Better time management always seems to be at the top of the priority lists for most professionals. It’s a never-ending process that varies and transforms in step with our routines and lives. Thankfully, there are ways to get better at managing your time over the long term.
In today’s fast-paced world, managing time effectively can feel like an impossible task, especially when juggling multiple responsibilities. Whether you’re a student balancing coursework, a professional meeting deadlines, or simply trying to keep your personal life in order, completing your to-do list often seems like a challenge. In this blog, we’ll explore practical and proven time management strategies that can help you stay focused, boost productivity, and successfully tackle your daily tasks with less stress.
Let’s dive into how you can take control of your schedule and make the most of your time.
1. Audit your time:
The biggest issue with time management is not being aware of how you spend your time and not managing it to be as productive as possible. Spend the next two weeks auditing every minute of your day, from when you wake up to when you go to bed. Keep a log of everything you do each day and decide which activities are productive and which are not. After that, make future adjustments to how you manage your time.
2. Work in 90-Minute, Uninterrupted Increments:
Humans can only focus on a task for 90 minutes at a time, according to scientific research. After that, our productivity starts to decrease due to diminishing returns. You need to use another part of your brain by engaging in an activity like walking or running in order to reactivate concentration.
3. Understand the energy each task will require:
Do you need to use your hands, heart, or head energy for this major task? Deep thinking necessitates very different physiological states than, say, soulful engagement or excellence in execution. Sometimes we’re eager to get things done, and other times we’re willing to engage in lengthy reflection or dialogue. Make sure your “to-be” list and “to-do” list are both as clear to you as possible.
4. Prioritise Your Work Items:
I use Stephen Covey’s time management matrix to plan my week, concentrating on the tasks that are most important. Use the matrix to plot work items, their priority status, and their due dates in one of four quadrants:
- Urgent and important,
- Not urgent but important,
- Urgent but not important,
- Not urgent and not important.
Over time, doing the important work first will reduce urgencies.
5. Look at the big picture first:
The most effective time-management method I have mastered is the discipline to start each month and week by telescoping my view all the way out to a year-long perspective. After reminding myself of my long-term goals, I look at my list of immediate tasks. This makes it possible for me to set priorities, assign tasks when I can, and eliminate interruptions from my schedule.
6. Focus on managing your physical energy:
Instead of focusing on how long it takes to complete a task, manage your physical energy. You can improve your effectiveness by calculating the amount of energy needed to finish your most important daily tasks. You must first pinpoint where and when you experience fatigue in order to incorporate simple strategies, such as taking planned breaks, rather than pushing yourself too hard with lengthy workdays.
7. Journal your important goals each day:
I keep a journal where I list my most significant goals for the day every morning. I only include the top three goals on my list, and I set up my calendar so that these goals come up when I am most productive and least distracted.
8. Plan to work at your most productive times:
When I’m most productive in the morning, I save the most important tasks, particularly those that call for the greatest level of concentration, for that time. The afternoon or evening will be reserved for working on other, smaller projects that don’t require as much concentration. By doing this, I can guarantee that my most urgent projects will be finished on time.
9. Reward yourself for completing tasks:
One of the best methods I’ve found for finishing my work is to link a reward to completing a task. For instance, I’ll link it to a successful outcome if I need to write a chapter. However, I won’t be able to engage in my favourite activity until I have completed my necessary tasks. Maybe a reward would be to call my daughter in the middle of the day!
10. Work on priority tasks first:
Important components of time management include prioritising tasks and creating a game plan for achievement. I break down annual, quarterly, monthly, and weekly strategies and action steps based on my main business focus and SMART (specific, measurable, achievable, relevant, and time-bound) goals. In order to navigate my growth path more easily and struggle less when I hit a bump, I also identify potential roadblocks and resources for getting around them.
11. Create your own to-do list system:
Creating your own to-do list is one of the simplest yet most powerful tools to stay organised and productive. A well-structured to-do list serves as a roadmap for your day, helping you prioritise tasks, track progress, and avoid feeling overwhelmed. Start by breaking down large projects into smaller, manageable tasks and categorising them by urgency and importance. Using tools like colour coding, bullet points, or even apps can enhance clarity and efficiency. The key to a successful to-do list is flexibility, while it’s great to stick to a plan, allowing room for adjustments as priorities shift. By the end of the day, checking off completed tasks brings a satisfying sense of accomplishment.
12. Timebox your work:
Timeboxing is a powerful time management technique that involves allocating fixed time blocks to specific tasks throughout your day. Instead of working until a task is completed, you set a time limit for how long you will spend on it. This method helps you stay focused, avoid distractions, and work more efficiently by creating a sense of urgency. By defining clear start and end times for each task, you can also prevent overworking or procrastinating. Additionally, timeboxing encourages regular breaks, ensuring you stay refreshed and maintain peak productivity. It’s an excellent strategy for tackling large projects, managing a busy schedule, or simply enhancing your daily routine.
13. Do the ‘Hardest’ thing first every day:
The word “hard” is not always used to describe how difficult a task is; rather, it is frequently used to describe something we dislike or don’t want to do, such as a task or conversation that keeps getting put off to the side of our to-do lists. Everything else feels like a gift when you finish this first, and your energy levels soar. You also make space on your calendar, in your head, and in your heart!
14. Use the Pomodoro Technique:
I’ve had success using Francesco Cirillo’s Pomodoro® method. My most effective work occurs during 25-minute blocks of time when I focus entirely on the task at hand without using any other devices—no phone, no email, no browsing, and no small talk. When you remain focused on the task at hand, it’s amazing how much you can get done, even in 25 minutes. I keep track of how many Pomodoros I complete each day as a proxy for my productivity.
Conclusion
In conclusion, mastering time management is essential for staying productive and reducing stress in our busy lives. Whether you’re using timeboxing, creating a detailed to-do list, or breaking tasks into manageable chunks, the key is finding the strategies that work best for you. By organising your tasks, setting clear priorities, and maintaining flexibility, you can take control of your time and accomplish more each day. Remember, time management isn’t about being perfect—it’s about working smarter and making steady progress toward your goals. With these practices in place, you’ll not only get more done but also create a balanced, focused approach to life.