Do you often feel like your business is running you instead of the other way around? Do you wonder why you constantly feel like there aren’t enough hours in the day? This is your chance to figure out where your time is going once and for all, and start taking control of your business and your time. Let’s get started!
First things first
Have you ever been on a diet or created a budget? What’s the first thing a nutritionist or financial planner is going to ask you? Your nutritionist is going to ask you to track what you’re eating now and your financial planner is going to ask you to record your current spending habits. They need to have a baseline in order to create a plan for improvement and that’s exactly what you need to do for productivity.
How it works
Step 1: Get two timers.
You’ll need a project timer and a work timer. I use toggl.com for my project timer and I no longer use the work timer, but you can use any online timer for this purpose. There are several free ones available.
Use the project timer to record your time spent translating. This doesn’t include e-mail, invoicing, file prep, etc. The purpose of this timer is to determine whether one type of material is more or less conducive to your productivity than other types. To do this, you’ll need to create a set of categories for your projects. I do medical translation so my categories when I started included regulatory forms, informed consent forms, patient records, discharge forms, etc. I then found that informed consents and regulatory forms took about the same time, so I combined them into one category. I found that patient records and discharge forms also took the same amount of time so I combined them as well. Eventually, you’ll have just a few categories (I now have three) but it’s better to start too specific and combine categories than trying to do the reverse.
The work timer functions like a time sheet. You’ll clock in and out just like a regular job. Time on the clock includes invoicing, e-mailing, file prep, as well as anything else that would generally be acceptable if you worked in an office. For example, making a cup of tea in the breakroom probably wouldn’t require clocking out, but walking your dog or going to the grocery store would. Apply the same rules here.
Step 2: Form the baseline
Spend at least one week with the above two timing methods. There is also a third measure of time and that’s the time you began work through the time that you ended work. So, if you started working at 8 am and sent your last e-mail at midnight, even if you went to the grocery store, walked the dog and picked up the kids from school, this third measure of time would be 16 hours (8 am to 12 am). Record all three measurements of time every day.
Step 3: Figure out where your time went
If you are wondering where your time went, don’t worry, that’s very normal. The first time I did this experiment, I was floored. I remember complaining to a friend at the time how I just can’t keep working these 15-hour days and then I looked at my metrics and found:
Total hours: 15 (roughly 7 am to 10 pm)
Work timer: 8 (clocked out to run errands but had no idea I clocked around SEVEN hours of personal time)
Project timer: 4 hours (I almost died when I realized I had only translated for 50% of the time I spent working)
If your stats are similar, don’t feel bad. There’s hope! Once you know your baseline, you can start seeing how various strategies can improve your productivity. You’ll also learn which strategies don’t work for you, which is equally important. The above stats showed me that I didn’t have good systems in place and was spending too much time on e-mail, accounting, project prepping, etc. and led me to start looking for and creating systems to manage those things more effectively. Remember, when you’re working but not translating, you’re working for free. If you’re not being paid, wouldn’t you rather be doing something else? It’s worth the initial time investment to test strategies for improving your paid-to-free work time ratio.
Did you try the time diet? Post your results in the comments!