating workaholism, reducing stress and boosting self-esteem. The key lies in learning to allocate the hours of the day consciously and efficiently.

18. Parkinson’s Law. Developped by British historian Cyril Northcote Parkinson became famous for the phrase “work expands so as to fill the time available for its completion.” In other words, the amount of time you give yourself to complete a specific task is the amount of time it will take you to complete that task. How it works: This is not a time management technique per se. It’s a law that, when understood, can be applied as one of the most beneficial time management methods out there—but you will have to put in the work. That means working more efficiently in shorter bursts of time. 

19. The 4 P´s  The powerful framework of the 4P’s of time management 

1. Prioritize your tasks:

To prioritize your tasks daily first, you have to identify and focus on the tasks that are urgent or important for you and contribute significantly to completing those tasks. You can use multiple techniques to categorize your tasks into urgent and important task categories.

• Understand the difference between urgent and important: Learn how to differentiate between which task requires immediate attention and which contributes to your long-term objectives.

• Aligning tasks with goals: Create a direct link between tasks and goals (objectives) and decide which tasks directly contribute to the achievement of your short-term and long-term goals or objectives.

2. Plan your tasks:

Develop a clear plan or schedule a plan for a day, week, or month that will help you to achieve your goal. First, you have to break down your larger goals into smaller, manageable tasks and allot a specific time slot for each particular task to perform.

• Structured planning techniques: Develop a structured planning approach on a daily, weekly, or monthly basis and allocate specific time slots for all the tasks.

• Create a batch of similar tasks: Group all the similar tasks together according to their nature and complete them during designated periods.

• Daily review: Review your plan and refine that plan according to your needs and goals.

3. Increase productivity:

You are supposed to maximize your productivity by focusing on high-value tasks during your most productive period. Eliminate any distractions and time-wasting activities. Increasing productivity through effective time management includes adopting methods that optimize the use of your time. Here are some methods to enhance productivity.

• Set clear goals: First, you have to define objectives for your tasks that will keep you focused and motivated. Establish specific, measurable, achievable, relevant, and time-bound goals.

• Create a to-do list: Develop a daily to-do list to manage and prioritize tasks.   

• Set deadlines: Set real-time deadlines for tasks that create a sense of importance and use these deadlines as a motivational tool to stay on track

• Utilize productivity tools: You can use some productivity apps and tools that can help with task management and time tracking.

• Optimize peak productivity hours:First, you have to identify the most productive times of the day and then schedule important or challenging tasks during these peak periods to improve your performance.

4. Procrastination management

Procrastination management is an important aspect of effective time management. Procrastination or the delay of important tasks despite knowing the negative consequences, can harm your productivity and impact your personal and professional success. Address procrastination by understanding its root causes and implementing strategies to overcome those issues. here are some strategies for procrastination management :

• Self-reflection: Identify the reasons behind your procrastination. The reason can be fear, lack of motivation, overwhelm, or other issues.

• Creating a productive environment: To create a productive environment first you have to minimize distractions and create a focused work environment for you. Find a quiet workspace and remove any interruption.

What Is Goal Setting Theory?

 

According to another researcher, T.A. Ryan, in the paper Intentional Behavior (1970), motivation separates those who succeed from those who do not, assuming similar capabilities. As setting personal goals is a proven way to nurture motivation, they are a large part of what makes some people more successful than others.

So what are the proven strategies for setting performance goals that will help you get what you want? Let’s talk about the core principles of goal-setting theory. Understanding the goal achievement process, including the importance of planning and organizational skills, is crucial for applying goal-setting theory effectively.

What Are the 5 Principles of Goal Setting Theory?

Locke and Latham have identified five goal-setting principles that can help you succeed.

Here are each of the five principles of goal-setting theory and how you might apply them to your goals for your professional and academic goals and personal life:

Encourage personal growth by incorporating goal setting, daily analysis, and learning company-related skills for example:

• Enhancing meeting effectiveness and collaboration techniques
• Developing sales and client relationship management skills
• Improving negotiation and conflict resolution abilities
• Strengthening project management and strategic planning capabilities

These skills, among others, can be practiced daily to promote continuous professional growth and contribute to the overall success of the company.

 

Seven Steps to Success

• Decide What You Want. Step number one, decide exactly what it is you want in each part of your life. 
• Write it Down. Second, write it down, clearly and in detail. 
• Set a Deadline. Third, set a deadline for your goal
• Make a List. 
• Take Action. 
• Do Something Every Day. 
• Action Exercises.

Bryan Tracy 

Personal development

Seven Steps to Success

• Decide What You Want. Step number one, decide exactly what it is you want in each part of your life. 
• Write it Down. Second, write it down, clearly and in detail. 
• Set a Deadline. Third, set a deadline for your goal
• Make a List. 
• Take Action. 
• Do Something Every Day. 
• Action Exercises.

Bryan Tracy 

 

The art of arranging and scheduling tasks to achieve your goals efficiently.

It’s about knowing what to do and when, maximizing your time, resources, and strategies, and avoiding time-wasting activities.

In essence, it helps you to:

• maintain focus
• minimize distractions
• avoid procrastination 
• accomplish tasks
• maximize productivity in your work and life
• create a work-life balance
• achievement give good feeling it releases feel good hormones 

With self management strategies in place, professionals can manage theirself more efficiently,

• take a break
• reduce stress levels
• identify non-essential tasks that use up plenty of valuable time, which could be shifted to more important tasks

Self management leads to:

• enhanced well-being
• more personal time
• higher job satisfaction.
• revenue growth
• optimize resource allocation
• identify non-essential tasks that use up plenty of valuable time
• shift to more important tasks
• leads to immense cost savings

Reflection:

• The first steps are recognizing that procrastination is more than laziness and identifying why you might be putting things off in the first place.
• Be kind to yourself but be firm when needed.
• Watch video of Mr. Bryan Tracy see below
• What are you feeling that is leading you to delay a particular task?
• Are you overwhelmed by the scope of the task?
• Are you bored or unmotivated to do it?
• Do you fear doing something unless you can be 100 percent perfect at it

Goalsetting 

Pay attention what has your attention 

• Short-term goals typically can be accomplished within a few months.
• Long-term goals take longer to achieve, requiring at least six months, or up to several years from now.
• Subgoals. It is wise to write down subgoals. Easy to achieve goals and this avoids the feeling of overwhelm.
• Micro goals. So easy that it feels comfortable. 
• Smaller, incremental* goals give you a greater sense of control, which can increase motivation, build momentum and could improve your results