On 3/14, during a time management talk, an audience member asked me about time management
This article originated from a close friend asking me about time management. I replied with 941 words in 15 minutes, which became this article. I've corrected the wording and am sharing it with you.
Regarding time management, I don't have a single set of rules, but what I can share is that since high school, I've loved keeping a handwritten planner. I write down the deadline for submitting things, then work backwards based on my own capacity to set my own deadlines, rather than relying on dates given by clients or others.
Another key thing is organizing my files. Currently, I divide my computer into two folders: Karen and Ya-Lin (my real name). Karen contains all my fan page collaborations and article invitations, while Ya-Lin contains my personal life—my main job, resume, photos, and so on. Using this system saves me a lot of time.
In terms of actual execution, I think understanding your own habits is crucial. I don't need much sleep—I typically sleep only 5 hours a day, and even when I have nothing to do, I only sleep that long, or maybe extend it by 1-2 hours on weekends.
Another factor is arranging your time based on your own assessment of how long tasks take and your state of mind. Let's say I have four tasks on my plate today:
-
Complete one article
-
One PowerPoint presentation
-
Graphic design work
-
Social media scheduling
Time management isn't about slicing your life into pieces, but about creatively blending efficiency with personality
I prioritize based on urgency and importance, while also considering my own efficiency and personality traits. For example, I know that if I have even one incomplete task, I get anxious and stressed, so I'll work to turn those 4 tasks into 3, then gradually reduce further. If I can't complete something all at once, I'll get each task to 50% progress first, which reduces my anxiety.
With the example above, I know I can write an article in just one hour, social media scheduling doesn't require much mental energy, graphic design does require focus, and the PowerPoint needs 3 hours of dedicated work.
So I'll definitely schedule social media first to reduce 4 tasks to 3, then write the article. When I lose inspiration, I'll switch to the PowerPoint, then alternate between them. I can typically complete two tasks in 3-4 hours this way. If I need to push something to the next day, I'll finish the article or get it to 80%, and then jot down the next points I need to cover. When I come back to it, I can pick up right away without wasting time thinking again. (The same concept applies to writing papers.)
I save graphic design for last because I absolutely love doing it—while it may not be professional, once I start, I lose track of time completely and almost never check my phone or watch videos. My focus is very high. So I do this task when I have a continuous block of time and can sit down and do it well. Because I'm seeking that uninterrupted time, graphic design doesn't create time pressure or stress.
If I had to say what the real time management secret is, I'd say "fully understanding your own abilities, how well you grasp different tasks, your efficiency with each, and scheduling based on your biological clock" is key—rather than carving up time into hourly blocks and filling them with tasks. That kind of approach leaves no room for flexibility, and if you don't finish, you feel guilty and discouraged, which actually slows you down.
I also watch Korean dramas like anyone else, but only after my work is on schedule. Or I'll make a deal with myself: after finishing my tasks, I can watch 1-2 episodes a day—no more than that.
Some people say this is extreme self-discipline, and you could say that. But most people think self-discipline means strictly forcing yourself to resist things you want to do—like taking breaks or relaxing. However, my definition of extreme self-discipline is understanding yourself deeply, rather than conforming to society's norms or frameworks. Instead, knowing exactly what to do at what time for maximum efficiency, or understanding your weaknesses and finding other methods to compensate and double your abilities—that's the best management approach.
