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One of my prospects turned down an offer to participate in a time management course by explaining that he does not want to be turned into a robot. It is a common belief that time management is about doing things very fast and keeping yourself busy all the time. So it may really seem at first sight that good time managers act like robots.

The aim of time management is achieving your goals in your life and being satisfied with your life. Time management does not mean that you have to live a fast life. Many people who have completed time management courses keep themselves busy because they choose to do so. For example, if you want to earn high income or climb up the career ladder then time management will give you tools for it. Fast life is just the matter of preference.

Still, automatic approach to some actions will help you to save time. There are always some routine tasks for you to do, whatever profession you will choose. It can be some paper work, checking your e-mail, making bank transfers etc. Many of us do not like doing them, but we still have to do it. If we can minimize time spent on these tasks then we will have more time available for tasks we like more and tasks, which are vital for our success. It may seem that a person, who handles e-mail fast, acts like a robot, but think that he will have more time to spend together with his children or friends.

But what about people, who do not make conscious decisions about their time use. Many people are regular 9 to 5 employees, who reluctantly obey the orders from their boss. Even their leisure time goes according to a typical pattern. When they arrive home from job, then they will watch TV and eat junk food. On Friday night there will be party and on Sunday morning they will wake up with a hangover. Does not it seem as living a life of a robot?

Many people dream of breaking out of that circle, earning more money, having more free time and getting a meaning to their lives. But without learning how to take control over their time they will not succeed in it.

Time management will give you the possibility to reconsider the values and habits in your life. You will take control over you time. You will be responsible for your life and you are the one who chooses what you are going to do with it. What do you want to achieve in you life?

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In today’s world most people are living fast lives. We all tend to be in a constant hurry. We want to do more things but tend to run out of time. Alternatively we may feel that our energy levels are too low to keep going and we start procrastinating. Nevertheless most of us want to achieve more with less time.

And that is the point where time management will help us. We learn how to set goals, prioritize tasks, make weekly and daily schedules, how to communicate and act fast. It is all about getting more things done. If you ask someone to describe an excellent time manger, then most people will point out that he/she is very rational, always busy and has excellent career progress.

Still, not all people prefer to live a fast life. In contrast to the business of the present world there has been created so called slow moment, which promotes living slow life. It is s a cultural shift toward slowing down life’s pace. It started as a protest against opening a McDonald’s restaurant in 1999 in Rome. In the beginning the aim of the movement was to resist eating fast-food, but soon it spread into the other areas of life such as travelling, reading, parenting, etc.

The followers of slow movement promote downshifting. Downshifting is simplifying your life and accepting to earn less income for working less hours and having more leisure time. At the same time they seek for non traditional leisure activities as they find that much of the leisure time of ordinary people is spent on obligations for purpose such as keeping you fit, community work, building social networks etc.

It has gained popularity all over the world. Some of my colleagues at the university are participating in the local groups. These people tend to see themselves as opponents to me, who teachers people to be efficient and manage their time.

But is there really a contradiction between managing your time and slow life style. Basically everyone is managing their time regardless he/she recognizes it or what kind of priorities he/she has. Although most people do not get it, time management is about spending your time in the way you like it the most. It is about finding time to achieve your goals. And it is really about YOUR GOALS. You are the one who decides what you want to do with your life. And from that point onwards it is about finding the best ways of doing it and allocating your time.

Time management does not mean that you have to live a fast life. The reason people who consciously manage their time live the life at fast speed is because the want to achieve career success and to do it fast. They want to earn more money, buy a better car and home, and travel to foreign countries, play golf and so on. It is their choice. We may argue that it is the matter of our culture and role models in our society. Rich people are heroes for many of us and so people want to follow them. But it is their choice.

At the same time you can apply time management for working fewer hours, having more time together with your friends and so on. Time management actually makes you to think about your aims and what is the purpose of your life. Time management does not mean that you should aim at earning more money, becoming a member of parliament or developing a perfect body. It does not mean that you should drive a car instead of a bicycle, that you should eat-fast food instead of cooking a meal yourself or even that you should buy food from the shop instead of growing it by yourself. Actually many people, who participate in my time management courses are seeking more for getting more leisure time than earning more money.

It is all the question of preferences. What do you want to do with your life? People are different and so are their preferences. It is your choice if you want to earn lots of money to drive a Ferrari or you want to work less and ride a bicycle.

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From time to time we run out of energy. Sometimes it may happen that we have time but do not have enough energy. We feel tired and sleepy and cannot work productively. What can you do then? How can you regain your energy?

In order to increase your energy levels you will benefits from eating certain types of foods. Eat these energy boosters, when you feel tired or you have to deal with the most demanding tasks. Still, you cannot substitute having decent amount of rest with eating energy boosters.

The foods that help you to restore your energy levels are:

• Chocolate. It will increase your brain activity for couple of hours. At the same time consuming too much sugar, may make you sleepy. Therefore you should eat dark chocolate, which contains less sugar. Alternatively you may have a low-sugar cocoa drink.
• Bananas. They contain load of potassium, which helps to maintain normal nerve and muscle function. You lose potassium from your body when you are performing intense tasks or when you are nervous, eating bananas puts it back to your body.
• Sardines. They contain tyrosine which promotes the manufacture of norepinephrine and dopamine. These stimulants act on your brain to improve your mental focus and performance.
• Yogurt. It is rich in magnesium. Magnesium is also vital to energy, it is especially important if you have to perform task, which call for physical power.
• Beef or chicken. You will get iron from them.
• Water. You have to keep your body hydrated in order to prevent fatigue.

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Getting up early has many benefits. It allows you to start your day earlier than others, which results in more things done at the end of the day. There are many ways to use early morning hours productively such as

• You can start your work day before others. During the early morning hours no one will interrupt you by phone calling or visiting you. It is a good possibility for doing quality work. Starting your day before others means more working hours, which gives you an advantage over your colleagues.
• You will avoid rush hour. If you drive to your office early, then there will be no heavy traffic and you will save time on driving and traffic jams will not cause stress to you.
• You can exercise before starting your work day. Going jogging or to the gym before heading for your office can increase your productivity as your mind will feel relaxed after physical activities.
• You can meditate in the morning. It allows you to deal with your mind and prepare yourself for the day.

Although some people are so called “evening persons”, who tend to be more productive in the evenings most of people will benefit from starting your day early. For example, for me the early morning hours are the most productive ones and if I sleep too much then it often become as relatively unproductive day for me. Most of my articles, blog posts and course chapters are written in the morning hours.

In order to do these things you have to be able to awake and get out of the bed early. It can be pretty tough if you are not used to it. Fortunately, it is possible to change your habits if you follow these tips:

• Go to bed early. This is the number one rule here. Everyone of us needs to sleep certain number of hours. If you sleep too few hours then it is difficult to get up in the morning and you will feel tired, which does not allow you to be efficient. Normally people have to sleep 7 to 8 hours, but there may be some individual differences. If you have difficulties falling to sleep early then you should try to avoid eating at late hours, increase your physical activities and take a walk before going to bed.
• Improve your sleep quality. If you sleep better then you will rest better and it is easier for you to get up. In addition, you will be more refreshed and ready to start your day. Have fresh air in your bedroom. It is a good idea to sleep with open window as it guarantees fresh air and it will lower the temperature in your bed room. The temperature in bed room should be a couple of degrees lower then in the living room. Have comfortable bed and pillow.
• Reward yourself for getting out of bed. Getting out of bed immediately after the alarm rings can be difficult. But if you do not do it then you can fall to sleep again. To make it more pleasant for you then reward yourself. Make it a ritual that you will have your favorite food or candy right after you get out of bed, but only if you manage to get out of bed at once.
• Schedule your time in the morning. If you have certain activities planned on the morning hours then it will generate pressure to get up. Otherwise you will not able to deal with them. On the contrary, if you cannot think out what do to with these early hours then there will not be much motivation to get up.
• Do not put your alarm clock near your bed. The point is that you should not be able to snooze off the clock without getting out of the bed. So the alarm will not stop till you are lying in the bed.
• Limit your alcohol consumption. Getting drunk in previous evening will result in hangover in the following morning, which makes it difficult for you to get up and start your day.
• Get yourself a dog. If you do not like dogs then do not follow this tip. If you have a dog inside your house, then he will probably want to go out early in the morning and so he has to wake you up and he will not let you go until you are out of the bed.

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Coffee is a common part of office culture. For many people having a cup of coffee during a break is an everyday routine. Workers gather around the coffee machine or go to a specific room for that and have some chat. For some employees having a cup of coffee is the first thing they will do when they arrive in the office.

Having a cup of coffee during the break and chatting to co-workers may seem to be a good way of resting and relaxing. To some extent it is, but unfortunately coffee brakes tend to have negative effect on productivity. Many people do not notice how much time these breaks really cost. You may think that you will just relax and have a cup of it and in 10 minutes you will be back working, but in reality it may happen that you will not resume your work in 20 or more minutes. You start chatting with other people you will not notice how the time flies. And even if you will get back behind your desk it takes you some time to reach the full productivity.

Starting your day with having a cup of coffee is not the best way to do it. Usually people are fresh in the beginning of the day (if they have slept well). Then they should not spend their efficient working time on drinking coffee. Instead of that starting with the work right away when you arrive in the office will give a much better start for your day. It will also give you a big emotional boost as it makes a big difference if you have spent the first 30 minutes on chatting or you have already complete some of your job tasks.

Some people drink coffee also while sitting behind the desk and doing work. It will decrease their working speed. It is a distraction to the work and it does not allow you to fully concentrate on your job. Each time you take a sip from the cup if turns your attention away and wastes time.

Furthermore, coffee is a dehydrate. It means that drinking it will drain water out of human body. Dehydration will have a negative impact on your work progress. If there is not enough water in your body then you mind will not work at full potential. You are not able to think fast and you will get tired fast. As coffee causes body to lose water then heavy coffee drinkers will have to use bathroom more than other people, which again causes them to make breaks in their work and to loose working time.

If you want to drink coffee during your work day then you should keep an eye on the amount of consumption. I would not recommend you to have more than 2 cups a day. In addition, you need to drink water to balance the amount of water in your body.

I personally do not drink coffee at all when I am working. I am not much of a coffee drinker and if I drink it then I usually do it in the evenings. The only exceptions are the days when I have to get up especially early for example at 5 AM and I have to drive. Then it allows me to wake up.

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Last weekend a friend of mine asked me: „When was the last time you felt bored?“ I was surprised by the question and asked back why he asked it from me. He explained that it seems to be that during the last two years I have always so much to do and there is hardly any moment when I am look to be lazy or doing nothing.

After hesitating for a moment I asked that I really do not know when I felt myself bored for the last time. It really seems to be that it was long ago. I know that some five years ago it happened quite often that my life was dull and I found myself doing nothing. Somehow it has changed. Everyday I have a plan what to do. Even if I manage to complete all tasks for the day (which I usually do), then I find new activities. There are always books or web pages to read. For example, I feel that I should read more about sales and motivating people for running my investment broker company. I should increase my knowledge in internet marketing. There are many people who I should communicate with, but have not had time.

Later I realized what has made the change. I feel myself rarely bored because I manage my time. Time management starts from setting your goals. And when I am talking about goals then I would stress that it is about YOUR goals. It means that you have to find out what to you want to do with your life. What do you want to achieve? After that you will make plans how to achieve it.

From that moment on you are spending much of your time on the activities which will lead to your desired goals. For example if you have a dream about creating a network marketing company then you will start working on it. Or if you want to be fluent in Spanish then you will take up these studies.

There are usually many things that we want to achieve. Therefore we can set many goals. I believe that it is better if you have many different objectives in your life instead of focusing to only one goal. What happens if we fail with it? We will feel very unhappy about it then. But what if we have set 7 goals and we can achieve 4 out of 7. Then we will feel much better.

If we have many different goals then we will spend our time on different types of activities. Some of the goals are related to our work life and some to private life. That kind of approach keeps our life in balance. And what is more important it beats boredom. Why? Because if we spend too much time on working on one goal, then it becomes dull and disgusting at some point. If we have many objectives then we can set this goal aside for some days and spend time on working on other objectives. There will be more variety and it makes our life more interesting.

In addition, time management guarantees that we know exactly what we should be doing next. And if we have set exact times for different activities then it ensures that we have to keep up with the pace. We just cannot waste time on doing nothing. Actually you can do so, if you plan so. But you should not do so, if you really do not want it. I personally do not enjoy very much just laying on the sofa and doing nothing. Therefore time management provides me constant activity and there are not so many moments when I feel bored.

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I had not played much soccer before I was 24 years old. As I am quite tall then I was more into basketball during high school and university days although I was never at the top level. For short time I also practiced rowing during high school. But five years ago on one Friday night when drinking heavily with my friends one of us proposed going to play soccer on the next day.

From that point on we played soccer every Saturday and after that there was usually sauna and beer. If we had done it for some months then we played a friendly match against one amateur soccer team and although we expected the opposition to be much stronger than our team it was not that bad. We lost the game 3:5, but it gave us inspiration to form our football club WC Guwalda and start playing league games.

This year it is already fifth league season for us. I have been the manager of the club and a player for all these years. Probably I am one of the worst soccer players in Estonia and our team has never been too competitive. We have been always playing in the lowest division in Estonia and for all seasons we have been on the first or second place in the league table if we look it from the bottom.

It has consumed lots of time for me. We usually have 22 league games on Sundays and it means that for almost half of the year I have spend much of my Sundays on playing soccer. In addition we have soccer practices for two hours twice a week.

How does it fit do my life style if I am a time management trainer? Could it regarded as too much time consuming and pointless if there are no good results for the team? Well, time management is about spending time on the activities what we want to do. Of course, the point is to perform your tasks efficiently, but what you are going to do with your time depends on what do you want from your life. And you can do practically everything if you are happy with it.

Playing soccer has always been fun to me. Although I really can’t play I like doing it. It is true that it consumes time. But soccer is for leisure for me. I work efficiently to get my other tasks completed fast for having time for soccer.

Besides the fact that I like playing soccer, it gives me physical exercise, which is necessary for me as much of my work takes place behind the computer. Since I started playing soccer my physical condition has improved a lot. I have lost about 15 kilograms (35 pounds) of bodyweight since I started with it. I have much more strength and endurance now. Overall I am in better physical shape.

Physical exercise does not only allow me to be in good physical shape and feel well, but it also provides variety to my life. I really cannot be efficient if I sit the whole day in the office. If I have some physical activities then they will help me to restore my mental energy. I will feel more refreshed and I am able to work faster.

As I have been the manager of the soccer club then it has given my managerial experiences. I have not been employed to a managerial position and 5 years ago I did not have skills to lead people. But when I had to do business for the club, then it meant that I had to find sponsors, search for new players, negotiate deals with different service providers etc. I find it has given my much valuable experience, which I have benefited, when I started my entrepreneurial career.

Playing soccer and managing the club has also extended my social network. During five years about 50 different players have been involved in the team. In addition, I have made contacts with many other partners. I have benefited from those relationships when doing business and I am sure I will do it in the future. For example, last week I found a new sales agent for my investment broker company through the soccer club.

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I have been often asked how do I use my time myself. If I am giving everyone advise on time management, then how do I manage my own time. How does a typical day in my life look like?

Well, it is pretty difficult to describe a typical day for me because every day is unique to some sense and probably there is more variety in daily time use for me than for an average person. I am not a 9 to 5 employee and my working hours are not the same every day. I do not have a single job, but instead of that I have many different jobs. I am an associate professor of economics at the university, which means that my work tasks include giving and preparing for lectures, seminars, doing research and writing scientific articles, participating on conferences and other events. At the same time I am involved in many business projects. First, I am a speed reading and time management trainer. Second, I have an investment and insurance company. Third, I have a network marketing company, which is mostly specialized on selling different health relate products.

That may seem pretty much, but it is no problem if you plan your time well and work efficiently.

If I think about my ordinary day, then there are basically three types of days, days I work at home, days I work outside home, days I do not work (or work only a little). I always try to work at home as much as possible. For example, in the university you will basically see me only when I am giving lectures or attending meetings. But when I am doing research or preparing for lectures then I do it at home. Why? Because I can be more efficient in that way. My colleagues at the university are pretty talkative and they are not so good time managers. Then will often disturb me when I work there and I try to minimize my stay at the university building as much as possible. I also have to work outside home when I have to give training or meet people for business reasons. When possible I prefer to communicate with my business partners electronically for saving time, but it is not always the best solution, so there have to be some face-to-face meeting.

I am a morning person and my most efficient working time is before 11 AM. Therefore I try to get up early and start working early. I usually start working at 8 AM and usually I start my day behind my computer at home. I start my working day with some simple and short tasks to get myself going and create positive emotions. For example, I write my blog posts in the morning. It will usually take about 30 minutes for one post and it gives me a good emotional charge if I complete it. On some other days I may start with other simple tasks such as sending some mail, checking some information from the internet, filling some forms etc. It is important that these tasks do not last long, not more than 30 to 40 minutes. It is good if I can get many small tasks completed in that period.

After that I am warmed up for more challenging tasks. These may include doing some scientific research, preparing for lectures and trainings, solving some problems for my businesses, working out strategic plans etc. From 9 to 11 AM I do hard work behind my computer. Of course it is not possible on all days, as for some days I have to give a lecture at 9.30 AM.

If I have done enough hard analytical work then I will check my emails. I read them the altogether and for every mail I make a decision, how I am going to respond to them. In most cases I write the answers to some mails immediately, but when I have to do some work with that issue before I can reply to that mail, then put these thing into my “To do list”. After processing mail I usually make some phone calls. I make all the calls in a row if possible for saving time.

Before I go to lunch I will take up some easier and more routine tasks as I am tired already. Still I will be doing them at fast pace. If I can stay at home then I do not go out to lunch (if I do not have a business meeting on that day), but will prepare lunch for myself and at the same time I will be still doing some simple work tasks.

After I have completed my lunch, I stop working on many days. If my stomach is full then it makes my sleepy and I can not be that efficient. On some days I have meetings or appointments after the lunch. But if there are not any, then I will do something else like go shopping, go for a walk etc. My girlfriend works in my investment and insurance company as a sales agent, which means that she can choose her working time on her own. So we often spend time together after the lunch.

I spend a lot of time on practicing sports. I try to perform physical training six days a week , however on some weeks I have to be on business travels of trainings and I do not always manage to stick to that rule. Twice a week I have soccer training, once in a week there is a soccer match, twice a week I will do bodybuilding in the gym and one a week I will go running. The soccer practices will start at 8 PM, gym and running usually about 4 or 5 PM.

After the training I feel refreshed and I have energized myself to work at full power again. Therefore I often work for a couple of hours in the evening for example from 8PM to 10 PM. I do not do it every day, but usually two or three days a week. I will usually work with my business projects on the evenings or do some scientific research. Those evening hours are my second efficient working time in the day besides the morning hours.

On the weekends I will usually enjoy my life, meet friends, have parties etc. Still, I usually work a little on week ends, about 2 to 3 hours a day. If find it inefficient to spend the whole day on leisure as does not really spoil your day for example if you work from 8 to 10 AM. I can still enjoy most of the day and I can use my most efficient working time.

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During our days we have to perform many different types of tasks. For some tasks you will deal with them only once during a day. For example, you may have only one board meeting in your day, one management training session to attend or one football practice. Still, many of our tasks are repetitive as we read and write a large number of emails, make several phone calls etc.

For repetitive tasks it is good idea to batch up them to blocks if you have control over the start and end times of them. In some cases you do not have that kind of a control as you cannot choose the start of every meeting, seminar or TV program. But if you are free to schedule that type of tasks then you should choose to deal with many similar types of activities in a sequence. For example, if you have to make 7 outgoing phone calls in a day and if you are free to make them on whatever time then it is useful do them one after another without dealing with any other tasks in between.

Switching from one task to the other tasks always takes some time and it decreases your productivity during the first minutes you deal with the next type of task. In case of phone calling very few of us will take the phone immediately after they have chosen to do so, but instead of that they will take a small brake. In some cases they will use it for rethinking the phone call, but often they will just procrastinate for several minutes. In a similar way after the end of the phone call it takes again time to get into the right mood for starting with the next task.

But if you are have already completed one phone call, then it is not so difficult to dial the next number without making a pause. It would be especially efficient if you have to make many similar types of calls, for example sales calls. Or if you have to ask opinion of inform several people about the same topic.

There are many situations in which you will benefit from performing tasks in blocks. For example if you have to process your emails then it is by far better than you deal with your mail couple of times a day instead of doing it every hour or in the worst case you will make a brake in your other activities every time you receive a new message.

If you have to clean and organize your office or home then do not do it for ten minutes a day. Take one hour or more for it. Doing it for 10 minutes will not lead you much of it being done and you distract yourself from other activities in that way.

In addition you may find that batching tasks into blocks is useful for

• Writing articles and blog posts. If your write several of them together it will take you less time then doing them separately. I usually write my blog posts for one week altogether. It saves me a lot of time.
• Gathering information. If you need to do some research then it will be useful to gather all the facts and data together before starting with the analysis. If you frequently switch between analysis and data gathering then it is difficult to get into the right working mood and you will be doing some of the analysis with not all the necessary data available for you. It could lead to wrong conclusions.
• Eating. It may seem strange to add it to this list, but in reality many people keep on eating constantly during entire day even if they are involved in other types of activities. For example, they are eating different types of snacks while working with their computer. Besides being unhealthy, it will decrease your productivity. So eat large enough meals 3 or 4 times a day and avoid frequent snacking between the meals.

Different types of tasks have to be done at different locations. It is wise to plan your time in a way that you will perform a number of activities in one location in a row instead of changing location frequently. Commuting is actually very time consuming and each time after we arrive in the next location it takes some time to find our working rhythm and reach full productivity. Therefore if you have to meet several people out of office, then you should schedule these meetings in a sequence so that you will not return your office between these meetings. If you are going to the shopping center to buy yourself new shoes you can batch it up with buying food products, visiting post office and a hairdresser.

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Many people think that time management is something for people with heavy workloads. If they think about managing time the typically imagine a CEO, who will work 80 hours a week and who is always in time trouble. And then we think that time management gives him tools for working more efficiently such as computer software for scheduling appointments, organizing contacts etc. But what about other professions? We may think that time management is also beneficial for other types of professions, which keep people very busy for example lawyers, secretaries, middle managers and so on. But we usually do not think that for example that an artist, kindergarten teacher or a car mechanic will benefit much from it. It is true that business managers participate more in time management trainings then school teachers, but it should not mean that it would be less beneficial for school teachers in comparison to managers.

I have given many time management courses for high school and kindergarten teachers in Estonia. It may seem that these people will not benefit much from time management skills as their working time is to a great extent scheduled. In practice it comes out that you can benefit a lot from time management even if you have a strictly defined working schedule.

Time management starts from thinking about what we will want in hour life. Looking on time management only from the viewpoint of scheduling our working tasks is a limited perspective. We are always spending time on different activities and it is no difference whether we are working, eating, watching TV or playing tennis. Everyone has 24 hours in a day and it is totally up to you how you will spend it. If we take a broader view then even our jobs activities that we are obliged to do are voluntary. For example, if you do not like getting up early, but you have to do it for your current work commitments then you may think about finding another job, which allows you to work on different hours. If you are an office worker, but you would enjoy more staying outdoors, then you can again think about switching jobs. The same applies to spending our leisure time. If you sit in a pub every Friday night, but you actually do not enjoy it very much, than you can start doing something else instead of that. You just have to think what kind of life you want to live. And clearly, everyone regardless of his/her job can do it.

To achieve that kind of life you want to live, you have to set clear goals. You can have goals about your career progress, personal development and also about your hobbies or spending time with your family. Again, everyone can set these goals for himself.

If you have set goals then you have to deal with them for achieving them. It is much easier to accomplish a goal if you have worked out a detailed action plan. For example, if you want to be a good tennis player, then it will be useful for you to make a plan how you will improve your play. Your plan may include hiring a personal coach, improving your general fitness level, reading books or watching videos on tennis training and so on.

If you have worked out that kind of plans then you have to find time for putting them into practice as otherwise they are no use for you. That is when the scheduling comes in. Even when you have a job where you do not have many possibilities to make changes to your work schedule, you will still benefit from scheduling your leisure time. It may seem a bit strange, but it will actually help you to have more quality time and you will avoid spending hours on sitting on a sofa and watching TV.

Finally, time management is about making things more efficiently, which means doing more in less time. How to read emails in shorter time? How to commute more rationally? How to avoid procrastination? How to keep your self fresh and energized throughout the whole day? These skills are very general and useful for everyone. You can be a high school student, professor, sales agent, hairdresser or a nurse and you will benefit from these skills. Learning to do things more efficiently will make your life easier as it allows for you to save time. When applying time management principles you will find yourself to a lesser extent in time trouble, your life will be more pleasant and less stressful.

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