Three Ways to Prioritize Your Time
Let’s face it, we all procrastinate to some extent. The question of “to what extent” is what really separates us from one another, and separates the chronically late from the simply ill-prepared. I’m going to introduce you to three tools that moved me from the former category firmly into the latter.
The first is a physical and analog tool. This, my friends, is called a Bullet Journal. I know, I know. It’s the information age, the digital age, the time of miracles and wonder. An age that requires us to be nimble and to move quickly. Our brains, however, haven’t always caught up with that age. We’re still wired to work in an analog setting. The Bullet Journal, developed by a clever young man named Ryder Carrol, works to blend the two.
It has been scientifically proven that writing things out in longhand keeps them in our memory longer. At its simplest and most effective, the Bullet Journal consists of only three things: A number to every page, a topic to every page, and bullet points on every page.
As an example, take a look at these two pages, 114-115. This is where I keep track of restaurants I want to try and movies I want to watch, or have watched. You’ll note that each starts with a bullet point, maybe a brief description. At the bottom of the movies page, there’s a variance – having watched the Coen Brothers’ HAIL, CAESAR, I made an X through the bullet point and provided my personal 3-star rating. It was a good film, but not their best work. Similarly, under Restaurants, I’ve crossed out Trencherman, which sadly closed before I was able to enjoy their fare.
The page numbers allow me to create a quick index at the front of the journal. You can see how this system lets me take casual, one-off thoughts or comments and log them to remember later, when I’m actually looking for something to do. I find recommendations online or on television, and jot them down in the journal so I don’t have to remember them any longer.
The second tool is called the Eisenhower Matrix. Named after President Dwight D. Eisenhower, this is the tool that really changed the way I spend my days and weeks. He had a great quote – “What is urgent is rarely important, and what is important is rarely urgent.”
As such, the matrix consists of four quadrants: Important and Urgent, Important and Not Urgent, Urgent but Not Important, and Neither Urgent nor Important. Examples of those four might be tax deadlines, physical exercise or study, assisting co-workers with their deadlines, and – at least in my case – scrolling endlessly through social media.
It’s a funny thing about our modern age that we spend most of our lives in the third quadrant, taking care of things that are Urgent – usually for someone else – but not truly important to us.
Eisenhower recommended that you Do everything in the first quadrant as soon as possible. That you Devote the majority of your free time to the second quadrant. That you Delegate or Decline to accept items in the third quadrant. And that you Delete items in the fourth quadrant.
I found that tracking these in my BuJo – and not even marking down the fourth quadrant – truly helped me begin focusing my time and energy where it was most important.
The third and final item that helped me with time management is called the Pomodoro Technique. Francesco Cirillo developed this in the eighties. The idea is that you can usually focus on ANYTHING for twenty minutes’ time. Therefore, when you begin a difficult task, you set a timer for 20 minutes. When that timer goes off, you ask yourself, do I need a break? If so, you take five minutes to stretch, check Facebook, or do other things Eisenhower would put in his fourth quadrant – then get back to another 20-minute block of work.
These three techniques have changed me from a full-blown procrastinator to a largely functional member of adult society. In fact, not too long ago, one of my mentors commented on the fact that he didn’t believe I’d ever been a procrastinator; because it seemed like I was always busy doing something different. I had to tell him, “Well, that’s the one great part about being a procrastinator. I can’t get bored – I’m just doing the things that were due in January!”