Yesterday this interesting article popped up in my Twitter stream: An 18-Minute Plan for Managing Your Day from Harvard Business Publishing.
The article mentions time management but time can not be managed. We can manage our priotities and that was the article is about.
The 18 minute plan is simple yet powerful when it comes to keeping us on track.
STEP 1 (5 Minutes) Set Plan for Day. Before turning on your computer, sit down with a blank piece of paper and decide what will make this day highly successful. What can you realistically accomplish that will further your goals and allow you to leave at the end of the day feeling like you’ve been productive and successful? Write those things down.
I already use pen and paper for my planning, see Task management my way – pen and paper, step 1 above is just doing it differently from what I do today.
STEP 1, continued. Now, most importantly, take your calendar and schedule those things into time slots, placing the hardest and most important items at the beginning of the day. And by the beginning of the day I mean, if possible, before even checking your email. If your entire list does not fit into your calendar, reprioritize your list. There is tremendous power in deciding when and where you are going to do something.
My planning is usually not done in time slots, more a list of things for that day. Using time slots will make it clearer what actually can be done in one day. What really hit home was the ‘when and where’ part of the article (read more in their post):
If you want to get something done, decide when and where you’re going to do it. Otherwise, take it off your list.
STEP 2 (1 minute every hour) Refocus. Set your watch, phone, or computer to ring every hour. When it rings, take a deep breath, look at your list and ask yourself if you spent your last hour productively. Then look at your calendar and deliberately recommit to how you are going to use the next hour. Manage your day hour by hour. Don’t let the hours manage you.
This is a smart trick, a regular reminder to check that you are on track and on time. It’s easier to manage hour by hour than to manage on day level.
STEP 3 (5 minutes) Review. Shut off your computer and review your day. What worked? Where did you focus? Where did you get distracted? What did you learn that will help you be more productive tomorrow?
This is a great one too. I do review my days but not in a more formal way. Doing what’s in step three above will make the learning process much clearer.
This was originally posted at Forty Plus Two, another blog of mine.