Top Time Management Tips To Increase Your Productivity

Time management is not a new phenonium. We all know we should do it, but how many of us are actually doing it, and doing it so well?

And there lies the dilemma. Between work, family, and personal responsibilities, how well are you managing those sacred hours? How do you feel at the end of day, week, or month? Refreshed? Vibrant? Or simply in need of a long soak in the tub and multiple hours of snooze time.

We all have the same number of hours in a day, so how is it that some people effectively make it look a breeze whilst others, simply do not start anything because they feel overwhelmed?

What is Time Management?

Time management is simply the skill of planning your tasks based on the time you have to work. These skills can help you prioritise tasks and ensure you’re focusing on what you're supposed to at the right time.

Time management can be made easier and creative by using various tools such as checklists or a timer to track your progress throughout the day.

If you are unable to manage your time effectively, you could experience undesirable consequences such as:

• Missed deadlines

• Lower quality results

• Higher stress levels

• Lower motivation and energy

• Procrastination

• Lack of focus and priorities

• Feeling overwhelmed

• Burnout

On the contrary, the benefits of great time management include:

• Greater productivity

• Greater focus

• Better work life balance

• Increase confidence and less stress

• Increased energy and optimism

• More time to do the things you love

Time is precious. It’s such an important element of life, and therefore should be treated with respect.

By placing such a high value on time, and mastering the art of time management, life will inevitably become more fun and less stressful, giving you more time to do the things which you truly love.

So here we are, 12 top tips to help you master the art of planning your time effectively, which you can implement immediately.

Tips To Effectively Managing Your Time

Sleep For 7-8 hrs

Studies show that compared to those who get 7-8 hours’ sleep each night have higher productivity. During sleep your brain creates pathways which are critical for memory formation and retention. These processes help with both problem solving and learning.

Those who reported getting 5 to 6 hours sleep per night, experienced 19% reduction in productivity, and those who got less than 5 hours of sleep experienced 29% less productivity. Need any more reasons to get some more shut eye?

Wake Up Earlier

We hear it all the time. Create some additional time in your day by getting up earlier and plan what you hope to achieve in that time. If early rising is not your thing. Start slowly. Get up 15 minutes earlier and build it up from there. You’ll be surprised at how easier it becomes and how motivated you remain when you are able to tick a task off your to-do list.

Set A Goal

Decide on what the main priorities in your life are. Work towards this goal by breaking them into bite sized chunks which are easier to achieve. This gives us a sense of satisfaction, whilst working towards each goal. If in doubt use the 4Ds of time management: Do, Defer, Delegate and Delete.

Do: Tasks that are important and urgent.

Defer: Tasks that are important but not urgent.

Delegate: Tasks that are urgent but not important.

Delete: Tasks that are neither urgent nor important.

Do A Time Audit

Ok so if you really want to supercharge your productivity, start with how you spend your time now. I hear so many people say that they do not have enough time to get everything completed that they need or want to, but when asked to do an audit and log how they spend each hour of the day, you’ll be amazed at how many opportunities there are to create that additional time back.

We are creatures of habit, which means that we will also unknowingly waste precious time doing unproductive things which do not drive us towards our goals. Examples include browsing social media or watching too much TV. Take control back. Convert wasted time to productive time.

Do The Most Important Tasks [MIT] First

This is an old time favourite. How many times do we reach for tasks which have a lower priority simply because they easier to get done? Of course, ticking multiple things off your list can feel very rewarding, and it is and something to feel proud of. However, that bigger, more important task will still be sitting there waiting to be completed. This could eat it your free time and start to make you feel resentful.

Start with the priority first. Get this completed and then work on the smaller items. It seems counter intuitive, but trust me, it will make you feel less stressed when you cross it off your list.

Discover Your “Zone”

We all have times of the day when we are more productive. Things just seem to flow! Use this time to plan in the most complicated or slighter harder tasks. You’ll be surprised how much time you can save by applying this rule. Spend time on easier tasks when you know you are less productive.

Daily Plan

So, you know what your goal is but how do you get there. Plan. Take some time the day before to write a list of the tasks you need to complete the following day. Prioritize each one and set yourself realistic time scales and deadlines on when you need to complete them.

There are many tools to help us do this such as calendars, project management software, task sheets or simply and a pen and paper. Do what works for you. The key here is to make it work for you. Use whatever helps you to stay focused and organised.

Do not over complicate it. It should be effortless. If it is not effortless, it will become more of a hindrance than a help.

Say No

Life is busy and we have so many demands placed on us by other people and their expectation of what they think we should do. Only you can take control of where you decide to spend your time. If you continue to say yes to everything and everyone, you will burn out, or even become demotivated or resentful.

Learning to say no and not feel guilty takes time, so do not be hard on yourself. Prioritise and ensure you have a good balance of joy in your life. If you explain why you have chosen to say no to some requests, those that love and care for you will respect your decisions. They may even try to help you!

Minimise Distractions

We live in a world which is always connected. Emails, messages, social, let alone your surroundings. Make life easier by switching it all off and allowing your mind to truly focus on the task in hand. You will whizz through your list in less time, giving you the much-needed rest bite to reconnect and relax.

No Multitasking

Studies show that multitasking hampers our productivity. Our brains lack the ability to perform multiple tasks at the same time. When we think we are multitasking, we're likely just switching quickly from task to task. Stay focused on one task at a time.

Take Small Breaks

Research suggest that taking breaks can decreased stress. The less stressed you are, the more you can get done, boosting your productivity. Set a timer and ensure you give yourself time away to stretch and relax. Working 8-10 hours straight is not a superhuman power. It can decrease your focus and concentration over time.

A 2018 study found that taking “microbreaks” (for example, getting up from your desk to stretch or taking a quick break to grab a cup of coffee) has a positive effect on work and improved performance.

Delegate or outsource

Your to do list is growing day by day. If there are tasks on your list which you can delegate or get help with, do it! If you can outsource it to a 3rd party or an expert, do it. Not only will it save you time and allow you to focus on other priorities, it is likely the result will be much better too. If possible, ask for help from family or friends. You can always return the favour.

Lastly follow the 80/20 rule. The Pareto Principle also known as the 80-20 rule, suggests that 80% of results come from 20% of the effort put in.

When it comes to how you should manage your time this principle can also be applied. 80% of your results comes from 20% of your actions.

The key to any goal is action. Make the start today. Take action! Even if it is something small.

Give yourself permission to put you first. Focus on your goals and you will be amazed on what you can achieve.