We are a several months into 2018 and for most of us, the resolutions and goals that we made at the beginning of the year have faded as time has gone by and the speed of daily life has picked up. Spring is in the air and we are ready to get outside to play again. So how do we make sure we don’t lose those resolutions and goals we had at the beginning of the year? We must intentionally plan them!
To make an intentional plan, start by managing your time and energy wisely. Whether it is your business plan to develop growth this year, your goal to create a work-life balance, or just wanting to be more productive so you can fit it all in, every resolution or goal requires time and attention to achieve what you want. Here are four key strategies to focus your time and intentionally plan to achieve your goals.
To be optimally productive, you need to know how you function throughout the day. Are you a morning person? Do you work better after lunch? Do you have enough energy to make it through your whole day? Are you constantly distracted or do you focus on one task at a time? To figure out how you are doing, keep a time log for one week. Break up each day into 30 minute chunks and write down exactly what you did during that time. Also note how you are feeling – if you are hungry, tired, energized, etc. At the end of the week, review your log to find patterns in your day. Find your peaks and valleys in energy levels so you know how your energy flows throughout the day. Energy levels are never consistent no matter how much coffee you drink! See when you feel the best and when you feel the most sluggish. What are you doing at those times? What do you do to boost your energy when it is dipping? Are you taking beneficial breaks during the day? Working non-stop or longer hours is actually counter-productive; the same with constant distractions. Do you check your inbox or social media accounts as soon as you hear that ding? Where are you losing time that could be spent more productively? Also note your outlook throughout the day. Identify triggers for positive feelings as well as what triggers negative thinking. Knowing how you feel in different situations will allow you to plan for those stressful situations or negative experiences. The more positive you can be throughout the day or the better you handle the tough times, the more effective you will be.
Review your lifestyle habits. Do you spend time taking care of yourself? Do you exercise regularly? Are you taking the time to eat three balanced meals a day somewhere other than at your desk (if you skip breakfast you should read this blog my colleague wrote)? Are you getting enough sleep at night? All these details determine how much energy you will have each day. Finally, are you devoting time to what matters most? How is the balance in your life? Do you make time for family, friends, and vacations? Are you taking steps each day to accomplish your goals or are you getting stuck on the same routine tasks every day?
Now that you see how productive you are during the day and how your time is really being spent, you can begin to make plans to increase productivity and take steps toward those bigger goals and resolutions. Start with the big picture and map out your career or create a long-term plan for your business. Where do you want to be in 10 years? What steps do you need to take to get there? How do the goals or resolutions made this year fit into this bigger picture? Set a realistic timetable for this map and then use it to drive your short-term plans.
Next, map out this year by creating a master list or calendar of all events, recurring tasks, and deadlines you must meet. Schedule in those steps you need to take to reach your long-term goals and this year’s resolutions. A wall calendar is a great way to see the full year at a glance. You will be able to see when you are going to be busiest so you can plan accordingly, when you have set unrealistic deadlines, and what is missing from the big picture for the year. This will help you see how the year is going to work out and if your plan is manageable. If it isn’t, shift what you can from the really busy times to slower times so you are not overwhelmed. Make sure you are including all areas of life so you feel balanced and fulfilled. Intentionally plot out how you want the year to go.
Once your year is mapped out, focus on your everyday schedule. Find the scheduling tool that works best for you, whether it is an organizational app, an online calendar, or a paper planner. Get something that is easy for you so you will use it every day. Use your time log to effectively schedule out your standard day. What time of day do you have the most energy to focus on your biggest or most complex tasks? Schedule those times first. When do you have the best energy for working face-to-face? Set aside those times for meetings. Then establish specific times for basic, recurring tasks like answering emails and returning phone calls so you are not distracted with these smaller tasks while working on bigger tasks. Constantly switching tasks or trying to multitask actually makes you much less efficient as it takes time for your brain to switch gears to each new task. If you turn off your phone, close your email, silence social media notifications, you will be able to focus on the task at hand and save your full attention for those things when it is their time. Just as important is planning breaks into your day. It can be a short walk outside or five minutes every hour to close your eyes and relax. Even if you don’t feel like you have time to spare, you will be more productive and accomplish more if you take breaks.
Plan your time outside of work as well. Plan to exercise and eat healthy meals. Think about how much family time or social time you need in your day to balance out your work schedule. Make sure to leave time to do at least one thing you really enjoy every day. You are more likely to do those things when they are scheduled out and they will help fuel positive energy that will keep you going. Importantly, leave time slots unscheduled for the unforeseen events or last minute tasks that inevitably pop-up.
At the end of each day, look over your task list and cross off items that are done for a nice sense of accomplishment. Move tasks that are not complete to another day. Note how you used your time and how you can be more effective in the future. Always prepare for the next day. Review what is on your calendar and task list at the end of each day and make a game plan for tomorrow. If your energy levels match, work on the most important or challenging tasks first and save checking emails or returning calls until later. This will help you feel more productive right from the start of the day and keep you moving in a positive direction during the day.
This whole process takes time. However, it will allow you to use your time each day effectively and manage your energy efficiently so you can be as productive as possible in all areas of your life. Intentionally planning your hours, days, and year will ensure you are accomplishing those goals you set at the beginning of the year and those that you create for your long-term future.
About the author:
Genevieve Kulaski grew-up in Missoula as a true Montana kid, camping all summer and skiing all winter. Wanting to see the world, she took off after high school. She started out exploring Colorado while attending CU Boulder, studied abroad in Russia, and then continued her travels while serving in the Air Force after college graduation. She landed in Washington D.C., but only for a short while, because she met her Montana cowboy who convinced her to move back home. There is truly no place like home! They spent a few years in Bozeman where Genevieve worked as a destination management specialist helping groups explore the beauty and unique experiences the Greater Yellowstone Area has to offer. They are now raising their three kids on the family ranch outside of Philipsburg and Genevieve continues to explore the state for those can’t-miss experiences. Genevieve loves sharing her home state with visitors and putting together one-of-a-kind Montana events that leave everyone with memories to last a lifetime.
