Finding time requires planning, and successful planning depends on accurate estimates for how long each task will take. But do you find that your guesstimates leave you stranded for time? If so, use these tips to calculate how much time you need for each project.
Why does estimating time for tasks become much easier when using a chart like this? For one thing, our sense of time is highly subjective. Painstakingly hunting down computer support online can drag 20 minutes into seeming like an hour. But look how quickly time flies when you are enjoying a meal with a friend.
Charting your time sharpens your estimating and scheduling skills. Try this straightforward technique.
Tip#1: Prepare a typical to do list for the day ahead. From that list, select:
* One task that you enjoy,
* One you feel neutral about, and
* One you dislike.
Tip #2: Write them down. Next to each item or task, estimate how long you think you'll need to finish it. As you complete each task, write down the time it takes next to your estimate. What do you learn?
Tip #3: Experiment. Shuffle the time of day when you engage in these activities. Again, record the time needed to get each job done. Ask yourself:
* When is the best time to tackle tasks that require creativity? Or focus?
* When is the most efficient time to take on a task you dislike?
* What other factors play in?
Explore your options until you pinpoint the best time to approach each project, the ideal conditions, and how much time to set aside.
Repeat Steps #1 & 2 with a new set of three tasks. Compare the results.
* If you start out with a project you've felt overwhelmed by, what happens?
* What changes do you make to complete difficult tasks?
* What patterns emerge?
Proceed until you have filled in the information for each thing you do.
Your scheduling will be much more successful, now that you can realistically assess how much time you need. If unexpected events eat up a portion of most days, schedule in some buffer time, as well.
This exercise works if you work. It assists you in scheduling tasks during times you can take care of them most efficiently. And you can now set aside the time you genuinely need, not what you think you 'might' need. You will be able to greet each day with a clearer sense of your capabilities and a deeper appreciation of how much you actually accomplish.
What is your next step to build stronger time management techniques?
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