A Time Audit: chart energy levels with a time log

Many time management resources suggest using a time chart or log as a starting point to see how you are actually using your time as opposed to how you think you are using your time.

Benefits

  • Pinpoint when and how time is wasted
  • Determine your peak energy levels
  • Calculate the gap between what you believe is important & how you invest your time
  • Easily see areas to improve
  • Allows you to measure progress with a periodic check

Overcome resistance with curiosity

I know, right? A time audit kind of sounds like a tedious task. Despite knowing all the benefits, it was hard to get excited about adding this to my list of things to do until I saw this chart with the daily routines of famous creative people from Podio. It sparked my curiosity to see how my daily routine compared. I quickly saw that I was taking too long to get going in the morning, and failing to use my most productive time for important tasks.

DailyRoutines

So how does your day compare?

PodioTracker

Use the Podio Tracker (pdf) to track your time use and compare it to the daily routines of Creative People chart above. This one includes a chronodex to color in from artist Kate Smith.

TimeLog

A Vertical Time Log (pdf) allows 1/2 hour increments

Does the idea of a routine sound boring as well? The most productive people follow a routine to make the most of their time. A flexible routine automates tasks to free attention for more important matters.

More Tools

Another way to look at it is Creative Routines from Infowetrust.com. The Muse provides a form to track your time use in this circular manner.

Paper Forms

Excel Options

Apps and software:

More Stuff

Chart Energy Levels

Our high energy time should be used for high priority tasks and projects that require creativity and thought. Notice patterns for physical and mental energy and how it varies throughout the day and week. Use this information when scheduling activities. Another way to look at your energy use is the Energy Level Gauge tool at How Are Your Energy Levels. It is an easy way to see which of twelve life areas need more attention.

Time and energy are limited resources. The opportunity to use today well is good only for 24 hours. Make the most of them!

Additional Reading: Activity Logs at Mind Tools, Time Logging from Right Attitudes,  Understanding Your Personal Energy Cycle by Laura Stack.

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Posted in productivity

Camp Wood

I was sixteen the summer I became a dishwasher at Camp Wood. I did not write much that summer, I was too busy living. It was only afterward that I longed to put it on paper, to try to hold on to the beauty before it slipped away into the detritus of ordinary life. I am in algebra class but in my memories I’m also far away, falling through the air after running off a cliff. I hit the cold water and fall through it too. Then I surface, thrilling to the fear, the smart of the impact, the coldness, and the pure audacity I possess. It’s something like love; a feeling so great, so important, you can never forget it. Yes, I’ll always remember the first time I saw the camp as it overflowed with beauty.

CWLake1

Green sloping hills and far horizons surround it. A steep rocky path leads from our cabin on top of a hill down to a lake with an island in the middle of it.

My friend Monica and I are the first of the employees to arrive, but are soon joined by others to fill more positions. After our work is done we swim to the floating dock and lay in the sun, or go and play with a new litter of kittens. Sometimes we play tennis or cards, watch fantastic sunsets and late night television movies. We have pillow fights, and listen to records as we go to sleep. There are skit nights, cookouts, sing-a-longs, jokes, counselor hunts, piggyback rides, shaving cream fights, watermelon feeds, and moonwalk jumps. I ride a horse across the rolling hills to round-up cattle.

One deserted weekend, Monica and I clean a long row of windows, then paint the dock green. When we get hot we jump off into the lake to cool off. Afterwards, I hike alone to Lookout Hill and look back at the camp as I rest, drinking in the beauty of the place.

Camp Wood sometimes seems so far away. I left with great reluctance, but summer must end. Look in a newspaper and you will see pain. But look inside yourself and you will see a camp with green sloping hills and far horizons full of laughter and joy. As time goes by I sometimes wonder if I imagined it all. But even so I never stop hoping I will find Camp Wood again.

Posted in personal development

Just Do It Now!

When I shared the list of time management and productivity blogs that I review daily with a co-worker, he made a joking remark about how it was much more fun to read about than to do it! There’s a lot of truth to that…if instead of reading about it I just got up out of my chair and did it, how organized would I be?!

Posted in productivity

Being who we are and loving

A convergance of several experiences have led me to reflect again about the difficulties of love and relationships. Dr Robin L Smith spoke about her new book “Lies at the Altar” on Oprah, describing how women often lose themselves in marriage. Then I watched the movie “Shopgirl” and was profoundly affected by it. Combine that with a scene from the movie “Casanova” where Francesca says: “Oh give me a man who is man enough to give himself just to the woman who is worth him. If that woman were me I would love him alone and forever.” And you have a recipe for some deep thoughts.

Mirabelle is the shopgirl who first hooks up with the clueless and quirky Jeremy, then is courted by a much older and richer man. Despite the warnings of Ray Porter (played by Steve Martin) that she is not to expect commitment, she falls in love with him. While gracious and generous with money, which is easy for him, he is not able to give of his heart. Eventually she realizes that he will never be capable of loving her. Meanwhile Jeremy has been working on self-improvement and has made changes that make him a better companion. His warm and appealing character shines through now that he is no longer so clueless about relationships.

The moment that affected me so deeply comes at the end of the movie when Ray runs into Mirabelle. “I did love you,” he tells her, when he so clearly didn’t. He probably believed that he did, even as he was not capable of it. He was as clueless about love as Jeremy previously was about relationships. We do not know why Ray is this way, but we do know he is not likely to change. To respond to being hurt by shutting ourselves off from sharing love is to ultimately hurt ourselves, depriving ourselves of the human experience.

Posted in love & relationships, personal development

The most beautiful spot in the garden

Much of my time has been spent doing yardwork lately. It’s a good to way to connect with nature and recharge emotionally, although it can be demanding physically! I once read that to be a good gardener, you have to hate the weeds as much as you love the flowers. It’s so important to remove the weeds for the remaining plants to have the room to grow.

Posted in personal development

Organizing Photos

I've never been that great a photographer, which is why a digital camera is so appealing to me. If I take a terrible photo, I'm not wasting film! A simple press of the button and it's gone. It's wonderful to be able to save photos digitally. However, even though I don't take great quantities of pictures, it is still a challenge to keep them organized.

Since different cameras and computers come with different programs for handling photos, everyone has to figure this out on an individual basis. But one thing I've learned could be universally helpful, and that is to immediately take the time to name each photo when you have downloaded them. Otherwise, the random numbers that are generated are no help in locating the one you are looking for at a later time. They can quickly become overwhelming.

It's a good idea to set up logical folders for each vacation or holiday, family and friends, etc. and take the time to back up files or archive them by burning a CD. Time spent in learning about digital photography is an investment that will pay off.

Posted in information management, productivity

Learning Effectiveness

There are opportunities for learning all around us, but recently I’ve attended many wonderful programs at library conferences. They’ve really got me thinking, but they say the best way to learn something is by teaching it, and there is certainly truth in that too.

One of the programs was “How to Be Effective in Your Organization” by Nancy Bolt. A version of the program is available on her website at http://www.nancyboltassociates.com/workshops/organizational_effectiveness.htm

The presenter included a few quick exercises. One was to think of a project we had been nervous about that turned out successfully, and what we learned from that. Another was to think about our skills five years ago, and what we have learned since then. Re-evaluate an idea you have considered in the past and didn’t try. Why didn’t you and would it work now?

She asked questions to involve the audience, like “why don’t people take risks?” She asked the group to offer examples of stories. She talked about behavior that is not effective, like avoiding issues, whining and complaining.

To be effective in your organization, know what you think and say what you mean. Be willing to ask for what you want while describing the benefits to others. Ask questions to increase your understanding and encourage discussion. Meet the boss regularly with a bulleted list of ideas, questions and concerns, problems and possible solutions.

Observe, check what you think you see, and provide positive feedback. Get the most out of meetings you attend by contributing and showing interest. If you volunteer to take notes you can include the points you want to make. If you don’t want anything to get done, neglect to ask “who will do what by when?” Do what you are best at, and be the change you want to see.

I’ve learned that an effective teacher asks the questions that will lead to a synergy of sharing and discussion. More learning takes place when we come up with answers ourselves than it does if someone simply hands us information. And it’s more fun too!

Here are some ideas from the time management program at the library on Monday: Use different colored markers to highlight priorities on calendars. Set up folders and filters to sort email. Cook ahead for the week. Put on upbeat music. Use checklists for repeating tasks. Keep paper and pen handy to take notes. Learn to relax and have fun.

Many of us struggle with setting priorities to handle too many to-dos. Life now offers an overflowing smorgasbord of choices from television channels to varieties of pop that can be overwhelming at times.

Posted in personal development, productivity, work skills

Learning

What I’ve learned this week:

I learned about a neat website called crosswalk.com. It’s neat for a lot of reasons, but especially for the Bible search tool.

I’ve been trying to decide what I want to learn more about. Do I want to learn a new language? Or learn how to play the piano? There are free lessons at PianoNanny.com! Life’s all about learning, isn’t it?! Learn what you’re learning style is, and begin a learning journal.

I’ve been reading a book called “Bird by Bird” by Anne Lamott. The author shares her advice about writing, something I’m definitely interested in learning more about! Becoming a writer, she says, is about becoming conscious. Writing and reading deepen and widen and expand our sense of life: they feed the soul. Oh, yeah, that’s what I want! At times it’s easier for me to figure out what I don’t want than what I do want. It feels great the other way around. 🙂

Posted in personal development

two ways to die, two ways to live

I watched the movie “Assault on Precinct 13” last night. When things get dicey, criminal kingpin Bishop tells Sergeant Jake Roenick that he’s seen many people die, and there are two ways to do it: with self-pity or without it.

I guess there’s two ways to live too.

It reminds me of the quote from “The Shawshank Redempetion”-get busy living, or get busy dying.

Posted in personal development

A Psalm of Life by Henry Wadsworth Longfellow

TELL me not, in mournful numbers,
Life is but an empty dream ! —
For the soul is dead that slumbers,
And things are not what they seem.

Life is real ! Life is earnest!
And the grave is not its goal ;
Dust thou art, to dust returnest,
Was not spoken of the soul.

Not enjoyment, and not sorrow,
Is our destined end or way ;
But to act, that each to-morrow
Find us farther than to-day.

Art is long, and Time is fleeting,
And our hearts, though stout and brave,
Still, like muffled drums, are beating
Funeral marches to the grave.

In the world’s broad field of battle,
In the bivouac of Life,
Be not like dumb, driven cattle !
Be a hero in the strife !

Trust no Future, howe’er pleasant !
Let the dead Past bury its dead !
Act,— act in the living Present !
Heart within, and God o’erhead !

Lives of great men all remind us
We can make our lives sublime,
And, departing, leave behind us
Footprints on the sands of time ;

Footprints, that perhaps another,
Sailing o’er life’s solemn main,
A forlorn and shipwrecked brother,
Seeing, shall take heart again.

Let us, then, be up and doing,
With a heart for any fate ;
Still achieving, still pursuing,
Learn to labor and to wait.

Posted in personal development
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