Estimating Time Accurately – Why You Need A Stopwatch

Most to-do lists are missing a critical element: A time estimate for each task. How do you know what will and won’t fit into your day if you’re not estimating time accurately?

You may argue that you already do indicate estimates for your tasks, which is great. The question is, are they based on quantifiable experience or are you merely ‘guesstimating’ based on your perception?

Perception on its own is dangerous because it expands and contracts based on the activity and how we feel about it.

We tend to over-estimate the dreaded and under-estimate the enjoyable. Sometimes we’ll assign an estimate based on what we perceive is reasonable, even if it’s barely doable in reality. But these estimates don’t help us if they’re not in line with the speed of our actual performance.

Many people don’t want to know how long something really takes because they may learn the truth is not what they thought.

Egos aside, if you resolve to be honest with yourself, you’ll get ahead a lot quicker because you’ll be able to take action based on what is.

Consider the following 2 scenarios:

Scenario I: You think you can compile your weekly report in 10 minutes. Reality: It takes you 45 minutes.

You may feel deflated at this discovery in the beginning, but look at the potential consequences: Not allowing enough time leads to unnecessary stress, submitting a late or incomplete report, a decline in reputation, a dip in confidence, etc. However, if you accept that no matter what you do the report takes you 45 minutes, you can take action to reverse the downward spiral.

For example, you could start by blocking out the necessary time in your diary, or choose to work on it incrementally each day, or get help to minimise the time…you get the idea. The point is, you have few options if you keep insisting your 45 minute report can be done in 10 minutes. 

Now consider:

Scenario II: You think it will take you 45 minutes to do your dreaded admin and filing. Reality: It takes you 10 minutes.

Surprised? All that procrastinating for nothing. If you had known that, you could’ve done it while the kettle was boiling. But seriously, wouldn’t you be elated to know that half your dreaded tasks don’t take as long as you think? Perhaps you wouldn’t procrastinate as much on certain things.

Often one small revelation can launch a whole campaign of productivity and revolutionise how you plan your day.

This is why you need a stopwatch.

It’s time to dispel the time myths you have created and begin estimating time accurately. It’s simple, here’s how:

1. Create a list or spreadsheet of your various tasks. Include business, household, commuting, etc. Add to it as you go.

2. Indicate your time estimate beside each.

3. Grab your stopwatch and start timing yourself. Note the results and review your findings.

Identify any patterns where your estimates were spot on, as well as over- or under-estimated.

It may seem a tedious activity now, but once you learn this skill you’ll enjoy big benefits.

• Planning is easier – Your day becomes more productive, time efficient and streamlined when you know how much time you have and how much you can feasibly fit into the time compartments available.

• Improved ability to prioritise – It’s easier to cherry-pick high priority tasks when you know what you can do in a given time slot. If you can make 5 quality phone calls in an hour, and you have an hour, pick your top 5 calls to make. As Peter Drucker says, “Do first things first, and second things not at all”.

• Confidence boost – You feel much more in control when you can plan with conviction, leaving as little as possible to wishful thinking.

Your estimates will never be 100% accurate, they are ‘estimates’ after all. However the closer you get to the mark the better you’ll be at planning and executing your day.

Start the watch!