Ineffectively Scheduling Tasks

10 of 10 Common Mistakes in Time Management

Are you a morning person? Or do you find your energy picking up once the sun begins to set in the evening?

All of us have different rhythms, that is, different times of day when we feel most productive and energetic.

You can make best use of your time by scheduling high-value work during your peak time, and low-energy work (like returning phone calls and checking email), during your “down” time.

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Not Taking Breaks

9 of 10 Common Mistakes in Time Management

It’s nice to think that you can work for 8-10 hours straight, especially when you’re working to a deadline. But it’s impossible for anyone to focus and produce really high-quality work without giving their brains some time to rest and recharge.

So, don’t dismiss breaks as “wasting time.” They provide valuable down-time, which will enable you to think creatively and work effectively.If it’s hard for you to stop working, then schedule breaks for yourself, or set an alarm as a reminder. Go for a quick walk, grab a cup of coffee, or just sit and meditate at your desk.

Try to take a five minute break every hour or two. And make sure that you give yourself ample time for lunch – you won’t produce top quality work if you’re hungry!

Multitasking

8 of 10 Common Mistakes in Time Management

To get on top of her workload, Linda regularly writes emails while she chats on the phone to her clients. However, while Linda thinks that this is a good use of her time, the truth is that it can take 20-40 percent more time to finish a list of jobs when you multitask, compared with completing the same list of tasks in sequence.

The result is also that she does both tasks poorly – her emails are full of errors, and her clients are frustrated by her lack of concentration.So, the best thing is to forget about multitasking, and, instead, focus on one task at a time.

That way, you’ll produce higher quality work.Our Expert Interview with Dave Crenshaw, looking at The Myth of Multitasking, will give you an enlightening look at multitasking, and will help you explore how you can manage simultaneous projects more effectively.

Thriving on "Busy"

7 of 10 Common Mistakes in Time Management

Some people get a rush from being busy. The narrowly-met deadlines, the endless emails, the piles of files needing attention on the desk, the frantic race to the meeting…

What an adrenaline buzz!The problem is that an “addiction to busyness” rarely means that you’re effective, and it can lead to stress. Instead, try to slow down, and learn to manage your time better.

Tip: “Do More Great Work”, by Michael Bungay Stanier, is full of ideas and tips to reduce the “busywork” that you’re doing, so that you’re more excited and engaged in the work that matters.

Taking on too Much

6 of 10 Common Mistakes in Time Management

Are you a person who has a hard time saying “no” to people? If so, you probably have far too many projects and commitments on your plate. This can lead to poor performance, stress, and low morale.

Or, you might be a micromanager: someone who insists on controlling or doing all of the work themselves, because they can’t trust anyone else to do it correctly. (This can be a problem for everyone – not just managers!)

Either way, taking on too much is a poor use of your time, and it can get you a reputation for producing rushed, sloppy work.

Procrastination

5 of 10 Common Mistakes in Time Management

Procrastination occurs when you put off tasks that you should be focusing on right now.

When you procrastinate, you feel guilty that you haven’t started; you come to dread doing the task; and, eventually, everything catches up with you when you fail to complete the work on time.

Start by taking our Procrastination Quiz to find out if procrastination is a problem in your life. If it is, then learn the strategies you need to beat procrastination.

For instance, one useful strategy is to tell yourself that you’re only going to start on a project for ten minutes. Often, procrastinators feel that they have to complete a task from start to finish, and this high expectation makes them feel overwhelmed and anxious. Instead, focus on devoting a small amount of time to starting. That’s all!

Failing to Manage Distractions

4 of 10 Common Time Management Mistakes

Do you know that some of us can lose as much as two hours a day to distractions? Think how much you could get done if you had that time back!

Whether they come from emails, IM chats, colleagues in a crisis, or phone calls from clients, distractions prevent us from achieving flow, which is the satisfying and seemingly effortless work that we do when we’re 100 percent engaged in a task.

If you want to gain control of your day and do your best work, it’s vital to know how to minimize distractions and manage interruptions effectively. For instance, turn off your IM chat when you need to focus, and let people know if they’re distracting you too often.

You should also learn how to improve your concentration, even when you’re faced with distractions.