Time is running out faster than anything else. Whether you are thinking of work tasks, deadlines, daily chores, family activities, or those dreams of yours you’ve always wished to achieve, lack of time is undoubtedly one of the main reasons for putting them aside. Nevertheless, if you look around, some people do much more with less time than you have. How do they manage to have time for everything without stressing out or being exhausted?
They manage because they use proven time management techniques and effective strategies that work for them. Essentially, they’ve built the time management skills to juggle jobs, family life, personal interests, leisure activities, learning activities, and rest. And this is what they know and use.
Time management is a way of scheduling and planning your life that helps you do each activity in its allocated time, avoid distractions, and effectively use your day and energy. Although everyone has their own system of managing time, there are time management techniques, strategies, and acquired skills that work for everybody. They may need some fine-tuning and customization, but they have proved to work and help you spend your time more efficiently.
Time management requires organization and determination. You need to list all your work-related or personal tasks, estimate how long it would take you to do them, and prioritize them based on urgency and importance. Nevertheless, working with no rest is not efficient in the long term. Therefore, your time management system should include time for resting, relaxing, being with your family and friends, enjoying life, learning, etc.
Poor time management has short-term and long-term effects. In the short term, you may miss the bus, be late for a meeting, work overtime to finish a task on time, or leave washing the dishes for tomorrow. In the long term, poor time management leads to accumulating unfinished tasks, missing important deadlines, low productivity, poor relationships, procrastination, high stress and anxiety levels, and ultimately poor health and well-being.
When you don’t know how to manage time efficiently, everything and everyone in your life suffers, from career to personal life, from income to health. Poor time management translates into overwhelm, disappointment, and frustration. In a word, chaos takes over.
Time management techniques are very specific methods proven to work regarding time management. Although not every technique will work for everybody, these methods are rigorously tested and endorsed by big companies and busy professionals. However, time management techniques require skills and discipline. They may not be the easiest way to start managing your time, or at least, they may need some adjustments or accommodation time. In his book, The Power of Habit, Charles Duhigg says it takes 2-3 weeks to build a new habit, so give time management techniques some time.
If you’re looking to fix your to-do list, avoid procrastination, and improve your productivity fast, regardless of how much effort you’ll need to put in, try time management techniques. They are challenging but efficient. They are also nice to have as soft skills in your resume or to mention at a job interview.
The Pomodoro technique is simple and efficient. It was developed by Francesco Cirillo, then a student and now a well-known author. All you need is a timer and the willingness to follow its lead and split your work into 30-minute slots (25 minutes for work and 5 minutes for rest). After four 30-minute slots, you get a 30-minute break.
Of course, you can adjust the times as needed, but Cirillo argues that 25 minutes is long enough to have some work done and short enough for you to maintain focus. But do seek your limit. You may prefer to work for 50 minutes and take a 10-minute break in between. Or do short, intense, 15-minute tasks and then rest for 5 minutes. It’s totally up to you as long as you respect the timer. If you don’t, however, you must start over.
How to start with Pomodoro technique?
Quick tip: If you're like me and want to have a web-app to help with this, check out Pomofocus. Its simple, and actually works.
Eat That Frog is a time management technique developed by Brian Tracy and designed to improve prioritization and boost motivation. According to this technique, you should do the longest, most dreadful, most challenging tasks first and then the shorter, easier, more pleasant ones. There are two reasons behind the Eat That Frog technique. The first one is that long, difficult tasks need more energy and focus, and you are more likely to do them properly if you tackle them rested. The second one is that once you eliminate the hardest part, you will be in a better mood for the remaining time. The sense of accomplishment plays a significant role here.
How to start using Eat That Frog:
Related: Best time management books.
Getting Things Done, developed by David Allen, is a time management technique that helps you improve your organizing skills. Instead of tackling your tasks in a frantic, chaotic manner, this technique teaches you to pause, reflect, and plan before starting to do things. Therefore, your first task is to list everything you must do and clarify your actionable steps. Then, you organize your tasks based on priority and importance, gather materials, and schedule them in your agenda (or delegate them if needed). Once you have a clear perspective on what you have to do, you can start getting things done.
This technique is great if you lose focus due to multitasking, stress too much on insignificant details, have trouble finishing tasks on time, and have an overall unorganized workflow.
How to start Getting Things Done:
The Time Blocking method makes you aware of how you spend your time and helps you make time for important activities. The technique is simple: divide your day into time blocks and assign each of them to an activity or task. There is no limit to how long or short your time blocks are, nor how you divide your day. For instance, you may want a 1-hour block every morning to deal with emails or a 4-hour block on certain days of the week to deal with highly important tasks that require undisturbed focus. At the same time, you can create 5-minute blocks for stretching or meditation daily.
Like the Pomodoro technique, the Time-Blocking method requires discipline. You can adjust your blocks if you want, but try to be consistent and do your best to respect your estimates.
How to implement Time Blocking:
The Rapid Planning Method is a
In other words, this time management technique teaches you to visualize the results in order to be driven to accomplish them. It’s similar to the manifestation approach, which is so popular these days: first, you envision the results and then work towards achieving them.
The Rapid Planning Method is profoundly positive and engaging, developed by motivational speaker Tony Robbins. Because you visualize the positive outcome, you become eager to work, responsible in your choices, and determined to reach your goals. However, keep in mind that visualization and manifestation go both ways. If you envision a negative outcome, your action will drive you towards it.
How to use RPM?
The Pickle Jar or Glass Jar theory states that there are three types of tasks: the pickles or the rocks are essential activities that should be done with high priority; the small pieces of carrot or celery or the pebbles are less important tasks that can be delayed or delegated; and finally, the condiments, herbs, or sand are distractions and interruptions that keep you from doing important tasks.
To apply this technique, you must categorize and schedule your tasks accordingly. Even though it is tempting to fill your day with pickles, the reality is that celery pieces and condiments are part of life, too. Leave some time for them.
How to create your Pickle Jar?
The Eisenhower Matrix is another time management technique based on prioritization. Like Eat That Frog and Pickle Jar Theory, you must first categorize your tasks. If you decide to use the Eisenhower Matrix, the categories are:
Once you have your tasks in the correct categories, it’s time to make decisions. The Important and Urgent tasks demand all your attention and most of your time. Those Important but not Urgent can wait a bit, if necessary, while those Urgent but not Important can be delegated. Tasks that are neither urgent nor important are usually distractions you can live without.
How to create your Eisenhower Matrix?
The Pareto Analysis, named after its creator, Vilfredo Pareto, is also known as the 80/20 principle, as it states that only 20% of our decisions account for 80% of the outcome. In other words, only 20% of your tasks are decisive for your results. Identify and tackle them first, and you'll have a productive and happy life.
At the core of Pareto Analysis is prioritization. So, first, you must identify all your tasks and assign them the right priority. You can use scores, tags, flags, or whatever priority system you like if you end up with a group of tasks that comprise 20% of the total tasks but are responsible for 80% of the outcome. Remember that you can change the scoring system from one day to another or from one aspect of your life to another. The Pareto Analysis works inside and outside the office.
How to start using the Pareto Analysis?
Related: To-do list templates.
“Work expands so as to fill the time available for its completion” is a quote belonging to Cyril Northcote Parkinson, the creator of the Parkinson’s Law time management technique, that best explains the method. In other words, if you allocate six hours to finish a 1-hour task, it will take you six hours to complete it. To be efficient, you must estimate the length of a task correctly. If that’s impossible, try working in shorter time slots, impose time limits, and set up earlier deadlines.
Parkinson’s Law can be used by itself or mixed with other time management techniques, such as the Pomodoro or time blocking method. But if you can’t stick to a timer or calendar mark, try imposing physical time limits, such as working at your laptop from a café without bringing the charger, making back-to-back appointments, or asking a colleague to pick you up at a certain time.
How to apply Parkinson’s Law?
The Kanban technique, like the Eisenhower Matrix, is a visual tool. Created by Taiichi Ono, the Kanban technique divides your tasks into four columns: backlog (or preparation), to do (or planning), in progress, and done. Once you have all your tasks right in front of you on sticky notes or on a blackboard, you’ll know exactly which ones need to move forward.
Instead of prioritizing tasks based on importance or urgency, the Kanban technique categorizes them based on progress, streamlining the workflow and improving productivity. It’s a transparent time management technique that works wonders in teams and families.
How the Kanban Technique works?
Cal Newport, the creator of the Deep Work time management technique, has a different approach to prioritizing tasks. In his vision, tasks are either shallow or deep. Shallow tasks are less demanding and require less concentration and energy. Deep tasks are strenuous and require a well-rested body, mind, and all your focus.
To apply Deep Work, you must divide your tasks into deep and shallow and reserve the most valuable time of the day for the deep functions. Then, fill the remaining time slots with shallow tasks.
How to get into Deep Work:
Based on scientific facts, Sam Carpenter’s time management technique helps you make the most of your time by following your biological rhythm. In other words, see when your energy levels are at their highest and schedule the most strenuous and important tasks during that time.
Most people are more active in the morning, but you may find yourself to be more creative in the afternoon or evening. Try to have a flexible work schedule that aligns with your natural inclination and allows you to follow your biological prime time. Also, don’t waste your prime time on unimportant tasks (e.g., don’t read emails or check the news during biological prime time).
How to implement the Biological Prime Time Technique?
The timeboxing technique requires you to schedule your day ahead and do one thing at a time. Instead of dealing with whatever comes your way, plan your day thoroughly and stick to the plan no matter what. For example, you may need to leave a task unfinished and move on to the next one. Or you may need to give up chasing perfection to finish on time. Or you may be forced to take a break until the next timebox starts. That’s fine too.
This technique is extremely efficient when you struggle with perfectionism, multitasking, and procrastination. It forces you to get things done when they need to be done. It takes a lot of effort and practice, but it is efficient and has very good long-term effects.
How does Timeboxing work?
Another time management technique based on priorities was the ABCDE method, which Alan Lakein created. It comes with five categories, labeled A to E, that accommodate your tasks based on importance. Category A encompasses the most important tasks, while Category E encompasses the less important tasks.
The trick is to work through your tasks from Category A to Category E. On the way, you may decide to delegate or give up some of the less important tasks. It also helps to combine this method with your biological prime time and ensure you put work-related and personal activities in Category A and Category B.
How the ABCDE method works?
The SMART method works in various aspects of our lives, from building new habits to dealing with tasks to time management. SMART stands for specific, measurable, achievable, relevant, and time-bound, and provides a straightforward way to categorize your tasks and get through your day.
To be more efficient, define a goal clearly and realistically, make sure you can monitor your progress, stay away from irrelevant activities, and impose a time limit. If you follow the SMART method, each task will become a goal, keeping you away from procrastination, perfectionism, anxiety, and delays.
How to manage your tasks SMART:
Another way of dealing with priorities is to Prioritize by Organizing, Streamlining, Economizing, and Contributing (POSEC). You can improve your time management skills by improving your work and organizing your activities.
In essence, the POSEC method teaches you how to organize activities into groups, create a smooth workflow throughout the day, save time for leisure and family activities, and find a way to contribute and be relevant in society. The method looks beyond work-related tasks and deadlines and aims to help you improve your lifestyle and well-being by having a holistic perspective.
How to live by the POSEC method?
If you find these acronyms and ways of categorizing your tasks too complicated, the 1-3-5 technique is for you. Instead of considering importance, relevance, urgency, or any other criterion, categorize your tasks into large, medium, and small. Then, do a big task, followed by three medium and five small ones. By granulating your work, you preserve your energy levels, reduce stress, gain the level of flexibility and diversity we all want, and have pleasant days.
If a 1-3-5 cycle doesn’t fill your day, you can use other criteria to prioritize between large, medium, and small tasks and start a second cycle. On the other hand, if you find yourself with fewer than three medium tasks or five small tasks, try to divide tasks into subtasks or find a sequence of tasks that works for you on that particular day.
How the 1-3-5 method works?
Time management skills are acquired abilities to organize, schedule, and use your time. They are more generic and much more personal than time management techniques, and include aspects like knowing how to:
For some, a healthy morning routine is the best time management skill and sets them up for a good day. Learning how to track time and evaluate their decisions is essential for others. Regardless of your personal attributes, a few time management skills are common to all of us.
Organization refers to managing tasks and activities efficiently. It means knowing what you have to do and how you will do it, dividing large tasks into smaller subtasks, and creating a pleasant and consistent environment to support your endeavor. You may be a natural-born organizer, but this may also be an acquired skill. To help with organization, declutter your space, take notes, create to-do lists, and use categories, tags, and flags to separate your tasks.
Organization applies to all aspects of your life, from work tasks to the drawers of your wardrobe.
Prioritization refers to placing your tasks and activities in the pipeline in order of their importance, urgency, and other factors relevant to a particular type of task. Visual representations of your tasks, such as a to-do list, a SMART matrix, or a whiteboard, may help. You should also keep in mind that prioritization is a continuous process. You should constantly reevaluate your priorities to have a well-balanced life.
To help with prioritization, track your progress with task management apps or use journaling to have an overview of how you spend your time and spot the activities that need addressing.
Scheduling refers to adding tasks to your agenda in order of priority to improve your productivity, avoid procrastination, and organize your time efficiently. Many tools can help you improve your scheduling skills, such as a regular calendar, a blackboard, a calendar app, a time management app, notebooks, sticky notes, and note apps.
Scheduling applies to all aspects of life, not just work-related tasks. You should learn to schedule time to be with your family and friends, rest, enjoy leisure activities, learn something new, travel, or do anything else that supports your well-being and growth.
Focusing is a skill that requires practice. To improve focus, you may try removing distractions, using time management techniques such as the Pomodoro technique, or using dedicated focus apps. Meditation may also help.
Focusing is a time management skill because it helps you get things done in the scheduled timeframe. It clears your mind, improves productivity, boosts your morale, and enables you to achieve your goals.
Like focusing, setting boundaries is a skill that doesn’t always come naturally. If you struggle with constantly being interrupted by colleagues when you try to focus, you must set boundaries. If you say ‘yes’ to many tasks that you can do, you need to set boundaries. If the tasks allocated to you take more time than other people estimate, you need to set boundaries.
Setting boundaries must be done healthily and fairly, which is why it is a learned skill. Once you place a boundary, keep it or adjust it in complete agreement with the people around you. The time blocking technique is a good way to practice setting boundaries at work.
Setting boundaries goes hand in hand with communication skills. You must learn to communicate directly, politely, and efficiently. Your goal is not to create a conflict, but to clearly communicate your intentions and actions. For instance, if you want to block the first couple of hours of your workday for important tasks, block the time in your calendar and share it with your team. Explain that you are available only for emergencies during this time and transparently communicate your reasons and goals.
You can take communication courses, speak about it with a counselor or coach, take up public speaking or acting, or open up to your colleagues about the communication issues that affect you.
Knowing where you want to be and what you want to achieve long-term is a skill because goals are not dreams. They are achievable and measurable. Setting clear goals both in the short term and long term helps you be productive, organized, and determined. It gets you a purpose to work towards and straightforward actions to take.
Goal setting sets you up for success. With a shiny light at the end of the tunnel, you will most likely avoid distractions, set boundaries, and work harder to achieve your goals.
Life is never stress-free. Whether you juggle work or personal projects, you need reliable and efficient ways to manage stress and avoid burnout. Stress management is a time management skill because it affects your performance, organization, and communication. When you are stressed, you are more likely to procrastinate, do a poor job, or overthink everything.
Popular stress management skills include prioritizing time off, having a healthy sleep routine and morning routine, exercising, eating healthy, learning to ask for help or delegate, maintaining a good work-life balance, meditating, journaling, and spending time in nature.
Taking care of yourself like you take care of others is a skill many of us learn the hard way. Well-being doesn’t mean chasing entertainment and indulging in everything we desire, but taking care of our body and mind. It includes eating a healthy diet to having a good fitness level, scheduling breaks and time off on our busy agendas, resting when necessary, having regular medical check-ups, spending time in natural light, and nourishing our relationships.
Now that you know the most efficient time management techniques and the skills you may need to acquire, it’s time to speak about time management strategies. They encompass everything you set your mind to doing to improve time management and perform your tasks efficiently. In other words, time management strategies are the plans you make to use techniques and skills successfully and reach your goals. To develop a strategy, decide on a goal and choose the techniques and skills you need along the way. Give it a try and adjust it if you feel the need. Following the wrong strategy for a long time is not the way. Here are a few strategies to get you started.
Modern life is busy, and we all agree on that. Everything must be done and must be done on time. Lists may help you avoid chaos and keep you on track during long days, so try them. This strategy involves using techniques such as Eat That Frog and Getting Things Done to deal with your long to-do lists. To create a perfectly organized to-do list, use apps and try to make them as visual as possible (e.g., emoticons, colors, tags, labels, etc.).
By grouping and prioritizing your to-do list, you improve your chances of success. The strategy also involves regular updates and adjustments, so try to be flexible and go with the flow. Don’t forget to add time off to your to-do list.
To avoid procrastination and distractions, you may want to try time management techniques such as Pomodoro, Deep Work, and Biological Prime Time. These techniques help you stay on track, use your energy efficiently, and reach your goals step by step. They release stress and anxiety because once you see that things get done, your morale and enthusiasm will reach new highs.
This time management strategy relies on skills such as focusing, setting boundaries, and stress management. It works both when you struggle with the environment and yourself.
Suppose you want to work on your prioritizing skill. In that case, you need a strategy that involves one or more priority-based time management techniques, such as the Pickle Jar Theory, SMART method, or ABCDE technique. You don’t have to try a single method. On the contrary, apply multiple priority-based techniques to the same set of tasks and see which one works for you.
You may also need to learn to delegate tasks or give up unessential ones. If you struggle with perfectionism or communication, include working on these skills in your strategy and make an achievable plan, such as speaking with a coach or therapist or enrolling in a communication course.
This strategy aims to teach you to do one task at a time to have more energy and focus for all your tasks. You may consider time management techniques such as the Kanban, time blocking, and timeboxing because they force you to track your progress and give up before spending too much of your time and energy.
In the long term, you may also need to improve your scheduling and prioritizing skills, learn to delegate, and set healthier boundaries.
This strategy focuses on improving time management by making you a healthier person. You may want to use the Biological Prime Time technique or the POSEC method to ensure you use your energy efficiently and prioritize well-being. Work on your stress management skills and find stress relief methods that work for you. Remember to schedule rest, time off, and relaxing activities, and resist the urge to fill your agenda with work-related tasks. Breaks and family time are equally important.
For us, effective time management requires a mix of prioritization, focus, delegation, and self-care. We advise you to experiment with priority-based techniques like the Pickle Jar Theory, SMART method, or ABCDE technique, single-tasking strategies such as Kanban or time blocking, and other time management techniques to find the methods that best fit your needs. Don't forget to include stress management and well-being in your strategy and schedule regular breaks and time off to maintain a healthy balance.
How do you overcome common time management challenges?
If you want a quick fix for overcoming common time management challenges, try one or more of the following: