Many of us wish the day had more hours. More hours to work. More hours to do extracurriculars. More hours to spend with our families.
There is no shortage of reasons why the day is too short.
Plus, add to that the numerous things that distract us. Cell phones eat up hours of our day. Social media has a similar effect.
Unfortunately, there are only 24 hours in each day. And there always will be. So, instead of wishing for the impossible, focus on developing good time management.
Time management is key to success in various areas of life. Freelancers need good time management skills. As do business leaders. Students, stay-at-home parents, and minimum wage workers also need strong time management skills.
With strong time management, we fit more activities into our day. It makes us as effective as possible. Which has plenty of beneficial outcomes in the long-run.
So, we can’t do anything about adding more hours in the day. But, we can make those 24 hours work for us as effectively as possible.
What’s the Point of Time Management?
Time management is the act of planning the amount of time you spend on tasks throughout the day. This includes several different strategies, which we’ll get into a bit later. But the gist is that employing such tactics makes you more productive.
Being more productive at the tasks you must complete grants you more free time. Fill this extra free time with hobbies and activities that you enjoy.
A balanced life is a good life.
Consider how things look without time management. You spend your work day stressed about completing certain tasks. You don’t get them done, so you likely have some tasks unfinished by the end of the work day.
For some, these unfinished tasks get completed at home. They take up free time that is spent working out, talking to family, or enjoying other hobbies.
Others cannot complete these tasks at home. So, they overflow to the next work day. Now, you have two day’s worth of tasks to complete.
The cycle starts again. And you have a never-ending list of tasks that keep you stressed out at all hours of the day and night.
Good time management grants you control over your life. You enjoy boosted motivation, along with a boost in productivity and reduced stress. Additionally, you work toward other goals more efficiently. And more opportunities become available because you have more time to take them on.
Start With a Time Audit
Before you tackle the matter of managing your time, figure out how you spend your time currently.
Pay attention to the amount of time you spend on different tasks every day. This includes time spent at work, on schoolwork, or on social media. With those time tables in mind, create a visual map. Or keep track of your time using a time application. Whatever method you prefer, the goal is tracking your current time usage.
With this information in hand, evaluate your day. Determine the time-consuming tasks. Along with the important tasks. And figure out how you divide your time between these two categories.
Consider if you are spending the appropriate amount of time per task. Let’s say you spend two hours on social media a day. You aren’t a social media manager, so this time on social media is unnecessary. It’s better spent on more important tasks, like going through finances for your household.
Be tough on yourself. Honestly analyze how you are spending your time. This gives you a realistic starting-point on your time management journey.
Determine Your Priorities
Consider all your tasks throughout the day. Apply those to varying categories depending on their urgency and importance. Those tasks that are both important and urgent, for instance, are best done first. Delegate urgent and unimportant tasks to others. And important, but non-urgent tasks, are better saved for later in your schedule.
This strategy of setting your priorities keeps you focused. It ensures you complete the required tasks every day. While also giving you a clear idea of which tasks you push aside for a different time.
Make sure that you employ this strategy for incoming tasks, as well. Don’t only prioritize tasks you already have everyday. Prioritize new tasks assigned to you at work or home. Factor these into your daily schedule with the same method of dividing tasks.
Remember, you are not creating a to-do list. This does assist with organization, but a to-do list does not adapt if you have differing tasks on most days. Figuring out your priorities keeps list-making from running amok. Plus, it helps you incorporate varying schedules with less stress.
Embrace Planning Tools
There are tons of planning tools out there. There are standard planners, phone apps, index cards, wall charts, and more. Use whatever works best for you.
As you go through your day, write down your tasks. Keep a list of your priorities available and apply it to these tasks. Then, review your planning tool daily. This gives you a solid idea of how you are spending your time. And whether you are spending it efficiently.
Another benefit of planning tools is keeping track of your to-dos. Write down tasks you must complete, along with when you must complete them by. Since you eliminate the need to recall tasks, you can put more effort into your current task. Your planning tool has the reminder for you, instead.
Keep Away From Multitasking
We’ve all been guilty of multitasking. When we cook, we think about chores that must be done before bed. Or tasks for the following day. When we give the kids a bath, we are thinking of a movie to watch for when we wind down. When we are working on a task, we work towards a different task that requires similar steps.
No matter what it is you are thinking about, avoid multitasking.
When we multitask, we think we are being efficient. The opposite is the reality. Multitasking decreases our efficiency. To add fuel to the fire, it also increases the chance of not completing the tasks we are working on. Thus, our confidence is shaken. We aren’t motivated when we move onto the next task, because we didn’t get the first one done.
Drop the multitasking, and focus all your energy on one thing at a time. Compartmentalize each task so you aren’t tempted by cross-over from other tasks. And arrange your time so you complete each task before moving to the next one.
Reduce Distractions
We talk a fair amount about distractions on this blog. They are problematic for writers. Or any person who needs focus and efficiency.
When you engage in a task, do not go on social media. Focus on what you are doing. Don’t listen to distracting music. Don’t play that television show “in the background.” Work on what you need to.
For some things, like email, set a timer. This ensures you check what is necessary, without it getting you out of your groove.
If you find that doing this on your own is challenging, there is no shame in downloading an application. There are several that keep you from accessing certain websites that distract you. And some that block applications on your phone. Which is perfect if you have a bad habit of mindlessly scrolling through short videos, like I do.
Another option if quietness is unnerving, play instrumental music. I’m sure you’ve heard about playing classical music already. While I enjoy classical music, it doesn’t help me concentrate. I prefer ambient music, usually themed around movies. As I write this, I have a Lord of the Rings-themed ambient mix playing in the background.
Get Organized
This seems pretty obvious if you’re looking for time management help. Yet, I will include it here regardless.
Disorganization will never lead you to good time management. You may implement every other strategy. You may have perfected the art of prioritizing. But it is all done in vain without organization.
If you have important tasks with no deadline, then make one that suits you. And stick to it. Write down the deadline in a calendar or other organization tool. Include deadlines that already exist for certain tasks, as well.
Separate your emails with different folders. This helps you check your email with a quick glance. Thus freeing up more time for tasks you must complete.
Also, organize your thoughts. We often have unhelpful thoughts. If you have a place for these thoughts, access it, write down the thought, and erase it from your mind. Later, you can access the thought again.
Let Someone Else Handle Things
I’m talking about delegation here.
You aren’t running away from tasks when you delegate them to someone else. You are freeing up time for tasks needing your expertise. You accomplish this by assigning someone else responsibility for menial tasks.
There’s no shame in delegation. Sometimes, we all need some help from others. Let them handle smaller items. Items that you aren’t needed for.
This segues into maintaining good boundaries, also. If someone asks you to take on a task, and you don’t have the time to handle it, say no. Stand your ground. Do not take on additional tasks if they make you more stressed about getting everything done.
Time Management – A Worthwhile Skill
Good time management might not be a skill you currently have. But it’s a learnable skill. With these strategies, you can become the master of your day. Instead of feeling as if there are not enough hours in the day, you’ll wonder what to do with the extra hours you free up!
It’s a worthwhile skill to learn. Make it work for yourself. If certain tips don’t work for you (like listening to classical music), find something that does. What other time management tips and tricks have all you developed?