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How to Properly Manage Your Time So You Can Fit More Into Your Day

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Time is the only actual resource that matters. Yet, as with the majority of things that people should take care of, most of us run short on time. No matter if you’re a busy entrepreneur trying to get your business tasks organized, programmist who’s working 9-to-5 and tries to get the most out of after-work time or even a university student who strives to harness his schedule.

We all need to organize our work to get things done on time. Without planning, we get lost, which leads to further panicking over our helplessness.

Below, you’ll learn how to properly manage your schedule so you can fit more into your day and be efficient with your time:

Materialize it

First, you have to make it all visible regardless of if it’s creating to-do lists or writing down a simple tasks list. Studies show that you’re much more likely to finish the task when you write it down.

Begin with whatever comes to your mind such as: laundry, grocery shopping, a programming class, or reading a new book. Then, group tasks into appropriate categories. I prefer to use three time-wise categories and five sub-categories for each of the tasks.

The three time-wise categories are: Before work, during work and after work.

Of course, this approach assumes that you’re working 9-to-5 but let’s be honest, most of the people who struggle to organize their time are the people who work standard eight hours a day.

After you’re done with the above, proceed to the next five subcategories: Low-result, manager, creative and learning, fun and health and exercise.

Low-result tasks – Everything that needs to be done but would gladly be outsourced. Things like commuting, shopping, cleaning, etc. Strive to limit the number of low-result tasks to the bare minimum.

Manager tasks – Everything related to planning, organizing, sending, or responding to people. You’ll want to fill it with meetings, replying to emails, and browsing through the inbox.

Creative and learning tasks – All creative, so-called “new tasks” like writing an article or coding. It can be anything from trying to learn a new language as well as doing courses, attending webinars, and reading books.

Fun tasks – What I also tend to call social tasks. It can be anything from a date to going out with friends and watching movies. Treat this time as a moment to relax and – yes – actually have fun.

Health and exercise – Everything from running, gym, eating. Group here everything that directly corresponds to your physical state of being.

At this point, you might be asking “Is it necessary to do all of that listing and grouping?” It might seem like overkill or a futile task, but believe me, there is no reason to plan things out if you’re planning to lose. Always plan to win and put necessary work upfront.

“Make use of time, let not advantage slip.” – William Shakespeare

Materializing and grouping what you want to do is the first step to harness your schedule and get things done on time. The next step, shown below, is to put them in the right place and order:

Map it out

After you’re done with listing your tasks and grouping them into appropriate categories and subcategories, go ahead and proceed to map them out. Here, it’ll be handy to use a task-planning tool like Google Calendar. The main purpose of using such a solution is to get all of the tasks in one place, sorted, and well-arranged.

Also, you’ll get push and email notifications that will help you stay on track with everything you’ve planned. Let’s proceed to the doing part. Start from the top to the bottom, whereas the top is the beginning of the day and bottom is its end.

Grab your “before work” tasks and put them into certain timeframes. At first, it will be a guessing game as you may not know how long  your morning bathroom fun takes. The first week or even a month will be all about tweaking and adjusting your schedule until it will reach its final form.

Now, to visually get a hint of which tasks relate to which subcategory you have to color code them. If you’re using Google Calendar you can right click on a certain event and choose the color.

Of course, you can use any color pattern you want. Just remember which color relates to which category. To save time you can use my framework which goes as follows:

  • Low-result – Tomato
  • Manager – Tangerine
  • Creative and learning – Basil
  • Fun tasks – Lavender
  • Health and exercise – Grape

No, I’m not making it up. All of the colors in Google Calendar are described as veggies, fruits, and herbs. Thanks to color coding you’ll see how much time you spend on particular tasks. Your goal will be to lower the amount of tomato-red and tangerine-orange. Strive to have a grape-violet time each day as well as the basil-green as the most frequent events.

When you’re done with before work tasks, go ahead and fill the calendar with during work and after work activities. Some of you won’t be able to map out the entire work time due to the character of your job. In such a case, don’t try to come up with imaginary tasks, just plan what you can. Put placeholders if you’re not sure and fill in the gaps when you know what you’re about to do.

Next, focus on what you’d like to do during your after-work time. Be realistic, but fill it with tasks that you’d really want to do. Use this time to read a new book you’ve wanted to read or to start the course that would accelerate your career.

“Once you have mastered time, you will understand how true it is that most people overestimate what they can accomplish in a year – and underestimate what they can achieve in a decade!” – Tony Robbins

Adjust and upgrade

Equipped with a calendar full of color-coded events is just the beginning of the road to getting things done on time. Now that the hard part is done, you can focus on adjusting the calendar to your actual needs.

As time goes by, you’ll see how much time certain things take you, what can be optimized, and what can be outsourced. Use that feedback to optimize the way you spend your time and upgrade your calendar every week and every month.

Remember that the hardest thing is always to start. Most people avoid doing these two things: Planning their time and goals and taking care of their money.

People simply fear to look into how they actually spend their time and money while these are one of the most important aspects of their lives! Don’t be that guy who doesn’t know where his last three hours had vanished. Take care of your time and use it to achieve your dreams.

How do you make sure you’re managing your time correctly? Do you have any tips for not wasting time? Let us know in the comments below!

Jakub Kliszczak is a Marketing Specialist at CrazyCall; cloud-based calling app which provides sales teams with essential tools reach their customers worldwide. He’s passionate about digital marketing, developing new businesses, and turning new ideas into real ventures. In his “free time”, he prefers to read non-fiction and hit the gym.

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The 3 Most Important Things I Learned About Personal Growth

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When you look back on your life, what do you want to think about? Do you plan to reminisce on all of the good things that have happened and how they shaped who you are today? Or would you rather remember all of the bad decisions, challenging experiences, and mistakes made that hurt or wasted a portion of your life?

In my opinion, I think it is important to reflect on both. While it’s important to remember the hardships we’ve been through in our lives – without them we wouldn’t be where we are now. There are 3 very specific areas that I feel have helped me grow in a personal sense more than anything else in my life so far. 

These aren’t simple lessons in a book or a lecture that you can just absorb and apply to your life. These are things that I’ve learned through experience and reflection, and I’m still learning and growing today.

1. We determine how much we’re worth by what we think about ourselves, others, and life in general.

This might seem like a pretty obvious lesson in life but it’s actually one of the most important because we can determine our own worth by how we think about ourselves and the world around us. If you’re looking for success in any kind of business or social setting (dating), then I’ll tell you right now that it doesn’t matter if you have 10 billion dollars or not – people are still going to judge you based on your thoughts and beliefs alone.

What determines our value isn’t necessarily what we do with our lives (which is often based on luck) but whether or not we believe that ‘our work’ is worthy or not in some sort of grand scheme or universe. We may not always be able to control what happens in our lives, but we can always control how we value ourselves and others.

“Do the best you can until you know better. Then when you know better, do better.” – Maya Angelou

2. You don’t have to change your habits or personality just because someone else doesn’t like it – their opinions are THEIRS alone.

This is another one of those lessons that people tend to pick up on a little bit late in life, but if anything that makes its importance even worse! Basically, there’s going to come a time when you’re going to meet someone who has certain expectations of you as a person…but these expectations might not be realistic due to their motivations and personal beliefs. For example, sometimes parents might expect you to be a lawyer or doctor because that’s what they believe is best for their child.

However, this isn’t the case for everyone and so maybe your passion lies in music or writing novels. In this example, if you were also pressured into becoming a doctor – then there would obviously be some kind of conflict going on within yourself as a person. You should never have to give up something that you want to do just because someone else doesn’t like it! The reason why we’re put onto this Earth is to make our own choices and go after our OWN dreams instead of letting others determine what we can and cannot do with our lives .

3. You can’t change your life until you accept that you need to make a change.

When I was younger, I thought that this lesson would be pretty obvious – but as I got older, it really made me appreciate the fact that there are always different ways of perceiving our lives. For example, if someone wants to become rich and famous one day – their mind might simply overshadow any other possibility in their head because they feel like this is what they NEED to do right now.

However, this isn’t always true within our own lives because we think about things too literally instead of having an open mind. If you want to achieve success in any kind of business or social setting (dating) then you should be willing to try out different things instead of staying in your comfort zone. If you want something, then it’s up to YOU to actually go after it – nobody else is going to give it to you!

The three lessons above are some of the main things I want to pass on to everyone because they’ve come at an important time in my life where I need to start thinking about others instead of only myself. It’s great if we can learn to love ourselves first before anything else, but that doesn’t mean you should neglect everyone around you even though they might be your friends and family members!

If you enjoyed this article on the 3 most important things I learned about personal growth, then please share it with your friends and family! Also, check out my other articles on success & motivation as well as life lessons that could help people who are struggling with their life right now on lifengoal.com. Thanks for reading!

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