If you’re like me, you can get easily excited by new and novel projects. It can feel like there’s so much to do, and if you only had a few more hours a day you can fit a new project into it. If your day job is also full of projects you have to take on, then that’s just more head space that will get filled. On one hand, having so much to do can feel great, it means you have tons of ideas and energy, but on the other hand you risk a major trade off: you are at risk of burnout, a sensation of being overwhelmed and unable to prioritize properly, neglecting other important aspects of life such as loved ones, your health, and your sleep, and finally spreading yourself too thin can lead to mediocre performance on all tasks.
These are all problems that people with busy work lives, or side-project-a-holics like myself will encounter. There are no one sized fit all solutions, but I will be covering a few techniques that can be used to help you manage your time and projects better.
Tool #1: Cutting the Nonessential
In his book, Essentialism, Greg McKeown argues that it is not what you say yes to that matters, but what you say no too that can make the biggest difference of all in work and life. The ability to say no and cutting out nonessential tasks and projects clears up your calendar, and head space to fit more room and energy towards things that matter.
Essentialism is all about your goals and priorities. If a project seems fun, like say starting a movie review podcast, but you’re working over forty hours a week on other projects that you have to do for work, and you have a relationship you want to maintain, then starting that podcast might not be the best option.
Tool #2: Prioritizing & Scheduling
Ranking and scheduling ahead of time is another great way to work on that project balance. On your list of projects, especially ones you can eliminate, rank them on their importance. How you weight that importance is up to you. Next setting premeditated time aside ahead of time for only the tasks associated with it a la time blocking will allow you to “bucket” up those tasks to dedicated hours. Time blocking is a powerful tool, especially for busy people with many projects to focus on.
Tool #3: Offloading
Some projects might be accomplished through offloading tasks to others, especially remedial tasks. Perhaps you can afford to have somebody come by and clean your place while you’re at work, sign up for grocery services like InstaCart or Blue Apron. For side projects hiring small freelancers will take the load off the most stressful parts of the project. As fun as it is to be the creator, it is just as important to know when to step back and become a manager.
There is no one size fit all solution to project management, however there are proven techniques when it comes to knowing what to do and what to cut (or hand off). Using tools like knowing when to say no, time and task management, and task delegation will help you manage yourself better and free up that head space to work on what matters.
What techniques do you use to manage your projects and your time?