Ways to Better Manage Your Time

We are not promised an infinite amount of time. Each of us is given 24 hours in a day, and according to the National Center for Health Statistics ^[1], we have, at best, an average of 77.8 years of life. So how can we best utilize the time that we are given? How can we accomplish everything we need to?

Honestly, for most of us, there simply isn't enough time in the day to do everything we want. So to best maximize our time, we have to manage our time.

In his lecture on Time Management ^[2], the late Randy Paush, former professor at Carnegie Mellon University, talked about the importance of good time management. He stated that the manner in which we perform the tasks assigned to us and the sequence in which we perform them has a profound impact on how much we get out of life.

So how can we ensure that we get the most out of our limited time each day? By setting goals, prioritizing those goals, and scheduling time to get things done, we can get more out of life. Let's explore each of these a little more closely.

Set Clear Goals

Goals help to set the framework for how we organize our time. If we don't first determine what we want to achieve, we risk allowing someone else's priorities to dictate our activities. To determine your goals, start by asking yourself, what do I want to accomplish this year? What are my main goals? Then separate your goals by the specific areas of your life. For instance, what do you want to accomplish in your career? In your personal life? Next, break those goals down a little further. What can I accomplish this quarter? This month? This week?

Now, look at the goals you've written and ask yourself, Why is this important to me? What will I gain if I accomplish this? What would I lose if I don't do this? By asking these and similar questions, you are better able to narrow your list to those few items that will give you the greatest pay off. Seek to limit the number of goals to four or five to begin. Having a few, select goals will allow you to be more focused, intentional and targeted.

Prioritize from A to C

We've heard about the 80/20 rule as it applies to economics, but it can apply to time management as well. As you look at how to prioritize and divide your time, seek to focus 80% of your efforts and attention on the 20% of your activities that will allow you to accomplish your goals.

So what are some ways to prioritize? One way is to make a "To Do" list and assign priorities to the items listed. Try assigning an "A" for critical, must-do items, a "B" for not as critical, should-do items, or a "C" for optional, could-do items. Whatever method you use, be sure to rank your planned activities by most important to least important.

Schedule Your Activities

Now that you have identified what you want to accomplish, it's important to specify when you want to accomplish it or you will find that your time quickly passes. Good ways to transform your written priorities into action are to utilize an electronic calendar or day planner. Identify a date and number of hours needed to complete a task. Stay flexible and adjust the time as needed. However, try to honor your time commitments as much as possible. Remember, in identifying what to schedule when, be sure to schedule time for you. You need time for rejuvenation and development.

The key part to better managing your time and getting the most out of life is proper planning, prioritizing, and scheduling your time. By keeping this in mind, you can get more out of life by making every minute count.

Sources:

[1] http://www.cdc.gov/nchs/fastats/lifexpec.htm

[2] http://download.srv.cs.cmu.edu/~pausch/