Time is by far one of the scarcest assets in the world. In fast paced and ever changing environment you know you could achieve more only if you had more… no, not money, but time!
Having said that, how can you make sure you use it effectively? My answer is, use the 5S approach! It comes from Lean methodology and is aiming at making the workplace clean and well-organized. Below you can see my different applications of that technique. Let’s start:
1. Sort
Start with listing all activities that you are doing on regular basis or plan to do in near future (let’s say next month). A quick review of your personal or work calendar might help. Now, try to sort them into two categories:
- Valuable for you
- Not valuable at all
Another article could be written on which activities are really valuable or not. Still, let’s keep it simple for now. Use you own judgement when sorting, but try to look through black and white glasses. It will help you to find key areas easier.
The next step is really key. Get rid of all of items that are within the ‘Not valuable’ category. Decline useless meetings, stop wasting your time on TV each evening etc. If you do it well, you will be surprised how much time you have available.
Finally, focus on what is important. Those activities should be your first priority each day. Whether it’s an interesting book, cool online training or meeting your best mate. Make sure you cover that, then plan the rest.
2. Set in order
Determine the time to execute each activity that remains on your list. Do plan your time to make sure that you will cover valuable items. It’s better to do weekly planning, than daily. It gives you more flexibility – if you don’t do something on Monday it’s not a disaster, you still have 6 days. This way you will master your calendar, and not the other way around. Also, don’t be too strict on your schedule, feel free to amend it if needed. It should be your guide, not your limitation.
Finally I do recommend to set just a few goals per day – let say max 4 or 5. In this way you can make sure you focus on important things. When your to-do list is very long – i.e. 15 items – even if you get key 5 done, you’ll see that you still missed 10, which can be a bit demotivating.
3. Standardize
This one will be rather short in description, but difficult to achieve. Nowadays, we interact with other people almost all the time. Thus to make sure you succeed, not only you must follow the above approach, same needs to be done by the people you cooperate with. They need to understand why you decline meetings that don’t bring value to you. Similarly they need to participate in those that you see as important (even if it’s just a squash game or joint beer).
4. Shine
Be well organized and keep it cool. Good time management should bring expected results…true, but it can be fun as well. Use a calendar in a form that is convenient for you. If you like old school, buy a paper notebook calendar that looks nice. If you prefer tech, go on and adjust your app visually, so that you have pleasure in using it. Finally, if you prefer to use wall calendar, make sure it presents something enjoyable (your hobby, friends etc.).
5. Sustain
Yes, we cannot miss this point. Probably the most difficult one! Once you go through steps 1-4, you need to make sure you follow that approach. Moreover, go through that process from time to time (every 4 or 6 months) to ensure you don’t spend your time in the ‘not valuable’ area. Setting up Outlook reminders or mobile alarms in a few weeks’ time could help. Still having some reminder, which you see quite often won’t hurt . For instance you could put some nice poster on the wall (home or office) that will remind you to manage your time well. Make your own choice on what you want to post. My suggestion would be something to remind you either about time (cool looking watch ad etc.) or about your important activity (career objective, hobby, family, friend or project you work on etc.).
Hope you will find above approach useful. If you do, please share the article with your friends and let me know how this approach works for you in comments section.
Thanks,
Tom