I mention this only because too often, when we set aside time to do a task, such as changing the smoke detector batteries, we only set aside the time for the task itself, not the preparation and cleanup. Not accounting for the before-and-after portions of the task puts the rest of your list at risk

Time is the single most valuable resource.

Unlike most resources, time can’t be saved for later, replenished when it’s gone, or replaced when it’s wasted. Almost everything we value, our careers, relationships, health, hobbies, and even sleep requires some portion of the same finite supply. Time is the resource. Minutes are the currency. The What competes for that currency. The Self decides how to spend it.

I would like to begin this series by defining three terms that will appear throughout it: the What, the Self, and the When. The What encompasses everything we do or should be doing. Self is the individual human element—how we review, interpret, prioritize, and ultimately choose to perform those tasks. This includes decisions about the quality and quantity of our work. When represents the finite hours available to us. I should also mention that in some discussions, time, task, and self-management may be considered independent of each other; however, in my opinion, when considering what needs to be done, how we choose to do it, and when it gets done, they can’t be separated. These elements are the three legs of the same stool.

Time Management as a Process

In my opinion, the first step in developing a good time and task management system is to understand your workflow, determine your priorities, and then decide what you’re not going to do. It’s been my experience that making a list of things to do is easy; it’s the list of things I wasn’t going to do that was hard. As I write this article, I’m reminded of a time when I was shopping for a new mattress. I remember commenting on the mattress’s price, to which the salesman replied, “A good mattress will last you 10 years. When you divide the cost of the mattress over ten years, the real cost is only pennies a day.”  I remember thinking, “Everything in my life costs pennies; the trouble is I only have so many pennies.”  That conversation stuck with me for years, and I found it relevant as I reflect on my time management system. At the end of the day, there are only 1,440 minutes in a day, and even though something only takes a few minutes, all the individual minutes can really start to add up.

Personal Story. Early in my career, as my roles and responsibilities grew, so did the number of competing demands on my time and attention. Until this stage of my career, I was able to manage my time and tasks using a simple 3×5 card system. If I needed to do something, I wrote it down on a 3×5 card and crossed it off when I completed the task. No matter where I was, you would find me with a pen and a pack of 3×5 cards. However, I began to notice that I was routinely not getting everything done. I also noticed a direct correlation between my stress levels and the number of tasks I was supposed to accomplish each day.

The 3×5 cards had been both efficient and effective for me—so much so that they helped me get promoted. But as my roles and responsibilities changed, so did the volume, complexity, and ways I received tasks. In other words, my workflow had changed, but my system had not. I’m reminded of the title of Marshall Goldsmith’s book, What Got You Here Won’t Get You There. Having been trained in workflow and process improvement techniques, I decided to apply those same principles to my time and task management. As I analyzed my system, I noticed it no longer aligned with how I was receiving and managing tasks. My time and task management system had to evolve.

Is the system managing me, or am I managing the system?

The best systems take into account how you receive tasks, how you think and process information, and how you produce work. For example, if you find that most of your To-Do List comes to you verbally, a handwritten system may likely benefit you. Alternatively, if you find that much of your To-Do-List comes to you digitally, a digital To-Do List will most likely benefit you, or, if you’re like most people, a combination of the two.

 Workflow as a Process.

The workflow can be thought of as the sequence through which a piece of information (i.e., a task) moves from initiation to completion. Most of us receive information from a variety of sources, including but not limited to personal and professional conversations, emails, traditional mail, and social media.

It’s important to highlight how unique and different the workflow process is for each of us. Not only do we all receive tasks differently, but we also think and prioritize differently. It’s important to recognize these facts because they are foundational to creating a personalized time and task management workflow process.

The workflow process begins when we receive the what, or the information/task element, of the process. This element can best be thought of as anything that might prompt you to do something. It could be something simple, like our children asking for their favorite meal, or something more complex, like our boss appointing you as the project lead. Regardless, understanding how and where you receive tasks is an important part of developing a personalized time and task management system.

In the context of workflow, the Self, or human element, within the workflow process is the only portion we have much control over. We sort through the volume of tasks coming at us every day, decide what can and cannot get done, determine the quality of the finished task, and, to a degree, decide when we will complete the task.

The When, or the time element, of the process is the portion of the workflow where we decide our priorities over time; in other words, what we will do and by when. Oftentimes, deadlines or external factors seem to drive our priorities. If we’re lucky, we can negotiate a little extra time to get things done.

Understanding your Personal Workflow.

Understanding the end-to-end of your personal workflow allows you to begin taking back control of your time and how it’s allocated. It took me several years to fully implement a task and time management system that felt built for me. The key for me was to watch and assess my own workflow in both my personal and professional life. Once I found a system that worked for me, I was able to effectively work on and oversee hundreds of large and complex initiatives with minimal stress. It’s important to keep in mind that the number of tasks someone can or should manage will largely depend on the complexity and resource constraints associated with the tasks themselves.

The Bottomline.

My takeaway from my recent experiment and reflection on my time and task management processes throughout my career is that it’s essential to have systems that work for you. We also need to acknowledge a simple reality: there will often be more to do than there are hours available to do it. Some of the stress we experience may come from feeling that we should somehow be able to keep up with all of it.

But effective time and task management isn’t about finding a way to do everything. There has to be a thoughtful balance between what we will and won’t do. Saying no isn’t simply okay; at times, it is necessary. The What will always compete for our attention. The Self must decide what matters, and the When is finite. Our boundaries and systems help us make those choices and guard our most valuable resource – time.

Time and task management is not primarily about finding the perfect To-Do List or squeezing more activity into the day. It is about understanding and managing your personal workflow. What enters the system matters. The person processing it matters. Time is finite. Not everything deserves to be done, and not everything that needs to be done needs to be done by you. As your life and workflow change, your system needs to change with them.

RuReady Framework Connection:

This article is part of the Basic Universal Skills (Do) elements within the RuReady Adult Readiness Framework.

This series explores Time and Task Management, using a personal workflow approach to develop skills required across all three domains of our lives.

Explore the complete series:
Skill (US03.01): Time and Task Management Workflow
Skill (US03.02): Time and Task Management Workflow: The What
Skill (US03.03): Time and Task Management Workflow: The Self
Skill (US03.04): Time and Task Management Workflow: The When
Skill (US03.05): Time and Task Management Workflow: Only Do What Only You Can Do

If you enjoyed this article, explore the broader RuReady Adult Readiness Framework:

Preface: A Field Manual for Adult Life
Chapter 1: Why Do We Do What We Do?
Chapter 2: An Exploration of the RuReady Framework
Chapter 3: Life Skills for the Personal Domain
Chapter 4: Career Skills for the Professional Domain
Chapter 5: Leadership Skills for Every Level

Before moving on, feel free to use the checklist below to assess your readiness level.