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Where Should I Start with Time Management?

There are two general camps when it comes to where one should begin with time management: the top‑down camp and bottom‑up camp.

The top‑down camp says that you should begin at the higher levels of time management by focusing on clarifying your mission, purpose, values and long‑term goals before you worry about the details of the lower levels.

Their main argument goes something like this: "what does it matter how well you can execute at the lower levels if you are working on things that are leading you in the wrong direction or that in the end won’t make a bit of difference in your life?” This is a logical argument that intuitively seems very reasonable and wise.

The bottom‑up camp says that you should begin at the lower levels by focusing first on getting a handle on all your current tasks and establishing a system for consistently being able to get things done; then worry about the higher levels.

Their main argument goes something like this: “while it is very important to understand your goals, values, mission, and purpose, if you can’t execute at the lower levels you’ll just get frustrated and overwhelmed when your daily life gets in the way of your lofty mission, goals, and dreams.”

Both camps agree that, in the end, all the levels are important to achieve the time management goals. They both get you to the same final destination; they just take a different road to get you there.

A common misconception is that using the bottom-up approach means you get to ignore the higher levels, but nothing could be further from the truth. The bottom-up camp is only recommending where you should start, not that you should stay there permanently.

Who's right? In my experience, the bottom‑up approach is much better for the average person looking for time management solutions. Here is why:

Fundamentals of Time Management

The lower levels of time management represent the fundamentals; they are the essential building blocks of any successful time management system.

Most coaches would agree that sound fundamentals are a key ingredient to achieving lasting success in any sport, and that they should be considered before looking at things like strategy or the playbook.

Fundamentals are the foundation upon which lasting success can be built.

Before focusing on strategies, missions, values or goals, make sure your fundamentals are sound. Otherwise, you’ll find yourself unable to execute at the critical times.

Red Auerbach, the former coach of the Boston Celtics, has long maintained that fundamentals are the key to success in basketball.

Hierarchy of Needs

Psychologist Abraham Maslow theorized that human beings have a hierarchy of needs ascending from the physiological (hunger, thirst) and safety needs (security, being out of danger), through social and esteem needs, and leading to cognitive (understanding, exploration), aesthetic, and self‑actualization needs.

Maslow believed that only when the lower needs have been at least partially satisfied do the higher needs become important and meaningful to the individual.

Time management needs are similar in that lower level needs for control, getting things done, reducing stress, responding to emergencies, or finishing an important project can easily overshadow the equally important needs for balance, fulfillment, and achievement of long term goals.

The bottom‑up approach satisfies the lower needs first, allowing you to focus on the higher levels with much less distraction.

Here is a somewhat silly illustration of the hierarchy of needs. Imagine that you are on a boat that is sinking fast and you find yourself in the middle of the ocean struggling to stay afloat.

You notice three objects nearby: a life raft, a map, and a book on island survival and boat building. Which one are you going to get first?

Obviously, you would go get the life raft to avoid drowning (safety/survival needs,) even though in the long run the map and book may be much more useful and could help you find an island and build a boat to return to civilization.

At the time you make this choice, your hierarchy of needs dictate that the raft is the most important.

But what if you had already made it to a deserted island on your own when the objects wash ashore? What would you find most important then? The life raft would probably be the least important item. Instead you would focus on the map and manual to help you escape (social/esteem/cognitive needs.)

For people who feel like they are drowning in a sea of chaos, anxiety, work, and overwhelming time demands, the lower levels of time management can provide much needed relief and may be more important in their current situation than the higher levels.

Human Nature

Following the top‑down approach means you should clarify your mission, your values, your purpose, and your long‑term goals before you look at the lower levels.

Since doing this can be a daunting task and because these higher levels of time management operate over the long term, it is just human nature to procrastinate by saying something like “I know these things are important and I’ll get to them when things settle down a bit and I have some free time.”

The problem is that unless you are already good at managing your projects and tasks, the chance of things settling down and getting some free time is pretty slim. You have to make time to work on these higher levels and this is much easier once you’ve mastered the fundamentals of time management.

Getting to the Higher Levels

My advice is to use the bottom-up approach to master the fundamentals of time management and set up your system before you worry about the higher levels.

Having said that, the higher levels are very important and you need to make time for them, otherwise you might end up getting a lot of stuff done that has little meaning or significance, does not help you achieve your long-term goals, and leaves you out of balance and unfulfilled.

This is a classic danger of the bottom-up camp, confusing activity and movement with productivity and progress. Just because you are moving and getting things done doesn’t mean that you are being productive or making progress if you are not working on the right things. Don’t confuse motion with progress!

The lower levels are about doing things right, while the upper levels are about doing the right things. You need both to truly be productive and effective.

Once you set up your time management system, you need to schedule time for writing your mission statement and setting your goals. The good news is that you’ll already have a system in place that will help you do this just like you would for any other important project.

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