Some people swear that planning every minute of your day is the key to productivity. The zero-based calendar, for example, schedules everything into your calendar. In a way, it makes sense. With every second of the day taken into account, you won’t have any blank spots on your calendar for other pointless activities.
It also gives you structure and direction. It’s sort of like putting IKEA furniture together without the directions.
But let’s be real. Planning every minute of your day and using traditional methods can seem burdensome. Color-coding schedules and meticulous to-do lists can be soul-sucking for those who thrive on spontaneity. That almost sounds like a full-time job.
In addition, life is unpredictable. What was the point of wasting your precious time planning something that never came to pass? Also, a survey conducted by OnePoll for Cub Cadet found that spontaneous people are 40% more likely to consider themselves a “happy person.”
However, the struggle is real for the busy individual who also despises planning. You constantly feel overwhelmed by deadlines, tasks, and feelings.
The good news? We can break through the planning labyrinth and become more productive. For people who hate planning and are busy, here are a few time management hacks:
Use the 1-Minute Planning Ritual
A quick planning ritual can benefit even the most plan-averse individual. Take a minute before you start your day, or even the night before, to identify your top three priorities. By using this simple exercise, you will gain clarity and direction, allowing you to focus your energy on the most important tasks.
Start Your Day with a Small Victory Using the “Quick Win” Method
Have you been feeling overwhelmed by your to-do list? If so, start your day with a small, easily attainable win. It could be responding to an email, updating your LinkedIn profile, or checking off a small to-do list item.
It might seem insignificant. However, the feeling of accomplishment sets a positive tone for the day and motivates you to take on bigger challenges.
Live in the “Now”
Don’t worry about a long to-do list in the future. Similar to the above, focus on one small task you are having trouble with now. For example, cleaning your messy and distracting workspace or inbox.
Once again, crossing something off instantly makes you feel accomplished and encourages you to keep going. Plus, it frees up mental space.
Don’t Underestimate the Power of “Mini-Commitments”
A grand plan often ends in a grand failure. Rather than focusing on overwhelming goals, break them down into bite-sized, achievable tasks. At each step, complete one small task.
For instance, have you ever considered writing a whole novel? Probably not. Is it possible for you to write 500 words today? Without a doubt, you can. With this approach, you don’t feel bogged down and are constantly motivated by the satisfaction of completing tasks.
The “Time Boxing” Technique
Whenever a task seems daunting or open-ended, try timeboxing. Here, you would allocate a set amount of time, say 30 minutes, and commit to completing it at the end. Even if you don’t complete the complete task within the allotted time, this method prevents procrastination and ensures progress.
Batch Similar Tasks Together
Multitasking is a myth. However, batching similar tasks can be a game-changer.
With batching, you simply set aside specific times for certain types of activities. For example, in the morning, spend an hour replying to emails, another hour making phone calls, and another hour working on creative projects at night. This focused approach saves valuable time from wasting on context switching.
Chip Away at the Mountain with the 10-Minute Rule
Have you ever felt as though a big project is insurmountable? Make it bite-sized by using the 10-minute rule. It’s an effective but simple strategy in which you commit to only spending 10 minutes working on a dreaded task.
Many times, those 10 minutes turn into 20 or even an hour of productive work. Even if you can only manage 10 minutes, you have made progress. As a bonus, you might be surprised by how much you enjoy tackling the task once you start.
Create a “Someday Maybe” List
Have you ever felt overwhelmed by the sheer number of things you “should” accomplish? If so, put together a “Someday Maybe” list. In other words, this is the place where you dump all the interesting ideas and tasks that don’t need to be done right away.
Review it periodically to see if anything has been elevated to a priority. Otherwise, let it serve as your stress-free holding pen for future endeavors.
Make the Most of a “Power Hour”
Are you feeling utterly behind? Set a timer for 60 minutes and choose one task that has been bothering you.
If you want this to work, though, you need to eliminate all distractions. This means silencing your phone, closing tabs on your browser, and focusing solely on that one task for an hour. It is amazing how much progress can be made with a focused burst of energy.
Leverage Technology (But Choose Wisely)
It’s hard not to become a tech hoarder when so many time management apps and tools are available. But only use the most appropriate tools for your work style.
You can use Calendar if you struggle with scheduling meetings, for example. To-do apps and project management tools are also helpful for organizing larger projects. Apps like BlockSite can even block distracting websites and social media.
Adhere to the “Just Do It” Philosophy
Sometimes, diving in is the best way to get started. To put it another way, don’t get stuck in analysis paralysis. When faced with a daunting task, break it down into its simplest steps and just get started. Often, the initial momentum is all it takes to overcome adversity.
Delegate Like a Boss (Even When You’re Not One)
Believe it or not, delegation isn’t just for CEOs. Is there a partner who excels at grocery shopping, for example? Do you want to free up your weekend by outsourcing yard work or cleaning?
Also, be sure to ask your family, friends, or virtual assistants for help if you need it.
Automate the Mundane
By automating repetitive tasks, you can free up mental energy. Is it possible to set recurring bills to autopay? Are you able to schedule social media posts in advance? Take advantage of the automation capabilities built into your favorite apps and tools.
It might not seem like much. But, every little bit you automate saves you time and energy.
Embrace the Inevitable
Occasionally, the unexpected happens. Interruptions will occur, deadlines will shift, and things will not always go as planned.
As such, be ready for some level of chaos rather than getting flustered by it. How? Allow yourself some buffer time in your schedule, and be prepared to adapt.
Get Mini-Victories from Fragmented Time
Everyone has unexpected gaps in their day—waiting for an appointment or taking public transportation. Instead of zoning out on social media, use these “fragmented time” pockets to accomplish micro-tasks. Listen to a short educational podcast, send a quick email, make a call, or jot down ideas. Over time, these small victories add up.
Celebrate Your Victories with a “Done” List
Keeping a to-do list can seem endlessly daunting, a constant reminder of everything you need to accomplish. Instead of creating a “to-do” list, create a “done” list. No matter how big or small your accomplishments are, keep track of all of them.
I can’t stress this enough. Regardless of how insignificant a task seems, completing it is a victory. A growing “done” list can be a powerful motivator and a reminder of your productivity, even on hectic days.
Conclusion
Ultimately, you need to find a system that works for you. Don’t be afraid to be creative, embrace flexibility, and experiment with different techniques. With a focus on efficiency and ruthless prioritization, you can conquer your to-do list and regain some control over your busy schedule, all without sacrificing your spontaneity.
FAQs
I hate planning, but I’m constantly swamped. Can you help?
Absolutely!
It’s possible to plan rigidly, but it’s not necessary to manage your time rigidly. The goal is to keep you productive without feeling trapped.
Okay, convince me. What are the benefits?
By managing your time even a little better, you can:
- By giving you a sense of control, you can reduce stress.
- Make sure you don’t feel overwhelmed by your tasks by prioritizing them.
- Spend more time doing things you enjoy.
So, what can I do without a big plan?
To get you started, here are a few ideas:
- Focus on the now. Try making a “to-do list for the next hour” instead of a future schedule. Work on these mini-goals while tackling the bigger ones.
- Batch similar tasks. Group errands, emails, and phone calls together to minimize switching costs and maximize focus.
- Timeboxing. Tasks should be assigned at specific times. Don’t give up, even if the task isn’t finished. It can be revisited at a later date.
Planning feels like a chore. How can I make it faster?
The following suggestions can help you get started, although they may vary from person to person;
- The 5-Minute Rule. Whenever you can complete a task in less than five minutes, do it immediately. As a result, decision fatigue is eliminated, and progress is maintained.
- The Eisenhower Matrix. Sort tasks according to urgency and importance (urgent/not urgent, important/not important). Be ruthless in your prioritization.
- The night before, prep. Make a list of three to five priorities for tomorrow. This will reduce morning overwhelm and jumpstart your day.
What if I mess up? Do I have to stick to a rigid plan?
Life happens. The key is to be adaptable. As you progress, review your approach and adjust it as necessary. Also, it’s okay to take occasional detours.
Image Credit: Jill Wellington; Pexels
Angela Ruth
My name is Angela Ruth. I aim to help you learn how Calendar can help you manage your time, boost your productivity, and spend your days working on things that matter, both personally and professionally. Here's to improving all your calendars and becoming the person you are destined to become!