6 steps to time management Kenny Soto

Time Management: A 6-Step Guide For Millennials

The first lesson I learned after graduating college…time management is your key to success.

No one will tell you how to structure your week, which is why time management has to be a focus on your mind starting today. If you’re lucky to get a job as soon as you finish your collegiate journey—you’ve gotten past the first of many hurdles. However, I’m sure the job you get will only be a placeholder as you take the first steps into building a name for yourself and advancing in your career. So, what’s missing? What do you need to take into account as you move forward and begin the next phase of your life?

1. Manage your weeks by setting monthly goals.

Part of the challenges that many of us face is that once we finish college, we are completely in control of our schedule. Sure, we may have a job that we have to take into account, but odds are, you won’t be working more than 40 hours a week, leaving you 128 hours in a week to prioritize your time.
We can’t think about prioritizing our time through a system of personal task management, though. This is what we’ve made ourselves accustomed to for quite some time, and it’s a paradigm that we have to shift out of very quickly. Thinking about goals that you have on both the micro (daily & weekly) levels & the macro (monthly & annual) levels is the first step in creating a system for ourselves in managing our time. I’m sure we all have goals that we want to see ourselves achieve but, if we aren’t consciously creating the infrastructure to get ourselves there—we are doing a disservice to our future-selves.

2. Make “No” a part of your toolbox.

Using no as a tool for time management Kenny Soto

One of the challenges in creating your time management infrastructure is learning that within your limited amount of time, other people want you to spend time with them. Whatever the reasons may be, everyone we know who we interact with wants us to invest our time in them. Family, friends, and employers all want us to allocate time into what they and realistically speaking we do need to comply—but not all the time.
There are certain times for example when we need to forego our instinct to please those we love and sometimes those we even work for, to focus on our self-development and goals. Not only that, we need to take into account that we need to say no to ourselves as well. Delaying gratification to get the things we need to get done on a daily basis is paramount to creating successful habits for when we are older. If we are always procrastinating, we will consistently see it as a thing that is permissible in our lives, when it certainly isn’t.

3. Focus on File/App Management.

This is a lesson I would have learned if it wasn’t for a fraternity brother of mine. There’s very little your mind can do when reacting to a cluttered desktop. The effects of poor file management are insidious, to say the least; they aren’t as harmful to your productive in from a mobile environment (doesn’t mean that the following advice doesn’t apply). If you want to speed up the process in which you work on your computer—keep it organized. This means that there should be folders and necessary subfolders for all aspects of your digital life. I’ve saved at least 20 minutes of every day ever since I took my friends advice, and I schedule every Sunday morning to file/app management just to keep clarity on my screens.

4. Screw your notifications.

This goes hand-in-hand with number 2 but deserves its section. We are bombarded with notifications daily from a whole slew of platforms. One of the main things that deter us from concentrating on our everyday tasks is the need to view and respond to every notification that comes our way. This is a big mistake, and it can cost hours during each month.
When creating the self-discipline to say no to others, you also have to say no to people online. Everyone else is being bombarded with notifications as well, so if you take 5-6 hours to respond later, it won’t ruin their day—half of the time they won’t even notice. This relates to not only your emails but, also with your social media notifications and especially your texts. I use Hubspot’s Sidekick Gmail extension to schedule all of my email replies every morning, and I won’t check my inbox until two hours before I go to bed.

5. Keep simple things, simple.

Not all of our tasks have equal importance in our daily affairs. Somethings obviously more to us than others. It’s why we all have to create the habit of selective-slacking, creating a system of putting minimal effort in the things that don’t require excellence. It is easy to make things complicated; a true challenge is making certain tasks simpler. If we can put minimal effort in things we don’t want to do, and most importantly, tackling those tasks at the very beginning of our day—we’ll have more time to do the things we want to do.

6. Schedule your sleep.

Sleeping as a habit for time management Kenny Soto

This seems obsessive but, it is an essential step to creating an effective time management system. Not only are there studies out there that mention the health implications of getting a lack of sleep, but it’s also a part of our culture as young people in our early 20s-30s to forgo our sleep to be more productive and get work as much work done as possible each day. This is getting in your way. The typical college habit of breaking night to finish a paper isn’t going to fly after graduating. People are most productive when they get 6-8 hours of sleep and even then, 20-30 naps in the middle of each day are highly recommended.
As someone who used to play video games late into the night (sometimes sleeping around 3 A.M. & waking up at 6 A.M. several days in a row) I can attest to the fact that ever since I’ve followed a rigorous sleep schedule I’ve become much more efficient in everything I do. I can concentrate more, execute tasks faster, and I am beginning to notice a greater sense of alertness ever since I had started two months ago. One of the most important factors to a healthy lifestyle is getting enough sleep, and it is a vital part of building the foundation for good time management.

If you adopt at least one of these steps into your life, I guarantee there will be a massive amount of upside on both your productivity and ability to create free time. Because, at the end of the day the best perk of establishing an efficient system of time management is, you get a lot more time to do the things you want to do—for me, that’s taking even longer naps.

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selective slacking

Selective Slacking: Why Sacrificing The “A,” Get’s You More

A book highlighted it.

I just finished reading this book called Smartcuts by Shane Snow, CEO of Contently. The book’s mission is to teach its readers how to achieve their goals in less time than it takes the majority of people. In the second part of the book, Shane begins to cover a topic called selective slacking: the process of putting as little effort (and time) as possible to get the minimum requirement of a task done so that you can focus on your priorities. While reading this chapter, something struck a nerve. “All of this seems oddly familiar,” I thought to myself while reading. And that’s because I’ve been using this technique for the past two years, ever since I began taking executive roles in student government at the City College of New York.

I was always an A student. I say this to highlight the fact that as soon as I started realizing that I couldn’t do both student government and excel in my classes, I had to make a calculated choice. So I asked myself, “What was I going to sacrifice? What were my main priorities moving forward?” At first, I opted for sacrificing my sleep, which ended up making my performance suffer in both areas of my collegiate career. So I decided, that what I wanted to learn from the most was from my leadership experience and not from my courses. I’ll admit that there were times where I wanted to drop all of my coursework altogether, to focus on student government, but I wouldn’t be able to maintain or run for future positions without at least maintaining a 2.5 GPA. I already had a 3.2 and calculated that if I just had one A and one B, each semester, I could focus on what mattered to me. And that’s what I did.

Using selective slacking now.

Now that I’m a college graduate, I can see how selective slacking can be applied to almost every aspect of my life. My two top priorities right now are focusing on growing my non-profit, Futures For Students, as well as excelling in my current part-time consultancy job for a startup in New York City. There are only 168 hours in a week, and I can’t possibly manage to grow an organization, fundraise money, be excellent at my part time job, and juggle all my other responsibilities. So I’ve set up a system (I use my calendar as a Gantt chart) to let me manage my time to excel in the things I care about. And most importantly, I’ve learned to say no to almost everything that takes away from the time I need to invest in myself. Putting the bare minimum amount of effort into things that don’t matter to me (like doing household chores) but still need to get down is the focus of how I’ve used selective slacking.

It’s a technique I suggest you at least experiment with. What do you want to do more of? There is always one hobby that you can allocate more time to but, you can’t because of the other one thousand responsibilities that you have. Learn to cut those you activities that you don’t care about to save yourself time! Selective slacking is a technique that allows you design your lifestyle based on your core values and priorities. Trying this out for a month will certainly show you the benefits of prioritizing your time and energy this way.

If you want to learn more about other techniques top paying innovators use to focus on their vision and work, definitely check out Smartcuts. I finished this book in a week.