Do Time Management techniques really work?
Time management techniques have been around for years - a lot of us have read about them. A multitude of books, apps, and courses dedicated to helping individuals better manage their time. But how much do they really work? Do we actually feel more in control?
There is no clear-cut answer to these questions, but it's worth examining the thoughts of Oliver Burkeman, a journalist and author who has written extensively on productivity and time management. I have read his books recently and listened to him chatting to Dr Chatterjee on his podcast Feel Better. Live More Episode "How to Stop Feeling Overwhelmed". I highly recommend a listen or a read of his books.
In his books, "The Antidote: Happiness for People Who Can't Stand Positive Thinking" and "4000 weeks" Burkeman argues that time management techniques are not always effective. He believes that the more we focus on trying to manage time, the more time seems to slip away from us. Burkeman suggests that instead of trying to manage time, we should focus on managing our attention and stop with the limiting belief that we can achieve everything.
Burkeman's argument is based on the idea that we cannot control time. It's a finite resource that we cannot increase or decrease. However, we can control our attention, which in turn can help us make better use of our time. For example, if we set aside a specific time for a task but are easily distracted, we won't make much progress. On the other hand, if we focus our attention and eliminate distractions, we can complete the task more efficiently. In "4000 weeks" he brings in the concept of choice and how we need to be more intentional about what we choose to do with our time. He goes on to discuss that we rarely stop and make a conscious choice about where we're spending time as that would mean "confronting the pain of our limitations...and being forced to make hard choices". We often feel guilty for making a choice to do one thing over another. We may have prioritised working into the evening rather than seeing friends. Or have prioritised one friend, or ourselves, over another.
And equally, Burkeman's approach to time management is not about scheduling every minute of our day or using fancy productivity apps. Instead, it's about being mindful of how we use our time and attention. He suggests that we should be more intentional about what we choose to do with our time, rather than simply trying to do more. If we continually focus on getting through our to-do list we're likely to get stuck in an efficiency trap. If you are successful if doing more, you will shift the goal post and so the busyness continues. How many times have you tried to respond to all your emails as soon as they come in? And how quickly do you then get a response that then requires further action? A continues loop.
While Oliver Burkeman doesn't offer a comprehensive set of time management techniques, he does offer some suggestions for how to approach time management and productivity in a more effective and less stressful way.
One of his suggestions is to focus on "productive procrastination," which involves using the time you would normally spend procrastinating on productive tasks instead. For example, if you find yourself procrastinating by browsing the internet, you might instead use that time to clean your workspace or organize your to-do list.
He suggests we should be more mindful of our use of time and focus on what really matters. This involves taking a step back from the constant busyness and distractions of modern life and reflecting on our values and priorities. Be more intentional.
Finally, Burkeman suggests that we should embrace the power of "negative capability," or the ability to tolerate ambiguity and uncertainty. This involves being comfortable with not having all the answers and being willing to experiment and adapt as needed. By embracing this mindset, we can approach our work and our lives with more creativity, flexibility, and resilience. If you're a perfectionist you may find this challenging but I encourage you to be curious. Try thinking differently about how perfect something has to be. Is good enough? Is it ok that you dont yet know all the answers?
This is not to say that Productivity Techniques are not helpful. Far from it. But it's not one size fits all. And it's not that one technique will suit all aspects of your life. I'm not sure friends or partners would appreciate you applying the Pomodoro technique to your conversations! But am sure they would appreciate Time Blocking to ensure that they have you undivided attention when you're with them.
Try some of them out over the next few weeks. Be curious about how they may or may not help you. But ultimately, be really intentional with how you're spending your time.
The Pomodoro Technique: This technique involves working on a task for 25 minutes, followed by a 5-minute break. After completing four Pomodoro cycles, you take a longer break of around 20-30 minutes. This technique helps break down work into manageable chunks and allows for regular breaks to prevent burnout.
Eisenhower Matrix: This technique involves prioritizing tasks based on their urgency and importance. It helps you focus on what is truly important and urgent, rather than just what is urgent. This technique involves categorizing tasks into four quadrants: Urgent and important, important but not urgent, urgent but not important, and neither urgent nor important.
Time blocking: This technique involves blocking out specific times of the day for different tasks. This helps you stay focused and prevents distractions. For example, you can block out an hour in the morning for emails, two hours for project work in the afternoon, and so on.
Eat the frog: This technique involves tackling your most difficult or unpleasant task first thing in the morning. This helps you get it out of the way and can give you a sense of accomplishment, which can motivate you to tackle the rest of your to-do list.
Single-tasking: This technique involves focusing on one task at a time and avoiding multitasking. This helps you stay focused and increases productivity.
Time tracking: This technique involves tracking how you spend your time throughout the day. This helps you identify time-wasting activities and areas where you can be more productive.
There are so many factors and complications to how we spend our time. We all have expectations and obligations. That is life. But ultimately we have "4000 weeks". How do you want to spend your time?
Feel like you could do with some help on time management in a way that feels personalised and bespoke to you? Then get in touch as I may be able to support you.