Effective Time Management Skills Everyone Needs to Have
There are many things in life that are outside of your control, but how you spend your time is not one of them. Think about it: How you spend your time dictates what you achieve in life. Using your hours to work toward the outcomes you value the most will help to not only bring you success, but will also sustain that feeling of fulfillment that comes from accomplishing your goals.
Making the most of your time and achieving the life that you dream of requires not only developing a set of effective time management skills, but creating a mental shift in how you think about time management best practices. Stop thinking of time as a resource that’s out of your control. It’s true that there are only a limited number of hours in a day, but it’s up to you to realize that you can develop time management skills that can help you to focus your attention on what really matters. That way,your brain can zero-in on reaching your highest value outcomes without getting swept up in distractions.
ALIGN YOUR ACTIONS WITH YOUR CORE VALUES
The first step is getting clear on what it is you really want. If the actions that you take aren’t aligned with what truly matters to you – your core values – then no matter how much you accomplish with your time, you’re not going to get that same sense of achievement and fulfillment than you would if you focused on the outcomes that add the most value to your life. This is the methodology behind Tony’s Rapid Planning Method – by focusing on an outcome, you develop the motivation and organization needed to meet your goals.
Maximize your results by effectively using your time
Suppose that you want to strengthen your relationship with your partner, and you decide to use an hour out of your day to give that person the attention they deserve. But as you’re sitting there, your phone vibrates in your pocket. You take it out to see who texted you.
You’ll probably even text them back, and, before you know it, you’ll have a conversation going. By shifting focus to your phone, you’re directing your attention away from your partner, and you’re no longer working toward the outcome that you truly value, which is a healthier, more passionate relationship with the person you love. What if instead of checking your phone, you stayed committed to your targeted outcome, and gave your partner the attention they deserve? By staying focused on your end goal, and letting the phone conversation wait for an hour or more, you’ll be more successful at attaining the outcome that speaks the most to your core values.
Aligning your actions with your core values is a question of having clarity on what these values are. What do you truly want? How can you accomplish this goal by using your chosen time management skills? Is your goal to lose weight or to earn a promotion at work? Whatever it is, you have to be clear with the outcome you plan to achieve and designate the time needed to reach your goal. Be realistic! If you tell yourself you’re going to go from middle manager to CEO at your company, that’s an incredible goal to set, but realize it might take longer than six months.
Clarity in your goals
Clarity is achieved by being specific about what you want and by building your outcome around a meaningful metric. If you tell yourself that you want to lose weight and lose one pound over the next year, have you technically succeeded at what you set out to do? Sure, but is it really what you wanted? Probably not. You were most likely looking to lose 20 or 30 pounds. Set a clear goal for yourself when possible. By being specific with your outcomes, and having clarity on what they are and why you want them, you can have the laser-guided focus you need to achieve them. Not only that, but you’ll feel a greater sense of fulfillment when you do hit your objectives.
How do you know if you’re truly working toward your core values? What personal rules have you set for yourself? Conduct a core values audit: track your activities for two weeks, taking note of which core values your actions connect with, and audit yourself with a keen eye as you evaluate how to move closer to your goals.
Once you have several weeks of progress written down in front of you, take an objective look at how you’ve been spending your time. Eliminate any activity that you identify as unconnected to your values and goals from your schedule. Replace these activities, like checking social media too frequently, with something that serves your ultimate plan, like cooking healthy meals or regularly exercising. After several weeks of practice, you’ll find you don’t miss the time-consuming tasks you eliminated.
You’ve discovered your core purpose, and now it’s time to identify what’s distracting you. Email? People popping into your workspace? Texts? Social media? Whatever it is, eliminate the distraction and the stress that comes with it. Block websites if you have to. Put up an “Away” or “Do Not Disturb” notice on your accounts. Take control of your workspace and time so you can be productive. Your time is yours, so don’t make excuses if you’re not using it to the best of your abilities. One crucial element of great time management is getting comfortable with saying “No” to things that don’t help you reach your goals.
As an experiment, journal your “interruption emotions” for one week. Each time you allow yourself to be interrupted, stop and jot down exactly what you were feeling before you stopped what you were doing and switched tasks. Often we allow ourselves to lose focus and be interrupted as a crutch when we’re experiencing uncomfortable emotions like boredom, frustration or lack of interest. These are learned, addictive responses – and we can learn to overcome them and change our behavior by employing effective time management skills instead of backing down when a task becomes challenging.
Learn to say no
This is one of the biggest skills we all need to learn. When you say “no” to something that isn’t really adding value to your life or supporting your core values or goals, you are saying yes to something else that is: time to be with family, exercise or even much needed sleep.
If saying no to something seems hard, think about a time when you reluctantly said “yes” to something and later regretted it. Now, remember all of the emotional turmoil that one decision caused. You went around kicking yourself for awhile, and then you resented the person who asked you to do the task or attend the event in the first place. You fantasized about ways to get out of the commitment.
In the end, you either did the task begrudgingly even though you didn’t have the time or resources to do it, or you flaked out because you were overcommitted. Saying no in the first place to a task you don’t want or don’t have time to do is a lot easier than all of that, so learn to do it. In the end, this effective time management strategy will help you devote more time to things that are actually important to you.
Understand how priorities really work
What do you consider your priorities? If you’ve listed many things, take pause. If you have endless lists of priorities, it’s the same as having no priorities.
By aligning your outcomes with your core values, you can achieve clarity on which goals are true priorities. What actions produce the most value? What outcomes address your true wants in life? Once you have a direction to move in, you’ll get a better sense of what actions deserve your attention and which ones don’t.
If you’re facing an overwhelming number of tasks around an outcome, remember that you can create better to-do lists by chunking all related tasks into smaller groups so that they are easier to manage and tackle. That way, you can better visualize and identify the steps you need to take to reach your goal.
Tony explains the power of chunking and how it helps direct your focus toward what matters.
Work on tasks in 20-minute increments
When you have difficult things to do that demand all of your focus, it can be draining and intimidating to work on them. One great tactic to use in cases like this is the 20-minute increment block. Here’s how it works:
Get your mind ready; let yourself know you’re about to focus on something important. Prepare to tackle the task and set an alarm for 20 minutes. Until your alarm rings, give that task everything you’ve got, without any email, cell phone or other distractions. When the alarm goes off, decide whether you’re going to put the task down or finish it. Take a small break if you like, and then get back to that task afterward. Repeat the process until the task is complete.
You’re already familiar with that incredible feeling you get when you’re in the zone. You’re unstoppable, and you get more than you thought you could get done finished. The only problem is that right now getting into the zone feels haphazard and random; sometimes you’re there, but sometimes you’re not. Working on your tasks in these 20-minute chunks helps you pull yourself into the zone as needed, instead of hoping to fall into it by chance. Over time, you’ll be able to slip into this mindset on your own, without the aid of a timer.
Cut back on instant answers
How often do people in your life ask you for something? Too often people ask us to do something and we instantly say yes, even though we are too busy or uninterested in the offer and really want to say no. Then we have a commitment we’re stuck with, looming ahead in our calendar. Instead of answering right away and providing a response you’ll later regret, step away from the email or tell the person you’ll need to think about it and will let them know in a little while. Hold off on giving an instant answer.
Try not instantly committing for one month. Instead, take time and ensure that you commit only to tasks or activities that support your core values and goals. If something someone asks you to do doesn’t align with those values and goals, be bold and politely decline.
At the end of the month, assess: How many extra tasks would you likely have taken on had you not taken some extra time and thought before answering? How much time did you save by doing that? How much more fulfilled do you feel with what you did accomplish?
Remember, you’re not in control of how many hours there are in the day, and you’re not in control of every outcome of your actions, either. That’s okay! However, you can work to be the best, most efficient version of yourself possible. One way to do this is through outsourcing. Outsourcing tasks is a critical skill that every successful entrepreneur and Fortune 500 CEO has to master, and so do you. When you can delegate tasks, do it.
Think of it this way: If you’re too focused on completing a giant list of menial tasks every day, you’ll be unable to focus on your larger goals and core values. On the other hand, if you focus on only the outcomes that are in your control instead, you’ll avoid the frustration that comes with overburdening yourself and what you do accomplish will be that much richer in meaning.
It’s also worthwhile to remember that by delegating whenever possible, you help yourself grow because you give yourself space to take on the newest, most challenging tasks yourself, and can delegate someone else to handle the smaller, everyday items on your to-do list.
Effective time management skills are at the heart of a happier, more fulfilled life because you’ll be able to focus and achieve the outcomes that drive your passion. Imagine that intense feeling of peace that comes with being fulfilled with what you’ve achieved; this feeling is in your grasp, as long as you commit to reclaiming your time and working toward your ultimate purpose. With the right time management framework, and excellent time management skills in place, you no longer have to imagine that state – you can attain and live it.