Author: emilyschwartzspeaks@gmail.com

Stop Being Busy

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One of the single biggest time management mistakes people make is to confuse being busy with being productive. When you are busy, all you are doing is filling time. You are working, so it gives the temporary illusion that you are getting something done, but you’re not.  If you want to actually make progress on a goal you have to be productive.

(Check out my video about being busy and productive Here)

When school let out last week, several of my colleagues asked me how I planned to keep busy this summer. I don’t plan to “keep busy” this summer. I plan to be productive.

This summer, I have many goals but my biggest one is to prepare my book for publication. My manuscript is finished but as I’m quickly finding out, writing the book is one of the easier parts of the publishing process! I’ve decided that the only way I’m going to finish this summer is to find time every day to devote to the book. I could spend this time reformatting all of my headings and playing with the cover font. I am technically “working” on the book, but I’m only being busy. I’m not taking concrete steps to move toward my goal. Sure, the cover font needs to be dealt with at some point, but the more pressing issue is finding an editor and researching publishing outlets. If I want to be productive on my book right now, I need to work toward those goals. (On that note, if you know of a trusted editor, let me know!)

Busy is Easy, Productive is Hard

The problem we have is that being busy is easy. Being productive is hard.   Here are three simple steps to make sure your work sessions are productive:

1)      Have a Goal- Without a goal, our work has no purpose. Have a concrete goal that you are working toward.

2)      Have a Plan- Your goal is worthless if you don’t have a plan to get there. What small thing can you do each day that will move you toward your goal?

3)      Re-assess Your Plan – After you create your plan, you can’t blindly continue down your path. If something isn’t working, re-assess and change your approach.

Remember, sometimes your plan won’t always work and it might feel like you are taking a step backwards, but that’s OK. A step backward means you’re learning from your mistakes and sometimes that’s part of being productive. When you’re busy, you’re only taking steps sideways. You’re still moving, but you’re not going anywhere. Only productivity actually moves you toward your goals.

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Making Time

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The gym and I have not been as good a friends this year as we have been in the past. By the time I’m done with work and school for the day I’m so tired that I’ve been letting my workouts fall by the wayside. Because of my recent fitness slacking, I was particularly proud of myself the other day when I took my gym bag to work with me and vowed to put in at least 30 minutes of cardio before coming home. I was so proud of myself that I even called my health-nut sister to tell her I was going to exercise!

Let me tell you about my amazing sister. She is smart, gorgeous, eats better than Jillian Michaels and works out 5-6 times a week. I told her that I wish I could get to the gym more often but I just never have the energy. Then she said something that has inspired my time management all week. She said, “Well, I mean, I never have the energy to work out either, but I just do it.”

Just Do It. Wow, someone should use that as a company slogan.

I have been thinking about my sister’s comment all week. Don’t we all have things we want to do but never seem to have the time or energy for? What if we stopped making excuses and made time for the things that are important to us? I can count on one hand the number of times I have bounded out of bed at 5am with the energy to go to work, but I go anyways, putting on a smile and faking energy until I have my morning cup of coffee and the adrenaline of the day kicks in.

A Challenge

This week, I challenge you to make time for something meaningful that you never think you have the time or energy for. Since talking to my sister, I have found the energy to go to the gym two more times and I feel so empowered. Remember- you control your schedule, no one else and you decide if something is worth your time. Stop making excuses and start making time for things that are important to you.

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Knowing When to Stop

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Not everything goes according to plan. Few people would disagree with that statement, but that doesn’t mean it’s necessarily easy to deal with! Planning out your day in advance is an essential part to having great time management skills, but we have to be prepared to quickly adjust the plan when unexpected speed bumps arise in our day.

On Thursday, my husband had a dinner to attend for work. I had a lot of work to finish up so I was really looking forward to having the house to myself and enjoying a productive evening. I had a whole “itinerary” of tasks planned out.

First on my list was editing a track for the school talent show next week (oh the things on an elementary music teacher’s to-do list!) I sat down with my laptop, but quickly became frustrated when I couldn’t get the microphone to work. I should have just stopped and moved on to the next thing on my list but did I? No. Instead, I spent the next hour fighting with technology, Googling tutorials, and restarting my computer. When I finally decided to give up for the evening, I was so frustrated that I ended up watching reruns of the “The Office” to help fight the urge to throw my laptop out the window. So much for my productive evening!

Avoiding Frustration

We work most efficiently when we are motivated, not frustrated. This is why when we hit a major point of frustration with a task it’s sometimes best to walk away, give it a rest, and start something else. However, there is a difference between something being frustrating and something being difficult. If we stop each task when we get to a difficult part, pretty soon we’ll only have the hardest parts of all our work left on our choose-to list. Frustration is different from difficulty. When you’re frustrated, it’s not necessarily because something is hard to do, it’s because something just isn’t clicking. I had used my microphone setup a hundred times, but for some reason it wasn’t working this week. Maybe your technology isn’t working either, or you have a headache or you’re getting irritated with your co-workers. In this case, it’s best to just walk away and come back to it later before your frustration consumes all of your desire to be productive.

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Organizing Your Life

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Has this ever happened to you? You’ve perfectly planned out your afternoon to finish several pressing tasks. As you sit down to work, you’re feeling extremely proud of your time management skills. Nothing is going to stop you today! Then, you actually try to begin your work and you can’t find that one form, spreadsheet or piece of paper you need to get started. Pretty soon you’re spending your afternoon tearing your desk and filing cabinet apart instead of working.

Time management and organization go hand in hand. If you want to get your work done as efficiently as possible, you have to be able to find it quickly. That’s not to say that in order to be organized you must maintain a perfectly manicured filing system. Everyone’s system will look different and the most important thing is that it works for you.

This year, I started teaching at 3 different schools during the week and I quickly discovered that my old system of organization was no longer going to work. It was difficult to predict which piece of paper I’d need at which school. I’d find myself wasting an afternoon at one school because I’d left my work at the previous school. I decided the only way to combat this problem was to have a mobile filing cabinet. I bought a rolling cart and put three large files in it- one for each school.  Whenever I received an important piece of paper, I’d put it in the rolling cart. I periodically clean out the files and put them in my desk at their corresponding school. My poor rolling cart ended up being a little cluttered, but this system works for me and I rarely have trouble finding what I need.

When creating your own system of organization, remember:

1) Not every scrap of paper is important

Often, the papers that cause clutter are not the important ones, they are the ones you’ve already used and don’t need anymore. Frequently go through your papers and throw out things you don’t need.

2) Alphabetical filing cabinets aren’t everything

If you can’t force yourself to maintain a filing cabinet, then don’t use one as your primary system of organization. Instead, use bins, trays, notebooks, or whatever else works for you. Filing cabinets that aren’t used properly can become the worst black holes for lost things. If that isn’t your style, use something else.

3) Keep things close that you use frequently

If you use something everyday, there is no sense in keeping it in a notebook on the other side of the room. I keep my most-used contact sheets pinned to my wall by my phone.   Save yourself time by keeping the things you use most frequently in a place that is easily accessible.

4) Get organized in your down time

Your system of organization is most important during your busy times, but it needs to be in place before then. It’s too late to build a life boat when the ship is already sinking. Use a less-stressful time to re-vamp your organization so you’ll be prepared when your hectic time hits.

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When Perfection is a Waste of Time

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Even those of us who don’t label ourselves a “perfectionist” have our moments of obsession with getting something just right. We generally think that being a perfectionist is an admirable quality. However, in The Time Diet, it can also lead to massive amounts of unnecessary wasted time. There are times when perfection matters and there are also times when “good enough” truly is good enough. Knowing the difference is important in time management.

This week I have a research paper due for one of my grad school classes. Completing an entire original research study in one semester is generally considered to be an impossibility so my professor has asked for a rough draft to grade us on. She has stressed that this paper does not have to be close to final form yet, she just wants to see our progress. The perfectionist in me has had a difficult time with those instructions. I have declared myself  “done” with this draft no less than 8 times over the past week. I have saved the document, opened up an email to send it to my professor, and then decided I want to add one more quote or change one more word.

No Such Thing As Perfection

The problem is that this kind of perfectionism is a giant waste of time. In this case, my work does not have to be perfect and the relentless pursuit to make it so is not worth it. My time is far better spent finishing up other work. While I made countless edits to my draft, my other equally important work sat on my desk untouched.

No work will ever be perfect. There will always be something you can change, something you can add, or something you can fix. At some point, you have to just say enough is enough and move on. As I’m posting this blog, my draft is sitting in my professor’s inbox waiting to be read. It is not perfect. Even when I fix it up and submit it to a journal, it will still not be perfect. However, it is “good enough”, and right now that’s good enough for me.

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The Consequence of Nothing

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When we fail to make time for our own projects, a terrible thing happens: Nothing.
It’s one thing to find time to work on projects or assignments that are essential. If you don’t finish a project for work, your boss will be upset. If you don’t turn in an assignment for school, your professor will lower your grade. If you don’t get your leaky roof fixed, you’ll have an unwanted shower in your living room the next time it rains. However, if you fail to make time for your own projects, an even worse consequence occurs: Nothing.

When we already have a full plate of obligations to other people, it’s difficult to find time for completing our own projects that are important to us. There is no consequence for never planting that herb garden you’ve always wanted in your backyard or never getting around to training for that marathon you’ve thought about. The only thing that happens is….well…nothing. And that’s the problem. You’ll experience “nothing” instead of the fulfillment and happiness of working on something just for you. You have to learn to be accountable to yourself .

What Writing a Book About Time Management Has Taught Me About Time Management

As many of you know, my project has been writing my first Time Diet book about time management. It has been more difficult than I ever imagined. I’ve re-written it twice and really thought I’d be done by now. However, it’s extremely difficult to find time to write when I have so many obligations for work and school. I have learned three ways to manage my writing time so I don’t let my book fall by the way side.

1) Make Appointments for Yourself
I schedule my writing time in my calendar just like I schedule all other work time. Before something makes it into my calendar, it’s just an idea. When it’s written down on a specific day and a specific time, it’s a commitment.

2) Remove Other Distractions
When I’m writing at home, it’s all too easy to become distracted with other work I have to do. This is why I do most of my writing at Starbucks. I almost feel obligated to share some of my (hopefully) future profits with them, but I think they’ve made enough money off of me in Grande Java-Chip Frappuccinos.

3) Hold Yourself Accountable
I don’t allow myself to break commitments I’ve made to my writing. I set mini goals for myself such as “Have Chapter 1 edited this week” or “ Re-write Chapter 2 by Saturday.” I write these goals in my calendar and tell my husband about them. My big goal is to have this book finished this summer. There, now I’ve told you my goal too. Feel free to nag me about it. I can use all the help I can get.

I don’t know what will come from finishing this book, but I do know that the worst thing that could possibly happen is “Nothing.”

If you’re also writing a book, or curious about the process, I’ve been reading “The Essential Guide to Getting Your Book Published” by Arielle Eckstut and David Henry Sterry. It’s a fabulous resource. You can buy it on Amazon Here.

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Top 5 Reasons We Procrastinate

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“I’ll do it later” is the enemy of time management and eliminates our control over our Time Diets. Why do we procrastinate? Here are the 5 most common reasons and what we can do to stop!

1) We Don’t Want to Do the Task

The biggest reason people put something off is because they don’t want to do whatever it is they have to do. When we don’t want to do something we become really good at convincing ourselves that we’ll want to do it tomorrow instead. In fact, we come up with fabulous excuses such as, “I’ll feel more inspired tomorrow” or “Tomorrow, I’ll feel more well rested and it will be easier” or “This will be first on my list tomorrow.” However, when tomorrow finally gets here, we don’t feel any more like doing the task than we did the day before. Don’t let yourself fall for these excuses.

2) We Like the Pressure of a Deadline

We’ve all felt that intense stress and pressure when we’re working up against a deadline. The problem is, some people thrive on it. How do those of us who work best against a deadline fight procrastination? Make your own deadlines! If you make your own deadline a few days before the real one, you still get the feeling of working under pressure without being in danger of actually missing your deadline! Afraid you won’t stick to a self-created deadline? Tell as many people as possible about it to help hold you accountable.

3) We Focus on Due Dates, Not Start Dates

When someone asks us to do something, the first question we ask is, “When would you like it to be finished?” The second follow up question we often forget to ask ourselves is, “When am I going to start this?” Without a definite start date in mind, we run the risk of putting a task out of our minds until the due date is staring us in the face. Saying you’re going to do something is not the same as planning when you’re going to do it. Never write a due date in your calendar without also writing a start date.

4) We Don’t Have an Idea

We’ll often procrastinate on creative tasks because we haven’t thought of the perfect idea yet. Here is the problem: You could spend a lifetime waiting for the perfect idea to pop into your head. Sometimes you need to just start writing. Your first idea doesn’t have to be perfect but at least it’s something! It’s easier to revise a mediocre idea than continue to stare at a blank page.

5) It’s a Habit

If you’ve been a procrastinator your whole life, it can be extremely difficult to break yourself of this bad habit. I’ve even heard people justify their procrastination by saying, “I’ve always procrastinated and I’ve never been late with anything.” That’s like saying that you don’t need to buy car insurance because you’ve never been in a car accident. If you consistently wait until the last minute to do things, you will miss deadlines. It’s only a matter of time. Not to mention the fact that procrastinating triples your stress level when “crunch time” comes around and you’re more likely to have a productivity crash afterwards from sheer exhaustion. Stop making excuses and start doing things now.

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My 100 Dollar Mistake

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The Time Diet Rebate

If it takes less than 5 minutes, do it now. I’m usually very good at following that simple piece of time management advice, but not in this case.

About two months ago my husband’s cell phone that he’s had for 6 years finally died so we went to the Sprint store to pick out a brand new one. After much deliberation, we decided on the HTC EVO. The price tag was a little hefty, but it came with a 100-dollar mail-in rebate (and the phone was just so cool!)

Now, let me say how much I hate mail-in rebates. Why would a company not just give me the 100 dollars off to begin with? Because they hope that I’ll forget to send it in and they can just keep their 100 dollars. That seems deceitful and mean so I usually don’t buy things with rebates, however… let me reiterate how cool this phone is.

When I got home, I should have filled out the rebate right then, but I didn’t. That was my pivotal mistake. Instead, I put it on the counter where it soon acquired other papers on top of it, which was later moved to the desk where it joined a sea of other papers and got lost. I just found the rebate yesterday and realized it expired. There goes 100 dollars!

The 5 Minute Rule

Why is such an easy rule so hard to follow? If something takes less than 5 minutes to do, it’s best to do it right away. There is no reason not to! However, these tiny little tasks are actually the easiest to put off. When something will only take us a few minutes, it is very easy to convince ourselves to just do it tomorrow. The problem is that when “tomorrow” gets here, we don’t feel any more motivated to do that little task than we did the day before. A small task that should have only taken 5 minutes ends up being forgotten or put off until infinite “tomorrows” and then inevitably comes back to bite us.

Here is my challenge to you today: find one 5-minute task you’ve been putting off and do it.  Make that quick phone call! Respond to that email! Change that light bulb in the bathroom! Don’t put it off until another tomorrow. You’ll thank yourself later.

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Using Time Buckets

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When we’re faced with 24 hours in the day and a long list of things to do, figuring out when to accomplish those tasks can be a bit overwhelming for our time management skills. Breaking your day up into 3 or 4 “mini days” is much easier to manage, helps you organize your time and keeps your Time Diet on track.

I like to call these mini days “Time Buckets.” A Time Bucket is a chunk of time in your day that you have available to complete tasks. In my head, I picture myself picking up a task from my “choose-to” list and actually putting it into whichever bucket it belongs.

When figuring out your Time Buckets, it’s best to look for natural divides in your day. They may vary from day to day or week to week depending on your schedule. For example, let’s look at what tomorrow, Monday, holds for me. I get to work on Mondays at 7:30am and I see my first class at 8:45am. This time is my “morning prep” and I call it “Time Bucket #1.” After my classes start, all of my time is devoted to teaching my students, so that time is already accounted for. I try to keep my lunchtime open and only use it for work if I really need to. I call my husband at lunch and chat for a few minutes. It is the “Dessert” in my day.

After the kids go home, I have until 4:00 before I need to leave to get to class at ASU. This chunk of time is “Time Bucket #2” When I get home from class, it will be 8:00. I then have a chunk of time from 8:00 until I go to bed. That is “Time Bucket #3.” I used to have 24 hours to figure out what to do with, but now I’ve narrowed that time down to 3 distinct Time Buckets that I actually have available to complete work.

Putting Tasks in Your Time Buckets

When deciding which tasks to put in which Time Buckets, you have to consider what your energy level is like during each of those times. You want to avoid completing your most difficult tasks when you have the least energy! I have the most energy in the morning during Time Bucket #1, so that is when I complete all the essential work for my job. During Time Bucket #2, I’m usually pretty exhausted, but I eventually catch my second wind. That is why I start off Time Bucket #2 with easier things, like catching up on the day’s email and/or phone calls. Then I move on to more difficult work for grad school. By the time I get to Time Bucket #3 in the evening, my energy is gone. I spend this time unwinding, eating dinner and doing a few easy household chores.

How are your Time Buckets divided? Yours will probably be very different from mine. Just remember to take into consideration your energy level during each chunk of time. We all have times in our day when we feel more alert. Make sure you are using that time to your advantage!

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Reassess Your Schedule

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Is all this stuff I’m doing really worth it? We don’t ask ourselves this question nearly enough and it is one of the biggest problems that lead to being stuck in a time management rut.

Our lives change from year to year, month to month and day to day. We try out new things, explore new ideas and rearrange our priorities. What was important to us two years ago may not still be important to us today. This is why it’s crucial to constantly re-evaluate the things we do and decide whether or not they are still worth our valuable time!

To see if something is worthy of a place in your schedule, you need to weigh the total time an activity takes versus the benefit it provides you. If you find that you’re not getting enough benefit from a task to justify the time you put in…then why are you doing it? It doesn’t belong in your Time Diet. That would be like indulging in a high calorie dessert that just wasn’t very delicious. What’s the point?

My Experience

My school district offers frequent professional development classes in the evenings. In the past, I have taken as many of these classes as I can. They are a great opportunity to learn new teaching skills and I’m able to put the small stipend we get for attending toward my grad school bill! When I saw that a new “Podcasting 101” class was being offered in March, I didn’t even think twice about signing up. Why not? I took these classes last year all the time. Here is the problem- my life is different this year than it was last year and I didn’t think about that.

Last year I was working on my masters, this year I’m working on my doctorate. Last year I was just beginning my journey in blogging, speaking and writing about time management, and now working on The Time Diet takes a significant amount of my time during the week.  Last year taking these district classes was worth it, this year it’s not.  Don’t get me wrong- I still really enjoy learning new things, but my evening time is now better spent working on my research papers and finding new speaking engagements. Theses classes are also offered in the summer when my schedule is far less hectic. That is when I need to sign up for them!

I failed to re-evaluate my priorities before adding another thing to my plate. I ended up spending 8 hours doing something that was not the best use of my time. I will not make that mistake again!

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