Do you find that your life is constantly filled with heaps of tasks that have seemingly no end? Being busy doesn't mean you're being productive at work. In some cases, it may even indicate a lack of time management skills. Here are 10 smart time management techniques to help you overcome clutter.
1. Time Tracking
Monitoring the time you spend on tasks can give you insight into areas that need improvement. This allows you to learn from experience and is a simple and straightforward method of time management. By simply setting a timer when you start a new task and then turning it off after you're done, you can get a feel for how long you spend on certain tasks. This allows you to compare your expectations to reality, and make improvements based on your findings.
2. Eat a frog
Eat a frog is a term coined by Brian Tracy that refers to completing your first biggest task. This comes from a Mark Twain quote where he said:
“If it's your job to eat a frog, then it's best to do it first thing in the morning. And if it's your job to eat two frogs, it's best to eat the biggest one first.”
There is no greater feeling than tackling a big problem and getting it out of the way. The concept is that if you complete your first big tasks, the sense of accomplishment will be so great that the rest of the tasks will look like a piece of cake in comparison.
3. Apply the 80 20 rule
Also known as the Pareto Principle, the 80-20 rule suggests that 80 percent of your effective results come from 20 percent of your tasks. This means that for every 10 assignments you will only have two producing quality results, so of course those are the ones you want to focus on. Write down a list of 10 tasks you need to do in order of priority. Look at the first two things on the list and focus on them throughout the day. Even if you don't complete your list by the end of the day, at least you would complete the most important ones.
4. Block Your Time
Time block scheduling is a time management technique that can help you get rid of distractions. The idea is that you block out periods of time during the day for a specific task, and during that time you concentrate on that task only. The obvious way to do this is based on your timing. If you have an urgent task in hand during the day, then it makes sense to block a couple of hours in the morning to work on it. However, another way to effectively block your time is to schedule tasks for data when you are most productive. For example, if you find yourself less productive right after your lunch break, then schedule routine tasks that don't require too much creative thinking, such as checking emails.
5. Use the 2-minute rule
A huge hurdle to effective time management is procrastination, and applying the 2-minute rule can help overcome it. The most menial work, as a rule, the things you are already able to do, this is just the beginning, this is the most difficult part. The first part of the Rule, which stems from David Allen in the book, sameit says if a task takes less than two minutes, then just do it. Finish it and finish it something and no. The second part of the rule advises that if you've started a new habit, then make sure it takes you less than two minutes to complete, because he sticks to the idea that each goal can get started in two minutes or less.
6. Avoid Multitasking
While it may seem like you're getting more done in less time, multitasking can actually have the opposite effect. Known to actually slow down your productivity, it can decrease your focus and take longer to complete your tasks. To help fight the urge to multitask, get rid of anything that has the potential to divert your attention from the task at hand. For example, leave only one tab open when working on a computer or make your browser larger so that you don't see anything else.
7. Say "No" More Often
Learning to say no doesn't seem like one of the most obvious time management techniques, but once you start doing it, you'll realize how much time you've saved for your tasks. Saying "no" does not mean saying not everything. Instead, it encourages you to rethink and re-prioritize what's important to you. Once you know what tasks are important, you will find that you will no longer waste your time sitting in meetings that you don't have to be or doing a task that is not related to your job. Learning to Say No by Leo Babauta The gentle Art of Saying No.
8. Create a morning routine
Daily routines have the power to help you regain lost time and revive you. As he provides structure to his day, they can also make you more productive and set the tone for the rest of your day. An effective morning routine doesn't mean running 20 miles before dawn and drinking a glass of raw eggs. All you have to do is schedule a few tasks that can help you feel inspired in the morning and repeat until it becomes a habit. Some examples of tasks that you can include are making your bed stretch for five minutes, or drinking a glass of lemon water: Need morning motivation? 30 treatments to help you start over
9. Create sleep too
Just like a morning routine, night mode can provide structure to your day. Rolling back in the last couple of hours before bed can also give you a better night's sleep, which is always good for time management. Once again, you won't have to do anything drastic, but think of tasks that can help you the next day. The nightly routine might include packing your gym bag or getting your breakfast and dinner ready. Take a look at this for inspiration: The ultimate night routine guide: sleep better and wake up productive
10. Take Breaks
While it may seem counterproductive while managing machinery, taking regular breaks from work is important for your mental health and performance. It's important to take a break because working through them can make you more susceptible to dealing with fatigue and reduced creativity. Your body and mind require rest and nourishment, so take advantage of your breaks from work and go outside and grab a healthy lunch or stretch your legs. You will get back your desktop feeling refreshed and more motivated to keep working. In this case, Pomodoro might be good for you: why the Pomodoro way is the best performance timer
Bottom Line
Being busy is not the same as being productive at work. If anything, this could be a sign of poor time management skills. But trying out these time management techniques is only the first step. If you find that you are not seeing effective results, then you should talk to your manager. Your busyness may just be having too much on your plate and needing to restructure. Remember, being honest about your work is better than constantly stressing and risking burnout.
More Time Management Tips
- 10 Practical Ways to Improve Your Time Management Skills
- 50 Ways to Increase Productivity and Achieve More in Less Time
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