Determining the Best Possible Time Management Strategy You Can Use In Your Life

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In this article, Juliet explains how you can make the best use of your time by determining your personal time management strategy. She will teach you how to maximize your productivity by tracking what you do for a week with the help of a time log.

You need to realize where you are currently spending your time. So, you need to set up a time log and check up on yourself for a few days – I’d recommend at least 7 days. What you do is record each activity that you perform during the day.

So, take out a piece of paper, divide it into five columns and label them with the titles:

1. Time
2. Activity
3. Scheduled / Unscheduled
4. Notes
5. How you felt (energetic, lethargic, motivated etc.)

The first two are self-explanatory, you what to see what you are doing and for how long. You even need to put in travel time, shower time etc.

When it comes to the scheduled or unscheduled column, this will give you an idea as to how much of your time you are actually managing.

Then, under the notes, you want to see things such as:
• Interruptions
• Urgent task therefore you squeezed it in
• Activity overran expected timeframe

Capture your time at regular intervals – say every 30 minutes – or just make a note whenever you change activities.

Once you have done this exercise for a week or two you’ll be able to see your good and bad habits when it comes to managing your time. You’ll be able to identify where you are:

• Wasting time
• Procrastinating
• Miscalculating the amount of time you need for a task
• Taking too long to complete an activity (and possibly why e.g. low energy)
• Working according to a schedule or in a haphazard manner
• Interrupted
• Energized
• Motivated
• Getting it right

Now that you have all of this information you can use it to formulate a time management strategy that is tailored for your unique needs. So:

• Eliminate or use the wasted time.
For example: make calls while you are waiting for a class

• Determine why you are procrastinating and how to overcome it.
Do you need training or to change the time that you do that particular task?

• Learn how to accurately calculate the amount of time that a task is going to take you.

• Use the activities that energize you to get you through those that you struggle with.
If going through you mail drains you, put on some uplifting music or schedule a walk afterwards.

• Determine what time of day you are better at what tasks.

• Find strategies to reduce interruptions.
Do you need to change the time when you undertake that activity, do you need to put your phone on voicemail etc.

• Identify motivational levers that you can use when things are not going well.
Do some stretches, read some affirmations etc.

• Take what you are getting right and apply it more.

• Establish where you need flexibility.
Where are you typically held up and get behind schedule? Cater for that extra half hour or so.

• Decide where you can group tasks so that they don’t take up as much time.
For example, respond to emails only a few times a day.

• Identify what tasks you are doing that aren’t beneficial.
Stop doing them.

These are all factors that are unique to your situation and your preferences as an individual. Use these to set up a schedule and time management strategy that is optimal for you.

This article was written by Juliet du Preez

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