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How to free up your time wisely

26 September 2023
How can I successfully free up more time in my week?

This is a question I get asked a lot in my workshops and coaching programmes. Unless you are leading a life of leisure, retired or my new rescue cat Maisie (pics on my Insta feed), you’re not likely to say you have spare time on their hands. It’s the opposite problem: we’re all madly spinning plates. I repeatedly hear people say they never enough time to fit in everything they want or need to do. So when you really want or need to free up some time – because the pressure or workload has reached unsustainable proportions, or because something significant has changed at work or at home, or because an enticing new opportunity has arisen – how do we do this without metaphorically sweeping up a load of smashed china?

Recently, I’ve had to take a good hard look at my work and my home life and figure how I was going to free up two whole days every week. If you’ve been following my news on Linked In or my podcast, you’ll know I’ve added to my portfolio career and taken on a new part-time role as Head of Programmes for Encompass Equality, the gender equality experts. This will run alongside my existing consulting business which I’m continuing to grow. Finding two extra days out of an already full schedule was a daunting task; I might advise people and organisations on time management but I still bump up against my own time challenges every day! But I’ve figured out (mostly) how to do it and so far, it’s working pretty well. Here’s how I’ve done it:

Let me introduce you to my Time ROI matrix. It’s a classic 2x2 matrix – we consultants do love a 2x2 matrix - that enables you take stock of what you’re spending your time on and what benefit you are getting out of that time investment. The X axis shows how much time you’re investing in a particular activity, from ‘low’ to ‘high’. The Y axis plots how much value or benefit you’re seeing from that time investment, from ‘low’ to ‘high’. How do you define ‘benefit’, you might be wondering? Answer: any way you like. It can be in terms of financial outcomes (e.g. income, new business wins), career outcomes (e.g. securing a promotion, gaining a new qualification) personal outcomes (e.g. improved wellbeing, more rewarding relationships), a mix of these or simply whether these activities are getting you closer to a particular goal.

Here's how to use it:

  1. Set aside a minimum of 15-20 minutes of undisturbed time.  I know that, in itself, might be a challenge but if you can’t find 15 minutes to review your time habits, believe me, nothing is going to change for the better.

  2. On one sheet of paper, take 5 minutes to note down at a reasonably high level all the different things you spend your time on.  To give you an idea of how specific to be, when I did this exercise thinking about my business, I listed items like: delivering client work; podcasting; posting on social media; planning new offerings and researching. I got to around 20 items in 5 minutes. If you’re hitting 50 and not done, you’ve gone too detailed so zoom out a notch. Number each item.

  3. Take the matrix and plot each item on your list against the X and Y axes. Each item will end up in one of boxes 1-4. Don’t take too long over each allocation, just weigh it up versus other items in the list and go with your instinct. You might end up shuffling a few items around before you finish the exercise, that’s ok.

  4. Once you’ve plotted them all, step back to look at the results. What do these tell you? Broadly speaking:

    a) Box #1 is the sweet spot. You’re getting a comparatively big return on things that aren’t eating up too much time.  Don’t change anything here, at least until you have cause to review this picture again.

    b) Box #2 is probably still valuable stuff to be spending your time on, but these activities may be either very complex or they’re taking you too long to accomplish. If it’s the former, what can you prioritise and what can you put on the back burner for now? If it’s the latter, is there a smarter, more efficient way you can approach these activities?

    c) Box #3 is not likely to promise much by way of time gains, but it’s still worth reviewing to identify where you can increase your returns or to spend even less time. Repurposing (doing something once but reaping multiple benefits), delegating and simply doing them less frequently are all possibilities here.
     
    d) Box #4 is the proverbial time sink. This is where you really stand to gain in terms of freeing up your time in a low risk way. Take a good hard look at these activities and ask yourself if it’s really worth continuing to invest your time in them. If you’re reluctant to bin them completely (or it’s a responsibility you can’t ditch) look how you can either spend less time on them by automating them or get more value out of them, ie by moving items upwards to box #2 or left to box #3.

  5. For each activity that you want to move from one box to another, draw a little arrow indicating its direction of travel. This will be a useful reminder when you next review this picture (and saves writing explanatory notes).
Should you use a time tracker in order to do this exercise properly? If you want to, you can but you don’t have to. If you do, I would suggest tracking your time for at least 1 week, ideally 2 and there are some free downloadable timetracking templates online or take a look at an app like Toggl. If you don’t go down this route, be mindful that we tend to underestimate our time investments so err on the side of generosity when considering how much time you spend on any given activity.

The point of using this tool is to make considered, lower risk choices about spending your time differently, but it also brings added benefits like opening up new possibilities.  I've finally bid Twitter, sorry X, farewell so I can focus more creatively on Linked In and Instagram.  Halving the time I spend producing my podcast each week has forced me to think differently about what the outputs are and how I share them with others. I’m really happy with my new-style, visually interesting episode pages that have replaced the previous time-consuming transcripts that people probably never read in the first place! (Now is not the time to tell me you read them religiously).

If you give this tool a go, do let me know how you get on. I’d love to hear what you found easy or difficult, and how some of the changes work out for you?  I hope it helps you to take your eye off those spinning plates every now and again and enjoy a different view.

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