Organic Time Management Strategies

When we manage our time well, our strategies can be a fluid, organic, structure that supports our growth and well-being.

This allows us to focus more of our precious time and energy on the tasks that relate to our greater ideals and life vision.  Without some kind of system, some way to define how we spend our energy and time, it is easy to get sucked into lots of “busy” without a lot of forward movement towards our larger goals in life.

I’ve talked before about the best way to stay focused and get stuff done — but when there is so much going on and so many priorities competing for out attention, it is easy to feel overwhelmed by the daunting amount of stuff we have to keep up with. It’s essential to have a system – strategies that you can commit to, that keep you moving in the right direction.

My own system for managing time has evolved over time (as most things do) and is heavily influenced by David Allen, my meditation practice, and my inherent proclivity to let each experience teach me – to help me grow and be better the next time around.

The reason I refer to my system as organic is, yes, it provides structure, but I don’t feel beholden to the structure for structure’s sake.  The system that I use feels fluid and soft – it supports me and keeps my energy moving toward the “important stuff” in my life.  It doesn’t feel rigid — in large part because if I stray from my systems, or I find that I am not getting the stuff done I want to be getting done, I view it as an opportunity to take a closer look at what’s going on and dig a little deeper.

In other words, I’m not perfect all the time and I don’t sweat it when I go off the path… but this is what it looks like.

• Cultivate awareness:   Awareness is the foundation of success in everything.  Awareness allows me to be mindful of what I’m trying to accomplish.  By being aware of the grander vision I have for my life and having a structure that allows me to stay in touch with that, I am bringing a level of awareness and mindfulness to my daily life that helps me stay focused and also to know when it’s time to back off and take a break. Cultivating awareness has increased my level of discernment when deciding whether to take something on.  “No” is your ally when you want to manage your time – there are lots of great projects, ideas, and causes in the world.  Awareness and discernment help you to choose wisely and choose the things that are most in line with your greater intentions for your life.

• Keep great lists, aka: a second brain: This concept from David Allen saved my life after having a baby and my memory vanished.  Keeping really thorough lists of EVERYTHING that is floating around in the brain is amazing for increasing focus (as David Allen puts it, it’s a trusted, “second brain” that frees up your processing and cognition for actually getting stuff done). It happens all the time when we are working (if you don’t have a good system to handle it), “OH, I can’t forget to pick up the drycleaning.” “Crap, I need to make cupcakes for all the kid in my daughter’s class.” “Oooh, I need to call my web designer about the new logo.”  It goes on and on.  I keep lists on 3×5 cards,  with my next action list (the very next step I need to take on any given project) being my most important.

• Set MIT’s each and every day: MIT’s = Most Important Tasks.  Each and every day, ESPECIALLY when you have a zillion balls in the air (I’m thinking of the moms I know who are entrepreneurs) it is really sweet to set your most important tasks each day.  My caveat is that one of those MIT’s MUST relate to taking care of YOU – a run, a yoga class, sitting to meditate, lunch with a friend, a session with your coach.  At least one thing that supports YOU.  I first heard about MIT’s over at Goddess Lionie and adopted it immediately.  When kids get sick and stuff comes up, it’s great to be able to focus only on accomplishing three things that are a top priority and not feel like a failure for missing the 10 other errands or tasks that you had on your list.

• Take organic, inspired action: When you are aware and using discernment to decide what to spend your time and energy on, as well as keeping great lists, it becomes much easier to simply take a look at those lists and know what needs to be done next.  This sounds vague and sort of woo-woo, but the fact is, when our minds are cleared of random clutter and we have a greater vision and intention for our lives, we can look at your lists and the best next action will be apparent.  You know where you are and where you are going.  But if it doesn’t seem clear a good question to ask is, “What is most important right now?” or “What choice will maintain my sanity?” The answer might be a nap – be open to that.

• Review and refine: This is possibly the most critical aspect of managing time organically – putting time on your schedule to review and refine each week.  Every Sunday I spend about an hour acknowledging my successes in the previous week, updating my lists, getting everything out of my head that may have accumulated (if I didn’t do it in the moment), looking at my calendar, and evaluating if what is on my lists is reflective of where I’m going.   This a good time for inquiry as well, especially if I didn’t spend my energy where I wanted to.  This is an opportunity to get to know yourself – be gentle and ask some good questions:  “Am I trying to do to much?” “What things really zap my time that I can  let go of?” “Am I spending my energy where I really want to?” “Am I making enough time for myself and my family?”

Do you have a time management system, or not?  What works for you?  Does any of this sound appealing?  Try to implement one new way to support yourself in spending your time where you really want to spend it.  Let it feel fluid and organic and see where it takes you.

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