Tag: Time Management

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How Small Changes To Make My Daily Routine Better

Written August 2, 2024

Hello Dear Readers,

Over the past few weeks, I’ve introduced some new routines into my daily life, including running and lawn mowing. While these activities are refreshing and beneficial, they’ve also presented challenges, particularly in maintaining my schedule. I’ve found it difficult to complete my tasks as smoothly as I would like, and it’s made me reflect on how we often need to make adjustments when we introduce something new into our lives. When you’re trying something unfamiliar, it’s common to tweak your routine multiple times before it feels right and fits seamlessly into your lifestyle. Without these adjustments, there’s a risk of falling into a pattern of making excuses to avoid specific tasks, especially the more daunting ones. Eventually, you might stop doing them altogether.

In my case, I’ve been trying to juggle multiple responsibilities—on top of my new running and mowing schedule; I still want to keep up with my regular chores, like laundry and vacuuming the house. It’s a balancing act, and I’ve noticed that when I try to pack too much into a single day, I get exhausted relatively quickly. The summer heat in Nashville only intensifies this fatigue, making it even harder to stay on top of everything. I realized that if I didn’t find a way to manage my time and energy better, I might start dropping some of these activities, which I didn’t want to happen.

After some trial and error, I discovered that the key to improving my routines—running, kombucha bottling, or laundry—was to start earlier. This simple change has made a significant difference. For example, I’ve started bottling kombucha and doing laundry a day earlier than I used to. Additionally, I’ve begun running and lawn mowing several hours earlier in the day. These adjustments have been surprisingly effective.

I implemented my new laundry plan this week, and it’s been a success. Instead of doing all the laundry in one go, I’ve split the tasks across two days. I tackle some of the laundry on Thursday and finish the rest on Friday. This change has had a positive ripple effect on my running routine. I’m not as exhausted as I used to be, so I have more energy left for my runs later in the day. In fact, I beat my target pace while running this morning—a small victory that felt incredibly rewarding. It’s incredible how a few simple tweaks can lead to such noticeable improvements in multiple areas of life.

From this experience, I’ve learned that starting tasks earlier not only helps me get them done more efficiently but also reduces the mental burden of having to begin them in the first place. There’s something liberating about knowing that I’ve already checked off a significant part of my to-do list by the time the day is in full swing. It’s one less thing to worry about, and that peace of mind is invaluable.

Looking forward, when I think about new routines or habits I want to develop, I’ll keep this lesson in mind: start earlier than necessary. This approach not only sets me up for success but also opens the door to further improvements down the line. While I might find opportunities to refine these routines in the future, for now, I’m satisfied with the progress I’ve made. It’s a good reminder that the most minor changes can sometimes have the most significant impact.

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Sometimes, It Takes Two To Tweak the Schedule

Written July 19, 2024

Hello Dear Readers,

I’ve recently embarked on a journey to optimize my morning routine. As I fine-tuned the details, I found that my Friday schedule required additional adjustments to fit the new rhythm I aimed for.

Traditionally, my mornings were structured to allow me to weave in leisurely chores and exercise, maintaining a steady flow throughout the day. A key part of this was managing my laundry, a seemingly mundane task that, if not timed correctly, could disrupt my entire day. My old routine had me darting to the laundry room to transfer clothes from the washer to the dryer after the first load, a practice I meticulously timed to ensure it wouldn’t interrupt my other activities.

However, when I introduced a new element—running first thing in the morning—I encountered a logistical hiccup that threw off my well-planned schedule. The crux of the problem was my clothing. I prefer specific attire for my post-run activities. With my new running schedule, these clothes wouldn’t be ready unless I delayed my shower by an hour. But every hour postponed in the morning cascades into the rest of my day, pushing back all subsequent tasks and appointments.

To circumvent this issue, I initially thought of starting the first batch of laundry the night before, on Thursday. I planned to throw the laundry into the washer before bed and then transfer it to the dryer right before I laced up my running shoes in the morning. This would ideally have my preferred clothes fresh and ready by the time I was done with my shower.

However, when I discussed this plan with my wife, she raised a valid concern about leaving wet laundry overnight. She pointed out that this could lead to mildew growth, which isn’t just unsanitary—it could ruin the fabric of my preferred running gear. After considering her feedback, we brainstormed alternative solutions, and she suggested a slight tweak to the plan.

Her proposal was that she could handle the first batch of laundry when she went out for her own run. This timing would allow the clothes to wash while she ran, and they’d be ready for the dryer just as she returned. I could then take over, putting the freshly washed clothes into the dryer before starting my run. This would ensure everything was ready on time without any delays or risk of bacterial buildup.

We decided to test this new approach the following week. If it proved effective, it would solve the morning logistics problem without compromising the cleanliness or integrity of our clothing. This trial period would also allow us to see if further tweaks were necessary or if we had finally crafted the perfect morning schedule to accommodate our active lifestyles.

In essence, the challenge of balancing a new running routine with laundry might seem trivial, but it reflects how even small changes require thoughtful adjustment in our daily lives.

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Embracing the Unexpected: A Day of Chores, Changes, and Chats

Written 3/21/2024

Hello Dear Readers,

Some days feel exponentially busier than others, and today has declared itself one of those. My to-do list is brimming with chores and appointments that demand my attention from dawn to dusk. The day kicked off with a late-morning dental appointment, which meant a tight schedule right from the start.

After dealing with my dental health, I was back home facing the challenge of mowing our lawn, which is no easy feat considering our house is perched on hilly terrain. Mowing on such an uneven surface requires more time and energy, and I wanted to get as much done as possible before it was time to start preparing our evening meal.

Amid this packed schedule, I had a glimmer of relaxation to look forward to: gaming with my friends. Unfortunately, one friend had to cancel earlier in the day due to another commitment, muting my brief respite. However, in a delightful turn of events, he later reached out to inform me that he was available after all. This unexpected change brought a sense of relief and joy—there was still some fun to be had at the end of this whirlwind of a day.

Despite this positive twist, a snag appeared in my plans. I had anticipated a more extended day to manage my tasks effectively. Last time, I had yet to manage to mow the lawn as thoroughly as needed, and today, I was playing catch-up. It’s a reminder of how dependent our schedules can be on various external factors like weather and other people. Today proved that even the most reasonable alternate plans can falter.

This day has taught me a valuable lesson: flexibility is crucial. Plans can shift, sometimes unexpectedly, for the better, and it’s important to adapt and make the most of the time available rather than putting things off. Even with a backup plan that seems foolproof, procrastination can lead to more stress and scrambling in the long run.

Today, today reiterated life’s unpredictability and the importance of rolling with the punches. Though the day was busy and, at times, challenging, it was also a reminder that unexpected changes can sometimes lead to delightful surprises and moments of joy amidst the chaos.

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The Hillside Homeowner’s Guide to Procrastination and Lawn Mowing

Living on a hillside in Tennessee comes with its unique set of challenges, especially when it comes to lawn maintenance. With the unpredictable weather patterns and the constant battle against the clock, managing our lawn can sometimes feel like a strategic game. My personal struggle with procrastination often plays a pivotal role in this ongoing saga, making the task of lawn mowing a significant aspect of my weekly routine.

Each week, I dedicate one to two hours to mowing our lawn, a crucial task to keep the grass from becoming an unruly jungle. However, like many, I sometimes find myself looking for any excuse to escape this chore, especially when the motivation isn’t there. Yesterday was a prime example where the allure of procrastination won out over the necessity of lawn care.

The weather here doesn’t make this any easier. Our Tennessee springs are notorious for their fickleness – one day, it’s pleasantly warm, and the next, temperatures plummet by 20 degrees Fahrenheit. Rain becomes an all-too-frequent visitor, complicating my mowing schedule. The result? An often too-long lawn that demands immediate attention, lest it become unmanageable.

My wife often cites the mantra “Eat that frog,” advocating for tackling the most daunting tasks early to free the rest of the day from their looming presence. She finds solace in systematically checking off items from her to-do list. This practice ensures productivity and peace of mind. Her approach is one of discipline and foresight, qualities I admire yet struggle to embody fully due to my procrastinatory nature.

I combat my tendency to procrastinate by making specific promises to myself, setting firm deadlines, and recognizing the flexibility—or lack thereof—of my tasks. While I may push my duties to the eleventh hour, I rarely fail to accomplish them. However, this method has flaws, especially when unforeseen circumstances, like our unpredictable weather, come into play. My recent bout of procrastination has left me facing a dauntingly overgrown lawn, a consequence I now regret.

Our perspectives on procrastination diverge significantly. My wife detests it, prioritizing eliminating unwelcome tasks as early as possible. Conversely, I see some value in delaying certain tasks, likening it to the interest paid on borrowed time. This philosophy, however, has its pitfalls, as I’ve learned the hard way with lawn mowing. The longer the grass grows, the more arduous the task becomes—a tangible representation of the cost of procrastination.

As I gaze upon the weather forecast, hoping for a break in the rain to tend to my lawn, I reflect on the importance of planning and adaptability. External factors, such as weather, sometimes remind me of the limits of control over my schedule. This recent experience has instilled a newfound resolve to tackle lawn mowing head-on, without delay, in the coming weeks.

Living on a hillside in Tennessee has taught me more than just about lawn care; it’s a lesson in time management, the pitfalls of procrastination, and the value of early action. As I look ahead, I’m reminded of the importance of embracing these challenges, knowing well that even the steepest of hills can be easily managed with a bit of foresight and discipline.

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Realizing Life’s Value: Lessons from a Simple Program

Sometimes, the most unusual things can teach us significant lessons, especially when they seem entirely unrelated to the big picture. For me, this lesson came from thinking about my life span, sparked by a programming assignment.

I’ve been learning Python through Udemy courses. One assignment really stood out: we had to write a program calculating how many weeks we’d have left if we lived to be 90 years old. This idea was inspired by Ryan Phillips’ blog, “My Life in Weeks.”

After submitting my assignment, which passed despite being slightly different from my professor’s example, I felt proud. As someone a bit anxious about forgetting the purpose of the code, I use comments (marked with #xxxx) to explain my code. But the real shock came when I entered my age into the program. Seeing the number of weeks I had left, presented so bluntly by my creation, was startling. It made the concept of time much more tangible than considering years or months. This sudden realization of time’s limit hit me harder than ever before.

This experience made me reflect on how one’s perspective on life can be dramatically reshaped by the experience when faced with its fragility. I remembered how I almost lost my husband once, which profoundly changed my outlook on life. I once read a suggestion to write one’s obituary as a way to appreciate every moment. That day, I learned never to take the presence of loved ones for granted, prompting me to spend more quality time with my husband.

Realizing that time is precious, I began considering how I spend it. The thought of reading just one book a week made me sad, especially since I had been struggling with undiagnosed vision problems that made reading difficult and caused headaches without my understanding of why. This realization that I needed glasses for reading was a wake-up call about paying attention to my health and making the most of the time I have.

As I move forward, the awareness of how scarce time truly is will shape how I plan my weeks. Every moment counts, and it’s important to live fully, appreciate our health, and cherish time with loved ones. This unusual lesson from a programming assignment has profoundly impacted how I view life and prioritize my time, reminding me of the importance of being present and making every week count.

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A Morning of Hustle: Navigating Through Routine and the Unexpected

Written on January 30, 2024

Hello Dear Readers,

Each day, as dawn breaks, my first act is physically exercising. It’s my unwavering ritual, the cornerstone of my day. However, today presented a slight deviation from the norm. The reason? My calendar was marked for my yearly health examination, a non-negotiable hour-long appointment.

In a flurry, I glanced at the clock, gauging my precious minutes before embarking on my journey to the clinic. A quick mental run-through of my morning tasks reassured me that I should manage to weave through my routine unscathed, barring any dallying. The key, I reminded myself, was efficiency—completing my exercises in time to ensure a leisurely walk to the clinic without compromising my daily goals.

But then, an unexpected reminder popped into my head. Weren’t we expecting our water delivery today? Given our dwindling supply, this was no minor detail. Hastily, I checked our schedule, and to my immense relief, the delivery was indeed slated for today. True to their word, the water arrived, sparing us the inconvenience of a dry spell—we were on our last bottle, after all.

I navigated through my morning chores and fitness regimen with haste and precision. The clock ticked away, but my pace was steady. A sense of accomplishment washed over me as I laced up my shoes, ready to head out. Despite the tight schedule and unforeseen considerations, I adhered to my morning ritual, ensuring that my day started positively.

Mornings like these remind me of the beauty embedded in our routines. Yes, they are occasionally interrupted by the unexpected, but isn’t that the essence of life? These slight deviations challenge our flexibility and resilience, pushing us to adapt and overcome. And as I stepped out, heading towards my annual check-up, I couldn’t help but appreciate the small victories that come from managing the chaos of everyday life.

So here’s to embracing the hurdles and cherishing the mundane. After all, it’s in these moments that we find the proper rhythm of our days.

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Juggling Work, School, and Life: My Journey to a Graduate Degree

Hey guys! So, one day, I woke up and thought, “I want to go back to school and finish my graduate degree.” Yep, even though I already have a full-time job. Crazy, right? I even decided to take not one, not two, but three courses each week. Oh, and I managed to pass two big CMA exams in just four months. So, how did I pull this off?

First things first, I had to sort out my schedule. We all have only 24 hours daily, no matter how busy. I spent about two weeks tweaking my daily plans until I found extra hours for my classes.

After figuring that out, I talked to my husband about my big idea. He was worried I might wear myself out, but he was super supportive. He even offered to help out with some chores around the house. Teamwork makes the dream work!

Initially, I decided to take it easy and sign up for two classes each semester. But guess what? I felt bold and bumped it into three courses to finish everything in just two semesters. Yeah, I soon found out that was a big oopsie. Grad school isn’t like undergrad; there’s way more work. I had tons of assignments and papers to write. I even had to take five vacation days from my job to catch up on schoolwork. It’s a good thing it wasn’t the busy end-of-year work season!

Despite the craziness, there were some rules I stuck to:

  1. Keep Running: Believe it or not, I still ran my usual 5K every morning. It’s my ‘me time.’
  2. Don’t Overeat at Night: I had to make sure I could focus on studying and feeling too full would make that hard.
  3. Use Spare Time Wisely: Any extra 15 minutes I had, I used for quick chores. A clean home makes a happy mind.
  4. Be Grateful: I couldn’t have done this without my amazing husband. He’s my rock.

So, after a chaotic but super rewarding year, I survived and thrived. I kept my grades up and even graduated with two honors. I know this was one of the craziest things I did. Whatever your big dream is, go for it. Just ensure you have a solid plan, an excellent support team, and a lot of determination.

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A Gap Analysis to Start a New Year

I do several things around this time of the year; one is to think about my ideal self and my current self. One of the actions I do every year is a gap analysis, and I do this to see how well I am doing to attain my longer, yearly, mid-term goals (generally a few years) and 5-year goals. From the gap analysis, I update my product logs. Then, I try to do sprint projects for a specific product log. It is easy for me to lose the direction of leading myself if I do not compare them with my visions or longer-term goals. Therefore, gap analysis is a great tool.

A gap analysis reveals the size and types of issues we have by identifying the gaps between “as is” and “to be.” This analysis is commonly used in the business world. And I like to use these tools to analyze myself to build my strategies to narrow the gaps.

I like to do this analysis in the early morning because I generate more ideas early in the day. Take a letter-size (A4) page, and write them down. My process is as follows:

(1) Write down the list of ideal states.

You can write down anything you wish to be. Don’t worry about whether you can attain the ideal states or not. Yes, it is generally a good idea to avoid setting unattainable goals, and you want to be as open as possible. If it is not attainable, you should compromise by breaking them down into smaller goals before generating strategies to complete them. Never limit yourself from the start!

(2) Write down the list of current states.

Write down the list of current states relevant to your ideal states listed in the first process. It is crucial to be as honest as possible, and this process can be painful if you have not done gap analysis before. If you cannot see yourself objectively, you can ask your family members, loved ones, or friends.

(3) Identify Actions to attain the ideal states.

Now identify actions to attain the ideal states. If you want to lose weight, you must develop strategies to lose. The easiest way to achieve this goal is to create calories deficiencies by exercising or eating less. The more challenging the goal is, the more milestones you want to make to attain the goal. For example, if you’re going to lose 100lb, you should break down bigger goals into smaller goals such as six lb. per month.

Finally, I list the goals identified in processes one to three above. There are multiple ways to present your GAPs analysis; I prefer the format shown below:

 

Gap Analysis

Benefits of GAPs Analysis

The primary goal of GAPs analysis is to identify your ideal states and how far you are from these ideal states. Many people wish to reach certain conditions; however, they do not know precisely how to achieve their wishes. Therefore, A GAPs analysis is an excellent tool to create your action plans to achieve the goals.

Attainable Goals

People cannot achieve goals if they are unattainable. So, you will want to break down your goals into attainable pieces. Once you complete a GAPs analysis, go back to your ideal states. Some ideal states may take multiple years. For example, if you want to become an accountant but are still a freshman in a university, you have several years to accomplish the goals. You will need at least 150 credits in most states before completing CPA exams and one or two years of experience. Then, you may want to focus on achieving your university courses earning as good grades as possible. If you are an international student taking courses in a second language, you want to take classes in a specific order to sustain good grades. You can interview some CPAs from a nearby firm if you want to know anything more. If you need to lose many pounds, you must consider breaking it down into multiple milestones.

This year, I did this analysis on December 30th to plan my next year.

Ideal States

Family: Spend more time with my family

Health: Lose 15 lb.

Professional Skills: Learn more about Digital Transformation

Soft Skills: Better Listening skill & Negotiation (I recently did a DISC styles assessment, and I identified some of my problems)

Piano: Add Partita 2, Beethoven Sonata Ops 13. as my repertories

Painting: Improve my skills in drawing and watercolor painting

Blogs: Improve blogs, Fix bugs in my website

 

Current States

Family: Not able to spend as much time with my family members due to my busy schedule.

Health: I need to lose 15 lb. more to reach my ideal state

Professional Skills: gain more knowledge of digital transformation by taking courses, reading books, journals, and blogs. Learn application programming as I want to learn more about mobile technologies.

Soft Skills: I can read books, take courses, and reach out to executive consultants. I need to find specific strategies to improve my listening skills as I am unsure.

 

Actions

Family: Summer camp with my family members. Schedule my vacation dates ahead of time—better time management and delegating my tasks to take a vacation.

Health: Create calories deficit by exercising and calorie restrictions (approximately four months to achieve)

Professional Goals:

– Periodically read Open AI blogs

– Learn more about RPA courses offered online

– Take Coursera and Udemy courses on mobile programming

Soft Skills (listening skills): I can read books and courses and reach out to executive consultants. I need to find out the specific strategies to improve my listening skills as I am unsure.

Piano: Learn to play Partita 2, Beethoven Sonata Ops 13.

Painting: Improve my skills in drawing and watercolor painting by continuing 30 minutes per day drawing sessions and making at least one full-color painting per month

Blogs: Fix some blog websites (Contact form, Theme updates)

 

Once you have some idea of your action plans for the year, you need to make more specific goals. You want to make your particular goals are measurable so that you can monitor the results.

Gap analysis helps me identify my ideal states and how far I am from the ideal. I like to do gap analyses because then I know what I want to do the following year. With my action plan identified from this analysis, I will update my product logs and create sprint lists (projects) in my Notion software. This is how I spend my time around my new year, and this process helps me navigate my actions plan so that I am not all over the place.

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How to Spend Time Between Busy Seasons

I had a hectic autumn phase since I was simultaneously involved in too many projects. We completed the 3rd quarter and interim audits, which ended my last busy phase. I managed to win the best award for Kaizen (continuous Improvement) for the group in 2021. We completed and sent out our Management representative letters a week before our due date. It was challenging; however, I felt accomplished having met all the requirements. My next busy season starts once the fiscal year-end is over. Since there are only two weeks left until our year-end, I intend to rest as much as possible. At the same time, I want to prepare for the upcoming year-end. I want to write about how I spend my time between my busy seasons.

 

Take Time to Reflect on My Last project.

 

Whenever I complete a project, I reflect on the project, and I am most interested in the parts where I can improve the process. I try not to forget the details I did well because I want to continue good operations.

 

When I find something I need to improve, I list them separately. I use an app called Notion to track the things required to improve to contemplate them in the future. I incubated these ideas for a while, and I thought about any possible solutions, which would end up on my quick notes for the day. Once I have more thoughts on improving the process, they become a sprint backlog for future projects. Some items are easy to complete as I need to document the change of the process. Some sprint logs can take a few weeks to complete, so I may have to make a schedule to tackle them.

 

It is essential to be careful of a few things when reviewing your work. To avoid biases, I try to create some quantifiable—measurement tools—for example, the percentage of the tasks completed on time.

 

Unfortunately, I also need to look at qualitative measurements. Sometimes, they can be obvious such as getting an award. Not all qualitative measures are apparent, and If I am not careful, I will end up in a trap of self-review biases. To acquire better qualitative feedback, I seek feedback from other people. Since self-review, it will be a good idea to seek input from various people. There is 360-degree feedback, a performance review tool where you obtain feedback from your superiors and colleagues, customers, or vendors. Internal and external auditors are good reviewers for past projects, and they often provide feedback on something I did not notice.

 

I recommend you write down feedback or things that bother you as soon as you think about them at any moment. Otherwise, you will forget most of them. When you spontaneously have many projects as I did for the past three months, you do not have time to contemplate those items right after completing a task. However, you have items to work on later. The most important thing is to reflect on what is good and bad about the last project to organize my thoughts about them.

 

The Best Time to Fill GAPS

 

A designated professional must complete some continuous education. Between projects is a good time for meeting continuing education requirements. I work on achieving them throughout all seasons, but I found it ineffective to try to learn while under great stress. Whenever I know something new, I think about how to apply it. For example, I took an Inventory audit class recently. I improved our accounting process and documentation process from what I learned. Whenever I am under tremendous stress, I cannot do the application process very well. So, I try to get more learning done between the busy seasons.

 

 

An excellent time for writing Business Cases or Seeding

 

I wrote a proposal or a business case for the next Kaizen (Continuous Project). If the project has a cost associated with it, the best time to submit a proposal for our organization is in July or August since we do the budget for the following year in October. Some projects require approvals from head office or the board, and I may need to spend some time to obtain the authorizations. In some cases, I will need to spend several months or a few years to convince them. Next time, I will talk about initiating these projects or business cases. I call the initiation of any projects “seeding.” If you want to implement a change in an organization, you will need to seed as much as possible.

 

Preparation of The Next Busy Season

 

The best time to prepare for the next busy season is between the busy seasons. I had only three weeks to spare this time, and I spent time planning for our upcoming year-end and the year-end audit. For example, I updated the contact information for audit confirmation letters since I knew we would send out audit confirmation letters to the group companies. I also arranged who would be responsible for checking and signing these confirmation letters internally.

 

I communicate with my external auditors and key personnel to ensure the due dates for each task for our upcoming year-end and financial audit. Working in finance management for years, I realized my priorities are not necessarily the same. The Japanese may call this “nemawashi,” which helps others be aware of their responsibilities to eliminate unnecessary confusion.

 

I also updated audit working paper files and internal to-do list for financial audit and year-end for the upcoming audit. We need to submit some analyses, and we can complete some before the actual fiscal year-end. I also updated our internal to-do list for the Financial Audit, and I decided when each task on the to-do list could be completed. I will need to send out reminders to people in some cases.

 

Take Vacation Time 

 

I take a vacation during my slow phase, and I plan to take a week’s break this Christmas to refresh and spend with my family. I could not spend the last couple of years with family, so this will be an excellent opportunity to do so.

 

 

Each item I wrote maybe a trivial thing; however, I consider it critical to prepare for busy seasons. When I was young, I did not consider reflecting on my last project, and I bet I lost many opportunities to improve my process. The slow phase is an excellent time to complete an impressive sprint list or complete the backlog before initiating a new project. Finally, do not forget to take a vacation because a block of time from work helps you replenish your energy. So, these are things I do in my slow phase, and I hope this blog helps some of you.

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Prioritization Part II

When we think about prioritizing, we usually think of prioritizing your to-do list for a short period. I have made several mistakes during my youth, resulting in me instinctively sensing the scarcity of my time. So, I always created a to-do list, and focusing on critical tasks was important.

Over time, I realized that this was not enough because I was not happy with what I was doing. With prioritizing my short-term to-do list, I got an illusion of being productive. Packing my daily to-do list without reengineering my vision, I soon noticed an unsettling feeling. When the uneasy feeling accumulated, I started to feel unhappy.

When you create your goals, you want to contemplate more on your mission and values. I went to university to get a degree which landed me in my job. I barely thought of “what I want to do.” After I landed a job as an accountant, I set a mission of advancing along my career path as an accountant. I grew unhappy with myself. Initially, I tried to ignore my feelings by making myself busy. Eventually, an event made me realize the importance of contemplating my actual values. (Please read my previous blog posting for details).

Once you have created your vision, you will need to see what you need to do in more detail – this is the process of creating your goals. Any goal should have the following five elements: specificity, measurability, attainability, and relevance with a time set for completion. Many people fail to achieve their goals because they are not detailed enough.

 

For example,

“I want to lose weight this year” is a bad example of the goal.

Firstly, you cannot tell how much weight you want to lose. A measurable element allows you to monitor how well you are achieving your goals to adjust your tactics to achieve the goal. Second, no specific time is determined when you want to start or end working toward a goal. Since the goal is too generic, we cannot see whether this goal is attainable or relevant.

Instead, you want to make a goal like this.

“I want to lose 8 lbs. within two months”.

Now, the goal contains enough information to be able to develop tactics to achieve the goal. Since you want to lose eight lbs. in two months, you will need to lose one lb. each week. To lose one lb., you will need to create a 3,500 calorie deficit by eating less or exercising more. Now you can create your daily tasks. In this case, you can complete a task of aerobic exercise 5 times a week. You want to make your goal with these five elements because it will be easier to identify the tactics to accomplish the goals and measure your progress.

 

Three Categories of Tasks

I classify the tasks necessary to achieve your vision and goal as A-type tasks. These are relevant to your vision and the purpose of living. You want to pay attention and treat these tasks very carefully as they can impact your life significantly.

Now, we talk about things you want to do, but they may not be a part of your vision. For example, I love reading, playing the piano, painting, etc. They are mostly things I enjoy doing. My goals will be all over the place if I include my hobbies as part of my goals. I classify these tasks as B-Type. Some of those tasks, such as playing the piano, required you to practice regularly. So, I have them as part of my to-do list.

Some tasks must be done by a specific date, although they may not be strictly part of your goal. An excellent example of such a task is renewing your car’s registration. I call these c-type tasks. These tasks often take much more time and energy if you leave them until the last minute. Since the task itself does not have value, I do not want to spend more energy than is necessary. I list these types of tasks separately. These tasks tend to distract me from completing other tasks to finish them as soon as possible.

 

“Need” vs. “Want”

Once you have the lists of A, B, and C type tasks, you need to divide the tasks into tasks that “need” and tasks that “want” to be done.” Pay attention to the due date for any tasks that need to be done by a specific date. The closer the due date is, the higher the priority for the tasks.

My B-tasks barely contain things which “need to be done.” By nature of the tasks, they are wishful tasks. My days will be occupied by mostly A and C tasks. They may not have high priorities, but completing these tasks gives me more energy. I treat these tasks like “a date.” I schedule to do them regularly.

I have a running list of tasks, which I use computer software to monitor the status. I prioritize the tasks for the week from the list, and I create a “to-do list.” As time is limited, we must carefully plan what we do each day. There are a few tricks I learned over the year:

  • Prioritize type A type C tasks. Complete as many C-tasks as possible.
  • I always keep 20% of flexible time in my schedule.
  • I have at least one essential task for the day.
  • I make sure to include tasks from your want-to-do list from Type A and Type B.

 

PrioritizingPrioritizationI wrote about an overview of prioritizing tasks in these two-blog postings. It is crucial to prioritize your tasks since our time is limited. I have so many interests, and I struggled a lot juggling my time. Many of us tend to fill our daily life with c-tasks. Don’t randomly fill up your tasks and prioritize them. It is also essential to spend some time contemplating your visions, values, and interests before generating and prioritizing your tasks to gain more control in your life. Finally, it will take a long time to become good at prioritizing your tasks. I still make mistakes. You will also make mistakes. You are always in the process of learning better at prioritizing your tasks.