Time management is an essential skill that each person must master as they move from one stage of life to the next both personally and professionally. As Benjamin Franklin wrote in Poor Richard’s Almanack, “Lost time is never found again.” These words emphasize the truth that one must be a good steward of time since it is forever lost. Each person has a unique way to focus and maximize time. There are many different methods that can help one best use time effectively based on their personality type. When you identify the best method for time management, you not only have the satisfaction of being productive but also the ability to enjoy other areas of life outside of the proverbial 9 to 5 grind.
A quote that resonates with most attorneys is Abraham Lincoln’s: “A lawyer’s time and advice is his stock in trade.” Hourly billing puts into perspective just how valuable every second is while increasing the stress of how to maximize the limited time in our day. In a profession where time equals money, time management skills are vital to legal professionals.
Here are 4 methods that are useful to better manage time so as to not lose this precious resource:
Pomodoro Technique
This technique is based on time intervals to complete certain tasks and is named for the tomato-shaped timer the author Francesco Cirillo created. The time intervals are set for 25 minutes of focused work followed by a five-minute break. This process is repeated four times and then followed by a longer break for 5-10 minutes. Once this basic process has been mastered, it can be applied to a daily and weekly schedule. This can look like tasks assigned to certain hours of the day to reach a goal by the end of the week.
This technique is best for creative people and those who need to change their habits to avoid burnout.
The Eisenhower Matrix
This method focuses on the urgency of the tasks at hand in a visual representation. Invented by President Dwight Eisenhower during World War 2, it helps make decisions through the use of a matrix and is best for those in a leadership position and critical thinkers.
The setup of the matrix is to use four quadrants:
- Quadrant 1: Important and Urgent: Quadrant 1 is filled with tasks that must be done immediately giving it the highest priority.
- Quadrant 2: Important and Not Urgent: Quadrant 2 are tasks that help reach long-term goals and do not have imminent deadlines. Keeping this quadrant under control helps prevent tasks from reaching Quadrant 1.
- Quadrant 3: Not important and Urgent: Quadrant 3 are tasks that take attention away from the long term goal and often come from others on the team. These tasks must be balanced with Quadrants 1 and 2 and take the assertiveness to say no.
- Quadrant 4: Not Important and Not Urgent: Quadrant 4 tasks are distractions like being on social media. They are tasks that do not necessarily need to be removed entirely they just need to be left after the other important tasks are complete
To best use this tool, one must discern which tasks are important and which are urgent. Important tasks are classified as tasks that work towards a long-term goal or mission. This makes them easy to push off to a later date which might make them urgent tasks in the future. Urgent tasks are tasks that are critical, have a due date, and require immediate attention. These tend to make one more stressed and hurried due to their nature.
Time Blocking Method
This technique is used by Elon Musk and may be one of the keys to his productivity and success. Similar to the Pomodoro method, this technique sets up the day with a plan of how to use each usable hour.
A planner or even just a piece of paper with the hours of the day listed on the left-hand side can be used to assign tasks to timeframes. It can help batch tasks like responding to voicemails or emails at a certain time all together. It is a great approach for handling multiple projects. Time Blocking helps keep one on track and in a productive mode if one spends too much time on one task.
The Eisenhower Matrix can be used in tandem to help determine which tasks take priority and the most time in the schedule. It is important to stay on schedule and if a task is not completed it should be rescheduled rather than extending the current time frame.
This technique is great for students or working parents who have to juggle different activities with work that has to be done.
Rapid Planning Method (RPM)
This technique was created by motivational speaker Tony Robbins to help your brain to focus on a vision and make it possible. There are three parts to this technique to get you situated before jumping in. First, ask yourself "What do I really want?” to orient the results. Second, ask “Why does it matter to me?” This adds purpose to the tasks. Third, “How will I achieve it?” and this begins the next steps.
- Capture: Compile a list of all of the tasks that need to be completed this week. This gets the tasks out of your head and on paper.
- Chunk: Categorize your tasks by similar themes and manageable groups.
- Create RPM Blocks: On a new paper make three sections labeled: task, result, purpose. And list the actions that are required to accomplish the tasks.
- Take Action and Create an Empowering Role: The empowering role is the person of habit or action you want to be. When you have this identity you want to be, it makes it more real to achieve it.
This technique is good for those who have long-term goals
Which method works best? Here at First Court, our time management processes are as unique as each individual. What we have found is the system that works best is the one that is actually used and provides that extra time we all need to get our tasks done. Taking control of your time allows you to prioritize what is important and focus on what matters. Wishing you find a few moments of “lost time” and enjoy it doing what brings you happiness!
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