How to approach time management (without the clichès)
Do you ever feel like there aren’t enough hours in the day? We can already see you nodding your head or raising your eyebrows in agreement. The truth is, time management is really difficult to master, and, in some cases, can feel like an ongoing battle.
In life, we are used to our days being turned upside down and nothing really going to plan. So, how can we ensure that we are staying organised, maintaining a good work-life balance and feeling in control of our day?
Time management isn’t as black and white as “staying organised”
When reading articles on time management, there are usually points telling you how to structure your day and how to be as productive as possible.
If we zoom out on this and look at time management as a whole, it’s more than just a set of behaviours that we should all apply to stay organised. Instead, it’s a complete shift in the way that we think and act at work!
Neurodiversity and learning difficulties need to be accounted for
It’s rarely spoken about in the workplace, but individuals who have (or are yet to be diagnosed with) ADHD, Dyslexia, and Dyspraxia, can be disadvantaged when it comes to time management and organisation.
Equally, those who are on the autistic spectrum can also struggle with time management. There are around 1.5 million people in the UK alone who are estimated to have ADHD; however, there are only 120,000 who are formally diagnosed. It also takes an average of 7-8 years to get an official diagnosis!
These statistics demonstrate not only how common it is for individuals within an organisation to have either neurodiversity or a learning difficulty, but also demonstrates how much still needs to be done to cater for and understand individuals who may need additional support with structuring their day.
So, instead of giving you a list of things you should be doing, we wanted to highlight some ways in which you can talk to your employees/team about time management in a more inclusive way.
Learning how to say “no”
We’ve spoken about boundary setting many times here at Orbis, however, boundary setting is crucial when looking at time management. Teaching employees the importance of saying “no” and also emphasising how important it is to respect when colleagues and peers say no creates better autonomy and control over our day. This is a universally applicable way of becoming just that little bit better at time management without putting strict measures in place.
Additionally, someone else’s “urgent” task doesn’t necessarily mean it has to be bumped to the top of your list. Often we can feel obliged to help people at the last minute, but ensure that if you are doing this it’s not affecting an essential part of your working day.
Abolishing the “to do” list and replacing it with the “must do”
Not everybody in your organisation will be enthralled with a “to do” list, and there are countless articles explaining why a “to do” list doesn’t work. Instead of creating a “to do” list, instead, focus on a “must do” task set.
Not only is this more specific, but it enables employees to focus on the present day as well as planning one day at a time.
If you have certain employees who thrive off planning each week, month, and quarter, down to the last hour, then great. However, if you have individuals who have never-ending “to do” lists and get very little done, then tweaking this can be a great way to once again, regain control.
Another way of modernising the “to do” list is by splitting it into four different lists in terms of priority, for example:
To do now
To do later (tomorrow, next week etc)
To delegate
Bin it (not essential)
Not only does this method break down your list into bite-sized chunks, but it also gives you a visual of how you should prioritise your tasks. If you run a team or have someone reporting to you, this can be particularly useful if you are still getting into the swing of delegating tasks.
Utilising your wider team is so important (even if you don’t have direct reports). Don’t be scared to ask for help if you need it, and also alert those more senior than you if you feel like you’re at capacity with tasks.
Create a sheet of your achievements (daily, weekly, or monthly)
It can be easy to get bogged down with all the things you should be doing (or need to do) to the point where you lose sight of everything that you’ve achieved so far.
You can create a “done” list or even just have a dedicated page in your diary to make a note of what has made you more productive. This creates a deeper level of self-awareness and will show you what is working, and also what isn’t!
In summary, time management doesn’t need to feel like a gigantic mountain to climb! Instead, it’s a combination of cultivating better self-awareness, as well as using this as a vehicle to find what will work best for you.