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Resources / Business
15 TIME MANAGEMENT TIPS TO MAKE YOU MORE EFFICIENT
EJ
Posted by Erica Jabali
While we all have the same amount of hours in a day, there’s no arguing that
some people seem to have a natural knack for squeezing more out of them than
anybody else. It’s easy to watch in wonder and think that time is just on their
side, when in fact, they just have better time management skills.
Luckily, time management is something that we can all become better at with some
practice and tips that really work. There are proven time management strategies
that help you make the most of your time and boost productivity and
effectiveness. The best part about learning to be better at time management is
that it will free up more time for the things we really want to do, and we’ll be
more present when we’re doing them.
WHAT IS TIME MANAGEMENT?
Time management is simply the art of prioritizing and organizing your time
between tasks. Doing this well improves productivity and ensures you develop the
best strategy for working through your priorities while allocating an
appropriate amount of time to each task. This can help avoid feeling rushed or
stressed out. Maybe you’re thinking that you don’t even have the time to sit and
plan how you’ll use your time, but there are many benefits to taking a few
moments to get organized and focused. Here are a few signs that you’re in need
of a time management overhaul:
* Always feeling stressed
* Procrastinating and then having to rush
* Feeling like you have no work/life balance
* Not producing your best work
* Known to run late or miss deadlines
Do any of these describe your situation? Or maybe you feel like the line
between your personal and work life is too blurred. You want to be able to shut
off work when you’re on your own time and be fully present at work when you’re
on the clock. The good news is that with some tips, tricks and practice, you’ll
be a time management guru sooner than you think.
BENEFITS OF TIME MANAGEMENT
Practicing good time management has actually been shown to reduce stress and
increase productivity. People who have mastered time management are able to work
smarter, not harder, and achieve their goals faster. In addition, the ability to
organize and prioritize tasks allows you to focus on one thing at a time, so you
can produce better work and deliver it on time. Plus, knowing exactly where your
time is going will improve your productivity, balance, and potentially give you
some margin in your schedule. Great time management skills don’t happen by
accident. That’s why we are going to dive in to 15 time management tips to get
you started.
15 TIME MANAGEMENT TIPS
1. Audit Your Time - The first step to better time management is to do a
full-time audit. Use a free tracker like Toggl to track your activities for
a day or even longer to get an accurate sense of how much time you’re
spending on tasks. Maybe you think you’re only answering emails for 30
minutes a day, but it’s actually eating up 3 hours a day. Or, maybe you’re
always doing several things at once, which is actually lengthening how long
each task is taking you. Once you get a complete picture, you can move on to
step two.
2. Set Time Limits - Now you can look at your available hours for work and life
and allocate your time based on what you think you should spend on that
task. If you feel like you don’t have enough time for an important task,
look at how much of your time is going to non-essential tasks and allocate
that time to your more important projects.
3. Use Time Blocking - After deciding how much you’d like to spend on each
task, block out your day and designate the order of your tasks. Prioritize
the order based on importance, as well as energy. For example, if you know a
certain task requires you to be running at full steam, then choose the time
of day when you feel at your peak. If you’re not a morning person, don’t put
this first thing. Another way to time block is to do the tasks you are
dreading the most first thing in the morning. By getting these done and off
your schedule, you won’t have to worry about them the rest of the day.
4. Use a Timer - Now it’s time to try out your time blocking by timing
yourself. If you’ve decided to spend two hours on writing, set a timer, turn
off notifications for emails and messages, and get going. Try not to deviate
from your writing tasks during the writing block. Then, after the block is
over, set that project aside and move on to the next time block. By setting
the timer, you are committing to yourself that you’ll focus on that task and
block out anything else.
5. Batch Work - Another great time management tip is to batch work. Once you
get better at time blocking, look ahead at your week or even month of
projects and identify ways to group tasks. For example, if you are doing
several projects on a similar theme that require overlapping research, clump
these together and do them back-to-back. By staying in the zone on that
subject matter, you stay focused on the subject so you can do more in less
time.
Simplify meeting scheduling with an online sign up. View an Example
1. Reduce Distractions - We all have them. Make a list of the distractions that
bother you the most. Then, when you go into time blocks, have a plan in
place for how to reduce them. Does your dog barking distract you? Grab some
new toys to keep him busy. Does a pinging phone break your focus? Turn off
notifications. Do you find that you keep switching tasks? Close tabs you
don’t need and remove things that split your attention.
2. Set The Mood - Think about the types of environments that you work best in.
Do you like ambient noise, such as a small water feature that you can plug
in? Do you like certain music to boost your creativity? Do you get cold and
need to keep a cozy blanket nearby? Consider how you can make small changes
to minimize the distractions in your environment. If you’re working at an
office, headphones can help you focus with whatever soundscapes you like and
you can put up a kind sign that lets people know when you should not be
interrupted.
3. Plan Breaks - We all need breaks, whether it’s for a drink of water or even
to stretch our bodies if we do repetitive movements. Knowing that you have a
break scheduled takes the pressure off during your work blocks. You can
implement a method like the Pomodoro technique, where you work for 25
minutes with no distractions and then take a 5-minute break. Repeat four
times in a row (totaling two hours), and then reward yourself with a longer
break.
4. Keep a List - Figure out the best note-taking strategy for you and stick
with it. You also may find it helpful to use a notetaking app or a Kanban
project management tool. Like just a notebook and pen? Go old school. If
you’re fully digital, get a digital notebook and use your stylus.
5. Prioritize the Top Three - When you sit down to make your list for the day
or week, always be sure to prioritize tasks by importance. Sure, you would
ideally get through everything on your list, but we all know that stuff
happens. If you can at least get through your big three things each day,
you’ll still feel accomplished.
6. Schedule Self-Care - We all need to take time for ourselves. But, like
anything else in life, self-care can fall off the list if we don’t make it
part of the schedule. When you look at your time blocks, always schedule in
time for musts like eating and exercising. Then add in anything else that
keeps you centered, like a daily meditation or that monthly massage. Genius
Tip: Try some of these self-care ideas and activities.
Exercising with friends is more fun! Organize a walking club with an online sign
up. View an Example
1. Consider Delegating - Now that you have a clear picture of where your time
is going, ask yourself if you are spending a lot of time on a task that is
essential but can be done by others. Consider outsourcing these tasks. For
some people, this looks like using a laundry service. For others, this can
be hiring a virtual assistant who can take on tasks that don’t require your
expertise. Budgeting for these expenses is an investment in your business
and growth.
2. Productive Waiting - Make the most of any time you would normally be kept
waiting. Do you have to ride the train to work? Plan tasks you can do on
your tablet. Do you have to wait at the doctor’s office? Take a book you
want to read or a small task that can travel with you. Make waiting time
work time, so that when you’re done for the day, all that waiting doesn’t
equal work coming home with you.
3. Ditch Perfection - Trying to be perfect will really eat up your time. The
need to be perfect can also stop the flow of ideas, too, halting your
project before it starts. It’s time to accept that perfection doesn’t exist.
You can still do a great job, though. So, focus on doing your best and then
move on.
4. Learn To Say “No” - If you’re looking at that blocked-out schedule and still
realize there are key things that don’t fit into your day, it may be time to
accept that you’re over-scheduled. At this point, it’s time to say no. Say
no to taking on more commitments out of obligation. Say no to that project
that you’d like to take on, but really don’t have time to do well. Everybody
has limits, even you. People will be more understanding than you think. And,
now you’ve got the time tracking to prove your schedule is completely booked
with tasks.
When it comes to time management, most people are a work in progress. If you’re
feeling like your own time management needs an overhaul, try out these different
tips and see how they transform not only your time management, but also your
productivity and stress levels. Remember, the best time management tips are the
ones that work for you.
Erica Jabali is a freelance writer and blogs over at ispyfabulous.com
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15 TIME MANAGEMENT TIPS TO MAKE YOU MORE EFFICIENT
While we all have the same amount of hours in a day, there’s no arguing that
some people seem to have a natural knack for squeezing more out of them than
anybody else. It’s easy to watch in wonder and think that time is just on their
side, when in fact, they just have better time management skills.
Luckily, time management is something that we can all become better at with some
practice and tips that really work. There are proven time management strategies
that help you make the most of your time and boost productivity and
effectiveness. The best part about learning to be better at time management is
that it will free up more time for the things we really want to do, and we’ll be
more present when we’re doing them.
WHAT IS TIME MANAGEMENT?
Time management is simply the art of prioritizing and organizing your time
between tasks. Doing this well improves productivity and ensures you develop the
best strategy for working through your priorities while allocating an
appropriate amount of time to each task. This can help avoid feeling rushed or
stressed out. Maybe you’re thinking that you don’t even have the time to sit and
plan how you’ll use your time, but there are many benefits to taking a few
moments to get organized and focused. Here are a few signs that you’re in need
of a time management overhaul:
* Always feeling stressed
* Procrastinating and then having to rush
* Feeling like you have no work/life balance
* Not producing your best work
* Known to run late or miss deadlines
Do any of these describe your situation? Or maybe you feel like the line
between your personal and work life is too blurred. You want to be able to shut
off work when you’re on your own time and be fully present at work when you’re
on the clock. The good news is that with some tips, tricks and practice, you’ll
be a time management guru sooner than you think.
BENEFITS OF TIME MANAGEMENT
Practicing good time management has actually been shown to reduce stress and
increase productivity. People who have mastered time management are able to work
smarter, not harder, and achieve their goals faster. In addition, the ability to
organize and prioritize tasks allows you to focus on one thing at a time, so you
can produce better work and deliver it on time. Plus, knowing exactly where your
time is going will improve your productivity, balance, and potentially give you
some margin in your schedule. Great time management skills don’t happen by
accident. That’s why we are going to dive in to 15 time management tips to get
you started.
15 TIME MANAGEMENT TIPS
1. Audit Your Time - The first step to better time management is to do a
full-time audit. Use a free tracker like Toggl to track your activities for
a day or even longer to get an accurate sense of how much time you’re
spending on tasks. Maybe you think you’re only answering emails for 30
minutes a day, but it’s actually eating up 3 hours a day. Or, maybe you’re
always doing several things at once, which is actually lengthening how long
each task is taking you. Once you get a complete picture, you can move on to
step two.
2. Set Time Limits - Now you can look at your available hours for work and life
and allocate your time based on what you think you should spend on that
task. If you feel like you don’t have enough time for an important task,
look at how much of your time is going to non-essential tasks and allocate
that time to your more important projects.
3. Use Time Blocking - After deciding how much you’d like to spend on each
task, block out your day and designate the order of your tasks. Prioritize
the order based on importance, as well as energy. For example, if you know a
certain task requires you to be running at full steam, then choose the time
of day when you feel at your peak. If you’re not a morning person, don’t put
this first thing. Another way to time block is to do the tasks you are
dreading the most first thing in the morning. By getting these done and off
your schedule, you won’t have to worry about them the rest of the day.
4. Use a Timer - Now it’s time to try out your time blocking by timing
yourself. If you’ve decided to spend two hours on writing, set a timer, turn
off notifications for emails and messages, and get going. Try not to deviate
from your writing tasks during the writing block. Then, after the block is
over, set that project aside and move on to the next time block. By setting
the timer, you are committing to yourself that you’ll focus on that task and
block out anything else.
5. Batch Work - Another great time management tip is to batch work. Once you
get better at time blocking, look ahead at your week or even month of
projects and identify ways to group tasks. For example, if you are doing
several projects on a similar theme that require overlapping research, clump
these together and do them back-to-back. By staying in the zone on that
subject matter, you stay focused on the subject so you can do more in less
time.
Simplify meeting scheduling with an online sign up. View an Example
1. Reduce Distractions - We all have them. Make a list of the distractions that
bother you the most. Then, when you go into time blocks, have a plan in
place for how to reduce them. Does your dog barking distract you? Grab some
new toys to keep him busy. Does a pinging phone break your focus? Turn off
notifications. Do you find that you keep switching tasks? Close tabs you
don’t need and remove things that split your attention.
2. Set The Mood - Think about the types of environments that you work best in.
Do you like ambient noise, such as a small water feature that you can plug
in? Do you like certain music to boost your creativity? Do you get cold and
need to keep a cozy blanket nearby? Consider how you can make small changes
to minimize the distractions in your environment. If you’re working at an
office, headphones can help you focus with whatever soundscapes you like and
you can put up a kind sign that lets people know when you should not be
interrupted.
3. Plan Breaks - We all need breaks, whether it’s for a drink of water or even
to stretch our bodies if we do repetitive movements. Knowing that you have a
break scheduled takes the pressure off during your work blocks. You can
implement a method like the Pomodoro technique, where you work for 25
minutes with no distractions and then take a 5-minute break. Repeat four
times in a row (totaling two hours), and then reward yourself with a longer
break.
4. Keep a List - Figure out the best note-taking strategy for you and stick
with it. You also may find it helpful to use a notetaking app or a Kanban
project management tool. Like just a notebook and pen? Go old school. If
you’re fully digital, get a digital notebook and use your stylus.
5. Prioritize the Top Three - When you sit down to make your list for the day
or week, always be sure to prioritize tasks by importance. Sure, you would
ideally get through everything on your list, but we all know that stuff
happens. If you can at least get through your big three things each day,
you’ll still feel accomplished.
6. Schedule Self-Care - We all need to take time for ourselves. But, like
anything else in life, self-care can fall off the list if we don’t make it
part of the schedule. When you look at your time blocks, always schedule in
time for musts like eating and exercising. Then add in anything else that
keeps you centered, like a daily meditation or that monthly massage. Genius
Tip: Try some of these self-care ideas and activities.
Exercising with friends is more fun! Organize a walking club with an online sign
up. View an Example
1. Consider Delegating - Now that you have a clear picture of where your time
is going, ask yourself if you are spending a lot of time on a task that is
essential but can be done by others. Consider outsourcing these tasks. For
some people, this looks like using a laundry service. For others, this can
be hiring a virtual assistant who can take on tasks that don’t require your
expertise. Budgeting for these expenses is an investment in your business
and growth.
2. Productive Waiting - Make the most of any time you would normally be kept
waiting. Do you have to ride the train to work? Plan tasks you can do on
your tablet. Do you have to wait at the doctor’s office? Take a book you
want to read or a small task that can travel with you. Make waiting time
work time, so that when you’re done for the day, all that waiting doesn’t
equal work coming home with you.
3. Ditch Perfection - Trying to be perfect will really eat up your time. The
need to be perfect can also stop the flow of ideas, too, halting your
project before it starts. It’s time to accept that perfection doesn’t exist.
You can still do a great job, though. So, focus on doing your best and then
move on.
4. Learn To Say “No” - If you’re looking at that blocked-out schedule and still
realize there are key things that don’t fit into your day, it may be time to
accept that you’re over-scheduled. At this point, it’s time to say no. Say
no to taking on more commitments out of obligation. Say no to that project
that you’d like to take on, but really don’t have time to do well. Everybody
has limits, even you. People will be more understanding than you think. And,
now you’ve got the time tracking to prove your schedule is completely booked
with tasks.
When it comes to time management, most people are a work in progress. If you’re
feeling like your own time management needs an overhaul, try out these different
tips and see how they transform not only your time management, but also your
productivity and stress levels. Remember, the best time management tips are the
ones that work for you.
Erica Jabali is a freelance writer and blogs over at ispyfabulous.com
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