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Time Management & Productivity – Can You Really Manage Time?

Let’s do something right: there is no such thing as “time management”. You can’t manage time. Time is unstoppable, moving at its own pace. It just happens, no matter what you do. Or don’t. We all have 24 hours in a day. Except, perhaps, in the Hungarian army, where the DAY consists of 24 hours, and you still have the whole NIGHT. (Hahaha.)

So why is it that, when we talk about productivity, time management is one of the first things that comes up? The answer is simple:

math, Productivity is defined as Work done over time. P = W/T

It follows from the equation that in order to increase productivity, we need to reduce the time required to do the work. That is: we have to work faster. Faster and faster. Right? Maybe. But then, maybe not.

Unfortunately, it seems that in our crazy artificially accelerated world, the only way to improve productivity is to work at breakneck speed. Usually at a speed defined by the speed of light (or electrons). Just think email, cell phones and Blackberries.

However, there is a problem. The faster we work, the more mistakes we make. The faster we work, the less we think. The faster we work, the faster we get tired. The faster we work, the more stress we get. The result: productivity suffers. It’s really rare. We burn. We get sick. Some of us, unfortunately, also die. We live for work, but there is no life.

The solution? Forget the math. Or at least the formula for production. Stop being crazy! Slow down and start managing what you can. Let’s redefine productivity in a more meaningful, personal way.

Productivity is: “Continuously taking actions that align with your business goals” (Sally McGhee)

Time management takes on a whole different meaning when you start thinking about your work and your priorities. Time Management will turn into effective Task Management. Things we can control. We can control what and when.

The “what?” will be driven by our business objectives and the activities to support them. “When?” it will be carried out primarily under our leadership. It will all come together in our planning, our priorities, our realistic estimate of the time required to complete the tasks and our disciplined implementation of the calendars we set.

Consider these steps:

  1. Write down all your business (and personal) goals;
  2. Collect all your tasks in a single place (ideally in the Task Pad of MS Outlook);
  3. Prioritize all your tasks and activities;
  4. Tomorrow’s plan, tonight;
  5. Write all the selected activities in your calendar, showing the exact time estimate for their completion. Write tasks in your calendar only if you have the intention (and commitment) to do them.
  6. Come tomorrow, let your calendar guide your day, not interrupt it. (Of course, if you need to make time for breaks, your calendar should have “free” spaces to accommodate them.) A calendar full of back-to-back commitments will inevitably lead to incomplete tasks, lost time, and frustration. Truth must rule! If a task takes 2 hours of your undivided attention, you can’t “will it” to do it in half an hour.

Will the above solve the time crunch? Well, maybe not all the time, but often. Develop the habit of focusing on your priorities (value-producing activities). Learn to say no. Learn to ignore (or turn off) the sources of constant interruptions when you focus on your task. The world won’t end if that email doesn’t get immediate attention. It wasn’t that long ago that if someone wanted to get hold of you, they had to knock on your door or wait for you to hang up.

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