As humbleness deep in my Asian gene, I rarely say I’m good at something. But time management is probably the only thing I would say I’m really damn good at. I’ve been so good at this that it has amazed anyone who knows me.
Briefly talked about my history here - why time management is so important to me and how I did it.
When I studied at Art Center College of Design, sleeping deprivation was a norm among design students. People usually didn’t have time to sleep (and then crashed their cars when they drove.) There was just too much work and everyone wanted to deliver the best work. My first term I only had 4 hrs sleep every night at most (sometimes 1 hr). It devastated my health. It was so stressful that I had hyperventilation one day. I decided to use my time strategically. After years of practice and discipline, I’ve been enjoying the benefit it brings.
I can do lots of stuff in a day and still do what I love in my free time.
I can deliver quality work in deadline no problem.
I work really efficiently.
I get shit done. Period.
During the final presentation back in design school. The teacher was giving feedback.
The rule of thumb is having a goal, breaking down to small tasks and adjust your time according to your energy and mental state.
1. Focus on what you want to achieve
For me I want quality in work and life. I want to grow my business, have time snowboarding, climbing, hang out with my husband and friends, learn and read, sometimes cook or bake. It’s impossible to do everything everyday. So here comes the prioritization. I break down to small tasks and write them down with priority (almost) every morning.
2. It takes longer than you think
We tend to underestimate how much time everything takes. I timed myself on every task when I was in design school. How much time it took for me to sketch, design this poster, search the solutions for this particular problem, drive to school, talk to my friend, eat dinner, redo this project, etc. It came to the point that it became stressful so I stopped. But for people who always think time slips away, you should try.
3. Set your deadline earlier than it is
Because shit always happens. Just like you aim to get to the meeting 5-10 minutes earlier just in case the traffic is worse than expected. I prefer aiming to finish a project a few days earlier so I have extra time to polish my work. Or I can handle the expectedly troubles. Or I can deal with other urgent work coming in.
4. Understand your work style and schedule around it
Do you work better in the morning or at night? Can you work 8 hrs straight or you need breaks often? Do you work under stress well? What’s the pattern of your mental state? Here’s the example timeline of my day and how I work with my mind.
Of course sometimes things will change. Like powder day I need to get out in the morning and will need to come back finishing stuff later. Or I somehow feel productive at night and I’ll just follow the momentum working until I want to sleep. The key is utilizing the time differently when you’re more productive and when you’re more creative.
5. Think about the results (positive) not consequences (negative)
If procrastination is deep in your soul, telling you “don’t procrastinate” is like talking to a cat. We procrastinate because it stresses us out, or it’s tedious and boring. If we focus on the negative feelings that associate with the task, it will only push deter us from completing it. Imagine how you feel after you finish that project. Will your life get better? Will you get closer to your goal? Will you be proud to yourself?
6. If you are not working efficiently, don’t work
If you’re extremely tired and doze off when you’re working, just go to sleep. Some people work well with high stress in short deadline and they can pull all-nighters. I don’t do that. I enjoy having enough sleep every night so I can do quality work every day. I even take mini break often so my brain can stay sharp when I’m at my laptop.
7. Prepare for the crux!
My friend Coryna climbing at Indian Creek
Crux is the term from climbing - it means the hardest part of the climb. There can be several cruxes on one climb. You really don’t want to waste your energy before you get to the crux. You want to climb as efficiently as possible. If you already know some parts of the project will take more time or have higher fail rate, give yourself enough time. Also tackle that when you have the most mental energy in a day.
Hope these tips make sense and offer a bit help. Some might be too ambiguous since I don’t want to overwhelm you with details. If you have any question, comment below or reach me. I’m happy to help.