One of the main reasons given for not having done something or for doing it at the last minute in complete panic and frustration is “I forgot.” People tell themselves that if only they had a good memory they would be on top of things and would always know what was required to be done. This is not true!
One of the most common time management mistakes is using memory instead of just about everything else available to keep track of all the thinks you need to do and the places you need to be.
Ever since a distant day in the past when my phone rang and a voice said “how far away are you?” “Err Birmingham why?” “Because you are supposed to be at the Contract Managers Meeting in Walsall” Thereafter each months meetings were faithfully entered into Outlook with a reminder the day before and another an hour before start time. I adopted this practice for every meeting and event I was involved in thereafter and never had the problem again.
Why this is a problem
Most people have to keep track of numerous small details as part of their normal day. This is especially true of managers in property development and construction for whom industrial multi tasking seems to have been invented. Even on a good day there will be many plates spinning on at least a couple of jobs.
Information overload is a problem and if not addressed can be the cause of anxiety and stress. However reducing the amount of things you need to remember by having a good time management system will significantly improve this condition.
Other problems associated with using your memory to retain too much information are:
How you avoid it
The number one strategy is to give yourself as many ways as possible of retaining information without using your memory. Try having a voice recorder with you or carrying a small note pad or notebook in case you need to record something important.
Use something like Outlook for setting reminders and making you aware of meetings or important events that are coming up. You can even schedule your daily tasks on computer software if you like.
Most importantly have a “brain dump” before going to bed. This simply means writing down anything that is concerning or you or is coming up tomorrow etc. This will reassure your mind that the vital information is recorded then it will let it go rather than trying retaining it at the expense of your sleep.
In summary find as many ways to retain information as possible that don’t involve your memory. Get used to working with these tools; create a system that works for you. Like anything else the more you practice time management skills the better you will get.
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