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19 time management techniques

Dear daughter, as I write to you about how to keep yourself organized, time management is an important topic. In this post, I want to show 19 time management techniques that can help you manage your time better.

These techniques are not the only ones. I share here the ones I use to manage my time, and I think they can help you too.

Some people mention other techniques, like the Eisenhower matrix, or the Pareto principle, etc. I won’t mention these techniques for time management because I use them to prioritize tasks and goals.

Table of Contents

1- Set goals

As for most of the things related to staying organized, we should start our time management journey by setting our goals.

Trying to be organized without having goals is like trying to practice target shooting without knowing the target.

Crazy, isn’t it?

So, first, take time to write your goals. Think about what you want to achieve and when you want to achieve it. Write goals for the short, medium, and long term.

Once you have clarity on your goals, it is time to prioritize.

2- Prioritize

To be able to prioritize, you need to create your action plan first.

An action plan is just a sequence of tasks. You define those tasks carefully, so once you finish with all the tasks, you achieve your goals.

You can use several techniques to prioritize. Here, I’ll just summarize how to do it.

First, determine what are your big priorities, yes, I’m talking about goals. You can use the Eisenhower matrix.

Now, you create the list of tasks you must do to achieve each goal.

Once you have the list, then you can apply the Pareto principle to that list and the ABCDE method.

After that, you will have the priorities for each of your tasks.

3- Estimate how long tasks will take

Now that you have a list of tasks, and each one has a priority, estimate how long each task will take. This will help you to make sure that you are not overcommitting yourself.

You can think about estimating how long tasks will take as a way of setting deadlines. Make sure you allocate time/deadline to each task, so you stay organized.

4- Create a calendar or a to-do list

Now that you know your priorities, let’s assign a day to each task.

Create a calendar for your tasks. You can use Google Calendar on your computer or just the Calendar app on your phone.

Alternatively, you can create to-do lists with all the tasks you have for each day. Popular to-do list apps are:

  • Microsoft To Do: Android, Windows, and Mac.
  • Apple Reminders, and Apple Notes: Both apps are pre-installed on your Apple devices.

A to-do list can help you keep track of your tasks and make sure that you are staying on track. Remember to add your tasks according to the priority you defined in the previous step.

5- Use time blocking:

Time blocking is a technique where you schedule blocks of time for specific tasks. This can help you to stay focused and avoid distractions.

To use this technique is simple. You already have an estimate of the time you need to accomplish each task, make sure you consider that time when you add your tasks to your calendar or your to-do list.

If you cannot finish a task in the time you plan, just add more time. That is not a problem.

Also, as Brian Tracy says, there are no impossible tasks, just impossible deadlines. The time you assign to each task/goal, is an estimate, don’t be too hard on yourself if you don’t meet all deadlines. Just adjust the deadline and move on.

6- Avoid multitasking

Always, always, always avoid multitasking.

Our brain doesn’t work like that.

When we multitask, we become less productive. This happens because our brain needs time to adjust every time, we change the task at hand.

Have you heard that we should focus on the task at hand?

So, multitasking is the opposite of focusing.

7- Stop procrastinating

This one does not need an explanation.

Just do what you must do, according to your plan. Don’t start looking for motivations, or excuses, just do it!

Do you know what makes a person a professional? Well, not a university degree.

A professional does not need motivation to do his/her work, he/she does not need to be in the mood. Someone who is a professional, will just show up for work and do his/her job no matter what.

8- Delegate tasks

If you can, delegate tasks to others. This will free up your time so that you can focus on the most important tasks.

Saying that, never delegate the 20% of your tasks that gives you the 80% of the results.

Use the Pareto principle to classify tasks in a 20% bucket or an 80% bucket. Delegate tasks in the 80% bucket, so you have more time to spend in your 20% bucket.

9- Take breaks

Plan your breaks in your calendar. Also, plan how long the break will take.

It is important to take breaks throughout the day to avoid burnout. Get up and move around, or take a few minutes to relax and clear your head.

If you have a smartwatch, you can set up an app to remind you to stand up at certain intervals.

These breaks will help you to be more productive throughout the day.

10- Avoid distractions

Distractions can be a major time-waster.

When you are working on a task, try to avoid distractions as much as possible.

Some ways to avoid distractions are:

  • Switch off all notifications on your phone.
  • Close the email app you use.
  • Switch off all notifications on your computer.
  • Declutter your digital space and your work area.
  • Let people know that you are busy, so they don’t interrupt you.
  • Avoid gossip, at all costs.

Add your own ways depending on your environment.

11- Plan, always plan

We need to plan ahead of time if we want to stay organized.

Remember, if you fail to plan, you plan to fail.

Take a few minutes before you go to bed to plan your day for the next day. This will help you to start the day off on the right foot.

Plan your week the weekend before, the month the last day of the previous month, the year, at the beginning of the year, or the end of the previous year.

Also, increase the time you are planning for.

If you currently have a plan only for this week, try planning the whole month. After that, plan three months in advance.

Keep increasing the time you plan in advance until you have plans for all your goals. Remember you should always have short-term, mid-term, and long-term goals.

12- Eliminate time-wasters

Take a look at your day and identify the activities that are wasting your time.

Once you have identified these activities, you can start to eliminate them from your day and your life.

13- Say no

It is okay to say no to requests that will take up your time. If you are already busy, don’t be afraid to say no to new commitments.

One way to ease this process is to understand that when you say yes to something, you are saying no to several other things.

Think if by saying yes to a new unplanned request, you will be saying no to your goals, or the things that really matter to you. When you answer this first, you will be able to say no (or yes) without any problem.

14- Take care of yourself

When you are taking care of yourself, you are better able to focus and be productive. Make sure to eat healthy, get enough sleep, and exercise regularly.

Remember, to enjoy the benefits of achieving your goals, you need to be healthy.

15- Automate tasks

If you can, automate tasks that you do regularly. This will free up your time so that you can focus on other things.

Use technology to your advantage, there are many tools and apps available that can help you to achieve more in less time.

16- Find a time management system that works for you

There is no one-size-fits-all time management system. Find a system that works for you and stick with it.

Here, you should remember that consistency is the key.

17- Be flexible

Things don’t always go according to plan, so be flexible with your time management. Be willing to adjust your plans as needed.

Remember that the time you allocate to your tasks is an estimate, and your estimate might be wrong. If you need more time, give yourself more time, it is yours and you can decide what to do with it.

18- Don’t be afraid to ask for help

If you are struggling with time management, don’t be afraid to ask for help from a friend, family member, or mentor.

We all need help.

19- Celebrate your successes

When you achieve a goal, take some time to celebrate your success.

When you finish a day, and you tick off all the tasks you planned, celebrate!

This will help you to stay motivated and on track.

These are the techniques I use to manage my time. They are not the only ones, or the best ones, but are the ones that work for me.

I recommend you try them; you won’t regret it.

So, what Calendar app or to-do list app you are going to start using to manage your time? Will love to hear from you.

Love you, Dad.

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