How do you
manage time today? Is it even possible? In fact, with dizzying
distractions trying to grab our attention every minute, it has become even more essential.
Classic time
management principles are still relevant, but new techniques are emerging. The
best strategy is to combine them and see what works best for you. It is also wise to realize that managing time
in the office differs from managing time in a remote location. The good
news is that, with good time management, you can combine vacation with work.
Classic and Emerging Time Management Approaches
In the 1980s
at the Institute of Advanced Computer Technology, we became a distributor of
seminars and tools by Time Management International. The following are some of the classic time management principles we advocated:
1. Identify the most important tasks and focus on them first.
2. Allocate specific time slots for different activities.
3. Create To-Do
Lists of tasks to be completed.
4. Set deadlines
to ensure timely completion of tasks.
But today’s dizzying speed has led to an awareness that time must be managed even more. Many new approaches, tools, and techniques have emerged, seeking productivity
and efficiency for better work-life balance.
Here are
some of them:
1. Practicing
mindfulness techniques to reduce stress and improve focus.
2. Utilizing
productivity apps and software to organize tasks, track time, and set
reminders.
3. Monitoring
time spent on different activities to identify those that waste time and those
that optimize productivity.
4. Grouping
similar tasks to improve efficiency and reduce context switching.
5. Assigning
tasks to others to free up time and increase productivity.
6. Adopting
the Pomodoro Technique of working in focused 25-minute intervals followed by
short breaks.
7. Using the
Eisenhower Matrix to prioritize based on what are both important and urgent.
8. Considering
the long-term consequences of time management decisions.
Combining
the old with the new makes for the most effective time management strategies. But you must experiment and select the ones that will work best for
you. Lastly, remember to accommodate unexpected events and changes in
priorities, crucial for staying productive in a fast-paced world.
Time Management in the Office vs. a Remote Location
While the
core principles of time management remain the same, managing time in an office
environment can differ significantly from managing time in a remote location.
An office provides
a structured environment with an established daily schedule including fixed
start and end times. Work and personal space are physically separated, making
it easier to focus on tasks.
It also
provides more social opportunities with colleagues, such as welcome breaks or
reminders to stay on task. Conversely, however, they can also mean distractions
or background noise.
On the other
hand, working remotely introduces a more flexible schedule which can be both a
benefit and a challenge. It becomes essential to set a personal routine that
works.
Since there
is no physical separation between work and personal space, chores, family
members, or pets can be distractions. Working without colleagues, however, leads to feelings
of isolation and a lack of motivation.
The key
differences are in structure, boundaries, distractions, and sources of
interaction. The bottom line is that remote work requires more self-discipline, the need to set
limits, and the ability to stay engaged.
Since 2018,
we have been in a home in Viewpoint Golf Resort. I was recruited to write for an online travel
magazine that targeted the 55+ community. During this time, I also published a second
book.
With my
established routine, I could work four to six hours daily. I make all our
meals, which are sacred times with my husband. My work is carved out
of the hours after breakfast, say 7 a.m., until 10 a.m., when I prepare our
lunch. The time after lunch, about 1 pm
until 4 p.m., is another block.
I have an
office but spend most of my time in the sunroom. It is sunshiny and looks out to the
patio of many yellow flowers. As designed, it is distinctly separate from the rest of
the house. My husband knocks when he wants to talk!
The magazine
seamlessly integrates everyone’s tasks with an Atlassian platform called
Trello. This was how I interacted with the editors, administrators, other
content specialists, the financial team, and others, efficiently connecting all of us from different parts of the world.
Combining
Vacation Time with Productive Time
Before we
settled in Viewpoint, my husband and I RVed full-time around North America for
eight years. I turned some of this recreation time to work, producing a blog
and publishing a book.
My second daughter, SVP of Eco Canada, an environmental think tank, demonstrates a better example. When she visits us with her family, she mixes work and vacation time, calling it a “workcation.”
She establishes
specific work hours in the guest bedroom. She uses technology to stay connected with her team and clients. They are informed about her limited availability and that response times could be delayed.
It’s essential to be mindful of the potential challenges. Relying heavily on technology can create difficulties in an unfamiliar remote environment (which is not the case when my family visits us at our Viewpoint home).
The secret
is she brings only prioritized tasks. Those are essential tasks that require
immediate attention, the upper right quadrant of the Eisenhower Matrix. All other tasks are postponed until she returns.
A “workcation” offers a change of scenery that can help reduce stress and improve focus. This can lead to increased
creativity and productivity and a better work-life balance. You can use ordinary downtime to explore your destination and visit with family.
Classic time management principles and new tools and approaches can improve life in today’s environment, including working remotely and combining vacation time with work. There are plenty to choose from so you can find those that work best for you.