As someone who juggles multiple responsibilities and roles and having a thing about efficiency and being organised (OK so I’m a single parent who probably should have been an engineer), I I’ve constantly sought out the best tools and techniques to manage my time effectively. In this journey, I’ve experimented with AI tools and good old low-tech solutions. Oh, and if I’m going to run time management workshops, I need to know that the content I’m sharing is the best. And of course, like most people I like to feel like I’m relevant!
Each approach has its merits and drawbacks, and today, and I want to share my insights to help you make an informed decision. (OK well I’m going to be a bit biased, but hear me out!).
AI time management tools
AI tools are often pitched as the ultimate solution for time management. They promise to handle everything from scheduling to reminders, learning your habits, and optimising your productivity. The allure is clear: who wouldn’t want a smart assistant that anticipates your needs and helps you stay on track effortlessly?
Pros:
Automation: AI tools can automate repetitive tasks, like scheduling meetings, sending reminders, and even suggesting when to take breaks.
Personalisation: Over time, AI can learn your habits and preferences, tailoring suggestions to your specific workflow.
Integration: Many AI tools integrate seamlessly with other apps and services, creating a cohesive ecosystem for managing tasks and time which is useful if you are using lots of systems.
Cons:
Complexity: Despite the promises of ease, I’ve found that many AI tools are more complicated than they seem (and I’m talking all AI tools, not just time management tools).
Learning curve: There’s often a steep learning curve involved. The time spent understanding and customizing the tool can sometimes outweigh the benefits.
Cost: Free trials usually don’t provide enough time or features to fully evaluate the tool’s effectiveness. This forces you into a financial commitment to truly test if it works for you … and it might not work for you.
Low-tech time management tools
On the other end of the spectrum, low-tech tools like planners, to-do lists, and time-blocking techniques have been around for yonks. And when I’m talking about low-tech, I’m not necessarily talking about no-tech, I’m also referring to the tools you use every day, like your MS Office or Google calendar. They don’t rely on special add-on technologies but rather on simple, proven methods and basic tech tools to keep you organized.
Pros
Simplicity: These tools are straightforward and easy to use.
Flexibility: With manual tools, you have complete control over how you organize your tasks. You can adapt them instantly without needing to navigate through complex settings.
Accessibility: Pen and paper are always available and don’t require a power source or internet connection.
Here are the so-called cons of manual systems –
Manual effort: Everything must be done manually, from writing down tasks to checking them off. AI tool vendors will have you believe that this can be time-consuming compared to automated solutions.
Lack of integration: Your calendar and email, and definitely your paper to-do list may not integrate with other technologies, meaning you might miss out on some efficiencies.
Limited features: They lack the advanced features that AI tools offer, such as predictive analytics and automated scheduling … but that said, it’s not to difficult to set up a recurring meeting, now, is it?
You know what I love about going low-tech?
Remember in the olden days when we could do things like slamming down the phone? Try hanging up angrily by pressing a button – it’s just not the same. So, too, the physical act of taking a pen and vigorously crossing something off your to do list is so much more satisfying than clicking a check box to mark a task as done. (And admit it, it’s fun to write something on your list just so you can cross it off.)
As I write this, I start to think what a con AI productivity tools are! If you are spending too much time planning and not enough time doing, then no AI tool is going to help you. Work out and set up your systems, and you should never be spending any more than about 10-15 minutes a day on planning and scheduling. Set up an AI tool to do this for you, and chances are you’re going to have to spend 10-15 minutes checking and tweaking it anyway!
While AI tools offer impressive capabilities, their complexity and cost can be barriers. On the other hand, low-tech solutions provide simplicity and reliability.
I’ve also been pondering, is attending time management training even worth it, when there are all these AI tools around? And the answer is yes, especially if you choose the right workshop. The best time management workshop is one that, instead of giving you a bunch of generic time management techniques and then sending you off in the world to implement them, does the following:
- gives you time to examine the features of your job, to understand which time management techniques are going to give you the most efficiencies,
- considers your own working style and energy levels, to help you plan your activities for maximum impact – AI doesn’t know you as well as you do,
- looks at your personal saboteurs that impact on your ability to complete your work. Even the best AI tools can’t ensure that you actually do the work you’ve set yourself up to do.
So, while using AI tools might seem like a great idea, and the end of the day you’re still going to have to put in some manual effort. Also, there are many things that AI tools can’t do for you. What if I told you that there is a technique out there that can get your inbox down to zero emails … but it can’t be done with AI?
Book a time management workshop with us and find out what it is!
Find out more about our time management training here.
Find and book a workshop (run as virtual classrooms) here.
