Do you often feel like you spent all day working, but got nothing done?
Then it’s time for a time audit, because more time working ≠ better results.
I have put together everything I do with my clients in my programs and created this foolproof 3-step process to not only track your time (as lawyers, we know how to do that, right?) but, more importantly, gain profound insights and instigate necessary changes for improvement.
STEP 1 – TRACK & RECORD
- Get organized by deciding how and where to track your time. You have multiple options – a journal, app, or spreadsheet. I recommend using the spreadsheet, as it aligns best with our objectives.
- Set up the tracking exercise by creating a single column in the sheet. Divide the day into 6 blocks for time tracking:
- Morning (e.g., 6-9, depending on your wake-up and work start time),
- AM work (e.g., 9-12),
- Lunchtime (e.g., 12-1 pm),
- PM work (2-6), Evening (6-9), and
- Bedtime (9-10 or when you go to sleep).
- Start to record your time. When recording, be specific and detailed. I recommend noting your activities in 15-minute chunks for a more in-depth insight.
GOAL: The main objective of this step is to gain important insights and visibility into how you spend your days.
IMPORTANT NOTE: Be diligent and honest.
STEP 2 – REFLECT & UNDERSTAND
Start by creating a second column in your timesheet where you will be capturing your reflections. You can even title it ‘Reflection.’
Now, look at your time records that you tracked and specified. Take a moment to reflect on these actions.
To help you with the reflection, you may use these prompts:
- Was I doing what I was meant to be doing?
- Is this the right time to be doing this thing?
- Does this activity take me closer to my goals?
- Did I have enough time to complete this activity?
- Was this a time-waster or time creator?
- Do I feel guilty for doing this?
- Should I be prioritizing or deprioritizing this activity?
GOAL: Create awareness of how you really spend your time.
IMPORTANT: Give yourself grace. Even if you notice things you don’t like, appreciate yourself for doing this work. Don’t waste energy on the past.
STEP 3: ANALYZE & ADJUST
Examine the gathered information, analyzing patterns and insights. Focus on areas where you might spend more time than necessary, areas for increased efficiency, and instances where you deviate from optimal tasks. Identify patterns and trends in your behavior and time management.
On the basis of this, you are now going to adjust your schedule.
- Lock in times and activities you must be doing OR, based on your reflection and analyses, want to be doing and when you want to be doing. Lock them in by highlighting those in red.
- Remove activities and times you do not want to be doing, and highlight the cells in green. This will create “free” space.
- Insert new activities you want instead in the green “free” spaces
Final check – look at the schedule now and optimize it in a way you create a more structured and intentional schedule that reflects your priorities and allows for a better balance of work, personal, and leisure activities.
GOAL: Change of behavior and adjustment/optimization of your schedule.
IMPORTANT: This is an ongoing exercise. The schedule you will now create is not set in stone. It’s important to keep testing it and adjusting as you go.
Sounds complicated?
Do you need someone who will guide you, challenge you on your findings, as well as help you stipulate conclusions and analyze insights needed for improvement?
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