Time management is not a story about how to do more in 8 hours, it is how to do important in 8 hours
At the time of self-isolation, everyone is on his own. Yes, nobody canceled the morning meetings, daily, and the “fists”. But to some extent, people have completely felt loneliness - and it can knock down the working rhythm.
There are three simple time management tools that help people in the most difficult situations maintain control over their lives and time. These tools are so basic, work in any environment, that our era of self-isolation and quarantine is definitely no exception.
Now the main difficulty is that the flow of information has increased several times. We have been living in the digital world for a long time. And in the era of self-isolation, almost 100% of people noticed that they began to work even more.
The flow of information has become even more voluminous, the amount of information has become even greater, we do not leave the computer from morning to evening, and in the evening we "transfer" to a smartphone.
Therefore, the primary task now is to learn how to filter the information flow. Time management, it's not about how to do more in 8 hours, it's about how to do the important in 8 hours.
But there are a great many time management tools. If you try to implement a time management structure that is correct in literature, then more support will be spent on its support than on productive work. Therefore, for myself, I introduced three simple time management rules that always help, and especially in the era of self-isolation.
Tool No. 1. There is such a very famous matrix - it is called the Eisenhower Matrix. Yes, she has already got everyone’s teeth on edge like a buzzword. But, in general, many people do not know that you can quickly filter the information you receive as important and urgent. And, accordingly, this is a 2 by 2 matrix: “ urgent important ”, “ urgent unimportant ”, “ urgent important ”, “ not urgent not important ".
Depending on where the quantum of information that you are trying to consume now falls, it must either be done right away, or not done at all, or not urgently and not important. But a person often continues to sit comfortably and in social networks. You just need to clearly understand that, relatively speaking, you are now burning time. Throw life into the void. You do not do anything useful for anyone, and do not even relax in a good way.
We are all people: we like to sit on Instagram, leaf through the Facebook tape, and quickly get a dopamine plus oxytocin dose - to get joy, though extremely short-lived. But one must understand that it is better not to do it in a good way from the word in general. To time, at least use effectively.
Further tasks are not urgent, but important. This is what we must do all the time. Not urgently important tasks are the tasks of our health, the task of our development, the task of our training, and so on. It is necessary to do this permanently, and in advance. Because at this moment it is not urgent, not important can turn into urgent. Urgent health problems, urgent problems with learning what you do not know, what you need to know in your profession, urgently you suddenly realized that you have a bad relationship with your spouse, with your spouse, with a girl and so on. Therefore, they need to be dealt with before they become urgent. This should consist of our work everyday, work on not urgent, but important tasks.
Because urgent, important tasks are tasks, this is the fire that we extinguish every day, which is flowing with us, and we are trying to do something with it.
If you work correctly on non-urgent, but important tasks, urgent and important tasks simply will not appear.
Ideally, this probably never happens.
But, nevertheless, it can be reduced to zero. There is a separate type of task, which is not urgent, but important. Important, but not urgent, are those that can and should be delegated. These are tasks that need to be interpreted very broadly. That is, to delegate is not just to give subordinates. Let’s say that to clean houses it makes sense to start hiring people who clean, and at that time you will spend productively on some product. Or do not go to the store, but order delivery.In the modern world, there are a lot of opportunities for delegation.
Tool # 2. It's called an empty Inbox. These are the tasks that are important, which are streaming to you, which need to be done here and now. There is such a recommendation, Inbox is a repository of all the information that comes to you. It must be kept empty, free, worked out. It’s just psychologically pleasant - and it’s useful to have it empty. When you either do a task or plan to complete it, you get a tick in your head, a dopamine-oxytocin dose that you did, well done. You did it right, the completion is accepted, the task is done, and the brain receives you for this dopamine motivational candy.
This sweetie is the same as for flipping on Facebook, but here you really get the job - and move forward in your life, and not thoughtlessly scroll through kilometers of other people's lives useless to you. Therefore, to keep it, if possible, should be empty, guided by the third rule.
Tool # 3. Called the 5-minute rule. That is, for any task that falls into your Inbox, you have 5 minutes. Why 5 minutes? Because, as a rule, you are engaged in some kind of task, and you can distract from it no more than for 5 minutes. Why for 5 minutes? Because during this time you will not have time to leave the context of the previous tasks, and you will have time to return to them without losing the groundwork.
Within 5 minutes, what can be done? If the task takes less than 5 minutes, you immediately do it. A small task in 5 minutes needs to be done immediately and always. Because it’s a delusion that if I don’t do it now and postpone it for later, as if I’ll take it out to the balcony - and suddenly you get the inspiration on the weekend to remove everything that you have accumulated on the balcony there, you will never remove it. And, if, roughly speaking, some kind of cardboard box remained, throw it out, go better right away, do not shift it to the balcony, then to think what to do with it. Anyway, it will stick out in your memory, like a crowbar in your head - and the doorposts will touch and the baseball cap will be crooked.
The second point, if the task does not fit in 5 minutes, it really happens, what can we do? We can plan its implementation, roughly estimate when you can come to it. That is, in this way, all the tasks that you receive in Inbox, you mark them, for example, plan to perform, or perform. Thus, you should have all tasks in your Inbox empty.
These three rules quickly and efficiently allow you to catch important tasks from all this frantic stream of information and process them.
Alexey Kuksyonok, co-author and host of the Profession SCRUM master course shared tips on time management during the pandemic era .
The first free course seminar will be held July 9 at 19-00 .
Alexey worked for 15 years in the IT industry in various roles, 12 of which in foreign companies, both food and service. During his career, he visited both the contractor and the customer.
Project Manager at DataArt, Inc. 500 I 5000 (the fastest growing companies in the USA), to the list of 1000 companies "inspiring Britain." He participated in three dozen projects with the number of employees from 2 to 60 people, implemented, as well as using flexible methodologies (Scrum, Kanban), so predictive (PMI-PmBoK).
Speaker of international and Russian conferences, organizer of meetings, workshops, conferences and trainings..