We all possess time in equal measure but never quite have enough of it. Whether it’s working on time or keeping up with personal obligations, the problem of time is universal. If you constantly wish there were more hours in a day, read this article. Let’s take a look at five easy strategies to get your time under control and back in your control.
1. Prioritize Tasks Using the Eisenhower Matrix
What Is It?
The Eisenhower Matrix is an easy to use but powerful tool that organizes your tasks into four quadrants according to urgency
- Urgent and Important: Tasks requiring immediate attention.
- Important but Not Urgent: Tasks that contribute to long-term goals but don’t demand immediate action.
- Urgent but Not Important: Tasks you should delegate or minimize.
- Neither Urgent nor Important: Tasks you should eliminate.
How to Apply It
Before going to bed, write down everything you have to do. Put them in the correct quadrant. Start with “Urgent and Important” activities and leave room for “Important but Not Urgent” activities. Delegate or drop the rest.
Example
For example, you have a work deadline (important and pressing), a health challenge (important but not pressing), and an invitation to a valueless meeting (important but not pressing). With this matrix, you’d complete your deadline, block out time for exercise, and politely decline or subcontract the meeting.
2. Adopt the Pomodoro Technique
What Is It?
The Pomodoro Technique, or work break system, allows you to break tasks into small chunks of time (often 25 minutes with a 5-minute interval between. After four intervals, you stop for another 15-30 minutes.
Why It Works
This technique prevents burnout by encouraging regular breaks while boosting focus during work sessions. It’s particularly effective for tasks requiring sustained concentration, such as studying or creative work.
Steps to Implement
- Choose a task you want to complete.
- Set a timer for 25 minutes and work on the task without distractions.
- Take a 5-minute break when the timer rings.
- Repeat for four cycles, then take a longer break.
Pro Tip
Use tools like Focus Booster or Tomato Timer apps to streamline the process.
3. Leverage Technology for Better Organization
Technology can transform the way you spend your time. There are so many apps and tools out there, choosing the right one can make your life easier.
Recommended Tools
- Task Management Apps: Apps like Todoist or Trello help you organize and track tasks.
- Calendar Apps: Google Calendar or Outlook ensures you never miss deadlines or appointments.
- Time-Tracking Tools: Tools like Toggl help you monitor how you spend your time and identify areas for improvement.
Example
Imagine planning a busy week. You might use Google Calendar to schedule meetings, Trello to organise a project, and Toggl to count the amount of time you spend on tasks. In time, these tips make it easier for you to choose where to invest your time.
4. Set Realistic Goals and Deadlines
The biggest culprit of time-wasting is overwork. If you want to stay away from this, establish SMART objectives (Specific, Measurable, Achievable, Relevant, Time-bound) and achievable deadlines.
Tips for Success
- Break large projects into smaller, manageable tasks.
- Assign deadlines for each subtask to avoid last-minute stress.
- Use the 80/20 Rule (Pareto Principle) to focus on the 20% of activities that deliver 80% of the results.
Example
If you’re expecting to write a report on Friday, break it down into four steps: research (Monday), outline (Tuesday), draft (Wednesday) and edit (Thursday). This framework provides consistent, lag-free progress.
5. Practice Saying No
To effectively manage your time, we need to be able to say no in today’s world of distractions and requests. Overdoing is stressful and dulls your focus.
How to Say No Politely
- Be Honest: Explain that you’re at capacity and can’t take on more.
- Offer Alternatives: Suggest someone else who might be able to help.
- Set Boundaries: Make it clear when and how you can be available.
Example
Let’s say a coworker suggests that you take on a project that doesn’t match your needs. You might be like, “I’d love to get involved, but I have all the work booked this week. Have you asked another team member
Common Time Management Pitfalls to Avoid
Even with these techniques, there are pitfalls that can derail your progress. Here are a few to watch out for:
- Procrastination: Combat this by breaking tasks into smaller steps and starting with just five minutes.
- Multitasking: Focus on one task at a time to maintain quality and efficiency.
- Lack of Flexibility: Leave room in your schedule for unexpected events or tasks.
Conclusion: Take Control of Your Time Today
Time management isn’t something you learn overnight, but making tiny incremental improvements over time can make big ones. Through task prioritisation, using the Pomodoro Method, leveraging technology, establishing achievable goals, and teaching yourself to say “no” you can regain your time and re-enact your priorities.
Want to get started? Just use one technique for a week and see what it does to your productivity. Remember that time management is not about doing more, it’s about doing what matters.
