Time Management 101
Try to answer all these time management questions as quickly as possible. How many hours in a day? How many days in a week? Now, how many days in a year? And how many weeks in a year? Finally, how many hours in a week?
I suspect you were going along fine until the final question, correct? Most people instinctively know the answer to the first four questions but have to work out the answer to the final question.
Yet, I am of the view it’s the most useful number from a time management point of view. The answer of course, is 168. 168 is the number of hours in a week (24 multiplied by 7). Last week, this week and next week will all have this in common. Your week and my week contain exactly this number of hours each. We all have this number in common and it acts as a great leveller in the pursuit of constant improvement.
The most successful athletes and the ones trying to knock them off their perch all are blessed with 168 hours per calendar week. When helping my sporting clients with their time management I almost always start with an analysis of their 168 hours.
168 Hours A Week – Start From There
To start with, what you’re probably most interested in – improving your results – is only something you can influence. You can not control (guarantee) your outcomes and achievements. Nor can anyone else.
To increase the chances of reaching our goals we’d want to shift our attention towards highly influenceable stuff. For example, how we might use our time in the coming day, week or month.
Past effort and actions (for example, how hard we tried during this morning’s gym session) are results. They have become outcomes that can’t be changed unless you are the owner of a time machine. Furthermore, future effort and actions (for example, what you plan to do by way of meditation when the season starts next month) are only a little influenceable. In other words, you can plan, research and practice now but this doesn’t guarantee anything for later.
In other words how you decide to use your 168 hours each week is one of the most influenceable aspects you’ll ever come across.
Record Your Baseline
One of the best places to start from a time management point of view is to spend a whole week simply recording your actions. A basic 24 x 7 table is just fine. Ideally, leave judgment words off the page (or file) so that it purely states what you were doing during that time. For example, rather than recording the word ‘nothing’ during the time you were chilling out over the weekend you’d write ‘relaxing’ or ‘reading’ or whatever the observable action was. Also, try and record the start and end times of the actions and do so as you go rather than at the end of each day where your memory will limit you.
This exercise typically has a major benefit right off the bat. It will increase your awareness and therefore start to help you in becoming more purposeful. Being more aware and purposeful are two of the more underrated mindsets of performance excellence.
But you can use this data for a lot more than simply increasing the awareness and intentionality of your current time. You can use it to influence your future time too.
Quantity And Quality are Different
The best way to do this is via an analysis of the quantity and quality of your current time – the time you recorded. It is essential that you consider quantity and quality as separate – because they are. Start with quantity as it’s simpler. Using categories such as sleeping, physical preparation, mental preparation, for example, calculate the amount of time you spent on each according to your data collection (not memory).
If you do this properly then the total of this calculation will be exactly 168 hours. When the number comes out to less than 168 hours you have missed something. If it’s more than 168 hours then let me know as you’ve increased the amount of time available in a week and we’ll make a billion dollars together!
Some of my sporting clients when I have asked them to do this have enjoyed converting these time tallies into percentages by dividing the number of hours by 1.68. For example, if there was a total of 52 hours of sleep across the seven days then this means that 31% of that week was spent asleep.
Next, it’s the turn of quality. The simplest way to question the quality of time is by considering how many things you were trying to do as once with one being the ideal (more than one being the biggest indicator of poor quality time).
Multitasking Is Overrated
Multitasking (or being a multitasker) is seriously overrated. The science is clear now, the best way to do a poor job of a task is to combine it with another task (or tasks). You can also have a think about how present you were during the activities. The more present and engaged the higher the quality is likely to be.
Every parent will know this full and well. Being with your kids whilst also trying to reply to some emails is just never going to have the same quality as really being with them (with the laptop closed and out the way).
Finally, consider if the blocks of time were on purpose or by accident. For example, watching some television intentionally would be regarded as a much higher quality activity compared with doing the same thing by accident – because there was nothing else to do.
The final part is to really ask the hard question. Do I want my time moving forward to be the same as it is at the moment in terms of quality and quantity?
Failure To Plan is Planning to Fail
And if not, try and adjust accordingly. For example, if you regard becoming mentally stronger as an important part of your goals and yet your mental preparation is only 1% of your time at the moment then you might like to try and see if you can boost this to 5% for future weeks.
For many of my clients and myself included the future plan is enough. I don’t actually tally the time moving forward I just try to stick to the new regime as best I can. This typically prevents the ugly side of time management taking place whereby the plan becomes a major source of guilt and frustration.
If you’re part of a team and looking for some group Time Managment a grab website is TeamUp.
Would Your Like Some Help?
All of the psychologists who work for Condor Performance use time management techniques on themselves. Furthermore, we are very experienced at showing others how to improve their time management abilities. If you’d like help with this or any other mental aspect please reach out via our contact us form here.