The Time Diet

Why, Hello Motivation!

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Have you ever been suddenly motivated to complete a task that isn’t on the top of your priority list for the day? In a perfect world, we’d always be motivated to complete the most pressing task of the moment, but we know that’s hardly ever the case. We are all well-versed in the process of trying to dig up motivation to start a dreaded task, but what happens when we suddenly find that motivation at the wrong time?

My Sudden Motivation

I hate cleaning. I know I’d be hard-pressed to find someone who truly loves the chore, but I feel as though I have a particularly difficult time motivating myself to throw out my useless clutter. You can imagine my shock when I woke up this morning thinking, “I really want to clean out the garage today.”

Here is my problem: cleaning the garage was not terribly high on the priority list. I have a few big projects to wrap up before Thanksgiving weekend and I had a productive day planned to make progress on all of them. As I sat down to work though, I couldn’t shake the feeling that I should really pounce on my sudden motivation to organize.

Do I choose the more “important” task that I have no problem motivating myself to do, or the less important task that I usually dread?

After careful contemplation, I chose the latter.

The Right Decision

For three hours this afternoon, I sorted, threw away, cleaned, stacked, shredded, etc… I was definitely on a roll. As the third hour came to a close, a sudden feeling of frustration came over me. “I kind of hate this,” I said out loud. As quickly as it had come, my motivation was now gone. It was at that moment I realized I had made the right decision for the day.

Finding an extra hour or two over the next few days to squeeze in a little more work would be easy. Waiting for cleaning motivation to strike again could be endless. With just a few short hours of work, I could now walk into my garage without bumping into things. If I hadn’t been motivated, that could have easily taken the whole day.

Your Turn

Sometimes it’s best to do the task you are most motivated to do. You work most efficiently when you’re motivated and motivation is hard to conjure up. Notice I didn’t say it’s always best to make this decision. If I had a huge deadline coming up tomorrow, my cleaning crusade would have had to wait. Will you choose motivation or importance this week? Can you find a balance?

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The Side Streets of Time Management

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Have you ever been traveling with a friend who is convinced he has a faster way to get to your destination? It’s usually a little-known side street or back road. These side streets can either shorten your journey…or waste a tremendous amount of your time after getting you lost.

We run across similar shortcuts in our time management.  Before you take a time management shortcut (such as skipping or shortening a step in a process), ask yourself the following questions:

1. Do I Have Enough Experience?

Let’s pretend that you’re on your way to a new destination and two people suggest a shortcut. One of those people has never traveled the road before, while the other travels it frequently. Whose advice are you more likely to take? Experience is crucial when deciding which steps to remove from a process. If you’ve never completed a certain task before, it’s a good idea to follow all of the steps in detail, even if you think they might waste your time. As a novice, you don’t know the consequences of removing a step.

2. Am I Just Being Lazy?

If we’re looking for tasks to cut out of a process, we’re most likely to turn to the most tedious and annoying tasks first. It’s important to determine if those tasks truly aren’t necessary, or if you just don’t feel like doing them.

To use a simple example, I was making “For Rent” signs for our rental property the other day. At first, I was marking out the word placement in pencil before inking the final letters in marker. Pretty soon, I got lazy and stopped my pencil layout…only to discover that now my posters were crooked. I cut out the intermediary step not because it was unnecessary, but because I didn’t feel like doing it.

3. Will This Shortcut Make More Work Later?

Sometimes what seems like a shortcut now, in reality, just makes more work for ourselves later. Remember: later always gets here eventually. It’s much faster to do a small, annoying task now, than let those small tasks pile up. Procrastination is the enemy of time management. A shortcut is only truly a shortcut if it saves time, not if it just puts off work until later.

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3 Crucial Things Busy People Know

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“If you want something done, ask a busy person.” Even though that statement seems so backwards, we all know it to be true. People with packed schedules always find the time to squeeze in one more thing. But is it possible to harness that level of efficiency without a crammed calendar? Absolutely. You just have to learn the time management secrets that busy people know.

1. We have more time than we realize

Much like people on a diet account for each calorie they consume, busy people account for each minute of their time. They know about Parkinson’s Law, that work expands to fill the time we have available, and therefore don’t give themselves two hours to get ready in the morning, or an hour and half to check email. When they sit down to work, they work efficiently and with the utmost focus, eliminating Time Killers that try to make their task take longer.

2. Don’t wait to want to do something

Sometimes there are tasks on our list that we aren’t looking forward to doing. When we don’t want to do something, we put it off hoping we’ll feel more like doing it tomorrow…as though enjoyment of a task was a necessary prerequisite. Busy people don’t think like that. They know their time is limited and it’s better to just do undesirable tasks now and get them off their plates and off their minds.

3. Put your head down and start grazing

Busy people know that worrying about a big workload is a waste of resources. Remember the story about the two cows:

“Two cows were both faced with an immense pasture of grass to graze. The first cow looked around and said, ‘Oh my goodness. There is so much grass here. How will I ever get through it all?’ While the first cow stood and worried, the second cow said nothing, and put her head down and started grazing.”

If we spend less time worrying and more time doing we not only lower our stress level, but we find that worrying was taking up a lot of time and energy that we could have spent on being productive.

The point of working efficiently is not to make time for even more work. The point of working efficiently is to get our work done quickly, so we can have more time for the enjoyable Desserts in life that are truly important.

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Are You Letting Fear Hold You Back?

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This week, you will likely see some spooky ghosts and goblins on your doorstep. However, Halloween isn’t the only time we encounter things that scare us. Some of our fears follow us year round and try to both interfere with our time management, and inhibit us from accomplishing our goals. Unfortunately, it will take more than some free candy to make these scary things go away.

We strive to have excellent time management skills to efficiently work toward our goals. Sometimes, even though we know the steps we need to take in order to reach our target, we let our fears get in the way.  Be careful not to let these three fears stop you from reaching your goals.

1. Fear of The Unknown

Even though we may be dreaming of change, the fact of the matter is, it can be a terrifying concept. The unknown is scary. Sometimes it’s easier to put off taking concrete steps toward a goal simply because the status quo is so familiar. Don’t let yourself fall into this trap. If you need help taking that first step into the unknown, look around. You probably aren’t the first one to venture down that path.

2. Fear of Failure

Failure is not enjoyable and in an effort to protect ourselves from that horrible feeling, we sometimes avoid trying at all. If we never try, we won’t succeed, but we also don’t run the risk of failing! This avoidance isn’t something we’re always completely aware of. A common method of failure avoidance is to busy ourselves with so many other things that we can tell ourselves we “don’t have time” to accomplish what we know is really important. Remember: we make time for what’s important to us. Failure, while painful to our ego, doesn’t have to be a dead end, but is rather a necessary pit stop on the way to success.

3. Fear of Disappointing Others

Many of us let other people dictate the way we spend our time. We do things not necessarily because we want to do them, but because we think it’s what others expect of us and we don’t want to let them down. Here is the thing: other people don’t care nearly as much as you think they do. People who are close to you just want you to be happy, and people who aren’t close to you are too busy worrying about how everyone else is perceiving them, that they don’t have time to judge how you’re spending your time. You need to devote your time and energy to tasks that support your own goals, not the goals of others.

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Time Management? That’s Debatable

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“That’s ridiculous” “You don’t know what you’re talking about” “That’s just not true.”

These could be statements from one of the recent Presidential debates, but you might also recognize them from the internal time management debate we have in our heads all the time. When we don’t want to do something, our responsible side says we need to do it anyway, and our inner procrastinator says to do it later. Consider the following when you’re trapped in a time management debate.

 1.  You Never Regret Productivity

Think about it like this, when we convince ourselves to tackle something now instead of putting it off, we rarely ever say, “Gosh, I really wish I hadn’t done that.” However, when we choose to procrastinate, we rarely say, “That was a wonderful decision.” Use this experience to your advantage.

2.  Imagine the Worst Case Scenario

Rather than think of the benefits of getting work done early, sometimes it’s more effective to think of the problems that come from procrastinating. Think of what the worst possible scenario could be if you put off your work. If that scenario sounds unappealing to you, start the task now to avoid it.

3. Find a Productivity Coach

It’s usually pretty easy to find people in our lives who will encourage and enable us to procrastinate, however, it’s important to find that one friend or colleague who instead tells you to snap to your senses and just start your work. Think of this friend as your “Productivity Coach” who you can call when you are in need of some help in your time management debate. Sometimes just hearing another person weigh in can give your productive side enough of a boost to be victorious.

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Making Time for Gratitude

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Few things kick start our motivation quite like receiving acknowledgement of a job well done. However, it’s easy to get so caught up in our busy lives that we forget to express our gratitude to others. Try these simple strategies to make time to say “thanks” on a more regular basis.

1. Make it Simple

Saying “Thank You” doesn’t have to be an overly complex or lengthy task. It does not require a page-long note or expensive gesture of flowers. It’s too easy to let expressing gratitude sit at the bottom of our to-do list when we build it up to be a monumental act. Instead, make it short and simple with a quick email. If you prefer to use a hand-written note, keep a stack of inexpensive note cards in your desk drawer so you won’t have to buy or go searching for one.

2. Make it Immediate

How often have you thought to yourself, “Wow, I really appreciate <insert person>’s work. I should really thank her…tomorrow.” While it’s never too late to express your thanks, it’s easiest and most effective when it’s fresh on your mind. Remember the 5 Minute Rule? If it takes less than 5 minutes, do it now. This applies to taking 30 seconds out of your day to let someone know they are appreciated.

3. Make it Regular

When a task is a habit, you don’t have to think about it and you’re more likely to actually make it a part of your day. One of my bosses had “Thank You Thursday” where she made a point to express her appreciation to a different person every Thursday morning. Now, the alliteration in that concept might be more than you can bear, but you get the point. If you can make saying “thanks” just another part of the task, rather than a task on to itself, you’ll find yourself doing it much more often.

Thank you, readers, for making The Time Diet part of your weekly routine. When I first started this business two years ago, I could have never imagined how much it would grow and evolve and that is all thanks to you. You pass along the blogs that speak to you, give me feedback, and refer me to organizations that could use my workshops. I deeply appreciate all of your support!

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Training Your Eye to See Progress

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When we sit down to work, we feel most productive when the task in front of us gets smaller. We thrive on the satisfaction of watching it shrink. But what happens when the task seems to get bigger as we work? This can be a huge de-motivator in our time management if we don’t make a few easy alterations to our expectations.

Changing Your Expectations

These types of expectations aren’t just reserved for working. I discovered a similar scenario when pulling into my driveway yesterday. In Arizona, you need two types of grass on your lawn during the year: summer and winter. The summer grass can withstand the triple digit temperatures, but won’t do well in the winter. When I came home yesterday, I noticed that my front yard was a disaster. All of the grass was brown and it looked like the gardeners were tearing it up. My whole community looked like a barren dust bowl.

To an outsider, it would look like we had a gardening nightmare on our hands. But a trained eye knows better. A trained eye, who has lived in a desert climate, knows that this is a sign of progress. You must let the summer grass go dormant before you over-seed for winter, even though the process might look a little ugly.

Training Your Eye

A trained eye knows what progress looks like, even if the initial stages of progress look a little…messy. Once you’ve completed a big task a few times, you’ll start to recognize what the early signs of progress look like. To an untrained observer, it may look like a messy disaster, but you’ll know differently. You’ll know that sometimes tasks need to look bigger before they can look smaller and that if done correctly, it’s all part of the process.

Patience

This of course takes patience. Sometimes we get frustrated that a task doesn’t appear to be going away and we’ll try to rush the process. Imagine if my community gardeners didn’t get the summer grass out of the way before putting the winter grass down. Initially it might seem that everyone’s lawns look neater, but we’ll be stuck with brown piles of straw when winter hits. Don’t skip steps when completing your big tasks in an effort to make them look “done” faster.

Know that progress doesn’t always look like we think it should and sometimes tasks must seem bigger before they can get smaller and eventually be completed.

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Stop Setting Yourself Up To Fail

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“I’m just not that good at time management.” “I’m not an organized person.” “I’m a born procrastinator.”

These are some of the things I’ve heard people say to account for missed deadlines or a lack of productivity. However, when we attribute our productivity failures to a seemingly unchangeable personal trait, we don’t leave ourselves much opportunity or hope for improvement.

In order to change our productivity trajectory, we must first realize that we have the ability to change it. Otherwise, all of the time management advice in the world doesn’t stand a chance of helping.

Analyze Your Effort

During my time teaching elementary school music, one of my students was almost pulled from my program due to failing math grades. I took him aside and said, “What’s the deal? I know you are a smart and motivated student, but your math teacher tells me you don’t put forth any effort on your math homework.” He replied, “Mrs. Schwartz. I’m bad at math. Why in the world would I waste my time trying when I know I’m bad at something?”

He was stuck in a perpetual cycle. He said he was bad at math, so he put forth little effort…which in turn, made him continue to get worse!

When we label ourselves a “bad time manager” we can’t help but try less. We all have our own strengths and weaknesses, and everyone will not be equally stellar at all tasks, but we must take an honest look at whether or not we mask a lack of effort with a label of failure. Instead of saying “I’m bad at time management” tweak your thinking to be, “Time management doesn’t come as easily to me, so I’m going to have to try harder than most to meet my deadlines.”

Change Your Strategy

“The definition of insanity is doing the same thing over and over again and expecting different results.” Few people would disagree with that famous quote, yet we often let ourselves get trapped in a perpetual cycle of failure anyway. If you’ve tried to manage your time with the same calendar, the same to-do list, and the same strategies for years and they aren’t working, then you’re long over due for a change! Some methods work better for different people. Perhaps the reason you haven’t found time management success is because you’re struggling to use a method that just doesn’t work for you. Try changing your approach instead of instantly labeling yourself a productivity failure.

Stop the Comparison

The quickest way to get stuck in a motivational rut is to compare yourself to others. Having role models is important, but there is a difference between a constructive admiration of someone’s ability, and a constant comparison of yourself to everyone around you. This leads to only seeing the good in others and only seeing the bad in ourselves.

We might beat ourselves up over the fact that our colleague always finishes projects three times faster than we do, or that a friend finds time to be involved in countless hobbies while we struggle to maintain one or two. What we might overlook is that same colleague may never spend time with her family or that friend may be cracking under the stress of all his obligations.

Don’t strive to be better at managing your obligations than others. Strive to be the best time manager you need to be to accomplish your goals.

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How Many Hats Have You Worn Today?

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If you feel as though you’re expected to be multiple different people during the day and fill many different roles, you’re not alone. Most of us wear many different hats in our lives and it is a real challenge to our time management. Learning to wear only one at a time can greatly increase our efficiency and decrease our stress in three ways.

1. Easier to Focus

When people become overwhelmed with work, they commonly report feeling pulled in many different directions at once. When you try to be too many things at once, you can’t focus on any of them. You can be an accountant, and a salesperson, and a trainer, and a webmaster, and a student, and an athlete BUT you can’t be all of those things at the same time.  When you put on one hat at the beginning of the day, try to finish as many of those responsibilities at once before removing that hat and putting on another one. This isn’t always feasible in a fast-paced work environment, but the more you can try to organize your time based on the roles you play, the less scattered and more focused you’ll feel.

2. Maximize “The Zone”

“In the Zone,” “In the Groove,” “In Flow”…No matter what you call it, being on a productivity streak feels really good. We’re so engaged and focused, we hardly notice that time is even passing at all. This state of focus is great for motivation and productivity, but it’s hard to achieve when we’re jumping back and forth between tasks haphazardly. Sticking with one role as long as you can before switching to another helps maximize your chances of getting into a productivity zone and fending off Time Killers.

 3. Remove the Blur

Wearing one hat at a time can be particularly helpful in removing the blur between your work life and your personal life. Separating those two worlds can be difficult, especially if you frequently work from home. However, this can quickly lead to a feeling of burnout when your work invades every corner of your life and you have no place to escape. When you take your work hat off and put your “family and friends” hat on, leave it that way.  Enjoy a meal without griping about your schedule. Enjoy a Saturday afternoon without worrying about the stack of work awaiting you on Monday. If you don’t own a “relaxation” hat, get one.

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Shifting Gears from Plan to Do

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Careful planners are often good time managers. They look before they leap, they aim before they fire, and they research before they implement. However, good ideas can easily stall out in the planning phase if we don’t eventually change gears into implementation. Knowing when to stop planning and start implementing is a key component of efficient time management. Don’t let these three factors hold you back.

3 Things That Slow Down Implementation

1. Fear of the Unknown

When we are trying something new, our lack of knowledge on the subject can be paralyzing. We may know so little about a new process or project, that we might not even know what we don’t know. In other words, finding out what questions to ask might be even more difficult than finding the answers to those questions. In this case, it’s important to set a goal for your background research so you don’t lose hours of productivity in unrelated Google searches. Set a goal of finding 5 essential questions you need answered in order to begin your task. Then, once you find the answers to those questions, move to implementation. When we know nothing it’s tempting to try to learn everything before beginning something new. However, much of the new knowledge you’ll acquire comes from the implementation process itself.

2. Fear of Failure

Sometimes when we get stuck in the planning phase, it’s because we are afraid of failing. The planning stage is safe. We feel productive without actually implementing anything. The “doing” is much scarier. I could sit here and recite oft-quoted, cliché advice about “failing forward” or how “the toughest journeys begin with one step” or how many times Thomas Edison failed before inventing the light bulb…but you’ve heard that all before. For me, I try to just embrace the fear rather than avoid it. Convert the fear to adrenaline. I’ve never parachuted out of an airplane before, but I would imagine that if people are afraid of jumping when they get into the plane, they are probably still afraid when they are about to take that first, big looooong step out of it. Do you trust your training, instructors and parachute and jump anyway? Or let the fear hold you back. (Parachutes…overcoming fear…oh goodness. I’m starting to sound like a motivational speaker)

3. Lack of Confidence

The final thing that leaves us stuck in the planning stages is our own lack confidence in our ability to complete the task. This is where I’m supposed to tell you that you can do anything if you just believe in yourself. Here is the thing: if you’ve done all your research, planned as much as you can and embraced the fear of starting something new, you now have three options:

1. Implement

2. Delegate

3. Abandon

Nobody really likes to talk about number 3 because it sounds like giving up. However, if after researching a new project, you come to the conclusion that your skill set is better suited for a different kind of task…then find that new task! Not all ideas are good ones and not all people will be successful at all things. The more time you waste on a project you’re never going to finish, the less time you can devote to pursing a task that is much more suited to your goals, abilities, and desires.

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