12 time management mistakes that set you up for failure

Time management is all the rage these days, and it’s easy to understand why. Most people, particularly small business owners and entrepreneurs, are working themselves to the bone. But according to statistics, this is translating into huge amounts of unpaid overtime – and even burnout – for Aussie workers.

It’s been found that 70 per cent of us work beyond ‘office hours’ and into the weekends. The figures translate into an annual average of 240 hours of unpaid overtime per year per worker across all forms of employment. Based on a standard 38-hour work week, it’s the equivalent of more than six weeks of unpaid work per worker per year.

We’re working from bed, while eating dinner and when on vacation. This hurts our relationships, health and productivity.

It’s not shocking that we seek out as much time management advice as possible. Unfortunately, much of this information is so unhelpful it is setting you up for failure.

12 time management mistakes you might be making

There are lots of things that cause our time management to go out the window, so here are 12 of the most common mistakes soloists and small business owners make, and the solutions to help you manage your time better.

1. You think there isn’t enough time

We’ve all been guilty of believing there is not enough time. We look at our to-do lists or calendar and get overwhelmed. “If I only I had more time today I could get all of this done.”

We all have the same 24 hours in a day. Some people can get the most out of this limited amount of time because they’ve admitted there’s a problem and did something about it.

The solution:

Complaining that you don’t have enough time isn’t going to magically grant you any more time. It may make you feel better, but only momentarily. It’s not getting to the root problem, which may be that you’re lousy at time management.

To start making changes, admit to yourself that there is enough time – you just don’t know how to get the most out of it. Now, you can start improving your time management.

2. Believing that there’s a one-size-fits-all solution

You’ve admitted there’s a problem and you’re scouring the internet for advice. You should feel good that you took this first step. It will only take you reading two or three posts to realise that there isn’t such as thing as a one-size-fits-all solution.

Ana Cecilia Calle, a Ph.D. student in Austin, Texas, discovered this great truth when reading about time-management tools that offered “this promise that you would gain certain control over your life,” she told the BBC. “But whatever you start doing, it works for a while, and then it stops working.”

The reason? Most of these tools were built by developers who wanted to solve their own time management problems – which means they may not be valid for all of us.

The solution:

Instead of relying on a tool with all the bells and whistles, find out where you’re struggling and what’s essential for you.

For example, if scheduling is taking you away from product development, then you could use a scheduling tool like Calendar that uses machine learning to automate most of your scheduling needs. If you’re wasting too much time on email, then consider using a tool like SaneBox to help tame your inbox.

This advice may not be the most thrilling answer, but when you identify your problem areas and priorities, you can find the best solution that works for you.

3. Failing to distinguish between being busy and productive

Here’s another time management trap we fall into: believing that just because you’re busy means that you’re productive. That’s great that you cleaned out your inbox and spent some time connecting with customers on social media for the last couple of hours. But, was that the best use of your time at the moment?

I honestly believe that this concept of ‘busy vs. productive’ is something a lot of people struggle with.

The solution:

Here’s how you can be productive instead of just busy:

• Identify what is both important and necessary, as opposed to focusing on something that can wait.
• Implement an organisational strategy. For example, every night I have a routine where I lay out my clothes, list my three most important tasks, review my schedule, and make sure I have all my gear for tomorrow. A little prep the night before ensures I have a smooth and productive day.
• Eliminate distractions, like email and text messages.
• Don’t worry about being perfect.
• Only say ‘yes’ to time requests that serve a purpose.
• Be willing to make certain sacrifices, like quitting an organisation that is no longer beneficial.
• Surround yourself with other productive people.
• Weigh the pros and cons before jumping on a trend.
• Be honest about your progress.

4. Thinking you’ll have less anxiety if you follow a certain system

It’s true that when you properly manage your time, you can alleviate some stress. However, depending on the time management system you choose, make sure that your system doesn’t add to your stress.

Take the favourite Getting Things Done method. This system requires five steps: capture, clarify, organise, reflect and engage in everything you have to do. This includes phone calls, emails, meetings, shopping and the projects you have to do around the house. For some, this is going to cause anxiety and overwhelm.

The solution:

Time management is only useful when you’re aware of your limitations and don’t let the system dictate your entire life and add to your anxiety over struggling to find the time. In other words, when you don’t tread lightly (especially at first), time management can add more stress to your life.

Recognising this is the first step to finding a time management system that works best for you and your needs.

5. Miscalculating the time needed for specific tasks

Let’s say that you want to write a blog post for your website. You block out an hour for this task. You end up spending two hours – and suddenly your entire schedule is out of whack.

Indeed, there is a truth that when you set a time limit on certain things that have to be done, this can motivate you to get get them down within that period. However, sometimes it’s just not possible, and you have underestimated the actual time this task takes you to complete.

The solution:

The best course of action is to track your time for a couple of weeks. You can manually do this by jotting down your daily activities in a notebook and calculating how long each will take and see if you are realistic.

You can also use time-tracking software like Toggl or RescueTime. By having a more accurate idea of how you’re spending your days, you can dedicate the right amount of time to specific activities.

6. Focusing on time management, instead of task management

Task management is more effective than time management because tasks come with clear limits which make them easier to manage. You know when you’ve started work on a project – and you know when you’ve completed the job. It’s one limited thing at a time.

“Task management is the process of managing a task through different stages: planning, development and completion,” writes Laura Sima in the Teamweek Journal. “It works both on an individual and on a group level by getting people to accomplish their goals.

The concept of time is quite loosely defined, so a task management approach can help you be more specific with your time.

The solution:

“Effective task management involves all the steps from planning to setting a priority – including status, outlining the necessary resources for completion, notifications and observation,” adds Sima. “Tools like online calendars, workflow software and project management software will help you outline different projects, tasks and clear statuses from all of them.”

7. Always grabbing the low hanging fruit

You just got settled into work for the day and are ready to tackle your to-do list. With which items are you going to focus on to kick things off for the day? You’ll probably pick the easiest, least time-consuming job – or an essential item. If you’re able to knock off ten things from your list, you’ll feel as if you’re having a good day.

Remember that whole idea behind being busy and productive? Just because you get a bunch done doesn’t mean your time was well spent, or focused where you would be making the best progress.

The solution:

To use your time more effectively, don’t pick the low-hanging fruit – meaning the easiest tasks. Devote your energy to your most important priorities – and know which work will provide you with the most production.

Find a way to have menial tasks either automated, delegated, or saved to do during your energy lulls.

8. Thinking that getting up earlier will give you more time

Many people suggest that in order to improve your time management you have to wake up early. I’ve personally found waking up early to be the most productive time for me. But that doesn’t work for everyone, especially night owls.

The solution:

If you get up early, you can’t stay up all night. You have to have a bedtime schedule and stick with the routine.

If you’re not a morning person, then don’t force yourself to change. Nobody can work effectively with an overtired brain. Instead, base your schedule around your specific circadian rhythm. Simply put, work when you feel most attentive and alert for maximum productivity.

9. Thinking you’ll reduce your workload

It’s easy to think that if you just manage your days properly, then you won’t have such a heavy workload. Sadly, this isn’t the truth. According to Parkinson’s Law, if we have availability in our schedule, then we’re going to fill it up.

You may have cranked out your most important tasks for the day, but now it’s highly likely you’re just going to add even more items to your calendar or to do list so that there aren’t any blank spaces.

The solution:

Remember, when it comes to productivity, follow the 80/20 productivity rule which states that 80 per cent of your results come from 20 per cent of your efforts. Instead of loading up on even more work, use those open slots to meditate, daydream or add flexibility to your schedule.

A relaxed and calm mind is a productive mind.

10. Getting everything done in the shortest amount of time possible

Remember that Aesop fable, The Tortoise and the Hare? The same idea applies to time management; slow and steady wins the race.

There’s a misconception that if you get as much work done as quickly as possible, you’ll be more effective and productive. This notion that you’ve done more only works temporarily before you burn yourself out.

The solution:

Even machines need to be shut down and rebooted occasionally. Working through lunch, putting in 60-hour work weeks, and never taking a vacation will only go so far.

You need to pace yourself and take breaks to rest and recharge to avoid burnout.

11. Thinking that downtime is a waste of your time

The other day it was beautiful outside. It was one of those days with bright sunshine and clear blue skies. The last thing I wanted to do was stay stuck inside. So I took a 30-minute walk.

I felt guilty at first. However, when I returned, I was more focused and ready to get back to work.

The solution:

What I’m saying is that it’s okay to ‘waste’ time now and then. That doesn’t mean binge-watching Netflix all day instead of working. But rather than working all day without reprieve, take some time to read, listen to a podcast, exercise, or catch-up with an old friend or colleague.

It may sound counterproductive. But the truth is, ‘wasting’ time – which is really allowing yourself some downtime – can be an asset preventing burnout. You’ll unwind, it’ll spark creativity, and give you a chance to reevaluate your priorities.

12. Not taking control of your life

Finally, you need to start saying ‘no’ more often. If you say ‘yes’ to every request of your time you’re not only spreading yourself too thin, you’re also allowing other people’s priorities to get ahead of your own.

The solution:

Instead of letting others control your life, take over the reins.

Set boundaries on when it’s time to work and when it’s not. Only help others when you have the availability. Accept meetings when they have a purpose. And if you already have plans, don’t try to commit to something else in addition to what’s already in your calendar.

This set of suggestions is the key to time management. Knowing when to accept and deny new projects, clients, appointments and social functions, and ensuring adequate downtime in between the stressors of the working day, will be essential to helping you feel like there are – finally – enough hours in the day.

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This article was originally published in November 2019.

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