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How to Handle Time Management When They Don’t Work

By Howie Jones | Business Tips, Time Management | No Comments

The internet is full of “time management tips.” Everything from personal blogs to peer-reviewed papers provides tips on how to save stress and increase productivity.

Even though some of these techniques sound great, others aren’t. As a result, the right approach will depend on the type of people, preferences, tasks, and teams involved.

What’s more, the process of learning how to manage your time can be complex and different for every individual. But what if you have tried every time management method under the sun and they have not worked for you? Well, you might want to give these eight time management alternatives a try.

1. Stop trying to actually manage time.

“While this may sound counterproductive, if not unconventional — you can’t actually manage time itself,” says productivity and time management expert John Rampton, co-founder and CEO of Calendar. “As such, it’s futile to even try. Instead, you should be focusing on addressing what you have control over. The only thing you have control over is yourself, so how will you make the most of it?”

So, instead of homing in on time management, work on these items instead:

Energy. “Instead of bulldogging through tasks, take a break if you’re drained,” John suggests. It might be necessary for you to do this now and then. It will, however, sap all of your energy reserves if you do it continuously.
Priorities. Put your priorities on your calendar before anything else. Make sure they come first. After all, it’s not worth it to waste time on tasks you could have delegated, rescheduled, or deleted.
Brain. “Neuroplasticity is the concept that the brain (even the adult brain) can build new pathways,” clarifies Ted Deshane over at the Enterprisers Project. “Each time you train your brain to eat the frog, it gets easier to do next time. That’s because you’re building a pathway and retraining your brain to do something that’s challenging.”
Focus. The author of Hyperfocus: How to Be More Productive in a World of Distraction, Chris Bailey, believes it is much more important to manage your focus than managing your time. “You can show up to meetings when you’re supposed to and are fully capable of keeping your calendar on track. Most of us are good at managing our time,” he writes. “What we’re not good at is managing our attention.” Monique Valcour, an executive coach, recommends taking time to reflect on your performance every day. By doing so, you can identify what is working and what isn’t, as well as how to tackle the next day at a more efficient level
Emotions. The effects of negative emotions can be both exhausting and distracting. Schedule time for self-care or fun, as both are essential for your health.

2. Not all urgent tasks need to be accomplished first.

It feels good to accomplish simpler, more urgent tasks first because it builds momentum before focusing on what matters most. However, you may miss out on strategic planning and creative thinking opportunities if you succumb to what researchers call the “mere urgency effect.”

Time management requires that you filter and order tasks critically, avoid prioritizing based on what causes the most stress, and set long-term goals.

“If you haven’t clarified your A-item priorities, or if you are trying to take on too much, it’s hard to avoid getting sucked into the black hole,” writes Michael D. Watkins, author of The First 90 Days. Keeping a few clear outcomes in mind will help you stay on top of your game. “Devote some time to clarifying and getting buy-in for them. Write them down. Put them up on the wall. Look at them every day and ask yourself, ‘How does what I’m doing help to advance these?’”

For minimizing stress-based prioritization, rounding up time estimates is one of the best time management tips. “Assuming a project will take between 10% and 25% longer than you expect is typically a good place to start,” notes the University of Texas at Austin professor Art Markman. “It’s basically just a way …to make room for your mental blind spots in the time-management department.”

3. Write a stop-doing list.

There are psychological (and productivity) benefits to keeping a to-do list, and it can help you manage your time better. However, it might not be right for everyone. If you find the structure of a to-do list stifling or uninspiring, or if you can’t stop yourself from writing 20 items, you might want to give it up.

“Some activities benefit from not being reduced to tasks, says communication expert Judith Humphrey. For example, writing down “take a walk.” Now, “that activity would instantly lose its appeal. When the idea of going for a stroll remains in my head, I can look forward to it expectantly–because it’s a choice, not a duty.”

The best thing you can do, however, is to remind yourself to stop buying things that don’t bring you joy or add little to your long-term goals. As a result, you’re less likely to spend a lot of time doing time-sucking, non-rewarding tasks, freeing up your time to focus on the work that has long-term benefits. And you can accomplish this by writing a stop-doing list.

4. Replace decisions with principles.

“Continually facing decisions with important consequences and imperfect information can lead to what scientists call cognitive overload, in which the demands from the mental work we need to do outstrip our abilities to cope,” explains Dane Jensen, CEO of Third Factor. “Cognitive overload both increases the likelihood that you will make errors and contributes significantly to feeling overwhelmed.”

By replacing decisions with absolute principles, you can reduce the cognitive load you are under, he adds. As an example, weight loss science has found that it is much more effective to say, “I will not eat after 7 PM” than “I will limit my snacking after 7 PM.” The latter decision creates an infinite number of further decisions: “Can I have this cup of yogurt?” How about some fruit? By saying no food after 7 PM, the door will be shut permanently. Suddenly, the decisions are gone.

In the words of Tim Ferriss, a successful author and podcaster, this means “finding the one decision that removes 100 decisions.” In his case, this meant not reading any new publications in 2020. With this blanket principle, he was able to free himself from hundreds of book-by-book decisions after being deluged by eager authors and their publicists for years.

“Steve Jobs famously decided to wear the same thing every day to remove the decision fatigue of choosing an outfit every morning,” states Jensen. It was Jon Mackey, the managing director of Heidrick & Struggles’ Canadian operations, who established the rule of no meetings on Fridays. “After failing to protect time for deep work through individual decisions on which meetings to accept or reject, he created a day a week in which he can focus.”

5. Go with the flowtime technique.

You can use the Pomodoro Technique to get through chores that you do not enjoy or require little thought. It can also enhance your sense of value, improve your planning, and break your multitasking habit. Additionally, it can assist you in dealing with distractions, maintaining motivation, and overcoming fatigue.

There is a problem with the times because they are far too brief.

In order to get into our deep work zone, where our best work occurs, we need to spend 23 minutes on average. Just as you enter deep work mode, you take a break with the Pomodoro Technique. Additionally, your brain is not allowed to recover from the microbreaks of the allotted time.

Moreover, some find the Pomodoro Technique to be too rigid.

With that said, you might find the Flowtime Technique to be a more effective alternative.

This technique “measures your productivity habits and your focus with a timed system,” explains Albert Costill in a previous Calendar article. “As a result, multitasking is discouraged in favor of solo work, where you stay focused on one task until it’s complete.”

“This method has become popular as an alternative to the Pomodoro Method, which consists of a fixed amount of work followed by breaks,” he adds. “However, although many have found the Pomodoro Technique highly effective, the time intervals can feel restrictive and stressful.”

The Flowtime Technique eliminates these time constraints. Therefore, a timer will not distract you from your focus.

6. Rather than crossing off tasks, think about outcomes.

Making a to-do list before you start your day is a tried-and-true time management trick. Although some find the act of keeping a list of to-do’s soothing and useful, others may find the rigidity of routines overwhelming.

A to-do list helps us stay on top of things and feels satisfying when we check things off. It is possible, though, that focusing on accomplishments and prioritizing productivity could limit our creativity. Often, to-do lists are effective because they provide a clear path to a certain outcome — do A, then B, then C -– but Wisconsin School of Business research shows that giving people clear problems with clear solutions can restrict their creativity.

For me — I say, “Who cares about creativity when I just want to quickly get a list done. And when someone has spent their valuable time finding a solution, I’m thrilled not to waste my valuable time trying to find a different way. I don’t invent the wheel — I just hurry and accomplish the task!”

Rather than focusing on tasks, try focusing on outcomes for a more flexible approach to time management. “This approach focuses people and teams on a concrete result, not the process required to achieve it,” says Jennifer Robison, a senior editor at the Gallup Business Journal. “Employees, then, have a high degree of autonomy to use their own unique talents to reach goals their own way.”

Innovation and engagement in an organization can be increased when leaders adopt an outcome-based company culture. Consider an alternative to individualized task management if focusing solely on outcomes is not feasible for you and your team. Identify priorities every day, ask your team to check in asynchronously online, or work with a project manager to create a task management system.

7. Be pessimistic.

Time management consultant Laura Vanderkam says that “good time management means planning a resilient schedule, not a perfect one.”

In her experience, even those who plan ahead often forget to specify the time for unforeseen circumstances. When everything goes according to plan, they are successful at time management. The downside is that they may have to give up hobbies, self-growth, or family time if something unexpected happens.

As a backup approach, Laura suggests an approach that is more “pessimistic.”

In this situation, you don’t plan on keeping the schedule minute by minute. Rather, you set aside extra time in the week for work tasks. Although it can be challenging with a busy schedule, it allows you to stay on top of everything.

8. Practice anti-time management.

Richie Norton, author of Anti-Time Management: Reclaim Your Time and Revolutionize Your Results with the Power of Time Tipping, explains how traditional time management tools measure every single drop of sweat, blood, and tears from workers.

“[They were] never designed for freedom,” he says. “The question is, ‘Who manages my time under time management?’ Traditionally, it is about control. Your employer controls your time. They create your schedule. They tell you what to do, when, and where. And, if you want to get crazy, they determine that you only have two weeks out of the year for vacation and when you get to retire.”

Rather than being the opposite of time management or the opposite of time management, Norton proposes embracing “anti-time management.” “You control your time,” Norton asserts. “You decide what you want to do, when and where. You decide if you want to create space or not.”

If you want to practice anti-time management, start by identifying what Norton calls “final causes.” “It’s a term from Aristotle,” says Norton. “The idea is [that] an acorn becomes an oak tree. But in real life, a lot of us are planting seeds thinking they’re going to be an oak when they never will. Why not just plant an oak tree from the start?”

A “final cause” is the reason why something is done. Rather than the goal itself, it’s the success that follows. “Once you realize the final cause, you can change the decision tree around who you want to be and what you really want to do and set up from the dream instead of working endlessly toward it,” says Norton.

How to Handle Time Management When They Don’t Work was originally published on Calendar.com on Oct. 19, 2022, by Howie Jones. Featured Image: Eugene Shelestov; Pexels.com. Thank you!

5 Ways Appointment-Based Businesses Can Delight Their Customers

By Gunjan Saini | Business Tips, Time Management | No Comments

Customers put a fair amount of thought into booking an appointment. They likely have several businesses to choose from, and each entails various parameters to weigh against each other. How far out is availability? What is the pricing like? What kinds of policies do they need to be aware of?

Each appointment-based business will operate in a slightly different way. While it’s important to stand out, there are a few things that most customers will always love. If your business can accomplish them, you’ll be in a good place.

1. Reduce wait times.

One of the biggest complaints people have regarding appointment-based businesses is the wait times. Showing up on schedule to your appointment only to be told to wait is admittedly disappointing. While sometimes this occurs due to unforeseen circumstances, customers love and notice when a business is making an effort to keep wait times short.

Think of strategies for reducing wait times for your appointments. Maybe you need to go as far as hiring more employees so you can help more customers. Perhaps booking fewer appointments in a single day will make schedules more manageable.

A lot of the changes you make might take place behind the scenes. Customers won’t immediately know what you’re accomplishing, but they will begin to notice when wait times are regularly reduced. They will then tell their friends they can breeze right in to appointments at your business, and you’ll have to expand your capacity once again!

2. Use reminders effectively.

Any good appointment-based business will implement a reminder system for their customers. No-show appointments are costly, and late arrivals are difficult to work with. As a result, sending reminders helps keep both situations to a minimum.

However, businesses need to be careful about how they use reminders. Too many notifications can feel overbearing or just plain annoying. Reminders sent either too early or at the last minute aren’t very helpful. You need to find a happy medium.

You’ll see a lot of success by letting customers set their own appointment reminders through your scheduling system. Let them choose the frequency at which they receive reminder messages, as well as the means by which those reminders are sent. They will create the most effective reminder system for themselves, and your appointment software will do the rest.

3. Enable self-service.

Even if you have the nicest employees in town, some customers just want to stay in their own lane. They want to book an appointment, get in, and get out with as little human interaction as possible. These customers love when appointment-based businesses enable self-service solutions.

An example of customer self-service is simply being able to book your own appointment online. You don’t have to speak with a representative, and you can take as much time as you need when choosing a time slot. You can even schedule an appointment outside of normal business hours with no employees on the clock.

Self-service isn’t just limited to the introverts. Being able to take matters into one’s own hands appeals to those who like to feel in control of their environment. They can customize their appointment experience by choosing the self-service features that fit their needs best.

4. Create a comfortable environment.

The more comfortable a person feels at an appointment, the better their experience tends to be. Think of a medical clinic as an example. If patients feel relaxed in waiting areas and in exam rooms, their doctor’s appointments will go a lot more smoothly.

This is an important aspect for every type of appointment-based business. Patients who feel comfortable are more likely to open up to their therapist. Likewise, kids will be more cooperative with the dentist if the waiting room helps them to feel welcome. Customers waiting for their oil change won’t mind longer wait times if they have snacks and reading material at their disposal.

There are a lot of different ways you can make your business space more comfortable. Update your furniture, play some light music, use bright colors when decorating. Anything from a hot chocolate machine to a TV in the waiting room can help make the entire appointment experience more enjoyable.

5. Show flexibility.

Appointments won’t always go as smoothly as you would like each day. Consequently, it’s important to remember that bumps in the road affect your customers just as much as they affect your business. If you work on being flexible and empathetic when handling unplanned situations, you’ll draw your customers in rather than push them away.

Let’s say you have a cancellation policy that prevents customers from canceling an appointment fee-free without 24 hours’ worth of notice. A customer calls you in the morning stating that their car isn’t starting, so they are unable to make it to their appointment that day. You could choose to stick to your policy and charge them, or you can be understanding of their plight.

Now, not every customer will be truthful when calling to cancel an appointment. However, by being flexible and willing to work with your clients, you’ll develop a greater trust with everyone. Loyal customers will continue to come back even if they once had to cancel a booking at the last minute.

Customers of appointment-based businesses want what they want. However, if you’re able to meet such expectations, you’ll see a lot of appointment bookings and a lot of success in your near future.

Featured Image Credit: by Max Vakhtbovych; Pexels; Thanks!

6 Ways to Utilize the Weekend to Prepare for the Work Week

By Calendar | Scheduling, Time Management | No Comments

The workweek can be tough. Life asks much of you, and it can feel like the important things are slipping away. While the weekends are traditionally a reprieve from the workweek, more and more, they seem to blend together. So it’s important to make sure you’re using your weekend wisely to prepare for the work week. Here are six ways to use your weekend time to make your next week a bit smoother.

1. Schedule the Week Ahead

Scheduling is one of the best ways to start making good use of your time. It’s easy to meander through the week with a vague idea of what you need to get done each day. You spend more mental power than you might expect when you need to reorient yourself every day.

By scheduling your week in advance, you increase your clarity and precision throughout the week. So start scheduling your week on the weekend if you aren’t already. Spend 30 minutes to an hour on your weekend, blocking out the most important items for every day.

Timeboxing is a skill where you limit the amount of time you allow yourself to spend on a certain task. By limiting the amount of time you allow yourself on a task, you’re more likely to end up finishing it faster. That way, you won’t allow scheduling itself to be another annoying part of your weekend.

2. Budget

A great way to make money is to save it. Budgeting may sound a bit tedious, especially as a weekend activity. But it enables you to be confident in your spending and stretch your money further.

Start by investigating your spending. Take a look through your most recent month of credit card transactions. Get a pen and paper or open up a spreadsheet and start tracking them. Then break them up by order of importance: essentials, need-to-haves, nice-to-haves.

The essentials are non-negotiable fees you have to pay like rent, utilities, and insurance. The need-to-haves are needs with potentially negotiable fees. Need-to-haves are things like groceries or your cell phone bill. These are basically necessities, but unlike your rent, you could find ways to cut down on their costs.

Finally, the nice-to-haves are things that do enhance the quality of your life, but you don’t really need. For example, Netflix is fun, but maybe it’s not exactly the most necessary thing you bought this month. Nice-to-haves are the easiest things to cut.

With a budget in mind, you can approach your week feeling confident about your spending. You’ll know whether you can really afford that extra candy bar while waiting in line.

3. Meal Prep

Feeding yourself can be incredibly time-consuming. You have to decide what you want to eat, go shopping, prepare the food, eat, and then clean up after. Do this three times a day every day, and the hours start to add up. Now, you could circumvent this issue with take-out or frozen meals. But these are often less nutritious and hurt your health in the long run. So why not try preparing your meals ahead of time?

Meal prep is a tried-and-true method of saving time that its enthusiasts swear by. Pick a weekend day, usually Sunday, to get the majority of the work out of the way. While you won’t be able to finish everything ahead of time, you’ll save yourself tons of time each week. The best part is you won’t sacrifice your nutrition while doing so. In fact, you might actually end up eating even healthier than before!

4. Tidy Life, Tidy Mind

An untidy space can hamper productivity. A cluttered desk, for example, is simply less functional than a tidy one. It’s also an indication and reflection of your internal mentality. The same goes for your living space. So if you’ve been meaning to clean up for a while but just haven’t gotten around to it, do it this weekend.

Laundry is also a big part of this equation. It’s one of the first elements of your household that can get out of hand. Make sure you have a dedicated space for collecting dirty laundry, like a closet hamper. Once you establish a routine, laundry can become a weekly or bi-weekly weekend habit, saving you time.

Now that you’ve got your laundry tidied up — apply the meal prep approach to your clothes. Go through your wardrobe and choose which clothes you’ll wear for the coming week. This cuts out the time you spend deliberating on it each morning. You can also go one step further and make cuts to simplify your wardrobe. Steve Jobs famously wore the same outfit to reduce “decision fatigue,” and you can do the same.

5. Take a Step Back

Scheduling, cleaning, meal, and clothing prep are all great ways to frontload work so your week goes smoother. But they’re largely task-based activities that require you to do active problem-solving. Simply put, if you’re always working, you’ll start experiencing burnout before too long. Preparing for the workweek isn’t just about completing tasks ahead of time. It’s also about making sure you’re prepared, and that includes resting.

Now, what’s restful for someone may not necessarily be restful for you. Some people need to charge up to wind down by playing sports or otherwise engaging in rigorous activity. Others may recuperate from the week by finding a quiet coffee shop and reading a new book. It’s important to find what works for you and then to make sure to actually do it.

In a world that values output, it can be easy to write off self-care as a waste of time. But if you’re too burnt out to do work, then you’ll end up wasting your time anyways. Self-care is essential to maximizing your output during the workweek. If you’re a workaholic and just can’t seem to relax, schedule time into your weekend to not work.

6. Connect with Loved Ones

Unfortunately, it’s too easy to let your connections with those you love most slip. Of course, you want to spend time with them, but the world is demanding, and so they’re pushed back endlessly.

Connecting with people who are important to you is crucial for your well-being. This is another form of self-care, but one that focuses on the longevity of your relationships. Humans are social creatures, and by neglecting your relationships, you effectively neglect yourself. Engaging in healthy social relationships boosts your physical chemistry in the short term. Robust relationships also increase your long-term resiliency and life expectancy.

So visit your parents. Go on that date you’ve been wanting for a while now. Text that friend you haven’t seen in years. Time spent with others is time well spent when it comes to your physical and mental health. And regularly scheduled social activity will help you prepare for the work week. It will give you something to look forward to when the workweek gets you down.

It’s Your Time

The traditional work weekend of Friday evening, Saturday, and Sunday lends itself well to scheduling, prepping, and self-care. Friday and Saturday are great times to build relationships and take time for yourself. Sunday is perfect for scheduling, planning meals, and other workweek prep. Treating Sunday as the first day of the week with Saturday as the last is a framework for invigorating productivity.

Ultimately, find what works for you and stick to that schedule to cultivate habits that help you better prepare for the work week.

6 Ways to Utilize the Weekend to Prepare for the Work Week was originally published on Calendar. com on Sept. 29, 2022, by Matt Rowe. Featured Image: Ekaterina Belinskaya; Pexels.com. Thank you!

Change Up Your Food Routine With These Fun Techniques

By Abby Miller | Time Management | No Comments

Need a little more spice in your life? Are you tired of the same-old food routine? That’s a common feeling people experience. But, especially after the pandemic, people realize they want more out of their lives. Your life doesn’t have to be as exciting as a dramatic soap opera. But, doing things differently or trying new things can help bring back some excitement if you’re feeling bored.

Most people tend to like at least some bit of change — a change in scenery, workplace, and, most commonly, food. Trying new food can be an adventure in itself, but it’s not constantly changing what you eat that can make a difference. Sometimes all you need to do is change the way you do things. And, yes, that can involve cooking.

One of the best ways to change up your style of preparing food is by limiting how long it takes. So for those who don’t feel like a chef in the kitchen and grumble through cooking, this one’s for you. Of course, some people want to enjoy meal-making, but the length it takes is just too overwhelming. But here’s a little secret — it doesn’t have to be that way.

Even if you’re set on the way you do things, it never hurts to switch up your routines from time to time. And especially when that change helps save you time. Here are some tips to change your food routine to free up more time.

1. Try Meal Prepping

Have you ever heard of this new craze that’s taken the internet by storm? Meal prepping involves making food in advance, whether all of it or portions, in order to save you time. How much you do beforehand is up to you. Whether you want to have ready-chopped vegetables or fully-prepared lunches, this technique can take a weight off your shoulders.

You can do this for every meal of the day, too. There are no limits to meal prepping. Wondering how to make breakfast in advance? Decide how much prep work you want to do the night before. For example, some people prefer the taste of freshly cooked eggs to reheated eggs. Let’s say you want to have an omelet for breakfast tomorrow. Tonight, pre-cook any bacon or sausage, if you choose to add those. Any vegetables, like peppers or avocados, can be chopped and sliced the night before. And if you really want to go all out, just make the whole thing.

If you’re interested in the boxed-lunch idea, all you need to do is set aside some time. Use that moment to make a large portion of whatever meal you’re in the mood for. Divide up the food into lunch-size amounts and put them away in plastic storage containers. And, if you’re really looking to stretch your food routine budget, you can freeze these lunches. This technique is great for bringing healthy lunches to work, school, or simply for days when you’re on the go.

2. Invest in a Slow Cooker

One of the easiest ways to cut down on cooking time is by using a slow cooker. These helpful appliances are designed to save you time and do all the cooking for you. Not to mention, they’re relatively cheap and widely available.

Slow cookers can be used for more than just dinner, too. Try using one to make breakfast. The food will cook overnight while you catch some well-earned z’s. Or, utilize this wonderful device for your meal prepping needs. Large slow cookers are very useful for making large portions of food. For example, you could cook a pound or two of chicken. When it’s done, cut it up or shred the meat how you like it. Then you’ll have chicken you can use for multiple meals — chicken salad, pulled barbecue chicken, and pieces to throw in pasta dishes.

With such a versatile device, you can use a slow cooker any time and for any kind of meal. There are tons of recipes out there — from soup to veggies. You’ll not only have some delicious home-cooked meals but also more free time. It’s a win-win.

3. Get Some Time-Saving Gadgets

Another internet sensation? Kitchen and household gadgets that are designed to make your life easier. Many of these have been gaining popularity through short-video apps, like TikTok and Facebook Watch. Clearly, these gizmos have taken off. So why not try some?

There’s just about every kind of device out there. If you’re stumped by how to cut up avocados, there’s a tool for that. Want hard-boiled eggs without the disaster of trying to peel them? You can bet there’s something for that. How about cutting vegetables in fancy slices? You guessed it — there’s a device out there. Salad spinners, fruit corers, sushi rollers, yolk separators — these are all real things.

Lots of manufacturers and inventors have realized that certain aspects of cooking can be so time-consuming. That’s why people are always coming up with new tools to help reduce the time spent on preparing food. There’s probably a gadget out there for just about everything. Start doing some internet searches and see if there’s something perfect for your kitchen woes.

4. Make Cooking an Activity

One way to change up the way you view mealtime and cooking? Make it fun. There’s something fulfilling about sharing a meal you’ve made with someone. And if you’re not the biggest fan of cooking, this might be a way to boost your enthusiasm.

If you have kids, this is a great way to get them involved in the meal-making process. It keeps them engaged and maybe even gain a lasting interest in making food. It’s nice having a little chef on your hands. Even if your kids aren’t too keen on cooking to begin with, making dinner together is a good bonding experience. Not to mention, it’s device-free.

Children need hands-on activities to keep their minds sharp. Cooking can involve fine motor skills and the development of hand-eye coordination. Whatever task you have them do depends on age and your child’s personal abilities. Of course, having a toddler chop up a watermelon is not advised. Stirring up batter, sorting ingredients, or rolling up dough are just a few easy tasks for young kids.

And if you don’t have kids, what’s a better date idea than cooking together? It’s usually cheaper than a restaurant (but hey, go as gourmet as you want), and you can stay home. You won’t need to dress up to enjoy a fancy pasta dinner — just make it at home. Likewise, this kind of activity is a great bonding exercise for couples. It can help you learn how to work together and share the fruits of your labor as a team.

Remember to Make It Fun

The whole point of mixing up your food routine is to have some more fun experiences. Don’t make yourself do anything you know you won’t enjoy. Sometimes you can surprise yourself, but don’t go into anything that’ll feel like torture.

Try out a little at a time. You don’t need to completely change up everything you do. You just need variety, which doesn’t involve uprooting every practice you’re used to doing. It’s all about gaining new experiences. So go out there and have some fun in the kitchen.

Change Up Your Food Routine With These Fun Techniques was originally published on Calendar.com on Sept. 28, 2022, by Abby Miller. Featured Image: Marcus Aurelius; Pexels.com. Thank you!

12 Ways to Motivate Yourself Every Morning

By Appointment LLC | Time Management | No Comments

It’s funny how morning motivation works. On some days, you wake up with so much energy and motivation that you’re ready to take on the world. Other times, it feels like you have just enough energy to crawl out of bed.

Even though motivation seems random, it’s not. It takes effort to feel motivated. More specifically, it comes when you’re passionate about something.

Don’t worry if you find it hard to get up and go to work every day. According to a Gallup study, 60% of people are emotionally detached from work and 19% are miserable at work. And, a mere 33% of respondents felt engaged.

Once again, motivation requires effort. Keeping yourself refreshed and renewed is something you need to do every day. In that light, here are 12 ways to get motivated every morning to get you through the day.

1. Get plenty of sleep.

Do you have a hard time getting out of bed in the morning? Well, the culprit could be that you aren’t getting enough sleep.

The National Sleep Foundation suggests that most people need between 7 and 9 hours of sleep a night. If you’re falling behind on sleep, you might need to adjust your waking and sleeping times. Thankfully, to get more sleep, you can try the following methods:

Maintain a consistent circadian rhythm by rising at the same time every day — including weekends.
Take advantage of sunlight in the morning to help your body produce the right hormones for sleep and motivation in wakefulness.
Don’t rush through your evenings, including finishing your evening meal at least four hours before going to bed.
At least 30 minutes before you go to sleep, turn off your screens. After all, blue light from your TV and phone impairs your sleep.
Use sleep aid supplements, such as melatonin, if you have trouble falling asleep.
Strenuous exercise should be avoided within four hours of bedtime to prevent disruptions in sleep hormone production.
Keep your room like a cave. In other words, your bedroom should be dark and cool.

2. Don’t hit snooze.

Avoid hitting snooze in the morning. In addition to being bad for your psyche, it’s also bad for your motivation.

“After you hit snooze and drift off, your brain starts its sleep cycle all over again,” Alan Henry said on Lifehacker.com. “When the alarm goes off a second time, you’re likely at an even deeper, earlier part of your sleep cycle, which results in you feeling evenworse than you did the first time.”

Additionally, refrain from waking up surrounded by blaring alarms, radio static, or irritating talk news. Choose a soothing, upbeat alarm instead. Getting up will be much easier if you listen to your favorite song or listen to a funny podcast.

3. Pose a few positive questions to yourself.

According toHenrik Edberg on PositivityBlog.com, whenever you wake up, ask yourself five empowering three-part questions, as follows:

What am I ______ about in my life right now?
What about it makes me _______?
How does it make me feel?

“Put in your own value in the blank space,” he says. “For instance, a couple of my questions are:”

What am I happy about in my life right now?
What am I excited about in my life right now?

“It’s important that you really feel how it makes you feel,” Edberg adds. “When I think about the last part about what makes me happy right now I really feel it.”

Morning questions can fill you with motivation, appreciation and positivity based on the way they are framed.

4. Your biggest dreams should be visible to you as soon as you wake up.

In order to live a fulfilling life, our brains constantly need reminders of what we hope for. By writing it down, we become conscious that what was once a dream and thought suddenly becomes tangible and clearly visible.

As a result, it is no longer just a vivid imagination. But, instead, something that could actually come true.

5. Establish routines.

Getting yourself out of bed in the morning requires more than your morning routine. Just as important is what you do in the evenings before you hit the hay.

As an example, by picking up clutter and cleaning the mess around your house before you go to sleep, you can wake up to a clean home. In turn, this helps you feel energized and refreshed in the morning.

Before you sleep, take the time to read for a while. As a result, your brain will disengage from the day’s activities.

In the morning, your routine could consist of making your bed, watching a TED Talk, journaling, or decluttering your workspace. An efficient morning routine improves mental health, lowers stress levels, and increases energy levels.

Whatever consists of your morning routine, I also suggest that it includes at least one thing that you love.

As Tony Robbins says, “There are 2 different kinds of motivation: Push requires willpower, and willpower never lasts. What will last is pull – having something so exciting, so attractive, something you desire so much that you have a hard time going to sleep at night, you get up so early in the morning and take it to the next level. That’s what you’re looking to get.”

You can utilize pull motivation by incorporating at least one thing you enjoy into your morning routine. As I walk my dog, I listen to one of my favorite podcasts. It may sound corny. But, as I anticipate listening to a new episode, I am excited to start my day.

6. Map out your day.

Write down your goals for the following day before you go to bed. Also, organize your projects by priority. And, take note of any appointments you have coming up on your schedule.

It may seem like a lot of planning. But, this ensures that you’re in control of your day. As a result, you’ll stay motivated, on track, and won’t be distracted by other things. Also, since you know what needs to be done, you’re reducing the number of decisions you have to make. In turn, this preserves your energy throughout the day.

7. Wear something that makes you feel good.

The right outfit can make or break your day, even if you don’t realize it. The reason is that when you feel comfortable and look good, you project confidence. In most cases, that’s a big motivator for us.

It sounds simple. But, wearing a wardrobe that you are excited to wear can boost your motivation for the day.

8. Stretch and exercise.

Regular exercise releases dopamine, which is the chemical responsible for making us feel happy. To put it another way, this is our biology’s “feel good” pill which boosts our positivity.

Plus, you’ll stay fit, healthy, and in great shape if you do this frequently.

9. Make yourself accountable.

It’s more likely that you’ll follow through when you get someone else involved in your productivity. Furthermore, this can give you something to look forward to.

“Your motivation to get out of bed can be enhanced by planning with a friend that you will both work out in the morning from your own homes or follow an online exercise routine at the same time from your respective locations,” says licensed psychologist Selena Snow, PhD.

It is also possible to hold yourself responsible for helping someone else. For example, helping a colleague catch-up on an assignment because they were under the weather.

10. Have a morning mantra.

“Words hold a lot of meaning, so imagine the power of saying something motivating to yourself each and every day,” says holistic business coach Tiffany Napper. “A great mantra should incite a feeling inside you — a feeling that you don’t quite feel in your soul yet but you want to… a feeling of empowerment.” After one week, evaluate how you feel after repeating it 20 times every morning with heart and soul for the next 7 days.

Tiffany suggests the following morning mantras to brighten your day:

I am worthy just as I am.
I will achieve great things through small steps.
Everything I need is within me.
I am fulfilling my purpose in this world.
I am centered and at peace.

11. Surround yourself with inspiration.

Keeping something inspirational in your room, such as a favorite painting or framed photo, can provide inspiration. Another option is to create an inspiration board, a compilation of pictures, quotes, or anything else that makes you happy, and keep it in your room as a reminder. As a result, you will see happy, positive thoughts in the morning and at night, instilling motivation as soon as you wake up.

12. Shake things up.

While routines serve a purpose, there’s a danger of them becoming mundane very quickly. As a consequence, your motivation can diminish as you do the same thing every day.

To avoid getting stuck in a rut, do something different. Perhaps you could try a new route to work, visit a new café, or try something new from the menu. Adding variety to your life not only boosts your energy, but it also motivates you.

12 Ways to Motivate Yourself Every Morning was originally published on Calendar.com on Sept. 21, 2022 by Albert Costill. Image Credit: Aphiwat Chuangchoem; Pexels.com. Thank you!

What Is Timeboxing?

By John Hall | Time Management | No Comments

All of us have experienced that 30-minute task that morphed into a full-day project. After all, without time constraints, work can easily drag on throughout the day. This phenomenon is known as Parkinson’s Law, which says “work expands to fill the time available for completion.” Thankfully, you can regain control of your schedule by timeboxing.

When you use timeboxing to manage your work, you can overcome procrastination, regain lost productivity, and focus on the work that matters. Ultimately, the goal is to spend less time planning work and more time working.

What Is Timeboxing?

By timeboxing, you allocate a set amount of time to a specific task on your calendar.

Instead of just working until something is done, you decide when and how much time you will dedicate to it. To put it another way, timeboxing means scheduling a specific amount of time for a particular task in your calendar.

Basically, it’s the same as scheduling a meeting. You pick the day, as well as the start and end times. And most importantly, you reserve time in your calendar to avoid calendar conflicts.

Once you reserve a slot time, you should treat it like an appointment. If you work on a time-boxed task, you will not be interrupted by reschedulings or distractions.

In the case of larger tasks, you may need to reserve several blocks of time ahead of time. You can effectively schedule and prioritize your time with this approach.

“Timeboxing will change your life,” explains Nir Eyal. “It works because it uses well-researched technique psychologists call, ‘setting an implementation intention,’ which is just a fancy way of saying, ‘planning out what you are going to do and when you will do it.'”

No wonder leaders like Bill Gates and Elon Musk have sung the praises of this practice.

The Pros and Cons of Timeboxing

Timeboxing has several advantages. Among the main benefits are:

You’ll be more intentional about your work. Creating a timebox requires prioritizing tasks and deciding how long they should take. The more you think about these details for every task, the more aware you are of where your time is going.
It is easier to “force yourself” to tackle those tasks you have procrastinated on or that you know you will struggle with.
Setting strict limits on when and how much time you will spend on a particular task will help you organize your schedule more effectively. In addition, you’ll be more productive and focused if you don’t get interrupted or distracted while working on your task.
Reduces multitasking. The human brain is incapable of multitasking. The brain must re-upload information every time we switch tasks, which takes energy and time. When you timebox, you focus on one task (or a related group of tasks) at a time. This way, you won’t jump between projects.
It helps you manage perfectionism, overprocessing and overdoing.
Establishes a routine. You can gain a better understanding of your day. When you schedule your timeboxes in your calendar, you can clearly see when each task will be completed. When you schedule your work in advance, you will be less likely to get caught up in the “guessing game” of scheduling and can approach each day more confidently.

The Disadvantages of Timeboxing

Although timeboxing has many benefits, it isn’t for everyone. Listed below are some of the most common drawbacks of timeboxing and some ways to overcome them.

You can’t finish your task before the timebox is up. When first starting out, this is a common issue with timeboxing. However, if you track your time over time, you’ll more accurately estimate the time needed to complete specific tasks.
Timeboxing disrupts my flow. It can be frustrating when you have to switch tasks when the timer goes off. This is why grouping similar tasks into back-to-back time boxes is recommended.
By timeboxing, I rush through tasks, resulting in low-quality work. When establishing a timebox, be realistic. You shouldn’t force every ounce of productivity out of time management techniques like timeboxing. If you try that, you will burn out instead of succeeding. Instead, keep your expectations realistic and schedule downtime between tasks to prevent burnout.
My calendar is a bit cluttered after adding all of my timeboxes. Taking control of your calendar is possible with timeboxing. But this time management strategy is not for everyone. Another time management strategy, such as time blocking, might help you if you’re feeling overwhelmed.

How Timeboxing and Timeblocking Differ

When you use time blocking, you schedule a time to accomplish everything on your agenda, everything you might otherwise be unable to accomplish.

Time blocks, also called time periods, refer to shorter time periods that can be marked on your calendar and dictate starting and ending times for activities. Each time block is intended to motivate you to help you follow your schedule and complete your work on time.

Then you assess whether you completed the task before the end of the time block. If not, you allocate more time for the next attempt.

How is timeboxing different?

When you timebox, you limit activities to avoid wasting too much time.

The process involves creating time periods called “timeboxes,” which can range in length from a few minutes to several months. In addition to deadlines and goals, timeboxes may also include milestones, deliverables, and a budget.

Regardless of the outcome, you declare your work done at the end of the timebox. After that, you assess whether or not you have reached your goals.

For example, you might want to clean up your office without spending the whole afternoon doing so. Whenever your 30-minute timebox runs out, you stop immediately, regardless of how much cleaning you’ve done.

Getting Started With Timeboxing

Are you interested in giving timeboxing a try? Here are nine pointers to get you started on your journey.

1. Identify appropriate tasks.

The general rule is to assign a timebox to any task you want. However, setting timeboxes for the following would be most helpful:

Those tasks you don’t want to do.

In most cases, these are time-consuming and demanding tasks, such as writing an eBook. As a consequence, your procrastination is the result of knowing you cannot complete these tasks quickly.

If you break up your work into smaller, more manageable chunks with their own deadlines and milestones, you make the task seem less daunting. Then, to reach the next one, you only need to motivate yourself.

The tasks you want to complete as quickly as possible.

Cleaning your bathroom or arranging your emails are two examples of necessary but unpleasant tasks. These tasks will either take a long time to complete or consume too much of your time.

A strict deadline will limit the time you’ll spend on the project from the get-go.

2. Differentiate between hard and soft timeboxes.

To clarify what you should do after each timebox, distinguish “hard” timeboxes from “soft” timeboxes:

Soft timebox. A soft timebox can be thought of as a group of smaller tasks you’ve broken down into larger ones. After completing one timebox, you move on to the next timebox. You can keep track of your work with symbolic milestones, which will help you parse it more effectively and make it easier to manage.
Hard timebox. A hard timebox is one you won’t think about once it’s over. You move from one completely unrelated timebox to the next as soon as you finish one. As your focus shifts to a different type of task, milestones become more apparent.

3. Make timeboxed time a priority.

You may find it tempting to rearrange, reschedule, or cancel your timeboxes when you have a busy day. Keep this to a minimum. When you have established your timeboxes, think of them as self-scheduled meetings instead of going with the flow.

By setting aside time for a specific task, you are committing to yourself that you will complete it during that time. Therefore, Timeboxes shouldn’t be canceled at the last minute, just like you wouldn’t cancel a meeting at the last minute unless absolutely necessary.

4. Visualize your time.

The best way to timebox is to make it visually appealing. To see what time limit you have on any particular task, it helps to schedule focus time on your calendar. In addition to helping you stay on schedule, it also lets others know when you will not be available.

5. Set a limit on the timebox.

How long should a timebox last if it’s realistic?

According to the widely discussed science of ultradian rhythms, you should never allocate more than 90 minutes to any task in one sitting.

The amount can, however, be reduced. For example, feel free to set a five-minute time limit for brainstorming tasks that will take about five minutes.

It’s entirely up to you how long your timeboxes are and how many tasks you’ve got to accomplish. But, regardless of the timebox length, taking a break after 90 minutes is always a good idea.

6. Take breaks between timeboxes.

Breaks help you stay focused longer. Again, science shows that your attention begins to wane after 90 minutes, but it might wane much earlier. To keep your routine smooth, you must plan ahead for breaks.

It is possible, for example, to work for 45 minutes and then take a 15-minute break. This will give you a full hour.

Also, you should make the most of these breaks. I recommend taking a break during your break time to let your eyes rest, primarily if you work all day in front of a computer. Try stretching or taking a short walk outside instead.

As soon as you return, you’ll have regained your focus and concentration, just in time to work for another 45-minute timebox.

7. Set timers.

As soon as you’ve assigned time to each task, set a timer to remind you when it’s time to move on to the next one. You will not only be motivated to work efficiently if you set a specific period of time. But you will also ensure you don’t leave out other important projects as well.

8. Similar tasks should be grouped together.

It is best to create individual timeboxes for most tasks and initiatives to timebox effectively. This is because it takes time and mental energy to switch between tasks, even with timeboxing. Therefore, tasks should be grouped in adjacent timeboxes to avoid this problem. By doing this, your brain will stay on the same “track” even while you work on individual projects.

In other words, even if you switch timeboxes, grouping similar tasks will make it easier for you to stay focused and flow.

9. Review, rinse, and repeat.

Review your progress at the end of every timebox or day. Can you learn anything and apply it to your future schedules if you complete all your tasks?

If not, ask yourself why. Did you allow enough time for the task to be completed? What distracted you or derailed you?

What is Timeboxing? was originally published on Calender.com by John Hall. Featured Image Credit: Thomas Brenac; Pexels.com. Thank you!

Calendar Full? 5 Ways To Maximize Your Meetings

By Deanna Ritchie | Business Tips, Time Management | No Comments

No company operates in a vacuum, and very few businesses are one-person operations. Even if you’re a solopreneur, you’ll likely need to coordinate with clients. In short, business means collaboration. Working with others translates to the necessity of meetings. And meetings can either be a drain for your schedule and productivity. Or, when you maximize meetings, a chance to ensure you’re on the same page with your collaborators, work out kinks and develop actionable plans for your projects.

Most of us have experienced those meetings that we know by the “could have been an email” trope. They’re the ones that seem to have no clear direction, in which the group collectively spins its wheels. This might be due to participants getting sidetracked or simply because the content of the meeting is redundant.

It’s not a great feeling to sit through an entire hour while silently stressing about the tasks we could be doing instead. Packed calendars are ubiquitous; no one wants or deserves a time-wasting meeting. If you’re in charge of periodic or regular check-ins with your team or clients, everyone involved will thank you for running smooth and effective meetings that support their tasks.

A great meeting should help participants resolve stuck points, get team members on the same page, clarify project next steps and generally save time and energy. Carefully planning your meetings and sticking to the plan will help the members of your team get the most out of face-to-face time.

Related: How to Stop Meetings From Killing Your Startup

Remember that time is money and budget meeting time accordingly.

It’s important to periodically evaluate the frequency and time demands of your team’s meeting schedule. Ask yourself:

Do you need a weekly or bi-weekly face-to-face to stay on track?

Can some meetings be skipped if no pressing concerns need to be addressed?

How will holding a meeting impact your team’s productivity: will it enhance it by alleviating stuck points, or will it hinder it by pulling people out of their zones?

Related: Too Many Meetings Suffocate Productivity and Morale

Evaluate whether your team requires standing meetings.

Try not to get stuck in the mindset that meetings, especially standing meetings, are necessary to keep everyone moving forward together. Sometimes, it really can be an email. Being thoughtful about when and how you conduct your meetings could translate into significant cost savings for your business. Remember, you’re paying for everyone’s time during that meeting. You’re also potentially losing productive time on tasks if you’re meeting unnecessarily. It might be enlightening to get out a calculator and run the numbers for your company’s spend on weekly meeting time.

Related: What I Learned About Great Meetings from Steve Jobs

Have a clear meeting agenda and stay on task.

When you and your team have determined that a gathering is warranted, whether virtual or in-person, it’s vital to have a clear action plan. Before each meeting, clearly identify what you want to accomplish, who needs to be involved and how you will organize the time. Try not to require attendance from teammates if you don’t need to take up their time. It’s essential to create and share an agenda for each meeting – and stick to it.

“If I don’t have an agenda in front of me, I walk out,” Annette Catino, chief executive of the QualCare Alliance Network, told the New York Times. “Give me an agenda or else I’m not going to sit there, because if I don’t know why we’re in the meeting, and you don’t know why we’re there, then there’s no reason for a meeting.”

Tips for Maximizing Your Meetings

Developing a plan ahead of time will help everyone involved know what to expect, keep discussions corralled and save everyone time.

Here are five tips you can implement today to help you and your team ensure efficiency and that you all get the most out of your collaborative time.

1. Have a meeting agenda available for your team before you get together.

A well-thought-out meeting agenda is the heart and soul of effective team collaboration. Think of it as a playbill for success, a guide that sets the stage for smooth performance. Your agenda should include the essential who, why, what, and how information.

Your team should know who is attending. Communicate expectations to each attendee for their contribution to the conversation. You should also have a clear goal established, even for standing meetings. What are your team’s pain points and how will you address them during this time? If you can’t answer the big “W” questions, you may want to back up. Assess whether your team needs to meet at all.

The agenda does not need to be a fully fleshed-out document, with paragraphs of explanations or instructions. Instead, simply identify the items that need to be dealt with, in an order that makes sense, and note who is invited to contribute to each point. You may end up going off script at times, but having a clear outline will go a long way to keeping everyone on task.

2. Use your meeting agenda to stay on task and ensure efficiency.

To help maximize any meeting, it’s vital for every participant to receive a copy of the agenda beforehand. If possible, allow enough time for feedback and questions. You might find your team helps you improve on your plan beforehand.

If you’re a traditional brick-and-mortar operation, you could distribute hard copies of your agenda before you meet. But that isn’t a viable option for hybrid or remote gatherings. Emailing an agenda document to everyone is a possible solution. Or, you might consider tech tools that can help organize the process from start to finish.

One tech tool option to maximize your meetings is Fellow. Fellow’s software includes meeting templates, so you don’t have to start with a blank page when organizing your agenda. The agendas also allow you to keep your team accountable and informed about key decisions. Having a multi-feature tool for your team is one way to keep everyone on the same page and keep track of needs and progress at a glance.

3. Stay on task and cut down on distractions.

Depending on your culture, you may want to spice up your meetings a little to keep your team engaged. But if you do, it’s a good idea to keep everyone otherwise focused and on task. Make sure everyone has the space to contribute and you’re working to help with pain points or sticking points.

If you’re running the meeting, strive to serve as its moderator. Foster open communication. Be ready to step in when it’s time to redirect or move the meeting along to the next agenda item. As you tick down the list, stick to a rhythm of communication, brainstorming, and settling.

Talk about where you’re stuck or what needs to be addressed about a particular point. Allow the team a reasonable amount of time (given your schedule and the meeting length) to discuss approaches and then commit to a strategy to address it before moving on. If something doesn’t work, you can revisit it later.

4. Encourage note-taking and active listening.

Meetings can be rich opportunities for teams to work through roadblocks collaboratively. If you plan them out thoughtfully, stick to the plan and allow participants to bring their challenges and solutions to the table, you can accomplish workplace miracles.

Coaching your team on active listening (listening to understand vs. listening to respond), and good note-taking will help participants maximize the benefits they reap from each face-to-face meeting.

Some form of note-taking, whether by hand or with a digital device, will help team members remember next steps and other action items. If you meet online, you might consider creating a digital recording of important meetings. Attendees can review details asynchronously later.

5. Go forth and turn those bullet points into action.

You want your time to be used to maximum efficiency when you gather your team. As a result, make sure your meeting allows for planning and the next steps. You could have a recap at the end of each session, quickly summarizing each relevant topic, outlining how the team will address the issue, and clarifying who is responsible for what.

To maximize your meetings, you could also work this into each agenda item as you move through the meeting itself. Everyone should leave the table (whether it’s in your meeting room or virtual meeting space) with a clear understanding of actions they will take to move forward. If each attendee leaves the meeting empowered with the knowledge of what and how to do next, you can save significant time and energy as a project progresses.

Whether you and your team operate in person, remote or hybrid, meetings are likely a staple of your weekly or monthly scheduling. You need to collaborate, and sometimes face-to-face is the best way to do that. These steps can help you ensure a smooth and productive meeting online or in person, and help you avoid wasting your and your team members’ time.

In short, great meetings involve a lot of clear communication, from beginning to end. Start by evaluating whether you should have a meeting and who is essential to the process. Clearly outline points to be addressed in a succinct meeting agenda. Keep the meeting flowing on task. Ensure everyone walks out knowing what to do next. A little extra planning and preparation will save your team a healthy amount of time, cost and stress.

Calendar Full? 5 Ways To Maximize Your Meetings was originally published on Calendar.com by Deanna Ritchie. Featured Image Credit: Christina Morillo; Pexels.com. Thank you!

5 Tips for Waking Up Earlier

By Calendar | Time Management | No Comments

Not everyone is a natural morning person. Some like to sleep in and get a few extra Z’s. Ever heard of “beauty sleep?” Getting some extra rest is definitely okay unless your schedule no longer allows for it and you need to start waking up earlier.

Maybe it’s a new job, or you’re returning to school after the summer break. Whatever the reason, if you’re not used to waking up early, making the switch can be difficult.

Most people don’t enjoy getting less sleep. Fortunately, there are ways to get around this that don’t involve missing out on much-needed rest. There’s more to it than just going to sleep earlier.

Making some simple changes to your mornings can make a significant difference. Starting to make these changes might seem daunting, but in reality, it’s not so tough. Here are some tips to help yourself wake up earlier and conquer the day.

1. Draft a schedule.

One way to feel more prepared for the next day? Utilizing a schedule should be your go-to move. Scheduling is the perfect way to lay out what you need to get done, then plan your day accordingly.

Simply write down what you know you need to do the next day, and assign the tasks to different times of the day. It can make your days easier because you can visualize what your day requires. Also, you won’t have to figure out what task to do next at the moment. If indecision rules your days, adding this form of structure can help keep you on course.

You don’t have to go crazy planning ahead. Some people aren’t big schedulers, and that’s okay. That can be enough if you want to think ahead only the day before. There are no rules to break here.

When making your schedule, remember to allow enough time for each task. Additionally, be realistic about how many things you do in a day. The point is not to overwhelm yourself; it’s to make your life easier. One thing you can schedule ahead is a morning routine (see #2). Seeing what you need to do in the mornings can help give a sense of order.

2. Create a morning routine.

One of the secrets of waking up earlier is to follow a routine. A morning routine can be as simple or elaborate as you wish. If you’re new to the concept, going easier on yourself is your best bet.

Making a routine is simple — have an order of the activities you need to accomplish in the morning.

For example, the first thing you might do when you wake up is brush your teeth. Then, you might shower. Basically, you’re mapping out what you’ll be doing and giving it some order.

There are different aspects of morning routines. What kind of morning do you want? That might seem like a loaded question, but give it some thought. Do you want to exercise? Make a nice breakfast? Time to journal or meditate? These are things to consider when planning a routine for your mornings.

Perhaps most importantly, remember to make your routine realistic. If you’re not used to going on morning runs and coming home to a green smoothie, don’t expect this by tomorrow. It can take a moment to get adjusted, so start small. For example, go on a short run your first day, and maybe pre-make your smoothie the night before.

Whatever you choose to include in your new routine, make sure it’s not too much to handle. A routine is all about simplifying your time, not adding extra stress. If you’re lying awake at night, dreading everything you have to do when you wake up — it won’t help you. Go easy on yourself!

3. Avoid the snooze button.

When trying to make yourself wake earlier, it can be so tempting to press “snooze.” The extra five or ten minutes might feel like it would do you some good. However, this way of thinking is actually the opposite of reality.

According to the Cleveland Clinic, hitting snooze can be harmful to your sleep health. You might condition your brain to expect those extra minutes, which would be counterintuitive. The short sleep period is not actually restful, so it’s a waste of time. You might even feel more sleepy afterwards.

So how do you stop relying on the snooze button? A little self-control can go a long way. Do all you can not to be tempted to get those extra few minutes. Additional minutes that are not beneficial, if you remember. Try counting 5, 4, 3, 2, 1 — and hop out of bed.

Get up and do some jumping jacks. Splash your face with cold water. Anything to get yourself out of bed and feel a bit more energized. It can be hard at first, but your body will thank you later.

4. Have something to look forward to.

It might seem silly, but anticipating something you enjoy is one of the simplest ways to get yourself up and at them. If you have an activity you’ve planned, and you’re looking forward to — it’s less tempting to stay in bed. It’s some simple psychology, but it works.

Think about something that would motivate you to get up. Is it a yummy breakfast? Maybe a refreshing run outside? Or, perhaps it’s a delicious cappuccino that helps give you that caffeine boost. Whatever it may be, having something that gets you out of bed is great.

If you haven’t used this method before, it could be a good one to try. First, however, think about how much time this rewarding activity will take. You’ll need to factor that into your morning schedule. Or, you might have to adjust your wake-up time.

If you think a mouthwatering breakfast sounds like it would get you up, try that. And, there are steps you can take to make the process easier on yourself in the morning. Having to make a complete breakfast from scratch could take some time. Instead, prepare some things in advance to make cooking a quicker task (see #5).

5. Prep the night before.

Another step you can take to help yourself wake up earlier is to prepare in advance for your morning routine. The less you have to do right out of bed, the easier it can be to get everything done. This can help you feel less stressed about the morning time.

For example, meal prepping for breakfast can free up your mornings. By cooking breakfast the night before, all you have to do is reheat. Or, if you don’t want to make all of it in advance, just prepare some parts of it beforehand.

Let’s say you want an omelet, but don’t like the taste of reheated eggs — prepare to have a fresh omelet by chopping up any vegetables you want to add to the omelet. If you want to add meat, like bacon or sausage, cook those the night before. Now all you have to do is throw it all in a pan in the morning.

How about a little less of an effort? Even just laying out products you’ll use or clothes you’ll wear the next day can help. Picking out your outfit the night before can cut down on time in the mornings, especially if you’re indecisive.

If you wear makeup, lay out what you’ll use on your dresser or vanity. You’ll have less reaching and searching to do when using everything. This can really help with fuzzy morning brain, too.

Don’t be hard on yourself.

It’s important to remind yourself that making adjustments can be hard. Especially if you’re not a morning person, changing the time you wake up can be extra difficult.

It might not be smooth sailing from the get-go, and that’s okay. Don’t put yourself down for any struggle you may feel during the process.

No one said being human is easy. Remember to give yourself some grace. Utilize the tools around you — make a schedule, have a reward ready, prep the night before. Whatever it takes to reach your goal, be sure to use it.

5 Tips for Waking Up Earlier was originally published on Calendar.com by Angela Ruth. Featured Image Credit: Los Muertos Crew; Pexels.com. Thank you!

Why Is Time Management Considered a Soft Skill?

By John Rampton | Time Management | No Comments

Optimizing your resume is vital when applying for a job, asking for a raise, or seeking a promotion. Obviously, factors like your education and experience play a role. However, it’s also true for the hard skills you possess, such as the specific knowledge and skills required to perform well at a job.

However, increasingly, soft skills are playing a significant role.

“93% of employers say soft skills play a critical role in their decision about whom they want to hire,” says Ian Siegel, co-founder and CEO of ZipRecruiter. “Those soft skills include showing up on time, willingness to learn, enthusiasm, and a can-do attitude. So when you don’t have work experience to sell, remember that you can still sell yourself.”

The term “soft skills” encompasses a wide range of abilities. However, due to people working in very different situations, hybrid situations, communication is very high on the list right now. ZipRecruiter listed communication as the most in-demand soft skill that employers are looking for. This was followed by customer service, scheduling, time management, project management, analytical thinking, and the ability to work independently.

But what exactly are soft skills? How does time management fit into the concept of “soft skills?” And, in what ways does it allow you to thrive at work?

Well, let’s answer those questions, and more, in the following article.

What are soft skills?

Often, time management is referred to as a soft skill. But what does that mean exactly? Essentially, a soft skill is a desirable trait for employers.

The soft skills you possess determine your work style and your interaction with your co-workers. The difference between hard skills and soft skills is that hard skills are technical and job-specific. In contrast, soft skills relate to professionalism, timeliness, and other essential, intangible qualities that complement the practical skills required for the job, making you an attractive candidate.

Although these skills are crucial to success at work and in your personal life, many people never learn them. Some of the most common soft skills include:

communication;
collaboration;
emotional Intelligence;
analytical and problem-solving skills;
creativity;
adaptability and flexibility;
leadership;
learning agility;
stress management;
ownership; and
attention to detail.

As people have gained access to colleges and technical schools, they have developed more advanced hard skills. Yet, despite this, many people lack the soft skills necessary to succeed. And again, the importance of technical or skilled skills cannot be overstated. For example, skills like coding, marketing, or speaking another language will definitely give you an edge.

However, if you have no interpersonal skills or have difficulty managing your work ethic, you will have a tough time succeeding. It is even possible that you could lose your job.

Due to this, soft skills are more important than you may realize. So do not underplay or disregard them during an interview or ask for a raise or promotion. Instead, ensure that potential employers know you are efficient, effective, and able to work with others.

Why is time management considered a soft skill?

Managing time effectively is a soft skill because it cannot be taught in a formal classroom setting. Instead, it requires practice and experience to develop.

But, more specifically, time management is considered a soft skill for the following reasons.

Regardless of your profession, it applies to you. Managing your time effectively is important regardless of your industry or position. In fact, unlike hard skills specific to certain industries, time management is a universal skill set.
You can transfer it. In addition to the previous point, soft skills can be applied to any career path. Their use is versatile and can be adapted to many different positions and settings.
It’s teachable. Although not traditionally taught in a classroom, soft skills like time management can be taught. Most accomplish this through training, coaching, workshops, and external mentoring.
Success requires it. As a soft skill, time management is crucial to success. Without time management, you will have difficulty meeting deadlines, completing tasks, and achieving your goals.
Soft skills strengthen workplace relationships. The last thing anyone wants to work with is someone who never meets deadlines or disrespects their time. Unfortunately, it is possible to disrupt your co-workers and make life difficult for everyone in your workplace without time management skills. The result can be friction between your co-workers.
It’s a life skill. The ability to manage time is not only useful at work. Your personal life can benefit from this as well. Whether completing daily chores, setting and keeping appointments, going to the gym, or spending time with family and friends, time management is an integral part of our lives. Intentionally managing your time will help you make better decisions and maintain a successful work-life balance.

Why is time management an important soft skill?

With a better understanding of soft skills, let’s look at the importance of time management at work.

It makes your work experience more enjoyable. You are more likely to deliver a high-quality end product on time (or before) when operating at your highest level. In turn, this boosts your confidence, motivation, and engagement.
Goal-setting becomes easier. By setting smarter goals, it will be easier for you to track and achieve them.
Provides more opportunities. By being proficient in the basics of your job, you will have more opportunities for training, career growth, promotions, and mentoring in the workplace. In addition, when you learn how to manage your time efficiently, you can gain additional skills that can last your entire career and increase your competitiveness.
You can make better decisions. Planning your day strategically and prioritizing the most important tasks first is the key to making wise, practical time management decisions. You will become more productive as you develop this habit and think more creatively and critically about your tasks.
You’ll be able to avoid stress and burnout. Allocating specific time windows for being most productive is a critical element of time management. You’ll be less stressed when you utilize these time frames and get your work done efficiently. For example, when you block out time for your priorities, you can avoid waiting until the last minute or letting distractions interrupt your workflow.
More personal time. A satisfying work-life balance is something we all strive for. Nevertheless, finding that balance can be difficult when your work and home to-do lists are overwhelming. We can regain our freedom by managing our time well off the clock. We won’t work odd or long hours if we have a deadline. Managing our time allows us to relax, refresh, and reset.

Types of Time Management Skills

While not an extensive list, here are some of the most essential types of time management skills you should consider developing.

Prioritizing

You may be unable to complete every task you are asked to do. And, that’s alright — despite your desire to do everything at once.

You must prioritize your tasks to accomplish what matters most in a logical order. Among the factors to consider when assigning priority are:

the timeframe for each task;
estimated timeframe;
the ways it might be necessary to others in the organization;
the consequences of not completing the task;
the possibility that a task could be interrupted by a bottleneck; and
whether it could it be delegated or outsourced to someone else.

Scheduling

Some tasks must be accomplished at specific times, so scheduling is essential. Schedules affect the flow of your day, your week, your month, and the workflow of others. Due to energy levels and demands of the day, most people are more or less productive at specific times of the day.

Keeping a schedule can also help you avoid procrastination. For example, let’s say that you need to return an important phone call. If it’s not scheduled, you may keep putting it off by saying, “I’ll get around to it.” As a consequence, you never make this important phone call.

Moreover, a schedule ensures you never miss deadlines or meetings. And, it’s pretty handy in breaking larger tasks into more manageable pieces.

Task Management

You can prevent forgetting important tasks by keeping a to-do list (properly prioritized) and integrating it into your schedule. In addition, they help you avoid spending all day thinking about your to-do list.

Keeping track of your tasks takes energy, and having to contend with everything that needs to be done throughout the week can be a burden. Keep a daily list of all the tasks you need to accomplish, and you won’t be overwhelmed. Focus on one task at a time.

How you decide to manage your tasks is totally up to you. Some prefer to create daily, weekly, and monthly to-do lists. Others, however, may for techniques like batching, where you arrange your tasks in similar groups—for example, setting aside specific time blocks for email management or scheduling meetings only on Tuesdays.

Workload Management

Even though it may seem odd, pacing your work is a crucial time management skill. Working long hours or skipping breaks may improve productivity in the short term, but you will lose productivity in the long run due to exhaustion. Unless there is an emergency, it is important not to overwork. Your schedule should include necessary breaks and a reasonable end time.

Also, you can avoid burnout by knowing and implementing an optimum workload for yourself.

Minimizing Distractions

When you learn how to manage your time, you can avoid distractions. Experts recommend that you avoid distractions during work hours, such as emails, texts, and social media.

Doing this will allow you to keep your focus and utilize your time efficiently. When working, it can be tempting to let people interrupt you or let your laziness get in the way. For your schedule to run smoothly, though, you must remain focused and organized.

You should be in control of your work time as well. For instance, you should not waste time looking at irrelevant work materials on the web.

Do not lose focus. After all, there’s a reason that you set goals. You will achieve your goals much more quickly if you focus your efforts appropriately.

Delegation

It may be possible for you to delegate some tasks, depending on your line of work. As such, you need to know when to delegate and what to delegate.

At the same time, many people are reluctant to delegate, either because of their desire for control or to save money by not hiring assistants or employees. In the end, both approaches reduce productivity and increase costs.

Despite diligent time management, you may be trying to do too much if you still can’t accomplish everything on your to-do list. Remember, rather than failing at many tasks; it is better to succeed at a few of them.

How to Improve Your Time Management Skills

Are you interested in improving your time management skills? To solve this problem, you can do a few things.

Keeping a time log is a good place to start. As a result, you can audit where your time is currently being spent. Additionally, this can help you discover when you’re most productive and when you’re wasting time.

In the words of psychotherapist and writer Nathaniel Branden, “The first step toward change is awareness.”

After that, you need to be deliberate. After all, time management doesn’t just magically happen. It also involves the following.

Setting small blocks of intention, like 30-minutes on an activity that brings you closer to reaching a goal.
Use techniques like the Eisenhower Matrix to determine what your priorities are.
Evaluating time-wasters, such as the time spent in your inbox.
Get comfortable with saying “no” when you’ve packed your calendar.
Building a conducive work environment by keeping it clean and organized.
Fight back against procrastination by scheduling your most important tasks when you’re most productive.
Add white space to your calendar instead of scheduling every minute of your day, like blank spaces for emergencies.
Assessing your schedule regularly. Doing so will help you prepare and ensure your time is spent wisely.
Tracking the progress of your goals to hold yourself accountable.

In Conclusion

There’s no denying that we’re living in an era of change in the workplace.

Because of that, soft skills are in high demand. More and more employers recognize the importance of soft skills for employee morale and productivity. Having the right opportunities and the right environment can help you develop soft skills.

Because of this, time management is a soft skill that can enhance your career.

Why Is Time Management Considered a Soft Skill? was originally published on Calendar by John Rampton. Featured Image Credit: Ono Kosuki; Pexels. Thank you!

How Can I Better Manage My Time Management Needs

By Hunter Meine | Time Management | No Comments

You can always do better to improve your time management abilities and habits. Manage your time management needs to make your life better.

Signs that you need to improve your time management abilities and habits include the following:

your long-term ambitions appear elusive;
you are not getting much done; and
you miss or move your deadlines.

There is no project manager assigned to your life to manage your time and responsibilities properly. You can take charge of your own time management needs.

Everyone struggles with time management. It is a skill most of us could use some help to improve. However, signs that you need to improve your time management abilities and habits include:

your long-term ambitions appear elusive;
you often miss or move deadlines;
you can’t concentrate and struggle to accomplish chores or projects;
your work list is overwhelming;
you decide you just cannot do it all;
you labor longer than you should on particular tasks;
you’re always stressed; and
you’re trying hard…but getting nowhere.

If any of the following apply to you, it’s time to grow up a bit and work on your time management.

Finding Out How Time Management Works

1. Set objectives.

We often ignore goals while managing our time.

It’s easy to lose sight of long-term objectives amid everyday duties. As a result, you may struggle to concentrate on the most pressing issues or prioritize your extensive list of responsibilities.

Overwhelmed? Re-evaluate your task list. Will spending time on this specific task help you achieve your goals?

Work from your SMART objectives: Specific, Measurable, Achievable, Realistic/Relevant, and Time-Based. Unrealistic or vague objectives are challenging to monitor and generally unfinished.

2. Plan your time.

Stop letting others schedule your time.

The most effective strategy to acquire time management skills is to be purposeful with your time. You are making time management a habit that may help you achieve long-term objectives while reducing distractions and increasing attention. When planning your time working from home, keep in mind different timetables.

For example, notify your roommates when you don’t want to be disturbed, go to a public place, or make a lot of noise. Establishing expectations ahead of time decreases the possibilities for conflict.

3. Plan time chunks.

Blocking your time is an excellent method to prioritize non-urgent, long-term projects that demand attention and significant labor.

It’s generally put on hold when more pressing duties demand your attention.
Setting aside time to focus on specific tasks ensures progress.
Limiting work time also reduces task fatigue.

A shared calendar at work might help discourage employees from arranging meetings within your time blocks.

4. Find your time management peak hours.

Power hours are when you have the most incredible energy and do the most.

You may already be aware of your power hours. If you’re unsure, monitor your time to find out. Therefore, during your power hours, schedule your most vital and time-consuming chores.

However, schedule monotonous jobs that don’t demand much concentration throughout the day.

5. Use sprints for focus.

It’s not always simple to start a job or work deep. Therefore, the Pomodoro approach works well for task beginning and attention issues.

Schedule brief (15–30 minute) periods of intense concentration on a single activity. Then take a five-minute pause between sprints. Prepare a distraction-free environment before a concentration sprint. Get rid of everything except what you need to complete your task.

For example, enable Do Not Disturb on your devices. Avoid putting up with talkative roommates. Your sprints may be as long or as short as you choose. However, five- and ten-minute sprints with one-minute pauses may be more suitable for you.

6. Set time management priorities.

Our to-do lists may suddenly balloon. Idea generation and idealization are human strengths. Ideas are limitless, but time is limited. Pretending you can manufacture time increases your stress levels. For example, the Eisenhower Matrix is a powerful prioritizing tool.

Even if you don’t use the diagram to prioritize activities, the vocabulary and structure may help you evaluate their worth. For example, tasks that need quick attention.

Important: Tasks that help you achieve your objectives. However, they aren’t always urgent, yet failure to do so has significant implications.

The Eisenhower Time Management Matrix divides work into four quadrants. Using this approach will help you prioritize your tasks.

Prioritize these tasks. Next, do these things.

Important But Not Urgent: Postpone or assign. Don’t do it! Remove it from your list.

You don’t have to do everything. However, delete tasks that don’t fulfill your aims to save time, especially if you created them. It takes some trial and error to find the right one for you. Nevertheless, it is possible to build good time management skills.

7. Schedule your week and days.

Every day and week, set your aims and priorities. However, planning your calendar offers you a better sense of the future and allows you to prepare for it.

Therefore, checking in on your time management priorities keeps you on track with your objectives and helps you to adjust to new ones.

8. Saying no.

Time is limited. Even in business, boundaries are necessary. You may feel pressured to say yes to every request, but you aren’t.

It’s essential to be aggressive, know your limitations, and avoid over-committing. Breach of obligations erodes confidence in relationships.

9. Feed your brain.

We frequently take our intellect for granted. Focus isn’t only a result of willpower. Our brains must be in tip-top shape.

You are taking pauses, sleeping enough, eating well, exercising regularly, and socializing to help executive function. If you’ve ever felt “hangry” or grumpy after a stormy night’s sleep, you’re not 100%.

However, when you’re irritable, you’re more likely to create problems at work and at home. Therefore, trying to work when you’re not at your best leads to poor work and mental misery.

10. Stop looking for motivation or inspiration.

You won’t get much done if you wait for inspiration to hit. Set a small objective to get started.

Focus sprints might help you finish challenging activities. Starting time management may inspire you even for five minutes. However, don’t ignore social media.

11. No such thing as time management multitasking.

Multitasking is a losing proposition. Constant interruptions degrade attention, reducing work completion.

Instead of jumping from activity to task, make a list of recurring charges and schedule them. However, it’s tough to resist multitasking when you’re not the only one working from home, but setting limits will pay you in the long term. However, always look for new time savers.

12. Plan your message check-ins.

You may believe checking every email, social media direct message, and phone contact are polite. Like multitasking, these random interruptions limit your capacity to accomplish serious work. Instead, schedule time to catch up on mail.

How Can I Better Manage My Time Management Needs was oringinally published on Calendar by Hunter Meine. Featured Image Credit: CottonBro; Pexels. Thank you!

Category Archives: Time Management

1. Stop trying to actually manage time.

So, instead of homing in on time management, work on these items instead:

2. Not all urgent tasks need to be accomplished first.

3. Write a stop-doing list.

4. Replace decisions with principles.

5. Go with the flowtime technique.

6. Rather than crossing off tasks, think about outcomes.

7. Be pessimistic.

8. Practice anti-time management.

1. Reduce wait times.

2. Use reminders effectively.

3. Enable self-service.

4. Create a comfortable environment.

5. Show flexibility.

1. Schedule the Week Ahead

2. Budget

3. Meal Prep

4. Tidy Life, Tidy Mind

5. Take a Step Back

6. Connect with Loved Ones

It’s Your Time

1. Try Meal Prepping

2. Invest in a Slow Cooker

3. Get Some Time-Saving Gadgets

4. Make Cooking an Activity

Remember to Make It Fun

1. Get plenty of sleep.

2. Don’t hit snooze.

3. Pose a few positive questions to yourself.

4. Your biggest dreams should be visible to you as soon as you wake up.

5. Establish routines.

6. Map out your day.

7. Wear something that makes you feel good.

8. Stretch and exercise.

9. Make yourself accountable.

10. Have a morning mantra.

11. Surround yourself with inspiration.

12. Shake things up.

What Is Timeboxing?

The Pros and Cons of Timeboxing

The Disadvantages of Timeboxing

How Timeboxing and Timeblocking Differ

Getting Started With Timeboxing

1. Identify appropriate tasks.

2. Differentiate between hard and soft timeboxes.

3. Make timeboxed time a priority.

4. Visualize your time.

5. Set a limit on the timebox.

6. Take breaks between timeboxes.

7. Set timers.

8. Similar tasks should be grouped together.

9. Review, rinse, and repeat.

Remember that time is money and budget meeting time accordingly.

Evaluate whether your team requires standing meetings.

Have a clear meeting agenda and stay on task.

Tips for Maximizing Your Meetings

1. Have a meeting agenda available for your team before you get together.

2. Use your meeting agenda to stay on task and ensure efficiency.

3. Stay on task and cut down on distractions.

4. Encourage note-taking and active listening.

5. Go forth and turn those bullet points into action.

1. Draft a schedule.

2. Create a morning routine.

3. Avoid the snooze button.

4. Have something to look forward to.

5. Prep the night before.

Don’t be hard on yourself.

What are soft skills?

Why is time management considered a soft skill?

Why is time management an important soft skill?

Types of Time Management Skills

Prioritizing

Scheduling

Task Management

Workload Management

Minimizing Distractions

Delegation

How to Improve Your Time Management Skills

In Conclusion