7 Best Tips to Improve Your Time Management Skills

Time management is a challenge that a lot of people struggle with. In our modern-day society, we are bombarded with an assortment of distractions that take up our time. In all my working experience operating in corporate office environments, but especially now as a virtual assistant and freelancer, I've learned that time management is crucial. Being self-employed means that there is a lot more emphasis on managing our time correctly to provide efficient and reliable service to clients. Time is precious, and it is the one commodity that we cannot gain more of. Once it is used up, it is gone forever, so we should spend it wisely.

Perhaps you are someone who is also juggling your day, feeling overwhelmed by all the responsibilities you are required to perform. Maybe you battle with procrastination, forever putting off stressful tasks and running out of time to complete them all. I would like you to know that you are not alone. Many of the people I know and have met in my career have felt the same. I, too, have faced these same setbacks previously in my life. Fortunately, I have found better work techniques to improve and even solve these dilemmas. Here, I would like to share this advice with you in the hope that these steps will assist you in doing the same.

1. Planning

One of the best methods, planning, forms a very important part of time management. There are various ways in which we can do this. You could make use of a diary, either a paper one or even go digital. I have often used my email application calendar to ensure I have scheduled enough time in my day for each task as well as to ensure all my appointments are never missed. Set a timer or automated reminders if you need to, as this will ensure you always stay on track. Make sure to also create a to-do list to keep track of all the tasks you need to accomplish. I cannot begin to tell you how this alone has saved me many times in my career. You may be like me and have a great memory, but we are only human, and life can be overwhelming. There is always the possibility of forgetting one or more important things which we tell ourselves we will remember, but this isn't always the case.

2. Prioritise

The next important step to planning is to prioritize all your work and responsibilities. Start by sorting out everything on your to-do list or your schedule in order of importance. By focusing on the most urgent of these first, you will be able to manage your time better by completing the bigger and more important ones. Smaller tasks require less time and will be more manageable once you are ready to take them on and not to mention less stressful. One of the handy and effective ways is to sort out your schedule into what is required daily, weekly, and monthly. Each day, focus on your daily duties; thereafter, you can begin on the weekly one and plan time for accomplishing your monthly tasks as time allows.

3. Multitasking

Coming from a corporate background, I have seen and experienced that there are numerous companies today that expect staff to multitask. Some even list this as a required skill for job vacancies they advertise. Trying to do too much all at once only slows us down, as the human brain can only focus on one thing at a time. It also takes time away from tasks you can be attentive to. Where you could be concentrating all your energy and quality of work on a task and giving it your best, your attention will be divided. In turn, this will slow you down, as you will continually stop and start something as you continuously change focus to and from other things. For your mental health, ensure you avoid this as it is damaging to your productivity. Stay focused on one thing at a time, complete your current task, and then move on to the next.

4. Resources, apps, and programs

In an age of technology, we have a large selection of tools to assist us with improving our quality of work, as well as providing many automation tools to make our lives easier. There are a large number of resources online, apps, and programs we can use to choose from – including time management apps, to-do list software, project management software, communication apps, social media automation tools, and so on. These will increase your productivity and help you be more efficient.

5. Rest breaks

While it may be necessary to stay focused on our work at hand, it is also particularly so to take short breaks regularly. Once you complete a task, repay yourself with a tea break. You could take a walk outside, stretch your legs and get some fresh air. This works wonders to rejuvenate you for the next job you need to do. Also, sitting down for too long can be harmful to our health. This includes eye strain from staring too long at a computer screen, which could induce a headache. If you take a few minutes out for yourself to recharge in between your busy schedule, the quality of your work will be good, plus you will be more energized and motivated to take on the rest of your daily schedule.

6. Schedule email and phone response time

Email and phone distractions can be time-consuming. Periodically throughout the day, we have a collection of emails, text messages, and calls coming through to us. Continuously bringing to a halt what we are working on to attend to these and return to our task is just as detrimental as multitasking. Scheduling time slots in your day for responding to emails and phone texts puts more emphasis on the tasks you are working on and lessens any interruptions. Unless it is an emergency or urgent work-related matter, take care to limit switching your focus.

7. Limit distractions and interruptions

If you would like to improve your time management, it is both important and necessary to work in a quiet environment, free from distractions and interruptions. As a virtual assistant, you are often communicating with various clients over the phone or online and may be working on several projects that require a lot of attention. A dedicated space or separate office will be essential to cultivating this type of working environment. Another successful method is to use noise-cancelling headphones, if necessary. I found this technique especially useful if there may still be distracting background noise outside, for example, as it takes away any diverted focus from this disruption and places it all into your work.

There are various strategies and methods available online, and most of them embody the guidance outlined here. However, I am certain once you have implemented all of the above advice, you will see a noticeable improvement in your time management skills. It is never too late to make better use of the time available to us, so start applying these steps today.

Adventures Abroad - Don't Give Up on Your Dreams

 Ever since I was a child, I had a deep longing to explore. As I got older, my knowledge and awareness of the world around me expanded. I learned of spectacular, amazing, exciting countries and locations. My eyes were opened to a wide world of opportunities. So much to see, would I ever be able to see it all?

Ireland, one of the first countries I discovered through a film I watched, captured my heart. Being a fervent fan of all things historical and mythological, the wealth of folklore and rich history astounded me to the core. Europe in general interested me, but not as much as this beautiful land.

I had just become a teenager when my high school history teacher taught us about heritage. We were given an assignment on family trees and instructed to do some research on our family history to be included in our project. Needless to say, I was incredibly thrilled to uncover that some of my ancestors had migrated from the gorgeous, green lands of Ireland. Ultimately, this inspired me even more. My first destination was set in my heart. It became my wish, my dream, my goal.

As the years went by, I did not for one moment let go of this vision. Although life brought me a multitude of distractions and many peaks and valleys in my journey, my desire to travel abroad remained strong.

Many years later, both my brother and sister along with their respective families, emigrated to Ireland in search of better opportunities. How I wished this could have been me! Their tales and photographs of all the wonderful places they visited in their adventures reignited my life-long hope to do the same. So many years passed, and still, I had not found the means or opportunity to make this a reality.

Finally, after several years of waiting for my opportunity to arrive, I was blessed with the means to travel abroad. A generous, awesome gift and just in time for my birthday too. What better way would be than to celebrate with my family after so long, and in a different country? The time finally came when I was jetting off to a marvellous, magical place. My whole being was filled with pure joy, thrill, and wonder as I realized it was all finally happening for real. 

Though I saw so many phenomenal places and had not seen all there is to see, it is but a small fraction of the possibilities out there to experience. The castles, ruins, monuments, ancient locations, and stunning landscapes I explored are forever etched in my mind. I left a piece of my heart in Ireland, but I remember it with gladness and I know I will be back someday. This was an adventure I will never forget, the first of many more yet to come.

You may feel that your dream or goal may never come to pass, but do not give up! You never know what the future may bring or when your moment will arrive. So keep dreaming, keep on believing, and most importantly of all, keep working towards what you want to achieve. With enough perseverance, positivity, and patience, you will get there. 

      

Life Lessons on Time

It has been nearly two years of not writing here on my blog, and I must say how I have missed it! So much has happened since the last post, good and bad, yet unfortunately I seem to have let the bad stuff and the busyness of life get the better of me by allowing my inspiration to cease in all the craziness. That is changing now, as I have been on a journey through this period of rediscovering myself, growing and learning a lot, as well as getting back to goal and intention setting for the way ahead of me. There is so much to write about and share, I have my work cut out for me now! Yet no complaints, all smiles and happy thoughts as I write this because I know through all the stuff that has happened, even though I have been through some tough situations, I have no regrets because it is all working for my good and taught me some valuable lessons I needed so desperately to learn. Now that I am back to writing again, I look forward to continuing sharing all the lessons and inspirations of life I am learning along the way!

Where do I begin? There have been some major events that have taken place, and significant lessons learned as a result. I think these things are of vital importance for not just me, but for us all to take note of. One of the main things that has stood out for me the last year and a half, is of the frailty and uncertainty of life. Last year two of my close friends and a family member passed away, followed this year by two more friends in the last few months. It has been a real eye-opener that time is promised to none of us. This I know, but is as always a good reminder! It has been tough to deal with so much people leaving this world; because like me, there have been some friends of mine also who have lost people in their lives also through this same period of time.

The lesson in all of this for me has been to make sure I focus my attention on the people who really matter and are present in my life, the things I care about and love, and to start seriously working towards my goals and dreams – because these are what has real significance. Too often we get swept away by life’s issues, work, tiredness and being busy with everything that comes along day by day. And then, before we realise it, days / months / years have passed and we have not achieved what we have set out for, or spent time with our families or friends we have wanted so desperately to do for so long.

When one starts having so many people pass away in a short space of time, one cannot help but sit up and take notice of life in all its beauty and value. Not just have I realised life's improbability, I also became conscious of my own mortality and the reminder of my near-death experience I had many years ago. This has resulted in me finally gaining the last bit of motivation I so desperately needed at last to continue working at achieving my dreams and goals. These events have been a wake-up call to me, after getting distracted by life and procrastinating way too much – a personal goal and improvement I thought I had completely overcome after working so hard on myself with this. Thankfully, things are now back on track and I have begun to focus my attention to where it needs to go. Positive and exciting changes, improvements and processes are ahead as I have begun my journey to accomplishing what I need to.

I was reading an inspirational piece the other day, which had the same theme which made me sit up and take notice. It’s amazing how by some Divine Plan all these messages and signs come to us, if we are open and attentive enough to see and hear them! The author was saying that anyone who ever accomplished anything great in life (for example: Albert Einstein, Princess Diana, Mother Teresa, Bill Gates, Oprah Winfrey, J.K. Rowling, to name but a few) had the exact same number of hours in their day as we do. That today we have more ways to solve more problems and get more done in a single day than have ever existed before. He went on to say that our “lack of time” is not a time problem, but a priorities issue. How profound! We need to refocus our awareness on who and what matters in our lives, and stop chasing those which do not serve our purpose. Be grateful for each day, for life, for your blessings. Our time here is limited. We are only assured of today – no, we are only assured of right now. It is all we have. So, let us make the most of it, before we end up living in regret. There is a lesson in this for us all.

Making Time for People and Priorities

The other day I was speaking with and encouraging a friend who has been going through a difficult patch of her life, when I came to realise that what we were talking about was this exact lesson I have learned in totality in this last year of my life. We were discussing the concept of time, the making use of the time you are given right now, and the fact that so much of it is wasted on the wrong things, activities and people. We need to have a balance, we agreed. As I have said in the past on many an occasion, time is not guaranteed to us and the ever-ticking clock of time stops for no-one.

For a while now, I have been focusing on what is truly important in my life. There are a few things that brought this on. For one; the constant reminders when speaking of my goals and dreams to friends, family, colleagues, etc. and realising I have not achieved a lot of them … yet! This along with the realisation as I approach my next birthday, and thinking how crazy it is that it is just around the corner again. It has been a busy year. However, this is not much of an excuse. I read something the other day by American Author H. Jackson Brown Jnr, where he speaks about this very thing in his book entitled, “Life's Little Instruction Book.” These are my favourite quotes, which have such relevance to this concept of time and life:

“Twenty years from now you will be more disappointed by the things that you didn't do than by the ones you did do. So throw off the bowlines. Sail away from the safe harbor. Catch the trade winds in your sails. Explore. Dream. Discover.”
“Don't say you don't have enough time. You have exactly the same number of hours per day that were given to Helen Keller, Pasteur, Michaelangelo, Mother Teresa, Leonardo da Vinci, Thomas Jefferson, and Albert Einstein.”
“The best preparation for tomorrow is doing your best today.”

This got me to seriously start thinking on many things – things I think we all ponder on at times:
• What am I spending my time excessively and unnecessarily on?
• Am I being wise with the amount of time I have and doing the things I love doing (and better be doing, working towards my goals and dreams)?
• What can I do to simplify my life and focus on that really matters?
• Am I wasting time by doing too much of something that does not have much value or procrastinating when I could be doing other, more meaningful stuff?
• Is there anything that I still let bother my mind and overthink that causes me stress, and wastes my time letting problems / worries / people / work cloud my mind when I could be focusing on positive things that keep and make me happy and motivated?
• Are there any people I am ‘running after’ who aren’t bothering to make an effort – in other words, always texting / calling / trying to make plans when I could be focusing my attention on those that really want to be there (instead of saying they want to or will be, but then don’t)?

There is always room for improvement here. I don’t think we can fully master it, but we can get pretty close. We are only human after all. In my own life, I have made tremendous progress with this way of positive thinking over the years. Sometimes though, I find myself slipping off the edge of this high road I have climbed up for so long, only to find a good friend that’s been walking next to me reach out their hand of encouragement and hope – and I am back, stronger than ever. This visit with my friend was one of those times. We sat there talking about the wrong things and people taking too much of our valuable time. And so, like the proverbial light bulb going on above my head, I remembered that I originally had learned this lesson many years ago and this was just another one of those moments reminding me of this!

From what I learned this far through my own experiences and the lives of those around me, is that it really is not worth wasting your precious time on anything which is not contributing to your life. If you do not start prioritising now, before you know it, so much time has passed (and wasted) where we could be doing the things we love and work towards our future. Similarly the same is true if there is anyone who doesn’t go to the effort to spend time on you as you are trying to invest in them. Perhaps you find you are chasing after them by contacting them all the time and there is no reciprocation, no reply or no effort at all. This is when it is time to say goodbye and focus on the ones that really want to be part of your life and keep in contact. This is why, on almost all occasions, I withdraw myself and go silent for those type of people. People say a lot, which is why I watch what they do, and it will show if a person’s intentions are true because the two will match up. Why should any one of us always make all the effort, when it takes a mere several seconds to send a simple text if you cannot call or spend time with them. There is something that is called self-respect and loving oneself enough not to allow yourself fall into this trap. It is too easy, especially for us that care too much about those around us. We need to keep reminding ourselves of our worth and knowing that every type of relationship requires effort from both sides – no matter who you are. Don’t give up your time for the wrong people!

Tomorrow is not certain and it we should be using our time wisely and usefully. In the end, there is only so much of it! I have become very aware of my mortality over the years, especially after being in a few motor accidents, as well as having had a few friends and family pass away too soon. Once the time has passed, our window of opportunity closes where we had an opportunity to do something, go places, experience an adventure, spend time with someone important (especially family), or even to be with someone you want to share your life with. Once this moment or period has passed, it has passed! There is nothing you can do to go back. Make the most of whatever opportunity presents itself to you. Cut out anything or anyone that is wasting your time, effort, and affections. Don’t waste any more time. The time is right now, it is all we ever have. Dare to live, dare to experience life, and dare to make this your best life possible.

Healthy Body = Healthy Mind = Healthy Spirit

For almost a year and a half now, I have made the decision to make a point of focusing on my health – by eating the right foods, doing what I can to improve my health, take whatever supplements I require to stay healthy, get the right amount of daily nutrients, drink enough water, get enough rest, and make sure I keep exercising and doing yoga like I had been so diligent to do in the past. I can’t say that I have been exactly strict with myself on the exercise part but have found over the past couple of months that my time for yoga has improved, yay me!

However it is still not good enough as this had all been a daily routine for me before and, especially lately, has been less frequent. Regular exercise of any form is so important to add to healthy eating and lifestyle choices, and so I press on to overcome this sinister spirit of procrastination and distractions that stop me from doing what I love and need. Just like these same things have been keeping me from pushing forward with my writing recently. But this is going to be no more, I will prevail! This is one of my latest lessons I am currently going through in my life and so I will keep pushing on through it. So, what is the point of this? Well, through my experiences on this road to a healthier me, I realised a very important lesson in all of this which we should all heed. Taking care of yourself is so very essential, and not just because it is the only body you have. That is unless someone miraculously discovers the fountain of youth anytime soon, or science invents something to reverse the ageing affects, or even transfer our consciousness into another body (perhaps I have been watching too many sci-fi movies lately!).

Until then however, we need to be cautious with the way we live. When we provide into our diet all the nutrients that we need, our minds and so, our emotions and mental state, also are affected and improved. When this takes place our spiritual selves are happier and feel more alive because our minds (and bodies) are functioning properly and are in a good, healthy state. So, the same thing will apply to eating too much 'junk' food, consuming any foods or drinks with preservatives, taking too much prescription medicines, and so forth. Now, I am just speaking in general here about what I have learnt, with some people it will be different depending on whether they are suffering with some or other health issue. A lot of us have something we are battling unfortunately. We need to keep in mind though, that we have to guard ourselves and our health for our overall well-being. 

But we can do whatever we can, to the best of our abilities. If we are doing our best, we should not feel guilty or bad about ourselves. We are not robots, and are human after all! I have found that we need to have a healthy balance of all aspects of our lives; which promote a healthy body, mind and spirit. Too much of anything can be bad for you, and this applies to everything. Get enough sleep if you can manage it, don’t overwork yourself, spend time with your families and friends, spend and live wisely, don’t procrastinate and do what you can – when you can, drink enough water, eat healthy but treat yourself too once in a while at least. Do what you love, laugh, sing, dance, or whatever makes your heart and soul glad. We only live once. They say if you do it right, once is enough. And that is an encouraging thought!

Your body is sacred and a wonderful gift, look after it. By keeping your body as healthy as you can, you honour that and this leads to a whole chain of health benefits. Many physical ailments are linked to our diet, such as migraines/headaches, skin problems, indigestion, blood pressure, gout, and so on. This is where the analogy comes in that your body is a like a temple and we should treat it as such. Well, what does this actually mean? The way one would treat a sacred place such a temple, would be that of respect, care, appreciation, and even love. Do you understand now the relevance? Added to this, think of what it means when you enter into such a sacred place: a heightened sense of reverence and awareness comes over you, the honour and consideration we feel to that particular place. This attitude applies to us too. Once we become aware of what our body needs and become conscious on the choices we make in looking after ourselves, we will start living healthier, leading to a happier and balanced life in general.

Let us all be more mindful of this as we go through each day, remembering to live in the moment, but not in neglect of ourselves. We are just as important. It is up to you, and you alone. Love yourself!
 

Setting Goals: New Year’s Resolutions, practical or not?

So here we are, at the dawn of a new year. As I look back on the previous months (my usual annual 'ritual'), I reflect on all that I have accomplished and oftentimes, all the goals that I have not yet achieved. I used to get quite despondent, and sometimes the sneaky feeling of failure crept into my mind. A few years ago, when I reached my 30’s, I realised that my list of ‘resolutions’ I once made, did not get very far to completion. Most of those on the list, did not even make it. Frustrated and at times in depression, I found myself wondering what to do that could turn things around for myself.

So I started making a list of short and long term goals, then by looking at this list often, working out what can I do to bring myself closer to them. Getting older is serious business, especially when you want to get far in life – or at the very least, get to certain milestones and successes one strives to reach. Resolutions are quite useless I have come to learn, and luckily not too late, unless we are going to make a conscious effort to stick to them. We simply cannot say, "this year I am going to do..." and then keep on repeating our resolutions and try to get around to it. No, this ends up just being words without action. We need to work out a plan and specific goals on how to get there. Break it down, step by step, and focus on them individually. Remember what I always say, about actions that speak louder than words?  Well this works entirely in all situations. We need to make sure we set all our goals, and try with all our might and try do what we possibly can to get there.

When you reach a certain age, you may find yourself looking behind, seeing how far you come and find yourself not where you ought to be or not having progressed as far as you would have wanted to. Or you may even look ahead in fear, worrying that you may not ever get there. However, there is good news! Although these things may be true, we cannot change the past. It is impossible to go back to undo one single moment, one single wrong decision or any difficult situation that has occurred. Equally, we have no power over what tomorrow may bring, we may have even left this life when that day comes. But – and this is a very big ‘but’ – we do have the choice to live in the here and now, it is all we ever are guaranteed of. You can make decisions and choices right now, to change the course of your future. You can ultimately write your own story for the coming days ahead.

Certainly, bad days will come. Stressful periods and circumstances will rise up against you in apparent defeat. People will come and go, good times will pass, but only for a time. Everything in this life is temporary. Although some things may last, such as true love, friendship, family and other blessings – not everything stays constant. Just please, whatever you do, do not give up and do not despair! Do not for one minute think that things will not change for the better – because they do. It is all in your attitude and the way you handle what comes your way, that determines how you fare through those rough stormy seas. Stay positive, stay focused and keep working at how to get through what you are facing and keep working towards your goals. Even if one by one, working down your list of goals, will get you there eventually.

If it so happens you find yourself at the end of the year and looking at your goals for the past year and find yourself feeling down because you have not achieved all you want, you will at least still have made progress. Make another list, start the new year with the same enthusiasm, positivity and joy – knowing you will work at the next lot of goals (even if some of them are from the year previously) – and keep moving forward. Don't stand still. You can do it!

Focus on Your Dreams

Recently, busy has not been the word! Thinking back to my first post of the year regarding setting goals, I distinctly remembering how I set mine. One of which being to write more often! How the days seemed to whiz by, fading into a blur of life, work, family and other plans. Only until one finally seems to jump off and escape this merry-go-round of time, do we then realise time has passed us by too fast. Again, pondering the same post I mentioned a moment ago, I was also speaking about living in the now. Good thing at times like these, life can pass you by too quickly! Taking note, this being a perfect example…

I am pleased to say that I am back and ready to start focusing on my goals. Namely one very big one I set for myself and that is to concentrate more on my writing. And so, after much deliberation on recent events in my own life (some great ones like my mom’s wedding, and others not so great such as getting my heart broken by nearest and dearest people to me); I look ahead with anticipation to the task ahead of me. Instead of dwelling on the negative, I always choose positivity, and how I can use this to my advantage. One way I have managed this in the past, is to write – whether it is submerging myself in my novels, or expressing my feelings (whatever they may be at the time) in poetry. So look out for more on these later. I have updated my blog a bit to accommodate news and info on this, so I feel I am set and ready to go! :)

In other words, there is no time like the present! Now is the time to do what you dreamed of, been putting off or keep forgetting due to life getting in the way. It is time to make time for my passions in life, and you should do the same. One never knows when it is too late and today was your last. I encourage you all to keep persevering. We have all been blessed with certain gifts, and is up to us to develop and use these talents to make something of them, and so in turn, help others along the way. This year is to be the year that I start getting somewhere with my dreams to publish my work. What will you be doing and focusing on, to get ahead?

New Day, New Year, a New Perspective on Things

Well, the new year of 2014 has finally dawned upon us and the memories of Christmas and the Festive Season all gone by. What was only a few weeks ago, seems like a distant memory now. Some of you, like me, have recently returned from holiday and are back at work/school/studies and the like. And in true New Year traditions, we find ourselves looking behind us on the road from whence we came; but also ahead to what is before us.

Resolutions – always something most of us consider at this point in time. Have you thought about what you would like to achieve this year? I believe this is a very good tradition in that it allows us to re-evaluate our dreams, goals, and things we have and would still like to achieve going forward in our lives. However, let us not dwell too much on the past; we need to look at right now.

As my mom always taught us growing up, there are three times you go through in life: yesterday, today and tomorrow…

• Yesterday is gone. It is over, and there is no going back. Time moves forward endlessly with a force unstoppable. So there is no point in reflecting too much on what was. Nothing anyone could possibly do will ever change that, and no amount of worrying and stressing on the past can change what was.
• Tomorrow is uncertain. Who is really assured of a tomorrow? No-one knows for sure they will even live past today, so why worry and fret over future events which have not happened?
• The only day one needs to truly focus on is today. It is the very moment we are in right now. All we have is the present, and it is in this very moment that one can make a change, live to the fullest and be the best you can be. Plan for what’s ahead, of course, but do not forget that one must leave the worry out of it!

Now is the time to grab hold of what you love, and what you want in your life. The perfect time may never come, and you could miss out on something amazing. So don't let it pass you by. Take the opportunity to tell the person you love how you feel, use the time you have to do what you have a passion for, plan that trip or read that book. Anything really you want to do, do it now! 

So, with this in mind, where have we come from this past year? Are there perhaps goals and dreams you perhaps did not accomplish last year? Do you feel like you failed? Don’t meditate on it. Remember you are blessed with another day, and it is a new year. It’s a new year to plan ahead and set new goals, or try again on old ones. You have been blessed with another chance to make a change. As I say this, I am pondering on my own life too, so take heart, you are not alone...