It’s 9am on a Tuesday. Maybe you’ve already started your day; you’ve had your coffee and your breakfast, you’ve taken your kids (if you have them) to daycare or school. If you work at an office, you’ve arrived, dressed and ready for the day, and settled at your computer. If you work from home, you’re in your home office, ready to start your day.
But then, you don’t. You chat with a coworker, send a few texts, scroll through Instagram. You check your email, maybe answer a few. Your to do lists sits beside you at your desk, or stuck on your computer screen, but you aren’t paying attention to that.
Time management looks different to everyone. You might be naturally very good at it; when you need to get something done, you just do it. Procrastination isn’t part of your world! Or maybe you struggle to stay on track; you get easily distracted by coworkers, chat screens, Instagram, or other tasks that are important, but not high priority. You might think that people in that second group need to take a note from the first group. But what if I told you that both types of people can struggle with time management?
I am a to do list follower. I write a list every day and I do my best to get it done. But I’m always very easily distracted. While I’m cleaning the bathroom, I might just start reorganizing my closet (my walk-in closet opens up from the bathroom!) or I might start reorganizing and cleaning out my make up collection. When I’m mopping the floors, I might sit down to order some of that stuff you put under rugs to keep them from the sliding all over. I’m easily distracted by secondary or tertiary tasks. When I’m writing social media for a client, I often find myself auditing their lifetime social media, which is outside the scope of my work but sometimes a necessary evil. These tasks aren’t unimportant, but they’re not the task I am trying to accomplish.
It’s hard to stay on task so to speak—and that’s where time management often comes in.
So how can you improve your time management skills? How can you actually accomplish what you mean to?
I think the first step is working on prioritizing your tasks, narrowing down your goals, and putting your time where it matters most. You don’t need to manage your time if you focus in and have tasks that don’t leave you bored, overwhelmed, or frantic.
Using the 5/25 Method for Prioritizing
For the past few months, I’ve been using what’s called the 5/25 method for narrowing down my to do list when I feel particularly overwhelmed, frazzled, or easily distracted. Here’s how it works:
Step 1: Write down 25 things you want to do, feel like you need to do, or have to do. This can be your existing to do list, but anything else that’s been nagging at you.
Step 2: Cross out 20 of those items. Be ruthless and don’t spend too much time thinking about it.
Step 3: Rewrite your list with the 5 items you have left. These are your TOP priorities!
That’s it. That’s the entire method! It’s simple, quick, and very effective. In the process, you might notice there are items on your to do list that simply aren’t serving you or your goals. A prime example, for me, is that I’ve had “make a spreadsheet for expenses” on my list for months. Yet, I haven’t done it… because I track all my expenses in Quickbooks anyway. Why do I need a separate spreadsheet? It’s already done for me! I crossed it off my list for good at that point.
I find this method particularly helpful because it requires you to address a few specific needs:
what you need to get done
what you want to get done
what you have the capacity to do
and what tasks are serving your longterm goals
Let’s look at another specific example. One task I always include on my weekly to do list is posting on LinkedIn and sending follow up messages to my connections. This is a part of communication as a freelancer that I struggle with, because it’s a soft skill I’m working on actively developing. This is something I need to do and prioritize in order to grow my business and develop stronger connections with my peers—but doing it often falls to the bottom of my list. However, if I follow the 5/25 method, I recognize it as a high priority task and it becomes one of the 5—whereas things like “buy storage bins for under bed” and “clean laundry room” get crossed off in comparison.
Using this method day-to-day can help you determine how to best manage your time and meet your goals.
