Time is not something you can “stock up on” for yourself. If you waste it, you will never get it back. Major organizations lose their productivity and business only because they cannot optimize the time they have. The skill of managing time alone can lead to a tremendous increase in productivity, in turn, getting better results. Before we dive any deeper, let figure out what time management really is.
If there is one unique thing that sets apart, world-class leaders and business people can manage time better than others. Time is one such resource that is always scarce, and it requires a great deal of effort to have some control over your time. Often, even the best in the world get overwhelmed with less time and more work. Learning to ace your work with limited time in hand is like managing an agitated horse. It may take a lot of time to get hold of it and make it calm, but you can ride the horse for miles without any pain or discomfort once it is done.
What is Time Management and Why does it matter?
Everyone around, including you, have just 365 days in a year, in which each day has exactly 24 hours. Every day we sleep for 6 to 9 hours, spend 2 to 3 hours in commute, and spend a couple of hours preparing food. It leaves us with some 10 to 11 hours per day. In these 10 to 11 hours, we are expected to work, study, pursue our hobbies, socialize, and spend time with our family. Therefore, the art of coping with all of it without losing your mind is called Time Management.
Time management is something that you can not choose to ignore. If you do, the consequences of it can be catastrophic in all spheres of your life. The fact is that we live in a social world, and we are bestowed with some indispensable responsibilities. We have to work to earn money. You need to have money to buy food and eat. Also, you need to get out and socialize. If you do not, it will take a toll on your mental health. You also need to have some entertainment. If you cannot manage any of it, you will be stressed out all the time or have to sacrifice a meaningful life.
Regardless of your profession, whether you are a manager, a sales executive, or a software developer; better time management skill is the only thing you need to meet your goals. This article will focus on the common mistakes that most professionals make in managing their time.
10 Time Management pitfalls you must avoid
How good are you at time management? If you are like most people, then your answer may not be completely positive. The chances are that you may feel overloaded with the day to day work, and you often have to pull out all-nighter to match the deadlines. You may seem to jump from one crisis to another, and that is stressful.
I am sure you realize that you can do much better in time management. The problem is that we do not know where we are going all wrong. Those days when we can manage our time well, we are exceptionally productive, and consequently, our stress level is dropped. We are happier when we can give due time to the things that are a high reward.
Mistake 1: Failing to Keep a To-Do List
The To-do list enables you to break down mammoth tasks into smaller chunks that are easier to handle goes a long way. It relieves the stress as you can see your distant goals in small and achievable fragments. It also makes it simpler to verify the completion of each step. With time it helps in accomplishing large-scale projects and achieves remarkable results.
At some point in their lives, most people would have started writing a to-do list with good intentions. The majority of the people happen to abandon the to-do list because it overwhelms them. Statistics have it that 41% of the to-do tasks are never really completed.
The problem is that people do not spend much time making a plan to write a to-do list. Generally, a to-do list would consist of a mixed bag of tasks, appointments, and projects. It is really tough to get any of these things done if you are not clear about your actions. It is very natural to make mistakes, but the key is to take periodic effective actions to identify these mistakes and overcome them.
Mistake 2: Not writing down your goals
This one is a little cliched and something that most of us probably have heard of. The simple physical act of jotting down your goals (preferably on a physical paper) makes the goal tangible. Often, we set goals do not realize that the goals that we set in our heads are not rooted in reality, and some parts are intangible. It makes us wonder at places that are not directly related to our goals and waste our time. Our goals have voids that we often fail to see in our heads. Therefore, it is of utmost importance to write your goals down so that you are left with no excuse for not paying due diligence and not waste time.
Mistake 3: Not staying organized
In the absence of an organized plan, there is a possibility that you will never be able to align your skills and actions in one particular direction. You will not have a clear idea of how to get where you want to? What resources do you need to get there? How do you ensure that you are motivated all the way through the journey towards your goals? Without a plan, you are much likely to get sidetracked or distracted from your path. Consequently draining your precious time.
Mistake 4: Multi-Tasking
Human beings are not made for multi-tasking. Even though we comply with doing multiple things together because it gives us the impression of higher productivity. According to neurological and psychological research, juggling between tasks is not at all effective. Research showed that multitasking gives the illusion of productivity and makes the person emotionally satisfied. You will do a favor for yourself if you focus on just one thing at a time.
Instead of overwhelming yourself with multiple tasks, you should take one task at a time. It is imperative to stop for some time and slow down. However, there would be days when you will be able to do multi-tasking, but you will not be left with the right amount of focus most of the other days.
Mistake 5: Procrastination
We commonly tend to put off tasks that we should focus on at the moment. Procrastination has a ripple effect. If you do it just once, you will end up catching up till the last moment. It adds unnecessary guilt of putting off and stress. There are strategies out there to beat procrastination. One strategy is to start the work and do it for just ten minutes. People think if they start something, they will have to finish it at that very moment. However, this is not true for most things. It just adds to anxiety and overwhelms the other person.
Mistake 6: Not having S.M.A.R.T Goals
This one is prevalent, and there are high chances you have heard about SMART goals already. It stands for
Specific:
Goals with real numbers that you look forward to achieving with the set deadline. To know that your goals are specific, you should follow the 5 ‘W’ questions:
- What: What exactly do I want to achieve?
- Who: Who is/are involved in this?
- Where: Where exactly is this goal to be fulfilled?
- Why: Why this goal?
- When: When do I want to see myself overcoming this goal?
Measurable:
Make sure what you plan to do is trackable. To know if your goals are measurable, ask:
- How much or how much of whatever you are doing?
- How would I know if I have accomplished what I wanted to?
Attainable:
Your goal should be challenging yet attainable. To know if your goals are Attainable, ask:
- Is the Goal even in my scope of reach? If not, why or what can I do about it?
- Has it ever been accomplished by anyone else before?
Relevant:
It should be improving the function and should align with your broad vision. To know if your goals are Relevant, ask:
- Is the goal relevant and within reach?
- Are your goals adding to something greater?
- Do you feel lost while you accomplish your goals?
Time-Bound:
Your goals should always have a definite and fixed deadline. It means you will know when to celebrate your success. Also. Working with a deadline brings up a certain sense of urgency. This helps in achieving said goals quickly. For instance, if my goal is to lose weight, I will take Gym membership at the nearest gym from my place by 1st August. I will work out for at least 5 days of the week. My goal will be to reduce 1 kg every 2 weeks. I will realize my goal if I lose 2 kgs of weight every month. To know if your goals are time-bound, ask:
- Is the deadline existing?
- By when do you want to reach the summit?
Mistake 7: Taking up too much
Most people make mistakes when they overestimate their potential. They take up voluntary projects and tasks without paying heed because they already have their hands full. From a distance, it may seem right that you are taking the initiative and taking up tasks while pleasing people by not saying ‘no.’ This can sometimes fall back on the person.
It is just impossible to do everything and please all the people. It is important to protect your rights if all it takes from you is to say “NO” wherever necessary. When you know that you have to say ‘No’ to someone, find common ground where you both can have a win-win.
Mistake 8: Not able to stay focussed
A recent study I came across said that an average human loses 2 hours/ day due to distractions. These distractions can be anything, emails, WhatsApp messaging, Instagram notifications, etc. There is an accumulation of distractions that can shrink your attention span. Come up with ways to remove the said distractions from around you. Even minor distractions such as extreme room temperature or background noise can make you fidgety and make you more prone to lose your concentration. Even a messy environment can cause anxiety or divert your attention. Therefore, it is important you cut off these distractions right from the source when you need your focus. You can turn off your notification of social media applications and go on DND mode while working.
Mistake 9: Not taking enough breaks
Often people commit this mistake of considering the breaks as a waste of time. It is really cool to think that you can work for 7-8 hours at a stretch. But it is impossible to work continuously for hours and produce high-quality work, especially when on a deadline. It is essential to take a downtime and unwind. It is vital to take a break, think creatively, and work effectively. Although it can be a little hard to take a break when in the flow of work, you can set the alarm or schedule a break right in the beginning. You can do anything in the break time, go on a walk, have a cup of coffee, or sit and practice deep breathing.
Mistake 10: Failure to schedule tasks properly
You must find your rhythm. Some are morning people and wake up with a blast of energy. Others feel a sudden surge of energy when the sun starts to set. You need to know what suits you the best. Accordingly, make a plan and schedule things based on that. This way, you will be able to schedule the most important or highly rewarding work in your peak hours and other important stuff that is not that important for the other part.
