Achieve Better Balance with Time Management
Time Management in a Jar
Find an empty jar...
Put in as many large rocks as you possibly can.
Put in as many pebbles as you can.
Take sand and fill the jar until you can't possibly fit anymore.
Then add some water.
The large rocks represent large priorities in your life.
The pebbles represent things you enjoy.
The sand represents your free time.
The water represents "clutter" in your life.
To see how it might work if you didn't put in the big rocks (your priorities) first, try this:
Fill your jar with water until it is completely full.
Now, try to add some sand.
Make sure your large priorities are tackled first. Then you can add the smaller, but less important, things until you have allowed time in your day for everything you need to do — including relaxing and having fun.
January 2004 — Trying to do more in less time — this is one of the biggest time-management issues people face today.
If this sounds like you, exit the fast lane (for a few minutes!), take a deep breath and explore some simple ways to regain control of the 24 hours you're given every day.
Why in Such a Hurry?
"It's not unusual to feel like you're rushing through the day, trying to pack as much as possible into every waking hour. But the reason behind the rush is different for everyone," says James Conti, PhD, Coordinator of the Employee Assistance Program at Memorial Healthcare System.
For people-pleasers, making others happy is the top priority. To avoid spreading themselves too thin and feeling overwhelmed, people-pleasers need to learn to say "no," to prioritize activities and to put themselves first more often.
Overachievers like to be involved in everything, and participate in too many work and social activities. Overachievers can avoid feeling pressure to "do it all" by rethinking their definition of success and enjoying more self-nurturing activities, like sharing a meal with a friend or reading a book.
Dreamers, who have too much on their minds, have time-management issues as well. Dreamers can easily get absorbed in thought and, as a result, lose focus. To avoid getting sidetracked and to gain a sense of accomplishment, dreamers should divide up their day into specific tasks with realistic deadlines for each activity.
Avoiders, another "hurry personality" type, think they work best under pressure and rarely get anywhere on time. Unfortunately, this behavior often creates anxiety and is a cover-up for other issues, such as interpersonal conflicts or fear of new responsibilities. By addressing these issues, avoiders can feel more in tune with their lives and honor appointments and commitments.
Managing Your Work Life
Did you know that 20 percent of the workday is spent on crucial tasks, while the other 80 percent is spent on items of "little value"? We chuckle over comic strips such as Dilbert because they make light of this very situation. (For a visual of your actual workday schedule, try the Time Management Jar exercise.)
To turn this ratio around and increase your productivity in the workplace, you should:
Plan and Organize
Since one hour of planning can save 10 hours of doing, it makes sense to take time upfront to plan and organize. Organize in a way that works for you. While some people need strict order, others are inspired by a looser, more creative environment.
Be Flexible
Save large blocks of time for priorities, but allow time for inevitable interruptions and distractions.
Schedule Smart
Do the same activities together - return phone calls at one sitting, check e-mail at specific times and run errands outside the office in one trip.
Eliminate the Urgent
Reduce the urgent items on your to-do list to make room for long-term, goal-related projects. Along these lines, look for items you can delegate or eliminate.
Help at Home
Just as planning and organizing can maximize your time at work, maintaining order at home can be a time saver, too. To stay one step ahead:
- Photocopy a master grocery-shopping list and check off needed items before each shopping trip.
- Take advantage of timesaving appliances, such as slow cookers, microwaves and food processors, and divide and freeze items you cook in quantity, such as soups or lasagna.
- Prepare children's school lunches in advance.
- Use multiple hampers or baskets coded for washing machine settings (whites/hot, darks/cold) to reduce sorting.
- Wipe the sink after each use, clean the shower before you get out if it and make the bed as soon as you get up.
- Organize children's toys in large plastic containers or bins, separated by category such as building toys, art supplies and reading materials.
- Put away jackets, gym gear and other items as soon as you enter the house.
- Buy duplicates of greeting cards and simple gifts (such as candles or picture frames), and keep in one place with gift wrap, ribbon and tape.
- As they arrive, place bills in a portable plastic file box that contains stamps, envelopes, address labels and pens. Look into online banking for automatic bill paying.
- Use "sticky notes" on the bathroom mirror or front door as last-minute reminders.
Also, avoid overscheduling on the weekends. Concentrate on striking a balance between household chores and quality time with the family, rather than embarking on two days of frenzied activity.
Get More Out of Life
"By planning, staying organized and managing your time, you can get more out of life," says Dr. Conti. "It's not a matter of wishing for more hours in the day, but using time wisely to accomplish what matters most."
To keep a handle on stress and its effects on the body and the mind, participate in a Pure Relaxation class. Free for fitness members and $6 for others, the class features guided breathing, gentle stretches, visualization and strengthening exercises. To learn more, please call Memorial Regional Hospital Fitness & Rehabilitation Center at (954) 265-5800 or Memorial Hospital West Fitness & Rehabilitation Center at
(954) 844-7125.