Back-to-basics: How to master time management

Most people feel that there’s not enough time in the day to accomplish everything that needs doing. By mastering time management, you can not only accomplish more but also free up more time to spend on the things you love.

 

According to research carried out by Development Academy and Acuity Training, only 20% of people said that they feel their work is under control every day. Of those surveyed, 82% said that they don’t use a time management system.

 

Being able to manage your time effectively has huge benefits.

 

 

What is time management?

 

Time management is how you organise and manage your time to take control of your workload. Good time management means that you make the most of the time you spend on specific tasks, helping to achieve your goals faster.

 

Having a system in place can leave you with more time and energy for other activities, such as hobbies or spending quality time with friends and family.

 

 

The benefits of time management

 

There are many benefits to managing your time, such as improved focus and improved productivity. When you have clearly outlined your goals, and broken them down into manageable tasks, it can help relieve stress.

 

Having a plan to achieve your end goal helps eliminate worry, create focus, and even streamline decision-making. Essentially, managing your time effectively can help you achieve better results, faster.

 

 

Tips for time management

 

Below are eight great tips to help you improve time management.

 

 

Do a task audit

 

How can you manage your time if you don’t know what tasks you spend the most time on? Use a free tool, such as Toggl Track, to keep track of, and log, the time you spend on completing your tasks. Do this for two weeks to get a good idea of how much time you are dedicating to certain tasks and where you can perhaps optimise that time better.

 

 

Create a schedule or to-do-list

 

Start your day in the best way possible with an organised schedule or to-do-list. It’s best to create your to-do-list at the end of the day for the next day. This not only sets you up for the next working day but also helps you leave your work ‘at work’. It signals the end of the working day and gives you a plan for the next day, so you don’t have to think about work when you’re at home.

 

 

Set time limits

 

By undertaking an audit of how you spend your time on tasks and activities, it will help you to understand how long a task should take you. This means that you can set a time limit to help keep you on track and avoid distractions.

 

 

Start with the most important tasks

 

It’s tempting to try to tick off lots of small tasks and leave the most challenging task last. But most people have more energy in the morning than at the end of day, so start with the most challenging task first. Once you’ve completed it, it also gives you a sense of accomplishment and spurs you on to get through your other tasks. 

 

 

Use a time management technique

 

There are various time management techniques that you can use to help you stay focused. Next time you have a big task to work through, try the Pomodoro technique. Set a timer for 25 minutes and work on your task. When the timer is up, have a 5-minute break and then reset the timer. Do this until you’ve completed your task. However, for every four Pomodoros take a longer break of 15 minutes.

 

 

Group similar tasks

 

Instead of checking your email and messages throughout the day and getting distracted from the task at hand, group these tasks together and schedule them in your calendar. For example, dedicate the first hour of your day to answering emails and messages and then don’t check them again until midday and again an hour before you leave for the day.

 

 

Say ‘no’

 

The Development Academy and Acuity Training research found that, on average, people spend 91 minutes every day on tasks and meetings that aren’t important to their role. One of the best ways to manage your time is to learn to say ‘no’ to meetings that you don’t need to be in. If you do need to be in a meeting, ensure it’s a productive one.

 

 

Get better at delegating

 

It can be tempting to take on everything yourself but look at your workload and what tasks could be delegated to others in your team. For example, instead of putting together a social media report yourself, which can be time-consuming, assign each person in your team a channel to analyse. This means that everyone is responsible for the report but in a way that is manageable and not overwhelming.