Time Assurance

What is it all about?
Over the last few years, I might have read at least a dozen of self improvement and time management books. Out of that the originals were only one or two. All others were assembled by street smart people, who wanted to make money. But all these had a very overall positive impact on me. It is the realization that "We don't do the best things not because we don't know them, but we don't want to apply the knowledge we already have". Then came the firm decision or aversion towards any more self improvement books.

About an year back I read "Highly effective executive" by Peter Drucker. There he talks about the importance of measuring one’s own time utilization pattern at least two weeks/year. This practice is very good, to create the need/realization for improvement. Of late I was reading an article by Sri Sri Ravishankar, where he asks “ How many saints have prayed to God in someone else's words?". Each and every saint had his/her own way of praying, in their own words. To be effective, we need our own mechanisms, since every human being is unique. Then 'be proactive' was always within me ever since I read '7 Habits of highly effective people by Stephen Covey'. The last and the most powerful stimulation for 'time assurance' came from 'The road less traveled' where the terms, be honest and take responsibility really impacted me. A culmination of all these ideas, and the observation of some really successful executives helped me to improve my time management.

Here I am not giving any magical formula for better time management. If this article can initiate a new thought process in you, which results in a happier and more effective 'You', I am successful in my attempt.

What is the difference between time tracking and time assurance?
Are you tracking your time after completing an activity, then it is time control. Time assurance is all about the activities to prevent time wasters from getting into your activity list. This is analogous to quality control and quality assurance. The fundamental essence of time assurance is to create a filter (based on priorities and values), so that before we embark on an activity, we get an opportunity to decide, whether we should pursue with it or not. This itself (the filter) will help us to reduce the tasks in our task lists, so that they become manageable and effective. This coupled with a proactive weekly plan (the driver), can do the magic.

1. The first step–Start measuring the time utilization for 3-5 days, real time.–The measurement

I purchased a small writing pad, which I could carry conveniently and started recording my time utilization pattern for 3 to 4 days, very honestly. At the end of which I analyzed the data, thus collected. The results were real eye openers.

Where was it going?

• Checking mails–2 hours–this was happening on impulse. Whenever a new mail flashes on the screen, I use to open it immediately and try to reply for that. This was creating lot of discontinuity in my work. You may think that I am a net-addict. May be. Then like all other addicts I was neither realizing nor admitting it.
• Just talking with not so close friends on something–2 hours
• Work–8 hours
• Travel–1 hour
• Meditation and prayer–0.5 hrs (when in good mood)
• Some activity–2hrs
• Sleep–6 hrs
• Just surfing–0.5 hrs
• Exercise–0.5 hrs
• Other 1.5 hrs, I don’t know where it was going

2. What is that You and Me have to utilize or waste?–The realization
We have only 24 hours in a day. This is common for both you and me!. Nothing else is common!

3. What is that I want to do with what I have?–The awakening
Please take a sheet of paper and start allocating... .

• Sleep–8 hrs (I need this, otherwise the next day, I will either sleep in a meeting or in front of my desk top or both)
• Work–9 hours (definitely not more than this. I don't have the energy. I am talking about productive, effective, creative work, with a break of 1 hour in between. Yours will be definitely different!)

That leaves me with just 7 hours. Not bad, still I have 7 hours. What can I do with it?

For my work I need lot of energy. I will spend 1 hour a day for exercise

I need a clean, peaceful mind, to do my job perfectly. So I pray and meditate. 1 hour. A heavier heart, make my days lousy. Any way I don't need a heart attack.

What about travel from home to office and back, That is 1 hour

When am I going to talk to my wife and daughter, when will I watch TV , when will I catch up with reading, which stimulates my thinking.

I will watch TV for 1 hour along with others
I will have another 1 quality hour with my family
What about my personal mails, hobbies, reading and friends–Another 1 hour
I am not a robot. So I don't want to plan for that last 1 hour.

That completes my 24 hours. Simple. Ha ha ha ha !! This is the outline for a typical working day I want. There is no problem. I can have a decently balanced life! Then where lies the problem?. The problem islack of self discipline and honesty.

4. Be Honest–Take responsibility
One day, I just decided that "I will not do anything which will bring me unhappiness and discontent, irrespective of the short term or long term gains". Its all about honesty. Be Honest with yourself. This helped me to evaluate each and every action of mine before the action itself.

This helped me to create the filter, to validate each and every action, before the action itself. To demonstrate that, it is not complex in nature, I am listing down some of the actions I took.

I had a number of chat friends with whom I started chatting 2 years back itself. Now, I just asked the question "Is it adding to my happiness or to my unhappiness".

Here goes the entire chat list. Here comes a new email id, for only those real friends. I feel better. My time is also saved.

Whenever I reach my place of stay, there will be a gathering of some familiar guys and their friends, engaged in some conversation. I used to join them. Sometimes, even without my realization, it eats up up to 2 hours a day, at the end of which, I was a tired unhappy man. Here it goes. I feel better. My time is saved.

Then comes the positive decisions to;

1. Check personal mails only once a day
2. Spend 1 hour in meditation and prayer (gives me better self control)
3. Spend 1 hour in mild exercise (feel more energetic, better quality sleep)
4. Decision to live with family (otherwise it was only on weekends)
5. Plan for the week, well in advance
6. At the end of the day, log the time utilization voluntarily

These are some of them. It has a spiral positive effect. These days I don't really measure my time utilization. But before using my time on some non value adding activity, it is prevented.

5. Benefits

• The benefits were gradual but were enduring.
• No guilty feeling
• Better self confidence
• More time for everything
• Able to be more optimistic

These are just my experiences "Time assurance'. This will not suit you as it is. Create your own mechanism. If it works, IT WILL! please let me know.

Suggested Readings:

1. The Seven Habits of Highly Effective People by Stephen Covey
2. The effective executive by Peter Drucker
3. The road less traveled by Gregory Peck