I’d go as far as saying that I am a professional when it comes to time management. Every morning I take a look at my Vibe & Flow manifestation journal and the to-do list that I wrote on it the previous evening.
Often there seems to be a lot more to do than there are hours available in the day. That’s when time management becomes a lifeline!
Multitasking used to be a desired talent among employees of all trades. But recently we’ve woken up to the fact that multitasking actually isn’t something to brag about. Instead, it often means that you are putting quantity over quality. And in today’s world of content creation this doesn’t work.
To avoid doing a lot but creating little result, we have to learn to utilize the time that we have to the max. This applies to everything from studying to accounting to writing e-mails to creating content. Time management is an essential skill to have.
10 Ultimate Time Management Hacks
By managing your time you ensure better productivity as well as quality. This all reflects directly to your professional reputation. And in regards to personal branding, that professional reputation is what can make or break you.
And let’s not forget that when you’re able to manage your time better, you are also able to block out some time for yourself. When you do that, you’ll find yourself facing new opportunities in regards to important life and career goals.
What follows if time management isn’t your forte, then? Failing to manage your time can have some very undesirable consequences, such as
- missed deadlines
- inefficient work flow
- poor work quality
- higher stress levels.
These all result in poor professional reputation, which stalls your career. We don’t want that now, do we?
I’ve been working in multiple industries in a mix of roles from customer service to project management. Thus, I’m aware of the necessity of being able to divide your daily tasks in each job. This is the formula I use each morning when going through my list of tasks that wait to be attended to.
1. Start With The Basics
Before we start managing our tasks, we need to know exactly what those tasks are and how much time is used for each of them.
So, first up make a list of all the tasks you have to do today. Then count approximately how much time you usually spend on each task. Write the times next to the tasks. This way you can see where you spend most time and what tasks can be done quickly.
Read also: 11 Life-Changing Ideas on How To Make Money Blogging
2. Prioritize
When you have all your daily tasks written down in front of you, you can easily see which tasks are the most urgent / the most important. Separate those from the general tasks. You now have the tasks that should be prioritized.
Determine which of them need to be done today, and which you can start today but don’t need to finish until later. Prioritize those which are most urgent.
3. Tackle The Most Challenging Jobs First
It’s best to take the biggest and most challenging tasks under control first thing in the morning. The general everyday tasks can wait until the afternoon. Those are tasks that tend to require less brain power and decision-making.
In the morning, no matter if you feel tired, your brain is at its best. Use this time and the maximum capacity to tackle the most challenging task(s) of the day. This is time management at its best.
That way you leave yourself more time in the afternoon, and can do the generic routine tasks without having to even think about them.
4. Give Yourself a Set Time Per Task
The task list with times for each task is your best friend in regards to time management. When you see how much each task takes to complete you’re able to group these tasks into time slots.
For example, if you intend to spend 7 hours working per day, divide it up according to these time slots. Like this:
- 9 am – half an hour to answer e-mails
- 9:30 am – 2 hours for creating content
- 11:30 am – 1 hour for paying and sending invoices.
- Remember to include lunch! Reserve minimum half an hour for it. And then continue:
- 1 pm – 2 hours for meetings and networking
- 3 pm – 1 hour for taking care of the little routine tasks and planning ahead a little bit
5. Avoid Multitasking
Despite many of us thinking that multitasking is a valuable professional asset, it isn’t. Multitasking can at its worst reduce productivity by as much as 40%. So, the effect on quality can be palpable.
The problem with multitasking is that you are not properly invested in any of the tasks that you are doing. Writing an e-mail, texting a friend, while also reading your notes from yesterday’s meeting. You’re not internalizing any of the things you’re doing.
If I asked you immediately after you’ve sent the e-mail and the text and moved on from reading your notes what you wrote on that e-mail, you probably wouldn’t remember. Or you then realized you forgot to send the e-mail to the other 2 people that were supposed to be included.
What you’re actually doing is wasting time fixing the mistakes that you could’ve avoided by exercising a bit of time management.
6. Take breaks
This has become a growing issue among us Millennials; we all want to seem busy because being busy is somehow thought of as the appropriate way to be professionally. And being busy means that you obviously don’t have time for breaks.
But let’s get real here! Being busy means you’re not particularly good at your job. And those breaks are absolutely necessary for keeping up productivity throughout the day. If that’s not enough, it is also illegal not to take breaks.
Nobody on this planet can concentrate on a job for 7 hours straight. Nobody, not you, not me, not your mum. It’s a physical impossibility. I would suggest taking a short coffee break after each task.
Take just 5-10 minutes and step away from your desk after sending those invoices. Get a cup of coffee and scroll through your social media. Then take up the next task. Get it done and have another couple minutes’ break. It’s for your own best ♥
7. Tackle Smaller Tasks In a Bulk
Whenever there is time — after you’ve tackled the prioritized tasks, or when finishing a task ahead of time — use the saved time to take care of all the small everyday tasks.
Things like reading the group chat messages, and the e-mails that weren’t of great importance first thing in the morning. Fix those little things on the website that have been waiting to be fixed, or ask if somebody needs help with something.
Small routine tasks are often easy in the sense that we do them on a daily basis. So, you don’t necessarily need to even think about what you’re doing. They can be tackled fast and efficiently without any effort.
8. Tackle Your E-mail
Okay, this is a task which you might want to leave for one of those calmer days. Or perhaps take under control during the weekend. It may be a big task but once it’s done, it’ll be forever done.
- Start by unsubscribing from all e-mails you really don’t need. Shopping lists from online stores, newsletters that don’t provide you any extra value, and adverts.
- Then see what types of e-mails you receive and make folders for each type. Paid invoices; sent invoices; reports / creative materials; meeting materials, whatever your e-mails might include.
- And then move all e-mails to their corresponding folders all at once.
- Do this to all e-mails until you’re left with those random ones, like travel tickets and event invitations. E-mails that don’t need to be kept for longer than couple of weeks.
- Always remember to delete the useless e-mails! Do this, for example, once a week.
9. Plan Ahead
My mum always used to say that well planned is half done. And I have noticed this to be true. Some people like to use half an hour each Sunday to plan the week ahead. But I prefer to live in the moment, and thus plan one day at a time.
By planning your day (or week) you set yourself a frame within which it’s easier and simpler for you to work. Write the main tasks into your calendar/to-do list, or set a reminder for the next day when you need to remember to check something.
There’s so much technology in our disposal for free online and offline for time management. There are no excuses for you to not make your work life that much easier by planning ahead even for just one day.
10. Delegate
I know, I know, nobody can do what I do as well as I do, right? And if they do, does that mean that my position would be in danger? Definitely not.
Delegating can be difficult, but sometimes we just have to face reality and admit to ourselves that we can’t do everything alone. Even if the pile of work is only temporary, when there are multiple deadlines pressing on you, you have to ask for help.
Delegate small, easy tasks if you can, or include someone into a big project that you feel you’re struggling with. An extra pair of eyes or hands is never a bad thing.
Time management can be your best friend and make your 9 to 5 so much more enjoyable. It can all seem a bit overwhelming at first, but it quickly becomes a routine that you don’t even need to think about.
Have you tried different ways to manage your time better? I’d love to hear what tactics you’ve used! ♥
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