I work from home, on my own projects, one day a week. That makes it tricky to get into a routine and stick to it. Monday to Thursday I have a room full of people around me, a stream of emails, instant message windows and Skype calls that combine to keep my day hopping from task to task. Though it’s often chaotic if you look too closely, there’s an enforced structure. I get to the office by nine, everyone breaks for lunch around 1, and at 5:30 I start wrapping up. In between I have a list of things I need to do that day, or perhaps at some point that week, and emails throughout the day alert me to further tasks that need addressing.
And then on Friday my day stretches ahead of me like arctic tundra. Without signposts I’d get lost. I still do, to be honest, but much less than I used to. They say it takes 21 days to make a habit, but my 21 days are never consecutive. It still takes discipline and organisation every time. Neither is my strong suit.
I’m sure you’ve all been there. You stay in bed just a while longer. Leisurely shower. Linger over coffee and toast. Lose an hour in the time sink that is the internet (in my case, particularly Twitter). Oh look, there's nothing in the fridge for lunch, I’ll just pop out and buy some stuff. OH MY GOD IT’S 3pm AND I’VE DONE NOTHING YET!
So, to counteract that, I have added in a few safety nets. These are a way to track the passage of time as an anti-procrastination measure, a reminder for things with a deadline, and a to-do list for that day’s tasks.
Oh heavens! Is that the time?
One thing I’ve used for years, not as a time management tool but for pleasure, is a Tibetan bowl chime which strikes on the hour, every hour. It’s a beautiful sound, not a nag, but it does remind you that an hour has elapsed and it’s easy to make a mental note if you think you’re procrastinating, or not getting as much done as you’d like. If I’m at home I use my alarm clock’s hourly chime function, which is on by default in our house. (Best alarm clock ever) Or I use a dashboard app on my Mac which recreates the hourly chime of the old OS9.
get your own
If you use a Mac then get the ProdMe dashboard app for Mac. It’s no longer supported, but you can still download it here.
There’s an iPhone app called Chime, or search for it in the App Store. It’s a very simple hourly chime and a beautifully made app, but I don’t like the sounds they’ve included. I find the zen clock and dashboard app are both harmonious and relaxing, and therefore preferable.
Don’t forget!
I have tried out a number of reminder apps on my iPhone since last year when my migraines came back, after many years without them. I was advised to stretch my neck, change my focus and get up and move. The ones I’ve settled on have different functions, but I do like Alarmed. It’s easy to set up, has an automatic snooze that you can set once an hour to remind you to have a glass of water, or a one off event plus a nag feature which keeps going off until you to make that phone call or write that email. It’s immensely flexible so will serve most people’s purposes.
get your own
Alarmed is free, with pay-for add-ons. Again, it’s in the App Store, or search for reminders for your platform.
Making a list, checking it twice.
I use TeuxDeux for my non-office days. It’s beautifully simple and attractive. You assign your tasks to a particular day (plus a handy someday section) and cross them off when you’re ready. But the beauty of this app is its day focus; you only see the current day’s tasks (not true of the web version) and here’s the real cunning, if you don’t cross a task off your list it moves to the following day. So if you set yourself say 5 things to do on Monday and you only accomplish 3, you’ll see on Tuesday that the remaining 2 have rolled over, in addition to the other tasks you’d set up for Tuesday. Can you imagine what it will look like by the time you get to Friday? This app has allowed me to learn two things. One is that I overestimate how much I can get done in a day, or over a weekend. The second is that it’s a gentle enough nudge for me to accomplish some of those tasks without making me feel overwhelmed — stress and deadlines send me to an unhappy place and ultimately to procrastination.
get your own
You can read all about it here: teuxdeux.com. I use the iPhone app, but you can use it in your browser on your Windows phone/laptop and I’ve heard they’re making an app for Android and maybe Blackberry, so you’re all sorted. It costs $2.99 which I realise some will think is pricey for an app. I have no problem paying for someone else’s expertise and this is a beautifully executed app. If you use a task list manager that is bloated, over-featured and confusing, then try it. It’s the price of a big cup of coffee. You’ve spent more on a shirt you’ve never worn, amirite?
If you haven’t yet found something that works for you, then do keep trying. You’ll crack it eventually.