May 30, 2024
For nonprofit leaders, task management is less like dropping balls and more like juggling knives. To stay ahead you need to embrace not just time management, but time mastery. If you’re feeling overwhelmed by your to-do list and the hours in the day, take comfort: we have five strategies (that you probably haven’t tried) that will transform your approach to time management.
Prioritize by Energy, Not Just Importance. Different tasks require different energy levels. Aligning tasks with your natural energy flow can lead to more efficient and enjoyable workdays. Track your energy levels throughout the week and schedule tasks as best you can by putting the high-energy task first. You’ll tackle your most demanding to-dos when your energy is at its peak, even if they’re not the most urgent.
Incorporate Planned Neglect. Sometimes, the key to effective time management is intentionally neglecting less important tasks to focus on what truly matters. Regularly assess your to-do list for tasks that can be intentionally ignored or postponed. You can even categorize tasks into ‘now’, ‘later’, or ‘never’ bins (just be disciplined about sticking to these choices).
Use Micro-Productivity Techniques. Micro-productivity involves breaking down your day into tiny tasks or activities, making overwhelming responsibilities more manageable and less daunting. Try the Five-Minute Technique where you break down larger tasks into five-minute increments and tackle them throughout the day. You can also set and achieve micro-goals within a task for a sense of accomplishment and momentum.
Adopt a ‘Selective Ignorance’ Approach. Nonprofit leaders are curious by nature, but not all information is beneficial. Selective ignorance involves deliberately avoiding information or activities that don’t contribute to your goals. If you’re feeling overwhelmed by inputs, consciously limit your intake of news, emails, or social media to what’s essential. You can also choose specific areas or topics to remain uninformed about to free up mental space and time.
Leverage the Two-Minute Rule’(with a Twist). We all know the age-old time management rule: “if a task takes less than two minutes, do it immediately.” But try this twist: you can also spend two minutes delegating or planning a more complex task. Allowing two minutes to think about how to move a complex task along may be all you need to save it from languishing at the bottom of your pile.
Mastering your schedule as a leader means thinking outside the conventional time management box. But redefine your relationship with time and you’ll almost always navigate your responsibilities with greater ease and effectiveness.
