Time Management

How Can I Deal With It All

Are you feeling overwhelmed? Have a to-do list a mile long? An in-tray that's about to collapse? Closets that are jam-packed with junk and a stack of family photos?

Now school is starting and things are just going to get worse! How can you deal with it all?

Often when we look at all there is to do, it can seem and is overwhelming. But if we chunk it down into smaller tasks the world starts to look a lot brighter. Try this 4S strategy.

Sort it.

First review the four areas you want to tackle and determine the following: 1) tasks you enjoy and only you can do such as attend to personal appointments; 2) the things you don't like doing and can transfer to someone else; and, 3) those items you've been meaning to do.

Start it.

Stop procrastinating. Start doing what you find fun and only you can do...now. Don't undertake everything at once or set unrealistic deadlines. Just do one small task to build momentum. Baby steps will turn into giant leaps. Remember make it fun. You'll have a good time and feel a sense of accomplishment.

Share it.

The items you designated as "don't like to do" are the ones you should delegate. If you really don't want to do these things then it's time to find someone else to do them. There will always be something else you prefer to do. So, those items that you are the least enthused about will continue to be a source of frustration and an energy drain for you. Find family members who can help out or hire someone to do the job.

Stuff it.

If there are tasks that continue to show up on your to-do list year in and year out, it may be time to drop them. All the magazines you've been planning to read, get rid of them. That fancy photo album/baby book you've imagined with stencils, calligraphy and witty comments might need to be replaced with a simpler version. Old baby clothes and toys, could be passed on to others. Make some choices and give yourself permission to let go. You'll feel great and get rid of clutter at the same time.

Budgeting Your Time {back to top}

Keep a list of the things you need to accomplish and prioritize them. This should include work from your job, volunteering, and family obligations. Budget your time -- A time budget is a schedule or assignment of time to specific tasks and activities.

Your time account only contains 24 hours. You have to budget your time to be sure you do not run out.

It should include time for work, eating, sleeping, leisure time, etc..

FIRST: fill in the things that are beyond your control (work, commute time, etc..)

SECOND: fill in the other things you have to do (chores, eating, etc..)

Remember to allow leisure and private time.

Use a calendar, but you do not have to fill in every minute. That is over- scheduling which can make it difficult to succeed with your schedule.

Instead, create a realistic schedule. A realistic schedule, plans more accurate time for each thing that must be done. It is part of your time budget. It is a block of time devoted strictly to each task and project. Remember that one tip for better time organization is to schedule your tasks and projects before you begin.

First, determine how many hours a week you will need to do your work satisfactorily. This will vary with your abilities and the difficulty of your projects or tasks. Most of the time you are given a set schedule at work and then given deadlines. At home, most often you can set your own deadlines.
Keep in mind that you work better at certain times than at others. Are you a morning person? A night owl? When do you do your best work? I cannot tell you how many hours a week you should be setting aside for each project or to-do, but make sure the task is appropriate to your body clock. Example: I write better at night or early in the morning when everything is dead quiet. So most often I try to schedule writing early enough in the morning but not so early that I'd be too tired to get up, or not too late at night that my eyes are closing while I type.

It is best to establish a certain period of time that is devoted specifically to one task. We talk about this in our article, "Blocking Time For More Productivity" listed on our website: http://www.thebusywoman.com/ under articles. You are then giving your work or specific task the priority it deserves. This is much better than letting things pile up. It's when we don't plan ahead and use our time productively that we become over-burdened with more to do than there are hours to do them.

Before you begin, jot down what you need to accomplish.

Study your weak areas first while you are at your freshest. Use your high-energy time for important projects and low energy time for more mundane tasks.

Leave Sunday out of the schedule, however, do schedule a brief amount of time (15-30 minutes) on Sunday night to organize yourself for the upcoming week.

Remember that sometimes, especially before major projects, your allotted time may not be enough. You may have to cut into your leisure time to have enough time to get larger projects or tasks completed.

f your projects or tasks don't take all of your scheduled time, use the extra time to work on other things you've been putting off, you enjoy doing, or you can gain a head start on.

At the end of the day, make a quick evaluation of how you did, adjusting your schedule if necessary. Did you allow enough time for each task or project? Were you procrastinating?

As well as organizing your time, you should also take care to organize your work area. Be sure that the area in which you do most of your work is well stocked with supplies. You don't want to be getting up and down searching for the supplies when you need them. Furthermore, choose an area that is well away from distractions so that you can stay focused once you get into the rhythm.

Most importantly, get a good night's sleep and eat healthy food!