Once you have analyzed your time, you can work on planning your day. There are four main philosophies you should consider when making your choices.
Parkinson's Law
Let’s start with setting timelines for your work.
If you hop over to Wikipedia, they will be happy to provide you with a lengthy explanation of how Parkinson’s Law works, including some math. Honestly, unless you are a scientist studying work efficiency, you just need its basic form:
Work expands so as to fill the time available for its completion.
In layman’s terms: if you want to get something done, assign a timeline for completion. Keep that in mind when you are managing your time. This principle will apply to both long term goals and tasks at hand.
Next, you should choose order in which you will tackle your tasks for the day and there are two main principles proposed by the scholars:
Pickle Jar Theory
Pickle Jar Theory is a time management philosophy first developed by Jeremy Wright in 2002. The basic concept is that there is a finite number of minutes in the day and you need to find a way to squeeze all of your tasks into it. Think of the pickle jar as the day and you will have four types of tasks represented by large rocks, pebbles, sand and water. If you take a pickle jar and start filling it with these items, you will notice that you can fit the most if you go from largest to smallest items – first throw in rocks, then the pebbles, sand and finally pour in water. That’s because big things are hard to move and are not pliable, while sand and water are pretty good at slipping into cervices.
How does this apply to time management? Think of your largest, unmovable items, such as meetings. Those are your rocks and they have to go in first. Usually you can’t split a conference call into smaller, more manageable chunks. Next, look at your pebbles – those will be items with a bit more flexibility, but still big enough that you will need to get a solid chunk of time to get them done. Then you plan for your grains of sand, which need to be done, but are shorter and can be squeezed in between bigger tasks. Finally, the water: those are very short tasks that can happen when you’re waiting for the microwave to heat up your dinner or you can finish while you’re waiting for a meeting to start. They are quick and easy to squeeze in.
No matter what other time management techiniques you use, this is extremely useful in taking advantage of all of your time. This is actually why I like adding times to tasks on my to-do list – so that I can quickly see that ‘oh, I have 5 minutes before the call starts? Well, this task will only take 5 minutes, so let’s go!’
Eat the Frog
Do you like the idea of eating a frog? Yeah, me neither.
That’s the first interpretation of this time management strategy: begin your day with the worst thing you can do, so your day can only get better. If you think about it, it’s a lot easier to be focused and productive if you don’t have something unpleasant hovering over you all day. You know that unpleasant conversation you need to have in the afternoon? Some part of your brain will be busy all day worrying about it, preventing you from focusing completely.
There is another interpretation I have seen: the frog is your top priority, possibly of a long-term nature. That way, even if your day gets away from you, you still got it done. I like using working out/ going to the gym as an example here. Many people swear they will start working out and go to the gym. Most fail. I get to see it most acutely in January, when people are trying out their New Year’s Resolutions and in a few weeks give up. When you plan to go to the gym after work, you are giving yourself a lot of opportunities to fail. What if you need to stay late at work to finish a project? Kid got sick and can’t go to after school program? Just too hungry or too tired? Every hour of the day gives you another opportunity to find an excuse. Don’t. Just eat the frog first thing in the morning and move onto more appealing tasks.
Rapid Planning Method
Rapid planning method has a convenient acronym that matches its philosophy:
R results
P purpose
M massive action
This method from Tony Robbins focuses on end results, rather than mindset of being busy, and calls for a 5-step action plan.
1. Capture
This is relatively easy: write down everything you need to do for the day and list of the tasks (a to-do list?) that will get you there.
2. Create an RPM Plan
R – result
What do I really want?
Decide what you really want to accomplish that day. It’s a form of daily goal setting.
P – Purpose
Why do I really want it?
Basically, it’s time to figure out your motivation.
M – Massive Action Plan
What is my massive action plan?
Or, how you’re going to get there. Remember the Pareto Principle, the Eisenhower Matrix and everything else you used to figure out how to prioritize tasks. Take that list and set it in the right order.
3. Commit And Schedule
Now is the time to think of the Pickle Jar and the Frog. Use all your tools to make it happen! Use every tool in your toolbox, whether it’s Pomodoro or time blocking, get moving! Time is waiting for noone!
4. Complete and Achieve
See your tasks to completions. Review progress you have made towards your objectives. It’s not just about working and being busy. You need to see measurable progress on your goals. And if you’re lucky, you may be able to make progress on several goals at once!
5. Celebrate
What an underappreciated step this is! If you want to stay motivated, you have to allow yourself to recognize your accomplishments and, at the very least, give yourself a pat on the back.
Getting Things Done
I will admit it: the name of this one makes me laugh, since isn’t this what we are trying to do? Personally, I would call it ‘follow the squirrel’.
The idea is simple: make a list of things you need to do, clarify what they mean, prioritize them and then do what captures your attention (aka follow the squirrel – dog owners will know exactly what I mean…). Yes, you need to pay attention to your priorities and reevaluate constantly what really needs to be done, but you are going with the flow of your brain. It has certain advantages, as anybody who compared swimming up the stream versus down the steam will tell you. Just watch out for any priorities that could slip! Not to mention your frogs that will probably never reach the top of your list.