What is time management?
“Time management” is the way we decide to utilize our time in order to
maximize our productivity in achieving certain long-term goals.
We all want
to make the most of the 24 hours we get each day. However, some people achieve
more happiness, productivity, and success – in the same amount of time as
everyone else!
How can I
be more successful at managing my time? You only need to apply one powerful
concept: conscious time management.
With these 25 time management tips, you can plan, execute and manage
your day and achieve massive success!
Tip #1: Create a time audit.
First
things first: start by finding out where your time goes throughout the day.
There is often a big discrepancy between your subjective time and reality.
Get a time
management app (preferably Toggl) and track everything you do for a
week.
Then sit
down, download the reports and evaluate them.
With this
data, you can easily find areas to improve. For example, you may spend too much
time sitting in unproductive meetings or attending to low-priority tasks.
This brings us to the next tip.
Tip #2: Before meetings, determine your desired results.
Have a clear purpose in mind before starting meetings. Your team will
waste less time by getting back to work as soon as you meet your agenda.
Tip #3: Put a time limit on tasks.
Take
another look at your time audit and identify tasks that take longer than you
expect.
By setting
time constraints for these items, you will focus more and work more
efficiently.
If you still find yourself going beyond these time limits, examine your
workflow and eliminate little time-wasters like unscheduled breaks.
Tip #4: Plan your week on Sunday.
Walking
into work with a plan for the week will help you focus on priorities. You can
easily transition from your carefree weekend mindset to a productive Monday
morning “work brain.”
Take a few
minutes on Sunday to create a plan for your whole week. Cure procrastination by
breaking down your weekly goals into daily tasks, so you only need a glance at
this list while working.
Remember
–your energy and creativity levels fluctuate throughout the week.
Schedule low-priority tasks for Mondays and other low-energy times.
Complete creative and demanding tasks on Tuesday and Wednesday. Schedule
meetings for Thursday, when your team’s energy starts to decline. Use your
Fridays for planning and networking.
Tip #5: Create a daily plan.
Use the
first 30 minutes of your day to create a daily to-do list that suits your
weekly plan.
Word your
list items as if you’ve already completed them. Instead of “Submit Report to
Project Manager” write “Report to Project Manager Submitted.”
This little trick will give you an extra boost of motivation.
Tip #6: Add a “done list” to your to-do list.
Sometimes,
unexpected tasks just pop up during the day. Jot them down in a separate list
next to your to-dos for some extra satisfaction at the end of the day.
On Sunday, revisit your accomplishments from the previous week and
congratulate yourself on your successes. This review period will increase your
confidence and help you create the next week’s schedule.
Tip #7: Complete your most important and demanding tasks first thing in
the morning.
Most of us find our first hour of the work the most productive – make
sure to use yours wisely! Oddly enough, you can focus more easily when your
brain isn’t fully awake. Booting-up brains have less excess energy for
daydreaming and worrying about other tasks.
Tip #8: Block out distractions.
Use your computer’s “do not disturb” function when working on focused
tasks. Channel your attention by working at only one monitor and opening only
one window. Going offline might also be an option, but let's not go that far.
Tip #9: Don’t multitask.
Researchers have disproven the multitasking myth. If you believe you can
do many things at once and maintain your quality standards ?, it’s wrong.
Tip #10: Don’t wait for inspiration - do it now.
Some
artists wait for inspiration to strike. Some writers sit around, waiting for
writer’s block to subside. Businesspeople don’t attend to serious tasks if they
aren’t in a perfect work environment.
With
mindfulness, you don’t have to feel like getting something done to do it.
Notice the thoughts and feelings that arise while you work from an outside
perspective. Don’t let them govern your actions.
Acknowledge your emotions and daydreams and let them go. Start tasks,
even when you feel unsure, and trust your motivation to follow.
Tip #11: Don’t strive for perfection.
When
everything must be perfect, can anything ever be good enough? Probably not.
To become exceptional, you must fail repeatedly and learn from your
mistakes. Look at every effort as an experiment – a valuable step on your
journey, no matter what the outcome.
Tip #12: Don’t get hung up on small details.
Instead of
indulging in perfectionism, keep the big picture in mind.
Focus on your priorities, not the minute details of your work. Address
the most important tasks on your to-do list and don’t sweat the small stuff.
Tip #13: Schedule breaks between tasks.
The human
brain can only focus for about 90-minutes at a time.
Schedule a break at least every 90 minutes to avoid burnout and maintain
high productivity throughout your day.
Tip #14: Make the most of waiting times.
It happens
to everyone: we wait in lines, waiting rooms, airport terminals, train
stations, etc.
Answer
emails on your phone, catch up on missed phone calls, stretch/exercise, relax
or meditate. Carry a book/Kindle with you and read. Listen to podcasts on your
phone.
Don’t let unexpected queues catch you unprepared.
Tip #15: Organize your email.
People with
cluttered inboxes spend so much time on email than others.
The best
way to speed up email communication and waste less time on superfluous
exchanges is to organize your inbox.
Gmail
offers a variety of features which will help you dominate your bottomless pit
of incoming mail. If you use some other client consider switching to Gmail
(either through POP3, SMTP, and forwarding).
Let’s see some tricks that will help you sift through, organize and
answer emails more quickly.
- Archive
emails that might contain some important info but don’t need an immediate
answer.
- Create
actionable labels like URGENT, WAITING, NEEDS ACTION.
- Use
Filters to automatically assign Labels to incoming mail based on sender or some
other information/keyword they contain.
- You can
even label all newsletters by setting up a filter for every email that contains
the word ‘Unsubscribe’.
- Enable
Canned Responses and create templates from emails that you have sent more than
twice. You can customize these before sending them out but having a general
outline before you start will speed up the process considerably.
Tip #16: Train the other side of your brain.
Engage in
hobbies to engage the parts of your brain that you don’t use at work. You’ll
solve problems faster and have more creativity at your disposal.
Spending time outside of your comfort zone leads to success. If you’re a
lawyer, learn to dance. If you’re a pianist, practice martial arts. If you’re a
software developer, go out and socialize.
Tip #17: Exercise often.
Sports help
you handle everyday stressors.
Researchers have shown that short and intense exercise sessions can be
as beneficial as longer ones. Set some time aside for short workouts – at least
every other day.
Tip #18: Sleep well.
Scientists have found that sleeping less to create more task-oriented
time leads to trouble. Tired people procrastinate more and get distracted
easily. Give your brain at least eight hours of sleep every night.
Tip #19: Use your calendar.
A calendar
is good for so much more than just scheduling meetings.
Use your
calendar to keep track of deadlines, block times offer focused work, and
automatically add locations to events.
Take responsibility for your time. If you think that a scheduled entry
will not advance your plan for the day, just cancel it.
Tip #20: Schedule relaxation time.
Get out of
the hamster wheel, spend some time in quiet, and turn off your “work brain”.
You will be surprised about the positive effects some quiet time can
have on your creative processes. Meditation helps you adopt a fresh eye and
gain new insights about your work.
Tip #21: Learn to say No.
Your time
is precious. Don’t waste it on people and projects that don’t align with your
mission and goals.
Instead of
automatically accepting invitations and offers, say, ‘I’ll check my
schedule and get back to you’.
This simple phrase will buy you time to evaluate offers and make smart
decisions.
Tip #22: Be early.
Use the
same approach with deadlines.
Plan to submit your work one day ahead of schedule.
Tip #23: Don’t answer the phone just because it’s ringing.
Don’t automatically answer emails the very second they arrive. Batch
process your emails and catch up on phone calls in your down time. Avoid
interruptions when working on high-focus tasks.
Tip #24: Turn your system into habits.
Form habits
from the ideas listed above. Practice these time management tips and
internalize a productivity mindset.
Set a reasonable schedule you can maintain over the long term (at least
a month). After a while, your daily and weekly habits will become automatic.
Tip #25: Have a great time - no matter what.
Don't
obsess about checking off all the items on your to-do list. Enjoy every day
with an appropriate work/life balance. Finishing an oversized workload today
isn’t worth an unproductive, burnt-out day tomorrow.
Work
steadily and stay at your best pace. Rushing through tasks reduces work quality
and creates stress.
It may
sound like a cliché, but keep in mind: the road is always more important than
the destination.
With these 25 time management tips, you will put an end to
procrastination and start owning your time right away.
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