I am a Type-A personality who likes to do a variety of different activities yet cannot help but give each of them my all. Through this, I have learned a ton about time management. In particular, from 2017 to 2019, I was in graduate school at the University of Memphis while working as both a data scientist and a user researcher. I was easily working 70-90 hours a week.
Necessity is often the best teacher, and during this trial by fire, I figured out how to manage my time efficiently and effectively. Here are four personal lessons I learned for how to manage time well:
| Lesson #1 | Rest Effectively |
| Lesson #2 | Work in Short-Term Sprints |
| Lesson #3 | Complete Tasks during the Optimal Time of Day |
| Lesson #4 | Rotating between Types of Tasks to Replenish Myself |
Lesson #1: Rest Effectively
Developing an effective personal rhythm in which I had time to both work and relax throughout the day was necessary to ensure that I could work productively.
When many people think about time management (or at least when I do), they often focus on strategies/techniques to be productive during work time. Managing one’s time while working is definitely important, but I have found that resting and recuperating effectively is by far the most important single practice to cultivate to work productively.
Developing an effective personal rhythm in which I had time to both work and relax throughout the day was necessary to ensure that I could work effectively.
Several different activities help me relax: taking walks, exercising, hanging out with friends and colleagues, reading, watching videos, etc. People have a variety of ways to relax, so maybe some of those are great for you, and maybe you do something else entirely.
Generally, to relax I chose an activity that contrasted and complemented the work I had just been doing. For example, if my work was interviewing people – which I did frequently as a user researcher – then I would unwind with quiet, solitary tasks like walking or reading, but if my work was solitary like programming or writing a paper, I might unwind by socializing with others. Relaxing with a different type of activity as my work would allow me to rest and rejuvenate from the specific strains of that work activity.
I have seen a tendency in some of U.S. work/business culture to constantly push to do more. The goal is usually productivity – that is to get more done – and it makes sense to think that doing more will, well, lead to getting more things done.
That is true to a point, though, or at least to me. There comes a point when trying to do more actually prevents me from getting more done. Instead, taking enough time to rest and recuperate unwinds my mind so that when I am working, I am ready to go. This leads to greater productivity across all counts:
- Quantitatively: I can complete a greater number of tasks
- Qualitatively: The tasks I complete are of better quality
- Efficiency: It takes me a lot less time to complete the same task
I think the idea that doing more work leads to greater productivity is a major false myth in the modern U.S. workforce. Instead, it leads to overwork, stress, and inefficiency, stifling genuine productivity.
Self-care through incorporating rest into my work rhythm has not only been necessary for my mental health but also to be a productive worker. In discussions around self-care, I have often a juxtaposition between being more productive and taking care of oneself, but those two concerns reinforce each other not contradict each other. Overworking without taking enough time to recuperate prevents me from being an effective and productive human worker. Instead, the question is how to cultivate life-giving and rejuvenating practices and disciplines so that I can become productive and maintain so.
Lesson #2: Work in Short-Term Sprints
I developed a practice of completing tasks in twenty-five-minute chunks. I would set the timer for twenty-five-minutes and work intensely without stopping on the given task/project until the time was up. (My technique has some similarities with the Pomodoro Technique, but without as many rules or requirements.) I realized that twenty-five-minutes was how long I could mentally work continuously on a single task without thinking about something else or needing a break. After that time, I would start to get tired and inefficient, so giving myself a break would let me unwind and rejuvenate.
After one of these twenty-five-minute sprints, I would take a break of at least five minutes: walk around, watch an interesting video, go talk with a colleague or friend, whatever I needed to do to unwind. These breaks were the time my brain would need to process what I was doing and reenergize for the next task. Given that my day would be made up of several of these twenty-five-minute sprints, for the first one or two, I might take a five minute break, but a few more, I might take a longer break as I had done more to unwind from.
A crucial skill for this practice has been successfully breaking down the given project to complete in the timed chunks. For some projects, I would designate a short-term task or goal to complete in the twenty-five-minutes. With my course readings, for example, I generally had to submit a summary and analysis of the readings. Thus, my goal during each twenty-five-minute sprint would be to finish one article or chapter – both reading it and writing the summary and analysis. I would start by reading the most significant subsections, generally the introduction and conclusion, summarizing and analyzing it as I read. That generally took up half of my twenty-five-minutes, so in whatever remaining time I had left, I would read the remaining sections.
This provided enough time to get a sense for the reading’s argument and complete the assignment, even in the off-chance that I did not have time to finish reading the entire article. In only twenty-five-minutes, I would knock out a whole reading, including my summary and analysis: one less task to worry about. Spending twenty-five-minutes a day is not that much of a burden either. Doing this, I would complete all the readings for my courses within the first few weeks of the semester, opening time over the next several months when my other work would pick up.
I could not split all activities into short-term tasks to complete in twenty-five-minutes, though. For those I could not, the trick was to estimate how much time an overall task would take. For example, if my supervisor gave me a month to complete a project, I would then calculate how many twenty-five-minute slots I would need per day given how many total hours I would likely need to spend on the project.
Data science projects are notoriously nonlinear, meaning that I could just about never break them down into sets of twenty-five-minute tasks, but rather almost always had to just figure out how much total time to budget like this. The various parts of a data science project – like data cleaning, building the model(s), and then improving/refining said model – could take widely different amount of times to complete and often fed into each other anyways. The first data science projects were always the hardest to determine how long they would take, but after doing many of them, I developed an intuitive sense of how much time to budget.
The fear of a blank page and resulting procrastination were major issues I had to overcome when working on a project. At the beginning of the project, before I had broken down the task and determined the best strategy for how to complete it, focusing could be difficult. If I was not careful, the stress of the blank page or complete openness of the new project could cause me to become distracted and want to do something else instead. In more extreme cases, this could lead to procrastinating in getting started at all.
To get my ideas on paper, during the first twenty-five-minute sprint of a new task, I would look through all my materials and brainstorm how I would complete the task. Through this, I would develop an initial to do list of items that I could do in the ensuing sprints. Even though my to do list almost always changed overtime, this allowed me to get started. The most important caveat was to make sure I did that planning session when I was able to handle such an open-ended task (something I discuss in more detail in Lesson #3).
I also addressed my tendency to procrastinate by creating my own stricter deadlines for when a project was due. Extreme procrastination (like putting off starting or completing something until the last minute when you must rush to complete a task in the last several hours before its deadline) would destroy my productivity. Having to work in a mad rush would prevent me from having the balance between work and rest I discussed in Lesson #1 necessary to work productively. And when I have a lot of tasks, rushing last minute for one project would prevent me from working ahead on future projects, which would have then caused me to fall behind on them and create a vicious cycle of procrastination.
Thus, I would set my own deadline a week or two prior to a project’s actual deadline. For example, if I had four weeks to write an assignment, I would set my own deadline of three weeks for a presentable draft, and no matter what, I would meet this deadline. I would treat this like my actual deadline and never missed it. This presentable draft may not be perfect or amazing yet but something that in a pinch I would feel comfortable turning in: a solid B or B- quality version, not the A or A+ awesomeness my perfectionist self prefers. I might need to proofread once or twice to smooth out some kinks, but it has all the basic components of the task or assignment done. That way, if I became too busy with other projects to do that proofreading, it was good enough quality that I could still turn it in without editing in a pinch.
In the remaining week, I would then work out those minor issues, combing it a few more times to make it top quality, but if another, higher priority project or issue arose during that final week needing more of my attention than I anticipated, I could still have something to turn in. By making sure I stayed ahead with an adequate draft, I never had to worry about falling behind and rushing to finish as assignment last minute, and being a week or so ahead provided a cushion or shock absorber to handling any unforeseeable issues without falling behind. Through this, I never missed a single deadline despite working multiple jobs and being a full-time student.
Lesson #3: Complete Tasks during the Optimal Time of Day
I have found that certain types of activities are easier for me during certain times of the day. For example, being a morning person, I do my best work first thing in the morning. Thus, I would perform my most open-ended, creative, and strategic types of tasks – like brainstorming and breaking down a new project, solving an open-ended problem, and writing an essay or report – then. In the early afternoon, I would try to schedule any meetings and interviews (if that worked in the other people’s schedules as well of course), and in the late afternoon and evening, I would complete more menial, plug-and-chug aspects of a project that need less intense mental thought and more rote implementation of what I came up with that morning, like writing the code of an algorithm I had mapped out in the morning or proofreading a paper I already wrote. This would ensure that I would be fresh and efficient when doing the complex, open-ended tasks and not wasting my time and energy trying to force myself to complete such tasks during the times of the day when I am naturally tired, slower, and less efficient.
Lesson #4: Leveraging Different Types of Tasks to Replenish Myself
As both a data scientist and anthropologist, I have had to do a wide variety of tasks, using many different skills, ranging from talking and interviewing people to math proofs and programming to scholarly and non-fiction writing. This variety has been something I could use to replenish myself. Each of these activities is in of itself stimulating to me, but doing one of them exclusively for long periods of time would become draining after a while.
In agriculture, certain crops use up certain nutrients in the soil (like corn depletes nitrogen particularly strongly), so farmers will often rotate between crops to replenish the nutrients in the soil from the previous crop. Likewise, I found rotating between several different types of activities helpful for rejuvenating and replenishing my mind from the last activity.
If I had to do a series of very logical tasks like math or programming, I might replenish with a social task as my next activity like interviewing or meeting with people, or if I interviewed people for several hours, I would next break from that by doing something solitary like programming or writing. I would use these rotations strategically to rest from one activity while still practicing and developing other skill sets.
Conclusion
These are the lessons I learned for how to sustain myself while working 80-100-hour weeks. The first lesson was crucial: developing an effective rhythm between work and rest that enabled me to work productively, efficiently, and sustainably. The other three were my specific strategies for how I created that rhythm. I developed and refined them during intense, busy periods of my life in order to still produce high quality work while maintaining my sanity. Hopefully, they are helpful food for thought for anyone else trying to develop his or her own time-management strategies.
Photo credit #1: Karim MANJRA at https://unsplash.com/photos/dtSCKE9-8cI
Photo credit #2: Jared Rice at https://unsplash.com/photos/NTyBbu66_SI
Photo credit #3: Carl Heyerdahl at https://unsplash.com/photos/KE0nC8-58MQ
Photo credit #4: Allie Smith at https://unsplash.com/photos/eXGSBBczTAY
Photo credit #5: NeONBRAND at https://unsplash.com/photos/KYxXMTpTzek
Photo credit #6: Alex Siale at https://unsplash.com/photos/qH36EgNjPJY
Photo credit #7: Jukan Tateisi at https://unsplash.com/photos/bJhT_8nbUA0
Photo credit #8: Ksenia Makagonova at https://unsplash.com/photos/Vq-EUXyIVY4
Photo credit #9: Dawid Zawila at https://unsplash.com/photos/-G3rw6Y02D0
Photo credit #10: Dennis Jarvis at https://www.flickr.com/photos/archer10/3555040506/