Five Methods of Time Management
There are many unavoidable realities in life, such as background and talent, which are beyond our control. However, "effort" is something we can control. Do you know what your city looks like at 4 a.m.?
Now, let's talk about my time management.
The Core of Time Management
There are many methods for time management, and GTD (short for Getting Things Done) is one of the effective and currently most popular methods. Translated into Chinese, GTD means "getting things done." The core idea of GTD can be summarized as "moving various tasks out of your mind by recording them, then organizing and arranging yourself to execute them." With some personal understanding, I will now discuss my interpretation of GTD. The core steps of GTD are five: Collect, Process, Organize, Execute, and Review.
1.Collect — Collect and Record
The human brain can store a lot of information, but it has its limits. Don't believe that you will remember something after a period of time has passed. Free up your brain's storage load and let it focus on thinking. Record any information, tasks, and inspirations before you forget them, using tools that are as convenient, user-friendly, and efficient as possible.
2.Process — Process and Categorize
Only by processing information promptly, making decisions, and categorizing it can you avoid the accumulation and fragmentation of information. When processing information, use the two-minute rule and the four-quadrant rule.
The two-minute rule states that if a task can be completed within two minutes, no matter what it is, do it immediately. If not, categorize it.
The four-quadrant rule divides tasks into four quadrants based on their urgency and importance: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important.
3.Plan — Plan and Schedule
In addition to existing schedules, you can set daily, weekly, monthly, and annual major events that you need to complete and schedule them.
For daily tasks, use the "Three Frogs" theory. Before going to bed the night before, set the three most important tasks for the next day, and start working on them as soon as you wake up (the same applies to monthly, quarterly, and annual "Three Frogs").
For weekly tasks, use the 21-day habit effect. If you stick to something for 21 days, it will become a habit. For monthly tasks, use a calendar schedule to plan out what needs to be done each month.
For annual tasks, use a wish list method to ensure you achieve progress and growth each year.
4.Execute — Execute Resolutely
Execution is the most critical step in Getting Things Done and the key to success. Be consistent in your words and actions; once you make a plan, you must follow through. This greatly enhances your self-identity. When executing, focus on one task at a time without distractions, avoiding multitasking or sudden interruptions. Use the Pomodoro Technique, setting the timer for 25 minutes of focused work, during which you do nothing unrelated to the task until the timer rings. Then take a short 5 minute break before continuing. After every four Pomodoro sessions, take a longer break. The Pomodoro Technique significantly improves work efficiency and provides a sense of accomplishment.
5.Review — Review and Check
Currently, I review once a week using the PDCA cycle (Plan-Do-Check-Act) to review long-term, medium-term, and short-term goals, as well as work and other tasks. This helps identify areas for improvement and allows for adjustments to the plan, making it more effective and logical in line with work processes.