Do you struggle to manage your time and tasks effectively, feeling like there is never enough time to tackle your to-do list? Does implementing new systems feel like a task all its own? As a productivity coach, my mission is to help you manage the overwhelm and find shame-free, sustainable solutions to life’s struggles. As a host, I’m excited to answer your questions and offer doable advice. This week, episode 254 of the Positively LivingⓇ Podcast is about time and task management best practices!
In this episode of the Positively LivingⓇ Podcast, I challenge the traditional notion of time management by introducing a new way of approaching your tasks through energy management and I answer listener questions about time management tips and how to set up and learn new systems without getting frustrated or burned out.
Key Takeaways:
- Why energy management is a more sustainable approach than time management.
- How to effectively organize and prioritize your tasks.
- Implementing new productivity systems without feeling overwhelmed.
- Sustainable productivity strategies you can implement today.
Introduction: Beyond Time Management
We’ve all been there – staring at a to-do list that seems to grow longer by the minute, feeling the weight of endless tasks and the pressure of ticking them all off. But what if the key to productivity wasn’t about squeezing more into our days but about managing our energy? This shift in perspective can transform how we approach our tasks and, ultimately, our lives.
Energy Management: The Foundation of Productivity
Prioritizing Your Energy
I believe in energy management over time management. Yes, we want to manage what we do with our time, but the way we do that is through prioritizing and managing ourselves, particularly our energy.
This concept emphasizes that our capacity to accomplish tasks is directly linked to our physical, mental, and emotional energy levels. By understanding what energizes and drains us, we can make informed choices about when and how to tackle our responsibilities.
Knowing Yourself: Strengths, Personality, and Values
A crucial aspect of energy management is self-awareness. What lifts your spirits? What gets you going? What nourishes you? Conversely, what drains you? Recognizing these patterns allows us to align our tasks with our natural rhythms and preferences.
We are all so uniquely different. What drains you might energize me. And alternatively, what drains you might be because it’s not what you value. This underscores the importance of understanding our unique needs and tailoring our approach accordingly.
Decluttering and Streamlining: Protecting Your Precious Time
Limiting Your Commitments
One of the most effective ways to manage energy is to declutter all aspects of our lives, including our task lists. We need to limit what we do as much as possible. So I encourage you to ask yourself, is everything you’re trying to do imperative, mandatory, and valuable? By ruthlessly protecting what matters and eliminating unnecessary commitments, we can free up energy for the tasks that truly move us toward our goals.
The “To Choose” List: Capturing and Organizing
One of my top tips is creating multiple lists to manage tasks effectively. Instead of using a single, overwhelming to-do list, opt for a “to choose” list. This list serves as a comprehensive capture of all tasks and ideas, allowing us to declutter our minds without feeling pressured to tackle everything at once.
By seeing all your tasks laid out and knowing that not everything is a priority, you are able to choose the most important things to tackle first. From this list, we can then create focused, manageable to-do lists for the day or week.
Productivity Techniques: Maximizing Your Flow
Batching, Scheduling, and Theme Days
Once we have a clear and manageable to-do list, we can leverage various productivity techniques to enhance our efficiency. Batching similar tasks together, scheduling time blocks for specific activities, and using theme days to structure our week can help us find our flow and minimize distractions.
I recommend using theme days as a way to very simply structure your week. You can fill in with time blocks of appointments and projects depending upon what needs to get done and when.
For example, Tuesdays are content days. This is when I plan content for my blog, socials, and podcast.
Buffers and Transition Time
Recognizing that we are humans, not robots, is essential for sustainable productivity. It is so important to create buffers that allow for transition time between tasks. Don’t schedule your calendar like you don’t have the need for breaks and transitions. By incorporating downtime and transition periods, we can prevent burnout and maintain a steady flow of energy.
Overcoming Overwhelm with New Systems
Simple Systems: Avoiding the Learning Curve Trap
Many people struggle with implementing new systems, fearing that they will only add to their overwhelm. My advice: opt for more simple, manageable systems. The idea of using simple systems means that these systems definitely don’t have to be complex in order to work for you.
Process First, Platform Second
To avoid overwhelm, focus on the process before selecting a platform. Lay out the process first, which means figuring out what you’re trying to track and how the information and ideas come to you. This involves sketching out the framework and steps, ensuring that the system aligns with your needs and preferences. Only then should you consider which platform best suits your workflow.
Starting Small: One Thing at a Time
The key to successfully implementing a new system is to start small. Choose one thing to track instead of everything. By focusing on a single aspect of your workflow, you can gradually integrate the system into your routine without feeling overwhelmed. This approach allows you to learn and adapt at your own pace, ensuring long-term success.
Conclusion: Embracing Sustainable Productivity
By prioritizing energy management, decluttering our lives, and implementing simple, sustainable systems, we can move beyond the limitations of traditional time management. Embracing a more mindful and intentional approach to productivity allows us to achieve our goals without sacrificing our well-being. Remember, it’s not about doing more but about doing the right things at the right time and with the right energy.
Thank you for listening! If you enjoyed this episode, take a screenshot of the episode to post in your stories and tag me! And don’t forget to follow, rate, and review the podcast and tell me your key takeaways!
Learn more about Positively LivingⓇ and Lisa at https://positivelyproductive.com/podcast/
Could you use some support? The Quickstart Coaching session is a way to get to know your productivity path, fast! A speed-round strategy session is perfect for a quick win and to see what coaching can do, the Quickstart will encourage and inspire you to take intentional, effective action! Go to https://www.positivelyproductive.com/plpquick for a special listener discount!
CONNECT WITH LISA ZAWROTNY:
LINKS MENTIONED IN THIS EPISODE:
(Find links to books/gear on the Positively Productive Resources Page.)
Ep 245: Themes: The Simple Time Management Trick You Need
Ep 69: Tackle Your ToDo List in Four Simple Steps
Ep 86: 3 Simple Systems to Organize Your Life + Business
Dance Song Playlist V1, V2, V3
Music by Ian and Jeff Zawrotny
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