We never have enough time. In an effort to get more of it, some of us start working from home to avoid being stuck in traffic jams for hours, while the others relish an extra hour when clocks fall back. You can find a lot of useful information about time management on the Internet – yet, the constant feeling of looming deadlines and lacking time doesn't go away. So, what are we doing wrong? Oleksii Fedorko, Head of L&D at EPAM has been researching time management issues for many years – and here are his answers.
First and foremost, it must be acknowledged that there is no universal tool in time-management that works for everyone. However, there are many tricks to choose from based on your personality and preferences. Yet sometimes even tried and tested approaches do not bring success. There may be several reasons for that, so let's focus on the main ones:
The wrong type
Generally speaking, people can be divided into two main categories; thus, they require different time management approaches. Classical methods, structure, and reporting better suit rationalists: plan, execute, mark as done, reward yourself. For irrationalists, it is essential to outline vectors, areas, where they can switch among tasks. This way, they will stay invested in their job. So, try different approaches and techniques to find what works best for you.
Inefficient use of time
An monitoring of the time you spend meaninglessly a on daily basis is an important, yet quite difficult task. It requires much more from a person than self-observation and analysis. Ask your friends or family members where they think you're wasting hours, what unscheduled activities are eating up your time – like scrolling through social media or watching YouTube videos. Or, as a first step, you may use your smartphone’s technical features to get an idea of how much time you waste.
Lack of recording
This point comes out from the previous one. There are many apps to help you keep track of time. Among the most popular are Clockify Time Tracker plugin for Chrome, RescueTime, Toggl, Pomodoro trackers. Psychologists, fun enough, recommend to keep record in a paper notebook, as it provides greater awareness.
Abstract goals
You do not need time just for the sake of it. You need to understand what goal are you pursuing. For that, you should set your objectives correctly. For example, "learning English" is a bad goal. However, "learning English to reach B1 level and pass the next selection to ЕРАМ" sounds like a great plan! The bigger the goal, the more time-based tasks and subtasks you have to set for yourself.
Lack of balance
The concept of time management is often exclusively assosiated with work. However, in a perfect scenario, it should include and balance all main components of your life. To have energy and motivation to perform tasks, as well as to avoid burnout and procrastination, you should pay enough attention to all elements of your work-life balance:
- Body: sleep, nutrition, health
- Activities: career, achievements, training
- Contacts: family, friends, communication
- Mental health: dreams, plans for the future, values
Achieving the goal is not only about managing your time but also managing your general status and energy.
Absence of supporting practices
The truth is – it's not nearly enough to write a to-do list or download an application to master time management. Without regular review, planning, and scheduling, lists simply do not work. Hence the need to review your tasks on a weekly basis and regularly update to-do lists. The technique proposed by David Allen in Getting Things Done (GTD) is one example of a system that supports task performance – provided that its use has become a habit. If not, dedicate one hour a week every Monday morning to plan key tasks for the next week and analyze the achievements of the previous one.
Incorrectly defined priorities
Perhaps, trying to make the most of it, you plan too many tasks per unit of time. Or impulsively start the ones that are more to your liking but not necessarily have a top priority. The easiest way to sort out priorities is through the Eisenhower matrix, which allows you to evaluate the importance and urgency of tasks and work them out accordingly. Interestingly, the most important things in our lives are often not urgent, so they are lost in the background, while pressing matters, on the other hand, are not always important.
Hidden motivation, procrastination
Deadlines go unmet and tasks are failed if you subconsciously are not inclined to complete them. Such "sabotage" can be caused by several reasons. For example, the sequence of execution is not obvious to you: then, go dig into the matter or ask more experienced colleagues for advice. Alternatively, you may lack understanding of the task’s meaning: in that case, go figure it out or forgo the task. Procrastination is not a reason to reproach yourself or swear to catch up with everything next month; it is a reason to sit down, look into the reason why this is happening, and – perhaps – reconsider your goals and priorities.
There is a lot of literature related to time management. It will be perfect to study several sources to restructure your understanding of time management and stop chasing time. Oleksii recommends:
- The Power of Full Engagement: Managing Energy, Not Time, Is the Key to High Performance and Personal Renewal by Jim Loehr and Tony Schwartz. This book is not only about "catching up" but also explains how to enjoy your life.
- The Willpower Instinct by Kelly McGonigal. A science-based practical guide on how to harness willpower, and what can get in your way.
- Atomic Habits by James Clear. We would also recommend his blog.
Self-organization skills are a very valuable resource for a Junior IT specialist. To be admitted to the courses , you need to make a lot of effort; it is essential to be able to work and study independently, do homework, plan your time and energy. If you are ready for new challenges and rapid development, we invite you to our educational programs – their current list can be found here.
