Emily Schwartz

How Impatience Can Derail Time Management Goals

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time management patience“A watched pot never boils.” I was reminded of this saying tonight as I waited impatiently for my pasta to cook so we could eat dinner. “Why is this taking so long??” I muttered.

Then I realized that the “watched pot” is like so many other tasks we have in our world of instant gratification, and that patience can hold great value for our time management. Here are three ways to be patient as you move through a lengthy to-do list.

1. Keep track of small steps of progress

We live in an age where we want to see results now. (5 minutes ago would be preferable.) This makes it difficult to devote time to longer tasks that will take a while to complete. Celebrate small successes and keep track of stepping stones of progress. That will keep you motivated.

2. Keep your eye on the goal

Do you remember why you’re working so hard? Before you get frustrated and give up, reconnect with that you want your end goal to be. I would say to remember that “Rome wasn’t built in a day,” but I’ve already used one cliché in this blog so far and I think that’s sufficient.

3. Remind yourself of past experiences

If abstract future goals are not motivating you, tangible past examples can be helpful. Remind yourself of a time when patience paid off. For me, I always think back to when I started my PhD four years ago and thought I would surely fall off that steep mountain before ever reaching the top. Now that I’m so close, that motivates me to finish pretty much anything on my to-do list!

What is your “watched pot” that you’re frustrated with right now as you wait for it to boil? Don’t give up just because you think the end is not in sight. Keep plodding along, be patient, and don’t stop!

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How To Hold a Time Management Garage Sale

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PrintAre there things on your schedule that are cluttering your day? Are they getting in the way of things that actually matter to you?

This week, I cleared out all the clutter in our house and had a garage sale. Getting rid of the extra junk was so freeing, but I realized that I probably had some clutter lurking around my to-do list also. Have you held a “time management garage sale” lately? Here are the four steps:

1. Take an inventory

Much of what we do all day happens on autopilot, so we don’t realize how we’re really spending our time until we look at it. This week, pay close attention to how you spend your time and how long you spend on each task. Sometimes tasks that we think only take a few minutes, actually consume hours of our week.

2. What is important to you

Take this opportunity to reexamine what’s important to you. Is it family? Friends? Is it spending time outside? Is it having a salary that supports going on yearly vacations? Is it eating dinner at home every evening? Is it the satisfaction you get from your job? Reflect on what’s important and how it aligns with your goals.

3. Do they match?

Now, revisit your “time log” from the week. Does how you spend your time match up with what’s important to you? You might not love your job, but if it’s moving you toward a more broad career goal, maybe it’s fine. You might realize you’re spending way too much time on email when instead you could spend a few extra minutes enjoying your morning coffee. Or perhaps you say that being active is important to you…and yet you put pretty much every other obligation in front of exercising.

4. Ditch it

Just like my house only has room for a finite amount of “stuff,” we only have time for so many things during the day. If we fill it with things that don’t either give us enjoyment, move us further toward a goal, or better the world in some way, we’ll have less room for the things that actually matter. Don’t live your life on autopilot. Make purposeful decisions with your time and change course when needed. Put those unwanted tasks out on your driveway and let them be someone else’s problem.

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How I Wasted 10 Months Before This 5 Minute Solution

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Time management face palmWe’re all brilliant and capable people, but is your desire to do things yourself actually wasting time? This week I finally realized that a trivial thing I was trying to fix myself was really only a 5-minute job when I had the proper resources. Go ahead and read the Schwartz Saga of the Vacuum and see if you can relate…

The Saga of the Vacuum

November 2012: Buy first Dyson vacuum. Rejoice at its amazing cleaning power and cheap Black Friday price.

January 2013: Vacuum stops working. Dan and Emily are sad. Go back to using old vacuum for the time being.

February 2013: Emily pokes at the vacuum trying to figure out what’s wrong with it. Has no success. Leaves it for Dan.

March 2013: Dan fiddles with vacuum. Does the same things Emily tried but with more sound effects and angry noises. Has no success.

April- October 2013: Place Dyson vacuum in increasingly awkward and in-the-way places in the house, hoping that one day we’ll be tired of tripping on it and figure out how to actually fix it.

November 2013: Emily Googles “How to fix the brushes on my Dyson vacuum.” Retrieves an awesome YouTube video that reveals the secret button to press and screw to turn that makes this problem go away in less than 5 minutes.

November 2013: Emily is revered as a repair goddess in her home by her husband and two adorable puppies (this last part may or may not be factual.)

And there you have it. I waited almost a year with a broken vacuum because I didn’t want to ask someone else how to fix my problem. What problems are you putting off because you’re too proud to ask for help? What processes are taking you twice as long because you haven’t sought out the right resources?

What can you do THIS WEEK to take care of a problem you’ve been putting off? Ask an expert, get a friend’s help, seek your colleague’s advice. Make this the week that you find a better way!

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5 Questions to Ask Your Unfinished To-Do List

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Time Management to-do listOh, the frustration of an unfinished to-do list! Those lingering tasks left without a satisfying check mark beside them. Before you simply roll your unfinished tasks onto tomorrow’s list, stop! Here are five questions to ask yourself when you end the day with uncompleted responsibilities.

1. Why?

What happened that left tasks lingering? Did unexpected situations pop up that took priority? Were you unfocussed? Were you working inefficiently? Taking a moment to analyze the why behind your unfinished list can help you correct the problem in the future.

2. Am I Being Realistic?

Perhaps your list remains habitually unfinished because your expectations are too high. You only have so many hours in the day and you can’t work at your peak efficiency non-stop. You’d never expect to write War and Peace in a day, but maybe that’s what you’re demanding of yourself.

3. Is Everything Necessary?
If the same tasks have lingered at the bottom of your list for weeks…and the world has kept on spinning, are they really necessary? If so, you need to make one of them a focus task for tomorrow and clear it from your plate. If not, get rid of it! Just because you’d like to do something or it might be helpful, doesn’t mean it’s necessary.

4. Have I Said No Recently?

If your list keeps piling up, are you saying “Yes” to too many tasks that don’t realistically fit in your schedule? When was the last time you said “No” to a task? Can’t think of when? Make it tomorrow.

5. What Can I Do Differently Tomorrow?

If you didn’t finish your list today, and you do everything exactly the same tomorrow…you probably won’t finish your list then either. What change will you make to produce a different result? Do you need to wake up earlier? Take an energizing walk over lunch so you’re more productive in the afternoon? Turn off Facebook so you’re more focused?

Come up with a game plan that will put you on the road to success.

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5 Lies We Believe About Time Management

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Time management liesTime management is an essential skill for productive success, so it’s no wonder we all want so badly to be good at it. However, in your quest for time management excellence, don’t let yourself fall victim to these 5 lies we believe about productivity.

1. Technology will save us.

There is an app or electronic device to manage pretty much every aspect of our lives if we so desire, and our time is no different. It’s easy to think, “If I just had the right program, or the right filters on my email, or the right calendar app, managing my time would be easy.” While technology certainly does help, it’s important to remember that it’s merely a tool, and without a plan, discipline, and patience, even the best tools can’t help us.

2. Everyone has more time on their hands than I do.

OK, so maybe not everyone, but when someone misses a deadline or forgets a responsibility, it’s tempting to think, “Really? Come on. I have way more on my plate than you do, and you don’t see me complaining.” Just remember that we all have our own unique time management struggles and your perception of what someone’s life is like may be far from the truth.

3.  I must multitask to get everything done.

While multitasking might initially seem like an efficient way to get multiple things done at once, in the long run your productivity takes a major hit. Plus, you’re stuck re-doing tasks that were done sloppily or without focus the first time around. Juggle multiple projects, but focus on one at a time.

4. There is a silver bullet piece of advice that will fix all of my time management problems, I just have to find it!

There is a lot of time management advice out there. Some of it’s good, some of it’s not, but ALL of it is just words on a page until you adapt it to your needs and put it into practice. I enjoy inspiring and motivating people to adapt time management solutions for their unique situations, and more importantly, ingrain the habits into their schedules. That’s what changes behaviors!

5. I can do it all.

You can do more than you think, but nobody can do it all and we harm ourselves by trying. Setting realistic expectations for what we can tackle and celebrating our small accomplishments along the way is what will keep us motivated to keep moving toward our goals.

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Are You More Than Your Job?

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time management work life balance“So, what do you do?”

That’s one of the first questions we’re asked when meeting someone for the first time. The answer usually entails some sort of job or profession. Basically, whatever brings in money and pays the bills. However, this week I thought a lot about why it’s our job that defines who we are – the snapshot of a person’s life we choose to ask about. I don’t have answers, but I do have ideas. Read on.

My Vacation Epiphany

I spent the past week in Costa Rica (which I would highly recommend by the way, but that’s an entire novel unto itself.) The people there are very friendly and I answered the “where are you from and what do you do” question frequently. After a while though, I didn’t enjoy answering it. I love my job and wouldn’t trade it for anything, but I was trying to escape work this week, not think about it.

Why do we ask what people do? My first thought is it’s because that’s how we spend a significant portion of our time every day. It also gives clues to our personalities and interests. “Oh you’re an engineer. Cool, you must like math.” “Nursing, how interesting, you must like helping people.” But I also feel a little weird about making someone’s occupation the number one thing I care about in a brief, “let’s get acquainted” conversation.

What Makes You Happy?

What if instead our first question was “What makes you happy?” or “Tell me about what’s most important to you?” Perhaps these seem a little too personal to share with a stranger and our occupations are a less intrusive way to search for common ground to talk about.

Regardless, I am committed to feeling like more than my job. I am a speaker and an educator, but I’m first a wife, a sister, a daughter, a dog lover, a travel enthusiast, and creative thinker. I feel fortunate to be able to earn money doing work I enjoy, but work is what I do, it’s not all of who I am.

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No Crystal Ball? Then Stop Worrying

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time management crystal ball“What if I don’t get the promotion? What if my flight is late? What if my house doesn’t sell?” Our obsession with trying to predict the future takes up a lot of our time and energy. Until you have a crystal ball, that energy is better used elsewhere! Try these 3 tips to stop planning for the unpredictable.

1. Think of Yourself 5 Years Ago

It’s easy to get caught up in the present and forget that our tastes, interests and circumstances change all the time. Think of the person you were 5 years ago. Could you ever have predicted how your life would change in that time? What makes you think you’ll be able to predict what happens in the next 5 years?

2. Identify What You Can’t Control

As much as we wish we could control every event in our lives, we can’t. Identify what is in your control and what is out of your hands. Whenever you catch yourself worrying about a future event you have no say over, stop. Replace the thought with something you can control and redirect your thinking.

3. Embrace Change

Remember, sometimes the best opportunities end up being unexpected surprises that would have never made it onto your preplanned life itinerary.

You never know where an unforeseen path may lead, so embrace the adventure!

Turning off our “worry switch” is not easy. Rely on your support network of friends and family to help point out when you’re wasting time thinking about something you can’t control. This past week, my dissertation adviser caught me in a worry moment and said, “Emily, until you can bring me a functioning crystal ball, I want you to stop trying to predict the future.”

That sounds like a challenge to me!

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Which Type of Procrastinator Are You?

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We all put things off from time to time, but how to kick the habit depends on why and how you procrastinate. Which of the following 3 procrastinators are you?

The Dare Devil

Time Management DaredevilDare Devils thrive under pressure and live for the thrill of a last-minute crunch time. They find it difficult to stay motivated until the last possible second so they put off their work until the deadline is looming. Then, they work like crazy, forsaking sleep, food, family time, etc…promising themselves they will never do it again.

The Solution

One reason people thrive under pressure is it becomes easier to tune out distractions during crunch time. Are you more likely to check your email and glance at Facebook when you’re working on an urgent deadline or non-urgent one? Exactly. Remove distracting Time Killers so they don’t tempt you. Then you’ll be able to work with the focus of an urgent deadline without having to actually live so close to the edge.

Time Management ProcrastinatorThe Rationalizer

Rationalizers are experts at convincing themselves that their work doesn’t have to be done right now. They will find excuses, make bargains with themselves, or downplay the importance of a deadline.

The Solution

Excuses are harder to make when your goals are staring you in the face. Why are you working so hard? Who inspires you? What are you trying to achieve? Make sure the answers to those questions are top of mind when you’re working. Post your goals near your workplace. Seek out people you admire and constantly remind yourself of the important motivators that drive you.

The Overwhelmed Ostrichtime management ostrich

Sometimes we have tasks that are so monstrous, it seems we never have time to start them. When we see the task on our to-do list we skip right past it, hoping it will just go away if we don’t look at it – the time management equivalent of burying your head in the sand.

The Solution

Break a large task into tiny chunks and write those chunks down on your to-do list. Don’t even write the big task at all. It’s too intimidating. Then rejoice in the satisfaction of crossing those little chunks off one by one. This helps accomplish large tasks in 20 or 30 minute time periods since realistically, you can’t always devote a whole day to accomplishing a huge task.

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Are Your Goals Gathering Dust in Your Closet?

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Time Management ClosetDo you have “nice” clothes sitting in your closet that you never wear because you’re waiting for the right special occasion? (Men, if this is a foreign concept to you, it’s definitely a thing, and we women do it all the time.)

Perhaps you also have dreams and goals, both big and small, that you want to accomplish…some day. What are you waiting for? There is no perfect time, perfect occasion, or hand delivered invitation letting you know when the time is right. No, the perfect time is now.

My Fashion Fiasco

Last week, I dug through my closet for something “special” to wear out and found a dress wrapped in a garment bag. “Oh perfect!” I thought. “I’ve been saving this dress!” I had only worn it a small handful of times since I bought it 4 years ago as it seemed far too nice to wear for just any ol’ date night or dinner party. I proudly tried it on and looked in the mirror…

…and sighed a deflated sigh. It wasn’t in style anymore, nor did it fit right. When I bought it, I felt cutting edge and stunning because it fit like a glove and was definitely “on trend,” but now it looked tired. The time to wear this dress was 4 years ago, not now. I had missed my opportunity while waiting for “someday.”

What Are You Saving for Some Day?

What do you want to do that you’re putting off until someday? I can go buy another dress, but life opportunities don’t work like fashion. Once they are gone, they’re gone. If you’re waiting for someone to tell you the time is right, allow me to be that person. Make time in your schedule today for something you’ve been putting off.

(And go wear those nice shoes and the perfect pants. Tomorrow is not any more special than today.)

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Why Does Time Move Faster as We Get Older?

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Time Management FlowerThis weekend, while sitting around watching football with friends, we started talking about how life seemed to move so much slower when we were little (the Oregon Ducks were dismantling Tennessee, so the game had become pretty uninteresting at this point.) Do you remember waiting for your 5th birthday to arrive? Or the summer before you started 1st grade? Didn’t it seem like forever? Why is that? Never fear. I turned to NPR to figure out the “why” and this blog will provide the “so what.”

One Theory

A neuroscientist explained to NPR that one theory of why time moves faster later in life is that when we’re young, we experience a lot of “firsts.” First day of school, first bike ride, first trip to the beach, etc…During these experiences, you soak up every last detail — the sights, the smells, the sounds — because everything is new. You have no prior experience to compare anything to.

Then, as we accumulate a lot of the same experiences, they all start to run together. We stop noticing details. We become heavily entrenched in our routines.

Be An Observer

So how do we stop this? How do we put the brakes on the runaway train? Be an observer. Be a “notice-er.” When you walk outside, take a second to observe how the sun feels on your skin. As you take a sip of coffee, take a moment to observe how good it smells. This is not to say you should meander through life slowly gazing at everything you pass. No, let’s be honest, you have to get stuff done too, but being a more careful observer can help bring back some of the novelty to your life’s experiences.

And don’t put too much pressure on yourself to appreciate just the big moments. I remember during my first trip to Disney World a few years ago, I kept thinking, “Are you appreciating this right now, Emily? Like, really appreciating it? Because you won’t be back here for a while. Appreciate harder.” It’s so much pressure! Being a careful observer will help you appreciate the little things and make valuing your life’s experiences a habit.

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