Time Management In Practice

Frameworks to help Time Management in Practice

Mankind has spent centuries discussing ways of managing time. Scholars and experts have come up with several frameworks on how to manage time. However, we all are guilty of allowing time – an exhaustible resource – to get wasted. And a voice in our heads is telling us this and we know it. However, we still can’t seem to help it! So, let us examine how these frameworks help time management in practice?

Here is an audio version of this article, “Time Management in Practice”

We have seen the evolution of Time Management frameworks over the years to help us manage our time. These frameworks and tools comprised of checklists and calendars in the earlier years. To Do lists, checklists and calendars still form the bulk of the tools used by people to manage their time.

The next generation of time management frameworks added a layer of prioritization to increase efficiency and deliver value. In particular, Stephen Covey’s approach of putting first things first became very popular. “The 7 Habits of Highly Effective People” went on to become one of the top selling non-fiction business books in the history of mankind. I have provided a simple and practical explanation of the core principles behind this approach.

Millions of people have read these books and so many of them have also attended workshops based on these concepts. Yet, if we take a quick look around us, we will realize that as a community, we are far from achieving our common and individual goals. We are running faster than ever, but not reaching anywhere. So, how can one go about making amends? How do we implement these concepts and improve our time management skills in a sustainable way?

If I had six hours to chop down a tree, I would spend the first four hours sharpening the axe.

Abraham Lincoln

Time Management In Practice

I can speak from my own experience. While applying the framework, I listed down all the activities. The next step was to map them on the twin dimensions – Important / Not Important and Urgent / Not Urgent. I then made an action plan to address each of the “not important” activities that seemed to take up significant time and attention. The strategies to deal with the various non-important activities were quite diverse.

Coming up with a bespoke strategy for each of these time killers required introspection. Very often, the answers that you discover by asking only one question, leads you to a surface level solution. This solution does not bring about sustainable change.

Instead, if we ask a chain of three (or more) questions, then we can get deeper to the root cause of the problem. These changes will be more sustainable.

If you do not know how to ask the right question, you discover nothing.

W Edwards Deming

Let us look at Jane’s example to illustrate time management in practice and start asking the questions –

• Where does Jane spend a lot of time? Handling urgent requests from colleagues.

• Does she do things slower than her peers? Probably not, she is as productive and skilled as her peers.

• Does she get more urgent requests than her peer group? Yes, most definitely.

• Why does she get more than her fair share? Because she is perceived to be a pushover and never says no.

• How can she change this perception?

...and now, we are getting to the core issues.

Well, you can see how the magic unfolds as she delves deeper. The answers to the first question would have only led her to managing urgent tasks better. However, by the time we went three layers deep, the paradigm changed completely. And, the changes will become more sustainable in the long term.

The Power of Introspection

Jane got her answers through introspection. Unfortunately, there is no silver bullet that will work universally. You will have to discover the answers for yourself. The good news is that all the required answers are hidden somewhere in your mind. Do not look for prescriptions, but try and figure out answers that work for you. Frameworks are guides to channelize our thought processes and perceptions, but the real power lies within.

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!

Anthony Robbins

Now, lets put this learning to action. Think of a chain of three questions that can help you discover something about yourself and your time management practices. This simple exercise can change your perception and change your life!

Before you go, share this article to help others – nothing better than sharing it along with your own example!

Editor’s Note:

If you enjoyed reading ‘Time Management in Practice’ you may also enjoy reading about ‘How to Manage Time‘ discussing in detail the framework to manage time by the same author.

You may like to read his much acclaimed ‘Year in Review‘ 2020 series. The Google’s Featured Snippet on this, painstakingly compiles key lessons from each of the 20 posts from the series. There is something in it for everyone, which is why this post is featuring ahead of billions of other search results.

About The Author

Rajiv Maheshwari is a business and start-up advisor, and the co-founder of From The Experts Mouth. He is a management professional with over 25 years of experience, and worked as CEO for a decade, and in leadership roles with NYSE listed companies such as Accenture and WNS.

He is a Chartered Accountant and MBA (Director’s Merit List from IIM Bangalore) and an autodidact, who is on the path of self-directed life long learning and sharing. He is a thought leader, author and keynote speaker and has developed several frameworks to bridge the gap between academia and industry.