Managing Time in a Fast-Paced World

How do you manage time today? Is it even possible? In fact, with dizzying distractions trying to grab our attention every minute, it has become even more essential.

Classic time management principles are still relevant, but new techniques are emerging. The best strategy is to combine them and see what works best for you. It is also wise to realize that managing time in the office differs from managing time in a remote location. The good news is that, with good time management, you can combine vacation with work.

Classic and Emerging Time Management Approaches

In the 1980s at the Institute of Advanced Computer Technology, we became a distributor of seminars and tools by Time Management International. The following are some of the classic time management principles we advocated:

1. Identify the most important tasks and focus on them first.

2. Allocate specific time slots for different activities.

3. Create To-Do Lists of tasks to be completed.

4. Set deadlines to ensure timely completion of tasks.

But today's dizzying speed has led to an awareness that time must be managed even more. Many new approaches, tools, and techniques have emerged, seeking productivity and efficiency for better work-life balance.

Here are some of them:

1. Practicing mindfulness techniques to reduce stress and improve focus.

2. Utilizing productivity apps and software to organize tasks, track time, and set reminders.

3. Monitoring time spent on different activities to identify those that waste time and those that optimize productivity.

4. Grouping similar tasks to improve efficiency and reduce context switching.

5. Assigning tasks to others to free up time and increase productivity.

6. Adopting the Pomodoro Technique of working in focused 25-minute intervals followed by short breaks.

7. Using the Eisenhower Matrix to prioritize based on what are both important and urgent.

8. Considering the long-term consequences of time management decisions.

Combining the old with the new makes for the most effective time management strategies. But you must experiment and select the ones that will work best for you. Lastly, remember to accommodate unexpected events and changes in priorities, crucial for staying productive in a fast-paced world.

Time Management in the Office vs. a Remote Location

While the core principles of time management remain the same, managing time in an office environment can differ significantly from managing time in a remote location.

An office provides a structured environment with an established daily schedule including fixed start and end times. Work and personal space are physically separated, making it easier to focus on tasks.

It also provides more social opportunities with colleagues, such as welcome breaks or reminders to stay on task. Conversely, however, they can also mean distractions or background noise.

On the other hand, working remotely introduces a more flexible schedule which can be both a benefit and a challenge. It becomes essential to set a personal routine that works.

Since there is no physical separation between work and personal space, chores, family members, or pets can be distractions. Working without colleagues, however, leads to feelings of isolation and a lack of motivation.

The key differences are in structure, boundaries, distractions, and sources of interaction. The bottom line is that remote work requires more self-discipline, the need to set limits, and the ability to stay engaged.

Since 2018, we have been in a home in Viewpoint Golf Resort.  I was recruited to write for an online travel magazine that targeted the 55+ community. During this time, I also published a second book.

With my established routine, I could work four to six hours daily. I make all our meals, which are sacred times with my husband. My work is carved out of the hours after breakfast, say 7 a.m., until 10 a.m., when I prepare our lunch. The time after lunch,  about 1 pm until 4 p.m., is another block.   

I have an office but spend most of my time in the sunroom. It is sunshiny and looks out to the patio of many yellow flowers. As designed, it is distinctly separate from the rest of the house. My husband knocks when he wants to talk!

The magazine seamlessly integrates everyone’s tasks with an Atlassian platform called Trello. This was how I interacted with the editors, administrators, other content specialists, the financial team, and others,  efficiently connecting all of us from different parts of the world.  

Combining Vacation Time with Productive Time

Before we settled in Viewpoint, my husband and I RVed full-time around North America for eight years. I turned some of this recreation time to work, producing a blog and publishing a book.

My second daughter, SVP of Eco Canada, an environmental think tank, demonstrates a better example. When she visits us with her family, she mixes work and vacation time, calling it a “workcation.”  

She establishes specific work hours in the guest bedroom. She uses technology to stay connected with her team and clients. They are informed about her limited availability and that response times could be delayed.

It's essential to be mindful of the potential challenges. Relying heavily on technology can create difficulties in an unfamiliar remote environment (which is not the case when my family visits us at our Viewpoint home).

The secret is she brings only prioritized tasks. Those are essential tasks that require immediate attention, the upper right quadrant of the Eisenhower Matrix. All other tasks are postponed until she returns. 

A "workcation" offers a change of scenery that can help reduce stress and improve focus. This can lead to increased creativity and productivity and a better work-life balance. You can use ordinary downtime to explore your destination and visit with family. 

Classic time management principles and new tools and approaches can improve life in today's environment, including working remotely and combining vacation time with work. There are plenty to choose from so you can find those that work best for you.