Time boxing
Time boxing is simply allocating a fixed amount of time to a task, and then working for that time. This simple and obvious technique is very effective in achieving a variety of time management goals.
The technique originated in the software development industry as a project management tool for when it is important to switch the project control focus from being scope oriented to being time or deadline oriented. The basic idea can be implemented in various ways to boost personal productivity, as described below.
Overcoming Procrastination
Two of the most common reasons why we procrastinate are that
- the task is so large and/or complex that we are overwhelmed and are afraid to start, or
- the task is tedious and boring and we cannot face doing it for the extent of time required to finish it
By allocating a relatively short amount of time, say 15 to 30 minutes, to the task and accepting that we will work for only that period it becomes much easier to get started because we know that such a short time is bearable. Our only concern is that we work on the task for the allocated time, and we do not worry overly about how much we achieve. But what invariably happens is that once we get going we find that the job is not nearly as bad as we feared and the work starts to flow. We tend to think of action as being the result of motivation, but by simply taking action we can in fact increase our motivation. Which, in turn, results in more action and an upward spiral of productivity.
This is one of the only instances where it is OK to ignore the signal at the end of the work period and to keep going for a while longer. If you set a time box of 30 minutes and at the end of that time the work is going well just keep at it for a while longer. And, the fact that you have actually made progress on a task that you had been putting off will make it easier for you to schedule another block of time to continue with the project later. Success breeds success.
Overcoming Perfectionism
When we are faced with an open ended task it is easy to be drawn into a never ending progression of improvements, or simply changes. In these cases it is better to allocate the amount of time that is worth spending on the task and defining the task as complete when the time is spent. Sometimes completion is better than perfection.
Limited Time Available
Sometimes there simply is not enough time to do the job to the level of completeness that we would like. We can set a time box for the time that is available and "work against the clock" for that time in order to get the best possible job done in the time available.
Working on Undefined Goals
While we all acknowledge that it is better to have well defined goals in order to make progress, there are times when we need to do work on fuzzy goals that involve blue-sky thinking, mind mapping or other creative thinking work. This can also be very open ended and go on forever. By allocating a fixed period to this work we can devote ourselves to it without worrying about achieving a specific outcome - we simply work on it for the set time period, progressing as far as possible, and then stopping when the time is over. At that stage we can review the progress we have made and decide whether we need to allocate another time box to the subject at some future time. In this way we make progress without impacting on the other tasks that need to be done.
Long Term Goals
In the rush to get things done on a daily basis it is easy to concentrate only on the urgent tasks and to neglect the important tasks. The important tasks often do not have an immediate impact, but they do have a very large impact on our lives in the longer term. Time boxing is a useful technique to ensure that we do set time aside for, and do work on, things like planning, learning new skills, writing that novel or reference book that lurks inside, and so on. These are the things that Stephen Covey calls Quadrant II activities in his best selling book "The 7 habits of highly effective people".
Reward Yourself
When you have made good progress on a difficult task (thanks to PPT) it is a good idea to reward yourself in some small way. For knowledge workers a welcome reward is often the freedom to do some web surfing, reading news and blog feeds or participating in online forums. Unfortunately it is very easy to lose track of time while having this sort of fun and before you know it you have used up several hours. Give yourself the reward of doing these things, but set a time box for (say) 45 minutes and when the signal sounds at the end of that time, its back to work (to earn the next reward!).
Try Personal Productivity Timer for free
Download and test the trial version to see for yourself how it boosts your productivity, and increases the pleasure and satisfaction you get from a job well done. It downloads very quickly and is easy to install. If you have any queries please feel free to contact us for help.
