Time Management

You may avoid doing a task for various reasons: the job is boring or routine; the task is too difficult; the work has no deadline; the goals are unclear; or you simply have so many things to do that you don’t know where to start. Or you may be afraid of failure or rejection if you perform badly.

In certain circumstances, it is right to make a decision not to undertake a task: when you need to collect all the information or when you need time to think. But, on many other occasions, it simply boils down to delaying doing something.

Here are some ways to help you break through the barrier of extended procrastination:

“You may delay, but time will not, and lost time is never found again”

Benjamin Franklin, 18th-century American statesman and polymath

1 Break a large task down into more manageable sections (see Secret 4.5). Tackle one part, not necessarily the first part. The fact that you have completed a small section will then make you feel better about the whole.

2 Start on the hardest part. Do this in your most productive, high-energy time (see 1.3).

3 Give yourself a reward, but only after you have actually completed a task.

4 Work on routine tasks in your least productive time or as a break from periods of concentrated activity.

Procrastination ultimately makes a job more difficult.

2.3 Keep your concentration

We’ve all known times when our energy levels have decreased and we’ve lost motivation to complete a task. You need to set yourself realistic targets that use your skills and help you work well. Use rewards, if you like, to emphasize a sense of achievement.

 Set yourself a goal. “By coffee break, I want to have achieved…”. The goal should be challenging and should stretch you slightly, but it shouldn’t be too demanding or unrealistic. Plan to have a break after you have met your target and completed the task; resist the urge to take sudden unplanned breaks.

case study My aim in writing this book was to complete four units each day. In this unit, for example, I wrote rough notes for the area I wanted to cover and then wrote this case study – I found it’s easier to work from a specific example back to general principles – and finally the main text and intro. I tried not to interrupt myself by checking emails and, after finishing, read through the unit and looked at its place in the sequence. Writing took different amounts of time, depending on the subject of the unit, but I found setting a specific target helpful. I gave myself a break after writing two units and then after the day’s final two. The target was challenging, but realistic and achievable.

 Target a task. Ideally, your target should be to complete a task rather than simply fill a length of time, so say to yourself, “I want to have all the sales figures collated by three o’clock,” rather than “I’m going to spend an hour on the sales figures and see how far I get”.

 Give it a time period. It is helpful to aim for a task that’ll take 30-90 minutes. Anything shorter is too short to stretch you and above that could be unrealistic. If you complete the task quicker than the time you have allowed, then good. If you haven’t, don’t despair. Don’t give up or stop if the end is in sight. If you stop, you will lose the momentum you have built up and it will take you some time to regain it. Continue to work steadily until you have completely finished the task.

 Interruptions and set-backs. If you have to stop or are interrupted, note briefly – write or type a key word – where you are up to in your work, so that you can pick it up again easily. If you meet an insurmountable difficulty that stops your progress, set a smaller target and think creatively about a different approach to the difficulty. Or tackle a different part of the task and return to the troublesome part later.

Set a target to complete a task rather than simply fill a period of time.

2.4 Overcome low motivation

Try to become aware of why you have low motivation at times. Learn to challenge the thoughts that prevent or stop you from moving on and actually completing a task.

Here are some common thoughts about poor motivation, and suggestions on how to deal with them:

 “I don’t feel like doing it.” Do what you know is right, regardless of your feelings. The day I left my office to discuss what turned out to be my first book, I ignored the internal thoughts buzzing around in my mind of “why are you bothering to go to this meeting?” It was good that I did go, as that book later sold many thousands of copies.

case study Marcus found himself sitting next to the CEO of his organization on a plane. Rather than panicking at the thought of talking to someone so high up in the company, he challenged the thoughts of failure and fear that he might say the wrong thing. He outlined, gently but clearly, what he saw as the organization’s strengths and weaknesses and how he saw the company’s future. The result was that, a few days later, he got a phone call which led ultimately to his promotion. By being firm with himself, Marcus kept his nerve and didn’t panic. He took a risk and spoke up, which paid off.

“I don’t know where to begin.” Cut up the task into smaller, more manageable units.

 “I don’t feel like working.” Set yourself simple tasks to complete. Imagine it’s a task you enjoy. Be firm with yourself, but then give yourself a reward when you have completed the task.

 “It’s boring.” Set yourself a time limit to complete part of the task in, say, ten minutes.

 “I work better just before a deadline.” Okay, that may be the case, but you can still plan your time better.

 “I’m afraid I’ll fail.” Remember that the person who never made mistakes never made anything. Don’t panic; think what is the worst that could happen? Learn from your past mistakes. Be courageous. If necessary, learn new skills.

 “I’ve always done it this way.” Take a risk. Do something differently. Think outside the box. Change your perspective. Innovation is an opportunity to grasp, not a threat. Grasp the opportunity.

Do what you know is right, regardless of your feelings of apathy.

2.5 Sharpen up your decision-making

We all make decisions constantly in life – which clothes to wear each day, what food we eat and so on – but it can be difficult making decisions about things that have greater significance.

Here are some guidelines on coming to a decision. It can be helpful to write down all the choices you face. If there are a large number, reduce the choices to the most important. Ask yourself the following questions (I find it helpful to write down the answers):

 What are the advantages and disadvantages of each option?

You may need to put greater significance on some advantages and disadvantages to discern the way forward.

case study I was due to go on an intensive course in London for a month. I had to make a decision about where to stay during the course: at home, incurring four hours of travel each day; with my brother in central London; or with my uncle in the suburbs? I listed the various options, weighing up financial cost, travelling time, and access to computer facilities. Through analysis, I realized that the most important factor wasn’t cost or travelling time, but how effectively I could continue working. This informed my decision to stay with my brother, using my laptop and his printer and modem.

 What are the effects of choosing each option? For example, choosing a new job that would mean working a long way from home for weeks on end would have a significant effect on your family life.

 What would happen if you made no decision at all? How would that relate to your fulfilling your long-term goals?

 What is the time scale for making a decision? For example, do you have a meeting coming up at which you need to report your decision? If so, allow time to write your report. If you have no particular time frame, then give yourself one to spur yourself on.

 Who can I seek advice from on this matter? Ideally, you’ll seek advice from someone with greater experience than yourself, but any good friend can work as a ‘sounding board’.

 Think ‘outside the box’. Be creative and imaginative in thinking up further possible solutions. It might be helpful to take a break from the fine detail of trying to come to a decision in order to help you focus on the bigger picture at this point.

 Don’t ignore your instincts. What is your instinctive response to the different choices that you face?

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