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How to manage your time

Good time management leads to less tension, better job results, and greater life satisfaction.

By Sharad GuptaPublished 2 years ago 12 min read
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  How to manage your time
Photo by Lukas Blazek on Unsplash

What is time management?

Time management is organizing and dividing one's time between various activities to maximize productivity and achieve objectives.

High achievers aren't born with the ability to be productive. Instead, they've learned and practiced the skills necessary to accomplish more in less time.

Importance of time management

Anxiety is reduced by creating and sticking to a work schedule. You can see that you are making progress as you cross items off your "to-do" list.

This keeps you from becoming stressed about whether or not you're getting things done.

When you manage your time well, you'll have more chances and spend less time on pointless tasks.

Employers search for people who have good time management skills. Any company will benefit significantly from the opportunity to prioritize and schedule work.

Things you should consider for time management?

1. Make a time tracker

First and foremost, determine where you are spending your time. There is always no connection between what you believe is taking up your time and taking up your time. This is because humans have a difficult time estimating how long things would take.

The best way to do a time audit is to use a time monitoring program.

2. Make small achievable objectives

It is important to set attainable objectives. Create a matrix or use the 4 Ds of time management: Do, Defer, Delegate, and Delete if you think you're trying to do too much. Both approaches help you organize by dividing your activities into four categories:

• Do critical and time-sensitive tasks.

• Tasks that are relevant but not urgent should be deferred.

• Tasks that are urgent but not relevant should be delegated.

• Tasks that are neither urgent nor significant should be deleted.

These methodologies will assist you in determining which tasks to prioritize and which tasks to schedule and prepare for, assign, or delete.

3. Make a regular schedule or to-do list.

This can be done in either the first or last few minutes of the workday. Build a regular to-do list using one of those blocks of time. Keep the to-do list as short as possible when making it. It can be demoralizing to see half-completed lists day after day. Even when it comes to personal productivity, it's easier to under promise and over-deliver.

4. Prioritize your activities and set attainable deadlines.

If you have so much work on your schedule, no amount of time management can help you get it all done. You'll be able to see if you need to control your time better or if you have too much on your plate now that you've completed a time audit.

Examine the reports at the end of the week to determine how much time you spent on various tasks. You can quickly identify areas for improvement using this information. You can, for example, spend too much time in ineffective meetings or doing busy work. With this information, you can get a clear picture of how you spend your time and prepare accordingly.

5. On Sunday, make a plan for the coming week.

You'll be able to concentrate on your top priorities if you start your workweek with a schedule. It also makes the transition from a relaxed weekend mentality to a productive Monday morning "work brain" far more manageable. Take a few minutes on Sunday to make a week's worth of plans. Break down your weekly goals into daily tasks to increase your chances of success. You will be able to see what you need to do each day at a glance this way.

6. The first thing in the morning is to finish the most critical and time-consuming tasks.

The first few hours of the day that you work are the most effective for most people. Surprisingly, when your brain isn't entirely conscious, you can concentrate more quickly. Brains in the process of recharging have less free time for daydreaming and thinking about other things.

7. Please don't wait for inspiration and do it now.

Some artists wait for inspiration to hit, some authors wait for writer's block to subside, and some businesspeople remain for the right, quiet work atmosphere to accomplish challenging tasks. If you're still waiting for the right moment, you'll be caught off guard when it arrives. Attempting to work during times of low motivation may also provide inspiration and concentration.

8. Make the most of golden hours, also known as prime biological time.

Big tasks can easily make you feel exhausted. Overwhelm can lead to procrastination or a lack of concentration if you don't know where to begin. Do you know what time of day you work the most efficiently? This knowledge will assist you in optimizing your workload.

Break your workday into 3-5 time slots to find your golden hours or prime biological time. Using a diary or a free time monitoring app, keep track of your weekly productivity. Rate these time slots from most to least active at the end of the week. You'll be able to schedule your weeks around your golden hours once you've discovered them.

9. To the to-do list, add a "done list."

Unexpected tasks will still pop up during the day, no matter how well you prepare. Make a separate list next to your to-dos to give yourself a boost at the end of the day.

On Sunday, review the previous week's accomplishments and congratulate yourself on your achievements. This analysis period will boost your morale and assist you in planning your schedule for the following week.

10. Arrive a day early.

Many people feel they perform best under the duress of a deadline and procrastinate until the day before it is due. Projects sometimes take longer than expected, making it challenging to complete them on schedule. Make yourself an earlier deadline and stick to it.

Examine your time audit again, looking for activities that took longer than you expected. Place a time limit on specific tasks. You will increase your concentration and job efficiency by imposing constraints. You will also prevent scope creep, which happens when project responsibilities aren't well-defined or managed.

11. Tasks should have a time limit.

If you assign a job two hours instead of one, the amount of work required to complete it will increase to fill the two hours. If you ever find yourself exceeding these time limits, take a look at your workflow to see if you can give those activities more time in the future. It would help if you also tried removing little time-wasters such as unscheduled breaks.

12. Don't answer anything that arrives right away.

You should not automatically answer email or Slack messages the very second they arrive. During your downtime, batch process your emails and catch up on phone calls. When working on high-focus projects, close email or messaging apps to prevent interruptions.

13. Determine your desired outcomes before meetings.

Meetings, while necessary and essential, are well-known time sinks. If everyone has been on a Zoom call that has lasted far longer than it should have, you can utilize that time to make it more productive. It would be best to have a clear purpose before the meeting to ensure effective and timely meetings. Prepare a plan and distribute it to meeting participants ahead of time.

14. Take advantage of downtime.

When you have to wait in queues, waiting rooms, airport terminals, train stations, and other places, you should utilize yours. You can use these idle times to answer emails on your phone, catch up on missed calls and messages, stretch/exercise or relax or meditate. You could also carry a book or e-reader with you and squeeze in some reading time. Even if the book isn't explicitly linked to work, reading helps increase focus and increases brain connectivity.

15. It is important to schedule breaks between tasks.

During both of your waking and resting hours, the human brain goes through primary rest-activity cycles or BRAC for a short period. The brain switches between higher and lower alertness every 90 minutes. After operating at high intensity for more than 90 minutes, we begin to draw on emergency reserves of energy to keep us moving. It is essential to take a break at least once every 90 minutes to help you stay focused and productive during the day.

16. Use software to screen out distractions.

These time management apps will become your new best productivity buddies. When working on concentrated projects, use the "do not interrupt" features on your computer and phone. Distracting websites can be blocked using tools like Self Control or Freedom. Use them to block disruptive websites, such as social media or news pages.

17. Get your email in order.

Inboxes that are overflowing are a waste of time. Organizing your inbox is the easiest way to speed up an email correspondence and spend less time on exchanges. Gmail has several features that will help you control your inbox's bottomless trap. Consider switching to Gmail or using an alternative service like Airmail if you're using another client. Work on only one monitor and open only one window to focus your attention.

18. Apps for time management are available.

Knowing where your time is going in the first place is the easiest way to handle your time. You can monitor your progress and find out your procrastination patterns with time management apps. Setting a timer will help you concentrate and serves as a reminder to your brain that it's time to get to work.

19. Time Management Learning Skills

You have never done learning, and time management is no acceptance. Whether you are just starting with time management or a seasoned professional, some tips will help you move forward in your learning journey. It is essential to form the above ideas into sustainable habits. Continuing to practice these time management tips will help foster a productivity mindset.

20. In the meantime, let go of bad habits.

Starting small is the best way to break bad habits. Break more prominent bad habits into smaller chunks, or concentrate on your smaller bad habits initially. More minor changes are less likely to cause physiological stress responses, making them more accessible for the body and mind to recognize and repeat. Choose a habit, make a plan, and stick to it. When you stick to this strategy, you will find it easier to break some of your old, ineffective habits.

21. Avoid the minor details and focus on big goals.

It is essential to focus on the big picture in your mind instead of getting caught up in perfectionism. Concentrate on your top priorities rather than the tiniest aspects of your job. Don't sweat the small stuff; focus on the essential things on your to-do list.

22. Make good use of your calendar.

A calendar can be used for much more than just meeting scheduling. You can use your calendar to schedule concentrated work, keep track of deadlines, and add locations to events automatically.

Actively using a calendar will assist you in taking control of your time. Cancel a scheduled entry if you believe it would not advance your day's plans.

23. Work-Life Balance and Time Management

Work and life will appear to be different, but what you do in one will significantly affect the other. Maintaining healthy lifestyle habits will allow you to do more at work. You should find a constructive hobby that you enjoy and will commit to for an extended period. Some of the conman hobbies like cooking, dancing, reading, volunteering, gardening, meditation, language learning, and improvement are common hobbies.

24. Don't strive for perfection.

You should know that perfect is the enemy of the good, or so the saying goes. Will it ever be good enough when everything has to be perfect? Probably that is not the scene. Done is better than perfect. You must fail repeatedly and learn from your mistakes to become exceptional. Any effort should be viewed as an experiment of a valuable step in your path, regardless of the outcome.

25. Get some exercise regularly.

Productivity is greatly influenced by physical activity. After incorporating workday exercise into their schedules, participants in one study recorded a 72 percent increase in time management and workload completion. Short, intense workout sessions can be just as practical as longer ones, according to research. Every other day, set aside some time for a quick workout.

26. Make time for relaxation.

Human bodies go through a mechanism known as the Effort-Recovery Model while we work. We all do activities that require commitment during a typical workday. Our bodies respond to this exertion by increasing heart rate and blood pressure, all of which increase fatigue and stress on the body.

These physiological responses will return to baseline when you set aside time for rest at the end of the workday. There can be negative physiological and mental consequences if you don't make time for recovery. Turning off your work brain is essential for your wellbeing and future productivity. You will be shocked to know how beneficial some quiet can be.

27. Get in the habit of saying no.

Your time is valuable. Don't squander it on activities and programs that aren't in line with your plan or objectives. Instead of accepting invitations and deals without hesitation, you should check your schedule and make improvements. This will allow you to assess offers and make informed decisions.

28. Get plenty of rest.

Are you considering devoting any of your sleep hours to a project with a looming deadline? It is not something that is recommended. Scientists discovered that sleeping less to have more time for activities negatively affects the short and long term. Tired people procrastinate more and are more easily distracted. Even if the deadline is approaching quickly, give your brain at least eight hours of sleep every night.

29. Work on the opposing hemisphere of the brain.

Productive hobbies activate parts of your brain that may not be used during the workday but are still essential for optimal mental performance. If you get outside of your comfort zone will also help you gain trust, learn new skills , and make your life easier.

30. Increase your productivity

Productivity isn't a skill; it's a mindset, and you should know that. It is a learned ability that everybody would need to master. It is crucial to be able to manage your time effectively. Better time management leads to increased efficiency and productivity, reduced stress, and tremendous life success.

It is essential to manage planning and control how much time you need to spend on particular tasks is known as time management. Good time management allows a person to do more in less time, reduces tension, and contributes to professional success.

Don't obsess about ticking off all the things on your to-do list. Everyone needs a healthy work-life balance. An efficient, burnt-out day tomorrow isn't worth finishing an overworked workload today. Work consistently and at your top speed. Rushing through tasks lowers the quality of the job and increases the tension. To manage your time well and make the most of it, you should know about time management.

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About the Creator

Sharad Gupta

I am a passionate writer.

My interest include fashion, relationship, health , life , make money, dating , digital marketing , education , career, parenting , Investment and many more .

My aim is Read , Write and Help.

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