Moving beyond the myth of time control

Boxers & Briefs Podcast #6: “There is no such thing as time management” with Nicole Coyne

In an age of constant connectivity and mounting workplace pressures, the concept of time management has become increasingly scrutinised. Nicole Coyne, a certified business coach with 15 years of experience in New Zealand, challenges traditional notions about managing time and offers fresh perspectives on handling workload effectively.

The time management fallacy

“There’s actually no such thing as time management”, asserts Nicole, addressing a common misconception in modern business. “We tend to think that we can control time… it’s not like I’m not going to use it right now, I’m just going to pop it on the shelf and then come back later.” This perspective shift from time management to task management represents a fundamental change in how we approach our daily responsibilities.

Understanding value over volume

Nicole introduces a compelling analogy about a bank that credits your account with 86,400 seconds each day. Like money, these seconds cannot be carried over or saved for later use – they must be invested wisely in activities that bring value. This metaphor emphasises the importance of purposeful task selection over simply filling time with activities.

The myth of multitasking

One of the most significant revelations in modern productivity research is that multitasking is not the talent many believe it to be. “Your brain cannot multitask,” Nicole explains. “What your brain does is actually jump from one thing to the other, and while it’s jumping, it’s using energy.” This constant switching between tasks leads to mental fatigue and reduced productivity.

A concerning trend in contemporary business is the growing expectation for immediate response and instant gratification. This creates what Nicole describes as ‘a sense of urgency all the time’, leading to increased stress and potentially compromised work quality. She advocates for setting clear boundaries and managing expectations with clients and team members.

Strategic workload management:

Nicole recommends several practical approaches to managing workload effectively:

Priority assessment: Using Eisenhower’s urgent-important grid, tasks should be evaluated on both their importance (0-9 scale) and their true deadline. This helps distinguish between what feels urgent and what truly requires immediate attention.

Time blocking: Deliberately scheduling focused work periods, including breaks, helps maintain productivity and mental freshness. Nicole emphasises the importance of stepping away from the desk, noting that ‘sitting is the new sugar’.

Setting realistic limits: For instance, Nicole limits herself to no more than five coaching sessions per day, ensuring she can maintain quality and energy levels throughout each session.

The outsourcing decision

When workload becomes consistently overwhelming, businesses face a critical decision point about growth and resource allocation. Nicole identifies two primary considerations for outsourcing:

1. Financial Viability: Ensure your business model and pricing structure can sustain additional resources
2. Role Purpose: New hires should either generate revenue or free up time for revenue-generating activities

Achieving work-life balance

The concept of balance varies for each individual, but Nicole offers a valuable framework using the ‘rocks, pebbles, and sand’ analogy. The key lessons include:

• Prioritise the ‘rocks’ – your most important life and business goals
• Understand that adding new commitments requires letting go of others
• Regularly reassess priorities as life circumstances change

Practical Implementation Steps

1. Conduct a task audit by maintaining a detailed task diary
2. Evaluate each task’s true importance and deadline
3. Block out focused work periods free from distractions
4. Schedule regular breaks for movement and mental refreshment
5. Set clear expectations with clients about delivery timeframes
6. Regularly review and adjust priorities

The future of effective task management lies not in trying to control time, but in making conscious choices about how we invest our energy and attention. As Nicole emphasises, success comes from focusing on our own goals rather than being pulled in multiple directions by others’ priorities.

For businesses and individuals seeking to thrive in today’s fast-paced environment, the key lies in moving beyond traditional time management concepts to embrace more nuanced and effective approaches to task management. This involves being intentional about priorities, realistic about human limitations, and conscious of the value of focused, purposeful work. about continuing to grow and evolve while maintaining what you’ve built.ng true to your values.