How to Make Time for Everything (with a full time job)

Summary

This video script offers a practical guide to time management, emphasizing the impossibility of fitting everything into a sustainable schedule. The speaker shares their personal strategy for prioritizing meaningful activities by analyzing time usage, categorizing it, and creating an ideal weekly plan. They suggest simplifying goals, combining activities, and being flexible while treating personal priorities as non-negotiable commitments. The script encourages viewers to take action, refine their approach, and embrace change as part of personal growth.

Takeaways

• 🕒 Prioritize Time: The speaker emphasizes the importance of prioritizing time for what truly matters in life, rather than trying to fit in everything you think you should do.
• 📈 Time Analysis: Start by doing a time analysis for one week, tracking everything you do in 30-minute increments to understand how you're currently spending your time.
• 📊 Break Down Categories: After gathering data, break it down into categories like work, personal, sleep, and health to see where your time is going.
• 📝 Dream List: Make a list of things you want to do, focusing on what is personally meaningful to you, not what others expect.
• 🔍 Prioritize: From your dream list, choose 3 to 4 priorities that are most important to you, acknowledging that you can't do everything at once.
• 📅 Ideal Week: Create an ideal week by blocking in time for your priorities, work, and sleep, and then filling in the rest with activities that align with your goals.
• 🏋️‍♀️ Adjust Goals: Be realistic about what you can achieve and adjust your goals to fit your available time, such as reducing the number of gym sessions per week.
• 💡 Combine Activities: Save time by combining activities, like spending time outdoors and with a partner in a single 30-minute walk.
• 🔄 Be Flexible: Understand that your ideal week won't always go as planned, and be prepared to adjust and prioritize your activities as needed.
• 🗓️ Plan Ahead: Always plan your next week and sketch in the week following to be prepared for any changes and to manage commitments efficiently.
• 🔄 Get Back on Track: If you get off track, don't delay in getting back on track. Recognize that it's okay to have imperfect weeks, but strive to improve the next week.

Q & A

What is the main challenge discussed in the video script?

The main challenge discussed is the difficulty of fitting all desired activities and responsibilities into a sustainable schedule, especially when juggling a full-time job and other personal goals.

Why is it suggested to keep a time analysis for one week?

A time analysis helps individuals understand how they are currently spending their time, which is crucial for identifying areas for improvement and making more informed decisions about time management.

What is the recommended time increment for tracking activities in the time analysis?

The recommended time increment is 30 minutes, as it provides a balance between precision and manageability.

Why is it important to categorize the data collected during the time analysis?

Categorizing the data helps in breaking down the raw data into more manageable segments, making it easier to identify patterns, allocate time more effectively, and prioritize activities.

What is the significance of creating a 'dream list' in the time management process?

A 'dream list' encourages individuals to identify personal goals and desires that are truly meaningful to them, rather than focusing on what others expect them to do.

How should one approach the task of prioritizing from their dream list?

One should prioritize by choosing 3 to 4 total things from their list, focusing on what is most important and achievable at the moment, while keeping in mind that priorities can change over time.

What is the purpose of creating an 'ideal week'?

Creating an 'ideal week' helps in visualizing and planning how to allocate time to the most important activities, ensuring that personal goals and priorities are met in a structured manner.

Why is it recommended to block in time for work and sleep when creating an ideal week?

Blocking in time for work and sleep ensures that these essential activities are not overlooked and that there is a clear understanding of the available time for other pursuits.

What is one strategy suggested for fitting more activities into a limited schedule?

Combining two activities into a single time slot, such as going for a walk with a partner while spending time outdoors, is a strategy that can help save time and achieve multiple goals.

How can one ensure that their ideal week remains realistic and sustainable?

By regularly refining the ideal week, incorporating buffer times, and being flexible within reason, one can ensure that their schedule remains realistic and sustainable, adapting to changes as needed.

What is the advice given for dealing with setbacks or weeks that do not go as planned?

The advice is to not delay in getting back on track. If a week does not go as planned, the focus should be on making the next week better and staying committed to the process.

Outlines

00:00

🕒 Time Management Struggles

The speaker addresses the unrealistic expectations of balancing a full-time job, personal life, and side hustles. They emphasize the importance of prioritizing time for meaningful activities rather than trying to fit everything into a schedule. The speaker introduces a time management process they've refined over four years, starting with a time analysis for one week, recording activities in 30-minute increments. They suggest using either a paper or digital method to track daily activities and highlight the need for regular updates throughout the week.

05:02

📈 Analyzing and Prioritizing Time

After conducting a time analysis, the speaker advises breaking down the data into categories such as work, personal time, and health. They share their personal categorization using a Google Sheet, detailing the hours spent on various activities. The next step is to create a 'dream list' of desired activities, focusing on personal desires rather than societal expectations. The speaker then emphasizes the need to prioritize this list, choosing 3 to 4 key activities to focus on. They also discuss the importance of creating an 'ideal week' by blocking out time for essential activities like work and sleep, and then scheduling the prioritized activities. The speaker warns about the fleeting nature of time and the need for buffer time in the schedule.

10:03

🏋️‍♀️ Adapting Goals and Combining Activities

The speaker discusses the challenge of fitting in all desired activities and suggests simplifying goals to smaller, more achievable chunks. They provide an example of modifying a gym workout goal from six days a week to three to four days. Another strategy is combining activities, such as spending time outdoors and with a partner, to save time and achieve multiple objectives. The speaker acknowledges that life will interfere with the ideal schedule and advises on how to handle unexpected obligations. They emphasize the importance of flexibility and the need to adjust the schedule as necessary, while still prioritizing personal goals.

🔄 Refining the Ideal Week and Staying on Track

The speaker shares tips for transitioning the ideal week from concept to reality. They recommend planning the next week and sketching the following week to handle spontaneous invitations or meetings efficiently. Treating personal priorities as firm commitments is also advised, with flexibility within reason. The speaker acknowledges that there will be setbacks and emphasizes the importance of getting back on track quickly. They encourage viewers to take action on the advice given, as the only way to benefit from self-improvement content is to apply it. The speaker concludes by reminding viewers that their ideal week may change over time, reflecting personal growth and evolving priorities.

Keywords

💡Time Management

Time management refers to the process of organizing and planning how to spend time effectively and efficiently to achieve personal or professional goals. In the video, the concept is central as the speaker discusses the challenges of balancing a full-time job, personal life, and aspirations. The speaker emphasizes the importance of prioritizing time for meaningful activities and offers strategies for managing one's time effectively.

💡Full-Time Job

A full-time job is a regular employment in which a person works the normal hours set by an employer, typically around 40 hours per week. In the context of the video, the speaker acknowledges the demands of a full-time job and how it can impact one's ability to pursue other interests or activities. The script mentions working 45 or 50 hours a week, highlighting the time commitment involved.

💡Side Hustle

A side hustle is a secondary job or venture that one undertakes alongside their primary job, often to earn extra income or to pursue a passion. The video script mentions running a successful side hustle as a goal, suggesting that many people aim to diversify their income streams and gain financial freedom, which can be challenging to balance with a full-time job.

💡Prioritization

Prioritization is the act of arranging tasks or activities in order of importance. The speaker in the video stresses the need to prioritize time for the most important and meaningful activities in one's life. This concept is crucial in managing limited time effectively and ensuring that one's efforts are directed towards goals that truly matter to them.

💡Time Analysis

Time analysis involves keeping track of how time is spent, often in increments, to understand how it can be better utilized. The video script suggests doing a time analysis for one week in 30-minute increments to gain insight into daily activities and identify areas for improvement. This method helps in understanding where time is being spent and how it can be reallocated to prioritize more meaningful tasks.

💡Healthy Lifestyle

A healthy lifestyle encompasses a balanced diet, regular exercise, adequate sleep, and maintaining a social life. The video script mentions getting 7 to 9 hours of sleep, eating a balanced diet, and engaging in both strength training and cardio sessions as part of a healthy lifestyle. These habits are important for overall well-being and are often part of the broader goals people aim to achieve.

💡Ideal Week

An ideal week is a concept where one envisions and plans how they would ideally like to spend their time if there were no constraints. In the video, the speaker encourages creating an ideal week by blocking out time for essential activities like work and sleep, and then filling in the rest with personal priorities. This exercise helps in visualizing and achieving a balanced and fulfilling schedule.

💡Buffer Time

Buffer time is the additional time allocated for unforeseen delays or to provide flexibility in a schedule. The video script cautions about the importance of including buffer time in one's ideal week to account for activities like cooking, showering, and winding down. This concept is crucial in realistic planning and ensures that schedules are not overly rigid.

💡Sustainable

Sustainability in the context of time management refers to the ability to maintain a certain level of activity or lifestyle without burning out or becoming overwhelmed. The speaker in the video emphasizes the importance of creating a schedule that is sustainable, meaning it can be maintained over time without causing undue stress or strain.

💡Off Ramp

An off ramp in the video's context is a metaphor for a way out or an opportunity to exit a commitment or activity that no longer aligns with one's current goals or priorities. The speaker suggests finding an off ramp for activities that are no longer meaningful or necessary, allowing individuals to redirect their time and energy towards more important pursuits.

💡Flexibility

Flexibility in the video script refers to the ability to adapt and adjust one's plans or schedule to accommodate changes or unexpected events. The speaker advises being flexible within reason, acknowledging that not every week will go as planned, and emphasizes the importance of adjusting plans to maintain balance and progress towards personal goals.

Highlights

Working 40-50 hours a week while maintaining a healthy lifestyle and side hustle is challenging.

It's unrealistic to fit all desired activities into a sustainable schedule.

The importance of prioritizing time for truly important activities in life.

A time analysis for one week is recommended, tracking activities in 30-minute increments.

Using a digital or paper version for time tracking can be effective.

Keeping track of time throughout the week is crucial, ideally twice a day.

Breaking down tracked time into categories such as work, personal, sleep, and health.

Using a Google Sheet to log and analyze time spent in different categories.

Creating a dream list of activities you want to do, focusing on personal desires rather than external pressures.

The necessity of choosing only 3-4 priorities from the dream list due to time constraints.

Creating an ideal week by blocking in non-negotiable activities like work and sleep.

Filling in the ideal week with chosen priorities and considering buffer time for daily tasks.

Adjusting goals to fit realistically into the available time, such as reducing gym sessions.

Combining activities to save time, like walking with a partner and spending time outdoors.

Accounting for unexpected obligations and finding ways to integrate them into the ideal week.

Finding an 'off ramp' for activities that no longer align with current priorities.

The importance of continuously refining the ideal week and adjusting as life changes.

Planning the next week and sketching in the following week to manage time efficiently.

Treating personal priorities as commitments, similar to meetings on a calendar.

Being flexible within reason and adjusting the schedule when necessary.

Getting back on track quickly when you fall off your ideal schedule.

The value of revisiting and reprioritizing the ideal week as personal goals and life circumstances evolve.

Encouraging immediate action on the insights gained from the video to implement changes effectively.

Transcripts

So you work 40 hours a week.

Oh 45 or 50, I mean. Oh, yeah.

And you're getting 7 to 9 hours of sleep a night and eating a healthy,

balanced diet of whole foods.

And you're getting in three strength

training sessions and five 30 minute cardio sessions a week, and maintaining

a lively, active social calendar and finding time to live in the moment.

And oh, of course, you're running a successful side hustle

to eventually be able to leave your full time job

to have more financial freedom and schedule flexibility right?

Right.

Look, you're probably here because you have a full time job

or a part time job that feels like a full time job,

and you're just trying to find time in your life to do all the things

you want to do and all the things that people are telling you you should do.

And I have some really bad news for you.

You are never going to be able to fit it all in in a sustainable way.

In this video, we are going to talk about prioritizing time

for the actually important things in your life

so that you can do the things that are actually meaningful to you

with your time, rather than the things that aren't.

This is the process that I have used and refined several times

over the last four years of having a full time job and then running

a business on the side, and I hope that this can be helpful to you.

The first thing I'd recommend doing is doing a time analysis for one week.

Basically, this is keeping track of everything you did

that week in 30 minute increments.

Now, why 30 minute increments?

I found that in an hour you can do multiple things,

so it's not accurate enough.

And then if you go down to 15 minute increments, it's much more precise.

But it's really hard to keep track of what you did every 15 minutes

the entire week.

And so a really nice sweet spot is about 30 minutes.

I've tried both a paper version of this and a digital version of it.

Either one is great, whichever one you prefer.

Now it's really important to keep up with this throughout the week.

I recommend twice a day.

I found for me it works well to do it once around midday.

Keep up with your morning

and then once before bedtime to get through the rest of the day.

So here's what last week two looked like for me.

Now, why is this important?

Well, we can't measure what we don't know.

And so we need to to measure this, keep track of this first before

we can make any real changes and discover how much time do

we actually have around work to be able to do the things we want to do?

The next step in

this process is taking this raw data and breaking it down into categories.

So this could look different for you than it does for me.

For me personally, I broke things down into work, personal sleep, and health.

And then I break them down further within those categories

to get more specific based on my own needs.

So here's the Google Sheet.

I used to log all of the data from the calendar.

I broke each of these categories down quite a bit based on what I actually did.

So we can see here that I spent 43.5 hours

working 59.5 hours on personal stuff, 59.5 hours sleeping

or trying to sleep, and then 5.5 hours dedicated to fitness.

Okay, so now we know where we're at.

We looked at where we're at now.

We need to look at where we're going, what we want to be doing with our time.

So the first thing I would do is make a list of the things you want to do.

And this is kind of a dream list.

Things you want to learn, the areas of your life

you want to grow in. The relationships you want to invest in.

The side hustle you want to start, whatever it is.

This is not someone else's list.

This is not stuff you feel like you should do because someone told you to.

This is the stuff that you personally want to do.

Take some time and do that.

No judgment. This is the dream list.

We'll refine it here, but just spend some time making your dream list.

Okay, now for the tough part.

Now we need to realize that

we're not gonna be able to do everything on that list.

We knew that coming into this.

We knew it was going to happen.

We can't do everything right now.

Now, that doesn't mean we won't be able to do them in the future

if they're still important to us.

But right now, we need to take those most important things

and choose to prioritize those.

My general philosophy is to do a few things

really well, rather than doing many things poorly.

And believe me, I have spent much of my life doing many things poorly.

It's not fun.

So now I would go ahead and pick 3 to 4 total things from your list.

Now comes one of my favorite parts and that is creating your ideal week.

So the first thing I do I would block in the time.

The things you can't change.

And that specifically right now is work.

The next thing block off your sleep.

You need your sleep.

Life won't be fun if you don't get your 7 to 9 hours of recommended sleep.

So now we have some chunks of time available.

Likely you have some chunks in the morning, some chunks in the evening.

Now go ahead and take those 3 to 4 priorities that you set up earlier

and start filling them in. Tuesday mornings for that yoga class,

and Saturday afternoon for getting together with friends.

And I will caution you, the time goes really quickly.

The other thing is, make sure you're building in buffer time

because, you know, it takes time to to cook food

to get ready to shower, to wind down at the end of the night.

So make sure to leave some buffer time.

This is always the hardest part for me.

It feels like the time just disappears and it's like where did that schedule go?

One tool to help with this is just simplifying your goals to a smaller chunk.

So one example of this is my goal to work out of the gym six days a week.

As I'm blocking things in my ideal week.

I've noticed that it's really hard to fit that many sessions in,

but it looks like I can probably do 3 to 4 sessions

in a week really consistently and really successfully.

So instead of work out at the gym six days a week, I'm just modifying that goal

to say, hey, I can work out at the gym 3 to 4 days a week really consistently.

And just like that, I can actually make meaningful progress towards a goal.

Another tool I found very helpful is combining two activities

into a single time slot.

So for example, one of my goals is to spend 30 minutes outside every day.

And another one of my goals is to spend

intentional time with Abby, my partner, every day.

What if we go for a 30 minute walk in the evening together after work?

Well, that combines both of those things into a single time slot, saving me time

and allowing me to make progress towards both of those objectives.

So now you have your ideal week listed.

Now the reality is there are other things in your life that'll get in the way.

So put those obligations in there and work around them.

If it’s something you don't want to be doing

and you'd rather be doing something else instead,

In some way,

Find that off ramp for it so that you can start actually

doing something that aligns with the current you.

Because this might have made sense

when you started it six months ago, a year ago, or whatever,

but it might not make sense right now, and that's okay.

Just find your off ramp.

Don't like hard quit on it unless it's something that has that option, but

find your off ramp

and then be able to move in to what that ideal week is for you.

You will not get this right the first time.

The first time you set up your ideal week, it's going to be like,

I'm gonna do this and this and this, and then you run into the reality of the week

and things are going to change.

They're going to get mixed up.

And that's just part of the process.

And so keep refining this for as many weeks

as it takes to kind of dial in a really good week, a week

that you enjoy the process of. A week that feels sustainable to you,

a week that's just like

I did it.

I feel really great about my week.

Here are a few practices that I found very helpful in transitioning this

from an ideal week on paper into the real world.

Number one, always plan your next week and then sketch in the week following.

I have started planning my next week like locking things in for sure.

On Friday at 5 p.m.

at the end of my workday.

I used to do this on Sunday night.

Over the weekend,

people would text me about, hey, can we get together next week for coffee?

Hey, can we get this meeting on the calendar?

And I often kept having to go, hold on, let me check my calendar.

I'll get back to you on Sunday.

Once a night, once. I'm building it out.

So I've started doing so on Friday night so that once someone texts me,

I can just go. Yes. No.

Here's the time and just kind of make that process more efficient.

The second thing is actually treat

those priorities like commitments, like meetings on your calendar.

So if someone asks you are you available at this time for whatever?

In most cases, no you're not because you have that priority already

and most people are really open to hey, I'm already booked at ten.

Can we do 11:30? Type of thing.

Now there will always be exceptions to this.

That's part of life.

But in general, prioritize yourself.

Prioritize this part. It's important to you.

So act like it.

The next thing is be flexible within reason.

So your week will not always be perfect, right?

An ideal week isn't that every Wednesday,

exactly at this time, I always do this.

It's most weeks at this time I do this, and if something is at that time,

well then I move the thing to somewhere else and I do it in another time.

And maybe I missed a week.

That's part of life.

The key is making sure that you're prioritizing your life,

not letting someone else prioritize life for you.

The fourth thing is, you will get off track.

Don't delay in getting back on track, so there will just be weeks.

You can't do it. Great.

Next week, pick it up, right?

Once you get off the train, get back on it.

That's where most habits fall apart

is when things get hard, when weeks get difficult, right?

Then you're just like, well, first it went a week without working out,

and now it's been three years

since I worked out like no, get back on it the next week.

Just because this week wasn't perfect

doesn't mean next week can't be a better week.

A week that's on track.

I remember the first time I did this process.

It was one of the most eye opening things I'd ever done.

And so I still come back to this and do it again.

I'll look at how I'm spending my week,

and then I will reprioritize my my ideal week and one thing I've noticed

is that my idea week has changed over time.

It's not the same, just like we aren't the same.

And that is perfectly okay.

It's just part of the process of growing and continuing to grow as a person.

Now, if this video has been helpful to you, stop what you're doing right now.

Don't go on to the next video and actually take action on this.

Because the only thing that you can get out of self-improvement

videos besides, just like, oh, I know I should do this, is actually stopping

and doing it because there's no such thing as the perfect time,

But right now is probably the best time.