Time Management is a favourite topic in January as we assess the year ahead. It’s actually a rather strange concept as time is an unwavering constant which waits for no-one, but in our reality time can seem elastic with activities often taking much less or more time than expected (thank goodness for alarms!). Being constantly busy sees days fly by and easily becomes an unintended habit until illness or other circumstances stops us in our tracks, forcing us to reconsider where we spend our time and energies. 

Even if you don’t consider yourself a time manager, we actually all manage time to some extent, automatically blocking out time for familiar tasks in diaries such as lunch and meetings. What unwittingly trips us up are new tasks, the ‘unknowns’.  These tasks often end up taking much longer than intended, or we don’t place boundaries on how much time should be spent, such as writing a report or developing a new course, with a knock-on effect on other planned tasks. 

For these ‘unknown/new’ tasks, estimating how long in reality each one is likely to take is time well spent.  For example, you may allow 4 hours to write a report, but breaking this down into its key components could show a vastly different picture.  In this example, the report writing may only take an estimated 2 hours, but the linked activities to reach this point also need to be factored in:

Estimating gives a more realistic picture of the time required and most importantly, provides both clear start and end times, using ‘Time Boxing’, i.e. defining the block of time required for the task.  That way, instead of simply working on the task until it’s completed which is open-ended, you’re proactively deciding how much time you’ll spend on it.  This approach also helps identify where you’re spending too much or too little time on a task and where more training or practice may be required.  The good news is that when you come to repeat the task in the future your previous experience will help you more accurately estimate the time block required.

Not long ago, I discussed the ‘Time Boxing’ concept with a Company Director as I was preparing for a talk on the subject and they were very intrigued.   Completely burnt out juggling two roles and constantly in work mode, I challenged them to use the Time Boxing technique to restructure their working week, to move away from back-to-back meetings, reinstate regular breaks and redefine their role within the business. 

When we spoke a few weeks later the benefits of Time Boxing were already paying off.  Reassessing their key tasks with this technique had resulted in focused holiday time rather than juggling time off with emails.  They were also taking regular breaks and control over the working day was back.   This was a huge departure from their usual approach and was already enhancing their mental health and wellbeing just by being realistic about tasks and the actual time needed. 

Time Boxing is also a key part of Project Management, particularly at the start of the project where planning and estimating the tasks and time required upfront inevitably saves time and money later.  Once the Project is underway, the estimated tasks continue to be reassessed by the Project Team based on progress to date and as subsequent phases are planned.

Whether you are re-looking at your workload or overall work / life balance as this year starts, Time Boxing will help you manage your life and of course, your Projects.

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