This post is about time management.
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Did you know that there are 1,440 minutes in every day? While that seems sufficient, there is never enough time to complete everything you want. So, how do you make the most of each minute of every day? The following are practical time management strategies that you can easily implement into your life. The best part is that each of these strategies can be used individually or all together, and each has been proven to make a significant impact in helping people manage their time. So, let us dive in!
TIME MANAGEMENT STRATEGIES
STRATEGY 1: SET SMART GOALS
The first time management strategy is to create SMART goals for both your personal and professional life. SMART goals are specific, measurable, achievable, realistic, and time-bound and can be used for short-term and long-term goals. They are essential to this strategy as they provide you with a clear path forward. Once you set your goals, you can create a to-do list.
One of the time management tools I use daily is Google Tasks, a to-do list app that allows you to add tasks from anywhere quickly. You can add details and subtasks, it integrates with other Google products like Gmail and Google Calendar, and you can set due dates and notifications. A weekly planner can be just as effective if a to-do list app isn’t for you. The key to a successful to-do list is to set due dates for each task to avoid procrastination. You should also reward yourself when completing tasks to keep yourself motivated throughout the day.
STRATEGY 2: PLAN FOR THE DAY AHEAD
Whether you prefer to get up early or stay up the night before, a valuable time management skill is to plan out the day ahead with this time management worksheet. Ask yourself, “what is the highest priority of the day?” and “what tasks do not support my goals and should be delayed to a later time?” These questions will help you narrow your focus and keep you on track.
The next question to ask yourself is whether larger tasks should be broken into smaller tasks. For example, if your goal is to ‘clean the kitchen,’ try to break it down into smaller, more manageable tasks like ‘empty the dishwasher,’ ‘wipe the counter,’ and ‘vacuum the floor.’ Once you have a clear list of tasks, use the Eat the Frog method by aiming to complete the most challenging task first, as it sets you up for success early in the day.
(RELATED POST: How to Create a Mind Set for Success in 9 Steps)
STRATEGY 3: TIME BLOCK EVERY TASK
As you work toward perfecting your time management skills, set blocks of time for each task. Time-blocking each task will help you stay focused, less distracted, and more productive. This is especially true when working through your email inbox. Spending time throughout the day on email can create a false sense of productivity and leave you with nothing to show at the end of the day. Instead, use the 321 Zero Method by limiting email to three times daily (morning, midday, and before you end your workday). Then, set a timer for 21 minutes. By the end of the 21 minutes, you should have reduced your emails to zero. If not, practice the 4 D’s (delete, delegate, defer, or do) to get through your inbox more effectively. This method allows you to focus during the time you have and minimizes the time you spend agonizing over every email, giving you back so much time in your day.
Similarly, set time blocks for housework, errands, catching up with colleagues, and even meetings. For most tasks, you should set aside a block of time, and when the period is complete, move on!
STRATEGY 4: MINIMIZE DISTRACTIONS
A crucial time management strategy is to minimize distractions. There are a few ways to minimize distractions and give yourself an environment conducive to producing your best work. The first is to set expectations with your family, friends, and colleagues. Inform anyone that may interrupt that you are working on something important and will be unavailable. Be specific about when you are unavailable, and give them an alternative time to connect with you.
Another way to minimize distractions is to close the door between yourself and anyone else. If you have set expectations, this will not be considered unusual or rude. If closing a door is impossible, consider investing in a good pair of noise-canceling headphones. I use the Bose Quiet Comfort Ultra headphones, which are fantastic at blocking distractions. Apple AirPods are another great option at a lower price point.
Two of the biggest distractions to avoid are email and social media. You can make your life easier by closing out of email and social media platforms completely and by turning off any push notifications. Additionally, programs such as Microsoft Word and Microsoft Excel have a “focus” feature, which limits what you see on your screen to just the document.
(RELATED POST: 15 Tips to Overcome Procrastination and Reach Your Goals)
STRATEGY 5: USE ENERGY WISELY
Another essential time management strategy is using your energy wisely. Focusing solely on one task at a time and remembering to take breaks allows your energy reserve to be used and restored more effectively. Nevertheless, taking breaks is hard, especially when up against a deadline, so take smaller 5-minute breaks, and you will return to your task with far better concentration, reduced stress, and restored motivation. The Pomodoro Technique is a great practice, suggesting a 5-minute break for every 25 minutes of work. After four Pomodoro’s (or four 25-minute working sessions), take a longer 15-minute break. If you struggle to remember to take breaks, try using a timer.
Lastly, avoid multitasking as it uses up your energy more quickly and results in less productivity. If you struggle to focus and find yourself multitasking, remove everything from your desk except what you are working on and try again.
STRATEGY 6: DELEGATE
A time management strategy that should be used frequently is task delegation. Ask yourself if you are the only person who can complete the task and, if not, who can do the task more quickly without compromising quality. You may find that someone else is a better fit for the task. An effective way to track delegated tasks is a shared calendar/to-do list. By delegating tasks to others, you reduce your workload and allow someone else to contribute to the overall goal.
STRATEGY 7: SAY NO – POLITELY AND FIRMLY
The last time management strategy is saying “no” politely and firmly when at capacity. It is difficult to say “no,” but preventing inefficiency, ineffectiveness, and exhaustion is important. To set a boundary, be prepared with a respectful statement such as, “Unfortunately, I am at capacity today. I appreciate that this task is important and when I can, I will reach out to you to discuss further.” The key is to say it confidently and to avoid feeling guilty. Protecting your time and energy is essential to completing tasks and meeting goals.
(RELATED POST: Empower Yourself: How to Build Confidence and Self Esteem)
You need these 7 practical time management strategies to make the most of every minute of every day. By following these time management tips, you will be more efficient and effective and accomplish more than you ever thought was possible. Whether implementing just one or all the strategies together, you will notice a significant improvement in your time management and productivity.
MINDSET | ACTION:
Use the time management worksheet to plan your day, prioritize tasks, and assign each task a block of time. You have now completed three of the seven time management strategies. What strategy will you implement next?
This post was about time management.
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