Time Management Ninja. Craig Jarrow

a degree

      5Write a book

      5Learn a new language

      5Start a business

      When you consider how much time you can reclaim in your life, you will wonder what you have been doing until now!

Tip 2

You Need Four Productivity Weapons

      To get more done with less effort, you need the right productivity weapons.

      What tools or gadgets do you use to manage your time?

      Do you use your phone as your primary device? Or do you carry a paper-based planner with you? Paper or technology solutions can be equally good. Whatever you choose, you must ensure that you have the right set of tools at your disposal.

      You simply can’t fight a war against wasted time without the right weapons. You can try, but you will spend an unnecessary amount of time and effort that won’t help you produce your best results. That enemy—wasting time—is ruthless. Unforgiving. Combatting it takes skill and advanced weaponry. Weaponry that is sleek, effective, and defyingly simple.

      You can try to be better with your time and work, but you just won’t reach your full potential unless you unsheathe the most brutal, yet simple, defense mechanisms.

      There are four essential weapons that you need in your stronghold. They aren’t surprising, and you are likely familiar with each of them.

      What is surprising, though, is that you are probably missing at least one of these. Know what that means? Missing even one of these means you are not going to be nearly as effective as you could be if you had all them. You have to go in full force.

      Do you have each of the following?

      Four Essential Weapons

      You will need these with you at all times. Without all of them, you cannot manage your time effectively and constantly. You must be a constant threat to procrastination. Individually, each is a powerful instrument that will help you get your work done. Together, they are a complete set crafted with one purpose—get more done with less effort.

      You already know the four essential time management weapons. After all, they are quite common. The tough question is, “Do you have each of these readily available at all times?”

      Have these on your person at all times:

      1.To-do List: A to-do list is crucial for tracking your tasks and obligations. Your to-do list should remember your tasks so that your mind is free to work on what is immediately in front of you.

      2.Calendar: Your calendar should track your schedule and remind you when and where you need to be. While you are living in the now, your calendar can follow your appointments that are days, weeks, or even years in advance.

      3.Address Book: Even in our technology-driven world, having people’s contact information is imperative so that we may be able to connect with others. Your address book captures those contact details so you will have them at your fingertips in the future.

      4.Notebook: A good notebook records your most important information. The idea here is that you have one notebook to record your notes so that you are not writing things down in random places or on Post-it Notes that can get easily misplaced.

      None of these instruments is new or groundbreaking. You’ve had some version of each at some time. Maybe they are scattered between your home and office. Or perhaps, you have multiple of each, depending on your circumstances.

      The important thing about Tip 2 is that you need each of these weapons, and you need to have them available to you at all times.

      The Power of One

      Sure, you need a to-do list, calendar, address book, and notebook, but is it possible to have too many? Absolutely. Having too many tools for the same purpose can be very confusing.

      While most people are missing at least one of these, it is just as important that you do not have more than one. Multiple weapons of the same type add complexity, duplicity, and extra effort.

      Have you ever missed an appointment because you had it on your other calendar? Or forgotten a task because you started a separate list that you left behind somewhere?

      Surplus tools will actually slow you down and make you less productive.

      You need only one of each type of productivity weapon.

      I call this the “Power of One.”

      One to-do list. One calendar. One address book. And one notebook.

      You should only have one of each type. Otherwise, you are merely creating extra burden and effort for yourself.

      Choose Weapons You’ll Actually Use

      When someone is selecting their time management weapons, they inevitably ask the question, “Which tools are best?”

      Don’t get hung up on picking your tools. Go with the simplest time management weapons that you like.

      Is a day-planner effective? Should I use a phone app?

      The answer is…it depends.

      It depends on your personal situation, your work environment, and more. But, most important, it depends on you. You may be more comfortable using a paper notebook and pen versus an app on your phone. Or maybe your workplace practically lives by email and an electronic means is just better suited to save time. The main thing is to choose tools that suit your desires, skills, and environment.

      In other words, always choose tools that you will actually use.

      You should pick your time management weapons based on what you like, not which is the most advanced. If you aren’t comfortable or good at using them, you won’t stick with them. More likely than not, they will end up “accidentally” in a trash can or left behind in the rental car (oops?).

      Paper or Phone?

      One of the big questions that comes up when first choosing time management weapons is, “Should I choose a paper-based or electronic solution?”

      For a long time, paper-based solutions were the only option. But technology now offers many pretty powerful options.

      So, which is better? A paper day-planner or a phone-based app?

      As before…it depends. Don’t get frustrated with this apparent non-answer.

      In this day and age, it would seem like a phone app would be the best solution. For better or for worse, our devices are at the center of our lives. We carry them everywhere we go. How many times have you realized you left your phone at home and made a James Bond style U-turn? Yes, you can find most people within a few feet of their phones.

      This makes a strong case for a device-based system. Your weapons have to be with you to be effective, and we all have our phones with us. So, this is a natural fit. Not to mention, the ability to sync across devices and locations makes your time management even more omnipresent. You can have your information synced to your home and work devices. This eliminates the redundancy that occurs when one has multiple productivity tools in different locations. It embodies the “Power of One,” instead of the power of many devices. You still have one set of weapons, but they can span many virtual locations and options.

      There are also some features that apps have that paper does not, like the ability to search, prioritize, or sort. Paper solutions just do not have these abilities.

      Yet, if you are more comfortable with a paper list or a physical calendar, it still might be better to choose a day planner. As always, make your selection based on what you will actually use in your day-to-day.

      Still confused? Again, it really doesn’t matter as long as you have only one of each of the four essential time management weapons at hand.