5 main mistakes in time management that prevent us from being able to do everything

2024 Author: Malcolm Clapton | [email protected]. Last modified: 2023-12-17 03:44

We make a list of tasks and try to stick to the schedule no matter what. But no matter how hard we try, new and urgent tasks will still appear. The list is getting longer, and we cannot shake the feeling that time is literally slipping out of our hands. So let's figure out what mistakes we make most often and how to properly manage our time.

1. We do not prioritize

Of course, a to-do list is an effective way to organize your thoughts about what needs to be done. But if you do not prioritize, then the most important thing can simply fall out of sight. You need to understand the direction, the purpose of your activity, and not jump from one task to another. Inappropriate prioritization can tell a lot about the current work environment.

Many people working in a team feel uncomfortable when their bosses or colleagues ask them to do something: they postpone their current tasks, do not prioritize, and then do not keep up with their schedule. Therefore, if you are planning your day, week or month, ask yourself what is the most important task for you during this period.

It often happens that working on an important task takes all thoughts and gradually flows into procrastination. Because it usually requires serious mental effort and complete focus. It is much more tempting to do small five-minute tasks all day than one big task that is not easy, although it brings a lot of return in the end.

2. We overestimate our strength

Overestimating your capabilities is a well-known sin in time management. When you think that a task will take a couple of minutes at most, but it eats up at least half an hour. To avoid this situation, before starting work, write down somewhere how much time you are going to spend on it.

If the task takes 25-30 minutes, be sure to place it in the schedule.

Another tip: think twice how long the task might actually take.

If you are sure that the work is 30 minutes long, set aside an hour in your schedule for safety reasons. Otherwise, you may become one of those unfortunate workaholics who work all night long.

At the start of your day, take 10 minutes to check your schedule. Fact: 10 minutes of planning in the morning will save you an hour during your workday. But don't upload your entire schedule, don't forget to leave some free time for new and / or unexpected tasks.

3. Get distracted

Distracted attention is the main cause of procrastination. And most of all, social networks and mail distract us from work. To avoid this, we recommend that you turn off inbox notifications when you try to focus on the nuances of a task, or specify an interval for notifications, for example, every three hours. This will help you not to be distracted by letters every two minutes.

Another great way to do this is to set aside special time in your schedule that you will spend on working with your inboxes. Constantly checking your mail means paying little attention to it: you quickly scan the letter and just as quickly send a response, often inaccurate and with typos. Apologizing and re-explaining what you really mean is a waste of time that could have been avoided.

Clutter can also be very distracting. Scattered folders with papers on the desk, chaos in office supplies, notes that cannot be found in this mess … Make it a rule to clean your desk every time at the end of the week and ruthlessly throw out papers that are not useful to you and are unlikely to be needed.

4. We think that counting the time spent is unnecessary

There are two ways to free up time: ignore new tasks, or rationalize its use. But until you start keeping track of how much time you spend on a particular activity, you will not know which method is right for you.

For a week or two, try to keep track of the time you spend on work assignments. This will help you to see and analyze how you spend your time, and in the future - to avoid your own mistakes.

Are you constantly interrupted by phone calls or knocking on your door? Do you spend too much time on the Internet or check your mail too often? See how much time it takes you to do these unproductive tasks, and develop a strategy to ignore them or reduce the number.

5. We believe in multitasking

Time management experts say with one voice: there is no such thing as multitasking. What is commonly referred to as "multitasking" is actually throwing from one task to another, and there is nothing good about it.

For the best result, you need to concentrate on one task, set a timer and work at the designated time only on it.

Repeat to yourself like a mantra: "Right now I will finish this task" - and you will not jump from one task to another.