Archive | Time Management

Avoiding Setbacks When You Add a Weekly Commitment

When you are on a program of continuous improvement, you are often adding  some new activity to your weekly schedule, or improving the existing one. But by continually raising the bar you create a hazard: the increased potential for failure!

Here are a few things that can help you add a weekly commitment without so many setbacks.

1) Before you add a new activity to your life, make sure it’s important enough to push out some other activity.

This is true even if you’re just adding 15 minutes a day for journaling (an excellent activity to add). It is rather hard to make 15 minutes consistently. You already have morning, noon, and evening routines, which are timed to get you to work or home or sleep on schedule. You will need to cut out something: maybe reading the paper, or maybe late-night TV or surfing the web, or maybe a leisurely meal.

If there is nothing you would remove to make space for the new activity, it’s better not to commit. The new activity is not important enough for you.

2) Plan it for a suitable time block.

All times are not created equal. You will have more energy at some times, less at others.

If you’re adding recreation—maybe you want to see more movies—you can probably schedule it for an evening when you’re less energetic. But if you’re trying to start a business on the side, you will need some high-energy time for it—most likely in the early morning, or in the morning on weekends. (Unless you’re a night-owl. Then you might choose go to the matinee, and work on your startup at night.)

3) Set a physical reminder so you don’t forget to follow through.

Routines have inertia. One activity triggers the next. You will need to make a special effort to break the routine. You can’t count on remembering, you need a physical reminder.

One way to do this is to set an alarm. For example, you can set an alarm to go off 30 minutes before your usual bedtime to remind you to plan the next day.

Another way to do this is to create a physical reminder. It could be a note. Or maybe you pack your gym bag and leave it at the foot of your bed the night before, so you remember your intention when you wake up the next morning.

Don’t assume you’ll remember to follow through. If you don’t take proactive steps to remember the new activity, you will forget. The routine run as usual.

4) Plan for contingencies.

Things will go wrong. They always do. The key to following through is to adapt the commitment rather than drop it. And it is much easier to adapt if you’ve thought through various scenarios in advance.

For example, suppose you are running late, and do not have an hour to go to the gym as planned. You have only half an hour. There are a dozen ways to adjust. You could exercise at  home with a video instead. You could cut back the workout at the gym. You could reschedule work so you have the full hour at the gym. The key to creating a new routine is to do something not nothing. Any form of exercise will help reinforce your intention to go to the gym.

Problems are inevitable when you are breaking routines. If you think ahead for what you’ll change, when you’ll change it, how you’ll remember, and what to do when things go wrong, you have a much better chance of success.

 

June 25, 2015 in | Permalink | Trackback | Comments

The Evening Review

To keep on track with a workload, you need to review your progress daily. I generally recommend taking 15 minutes in the morning to see what you got done, and what you need to do. However, there is a good case to be made to spend a little more time to review in the evening. I was inspired to do this after reading The Power of Full Engagement by Jim Loehr and Tony Schwartz.

The evening is the perfect time to reflect on how the day went. Did you do what I intended to do? If so, what made that possible? If not, why not? How would I plan differently another day?

5-10 minutes of “thinking on paper” on these topics is very valuable, because it helps you figure out how to tinker with your schedule. It’s not always obvious how much time certain work will take. Nor is it obvious how much pleasure some recreational activity will bring. To arrange your days to run happily and productively, your need to review what works and what doesn’t.

This works better at night, when you can focus on looking back. In the morning, that can bog you down, just as you are trying to get geared up for the day. At night, it’s satisfying to take a few minutes to reflect. But there’s little risk of bogging down in reflection when you’re tired and ready to go to sleep!

As an added bonus, you get to sleep on it. So when you get to planning the next day, you have already percolated on any issues from the previous day, and a few ideas will probably have come up for what to do differently today. The bottom line: if you take a few minutes for an evening review, it takes less time the next day to get started, and less total time reviewing and planning. Who’da thunk it?

 

 

February 24, 2015 in | Permalink | Trackback | Comments

Three Tips for Using Small Time Blocks for an Open-Ended Thinking Task

When you have a big question to think about, don’t wait until you have 2 or 3 hours free to tackle it. There just aren’t enough big blocks of time available to make that a practical strategy. Instead, learn how to Velcro together smaller blocks of  time–say 25 minutes or so–so that together they give you the effectiveness of a longer block.

The key to meshing small time blocks is making good transitions. Start and end your work block with procedures that ensure each bit of work will follow seamlessly from the previous. Then, together, they will add up to the open-ended thinking time you need. Here are the basic tips for making that happen:

1) Keep your notes in one place.

When you return to the issue, you need to look over the work you did last. Where is it? Don’t make this a hard question. Don’t even make it a question at all. Make it trivially easy to find the last work you did, by always keeping “thinking” work in one place.

I follow this advice by keeping all my handwritten notes in one thinking notebook, which is always within reach. The notes were made chronologically, so it’s easy to find past work. I tape loose notes right into the notebook. Other people use a single computer file for their everyday thinking.

Your system may be different, but make sure it’s so simple and easy-to-use that you never have to pause to ask the question, “where are my notes?”

2) Give yourself permission to warm up during the first three minutes

It takes a few minutes to get back into the context. You can’t hurry that process. If you try, you’ll just strain. So, know that you need to take a few minutes to re-read last-time’s notes to activate your mental circuits on this topic.

There are many ways to warm up your mental circuits. Read. Make a list. Do some “thinking on paper.” Once the engine is warmed up, you can put your brain in gear and start doing new work.

3) Take 30 seconds at the end to make notes in full sentences on what’s next

The alarm sounds. The phone rings. A person arrives at your desk. You need to be prepared for these eventualities. Chances are, you will sometimes need to interrupt your thinking before you’re ready to stop.

And that’s wrenching. You’ve just spent 10 minutes–or an hour– warming up your mental circuits and digging into the heart of the issue. If you just stop now, you will have to redo much of that effort to get back to the same place.

Don’t throw that work away! Hold up your hand with a “just wait” sign and take 30 seconds to write some notes to yourself. Sum up. What were you doing? What were you going to do next? What last idea do you want to record to explore next time? Write the answers out in full sentences so you can understand exactly what you meant when you come back later.

The 30 seconds you spend now will save 10 minutes or more when you come back today or tomorrow, by making it much easier (and less painful) to recover the mental context you interrupted.

Are you wishing you had uninterrupted time you don’t have? Take better advantage of the time do you have–by using these three tips.

 

 

January 15, 2015 in | Permalink | Trackback | Comments

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