Today, I want to share some simple decision making and time management tips that have helped me in my own life. I gleaned these tips from an “old school” self-help book dating back to 1973 that I learned from in the past. The book is entitled How to Organize Your Time and Your Life, written by Alan Lakein. Alan was a bit of a time management self-help mentor in his own time.
Alan reminds us that we all come into the world with a finite amount of time. Time is the basic resource we all start with. As we proceed through life, we then make hundreds of decisions throughout the hours and minutes of each day. The results of these decisions determine the course of our lives. As our lives get more complicated, we may feel overwhelmed by the demands we put on ourselves or that others put on us. We often hear ourselves and others say that we do not have time. “I don’t have time!” Such a common utterance. I am sure that each one of us has uttered it at one point or another. We also undoubtedly know at least one other person who has.
But do we really never have time? Alan thinks not. According to him, we all have all the time we need. We merely need to know how to manage our time better. Better time management is important because it means we can free ourselves to do other things that are important to us in life. Better time management frees us to enjoy life more, to get more out of what we do.
In order to better manage our time, it helps to learn how to get better at planning and decision making. Engaging in planning is engaging in decision making. In my opinion, this is the essential message in the book.
Planning and decision making are interrelated. According to Alan, planning is a key activity because it enables us determine the future in the present. Alan’s recommendation is all kinds of planning (short, medium and long term) all involve two activities: making a list and setting priorities among the items in your list.
Making your list can be simple. Your list consists of the items you intend to accomplish in your plan for the day. Prioritizing items in your list means you assign different degrees of importance or urgency to the tasks you need to accomplish. Alan recommends using an “ABC” system. The ABCs represent a hierarchy of importance in the priorities assigned to items in the list. In other words, items assigned a priority A are of a higher priority than those assigned priority B, which are in turn higher than those assigned priority C. Alan further explains that if there is more than one item assigned to priority A, the items can be further prioritized as A1, A2, A3 and so on. In other words, a task assigned to priority A1 will be done before one assigned to A2. The same can be done for priorities B and C.
What about when we want to have more substantial plans for the short, medium or long term beyond a single day? Alan still suggests that making a list can be helpful. For more substantial plans, Alan suggests identifying goals relevant to the plan and thinking about concrete activities that can bring those goals into fruition. So it is important to have some idea of the distinction between an overarching goal and a concrete activity. The overarching goal is what you want to achieve. The concrete activity (and a goal can be associated with more than one concrete activity) is something you do that contributes to achieving your goal. For example, your goal could be to become more adept at meditation. A concrete activity then could be spending 10 – 20 minutes, 3 times a week, practicing meditation.
Alan’s method for planning and decision making can be summarized as follows:
i) Identify the goals important to you for short, medium or long term
ii) Classify those goals based on their priorities as seen as the present time (A, B, C or even A1, A2, etc.)
iii) First come up with concrete activities for those goals classified under priority A
iv) Classify those concrete activities based on their priorities as seen at the present time
v) Schedule your plan with the highest priority goals and their highest priority activities taking precedence
vi) Execute your plan, and revisit it frequently, to inform it and to make changes
I use these ideas in the work I do for my own life. I found that for me, it helps to include feedback into the final step of Alan’s method. He simply says “do them as scheduled”. I think the doing is the most important part, however I also think it is important to interact with your plan, in order to update and to amend it. Just remember that the plan is there to help you accomplish things. It is better to avoid indulging too much in amending your plan, and focusing on doing.
The plans we have been discussing in this article are the personal kind, meant to help you become more effective in managing the time and the activities of your life. You can give some of the ideas a try to discover if they work for you. Ultimately having a plan of some kind can help us achieve what we set out to achieve in our lives.