In a previous post about time mismanagement, I mentioned that one of the effective strategies for time management is to create a mind map.
What is mindmapping?
It is about creating a chart (in your mind or in written form) that will help you visualize the tasks for the goals that you want to accomplish. These tasks are linked to solutions and alternatives. As with regards to time, a mind map for your time would typically include the activities and the time of the day. Your first mind map doesn’t have to be a detailed schedule. I personally think that a simple one, listing only the times when your day starts and ends would work best at the beginning because it allows you to have an overview of the spaces in your schedule where you can fit in the different activities you want to do for a certain day.
Step 1: DETERMINE
Determine the amount of time you have during the day to which you can allocate certain tasks. You can do this by writing down when you usually wake up, eat and go to bed. Example:
8 a.m. Wake
12 noon: Lunch
7 p.m.: Dinner
12 midnight: Bedtime
Step 2: IDENTIFY
Identify your goals and use these goals as categories in your mind map. Here are some examples:
Me time, Marriage Time, Kids Time, Family Time, Finance Time, Learning Time, Work Time (if applicable)
Step 3: LIST
List the activities you need to accomplish then categorize (use your goals to categorize).
Example:
Me time: jogging, leisure reading, shower, haircut, manicure, gaming, blogging
Marriage time: quiet time with husband, watch TV, walks
Kids Time: reading to kids, helping kids with homework, art work, bathing
Family time: outdoor activities, household chores
Finance time: paying bills, budget review, completing tax return forms
Learning time: reading, learning how to master an instrument, following the news on TV or reading the newspaper
Work time (if applicable): writing, completing reports, paperwork, meetings, seminars
Step 3: ELIMINATE
Get rid of activities that you did for a goal that is no longer important to you. Look at your mind map – it will give you an overview of how limited time you actually have. By doing this, you’ll be more selective in choosing the tasks worthy of your time.
I find it for example more efficient to do the major household chores on weekends. This way, I can do the tasks without interruption while my husband looks after Phoebe. I also noticed that we now seldom watch the news on TV. Instead, we subscribed to CNN’s email service which sends us important news on our phone. Also, when my husband is driving, I’d take out my phone and read the news during the car ride.
One more thing: Remember that the activities you eliminated could be done by someone else. Sometimes it is even wiser to delegate the tasks because somebody else (at work or in your household) could get it done faster or even better (examples of tasks that you can delegate: cooking, cleaning or bill paying).By getting rid of some activities or delegating tasks to others, you get more time for other activities that only you can do like helping your kids with the homework, reading to your baby, spending quality time with your spouse or going to the gym.
Step 4: ASSIGN
Assign a certain time slot for a certain activity or category. Here are some guidelines to give you an idea:
- Do the activities in one category on the same time slot (phone calls, emails, errands)
- Do a dry run of your mind map (try out your schedule for a week then adjust if necessary)
- Be sure you have the right energy level and motivation for the task on the time slot you allotted. (gym workouts in the morning, creative writing at night, playtime with your kids in the afternoons, reading sessions in the morning)
- Consider others’ schedule (family time before dinner, time with husband after kids’ bedtime, phone calls in the morning during office hours)
Here’s my weekday schedule as an example:
7:00: Wake up
7:00 – 12:30: FAMILY TIME – Breakfast, Dressing, Reading, Playtime
12:30 – 1:30: Lunch
1:30 – 2:00: Phoebe’s bathing time
2:00 – 4:00: ME TIME (Phoebe’s mid-day nap) – Creative Writing/Reading
4:00 – 7:30: FAMILY TIME – Laundry, Dinner Preparation, Dinner, Cleanup
7:30 – 9:00: KIDS TIME - Playtime, Bath
9:00 – 10:00: ME TIME – Shower
10:00 – 11:00: MARRIAGE TIME (after Phoebe’s bedtime) – Quiet time with husband, TV while folding clothes
11:00 – 12:00: ME TIME – Reading, Relaxation, Creative Writing/Photography/Gaming
12:00: Sleep
Step 5: CHOOSE
For someone who is really serious about time management, a planner is an essential tool. May it be paper-based, electronic or computer-based, everyone should have one that he/she is comfortable with. Do not buy multiple planners for this will confuse you even more and make you forget about appointments that you might have written in another planner. Stick to one for at least two months then observe what’s working and not (layout, quantity of information, outside appearance). If needed, you can buy a different one after your two-month trial period. Remember that you can never go wrong with any planner. If your plan does not work as expected, you may have to review your mind map and make necessary adjustments but never rush to the nearest store to buy a new planner hoping that it will solve the flaw of your schedule.
Step 6: ASSESS
I have my mind map for several months now but since Phoebe goes through different stages as she gets older, I need to review my schedule and make some adjustments every now and then. I cannot say that my current mind map is the most suitable to my family but I noticed that I get more things done now than before (even when I was still single). Weird huh? It’s all about having an overview of the amount of time you have and what you really want to do with your time. Be flexible and willing to rethink your mind map if necessary.
Disclaimer: Remember that these are only examples/tips that could help you figure out what could work best for you and your family. Finalising your schedule should be a team effort with your husband and kids (if they’re old enough).
Feel free to make some comments below or even share your own suggestions!
Photo 1 by: Dusan.Writer http://www.flickr.com/photos/13768013@N05/ / CC BY-NC-SA 2.0
Photo 2 by: kengo http://www.flickr.com/photos/kengo/ / CC BY-NC-ND 2.0
