Our Top 10 Time Management Strategies
Time to Work: Time Management Hacks to Maximise Productivity
Are you struggling to accomplish everything you want in your 40-hour workweek? You're not alone. The average employee faces constant distractions, making it difficult to complete important tasks and remain focused throughout the day.
Fortunately, we have time management hacks to make the most of your day-to-day routine. These tips will help you get a great deal done in a short period.
Mindset
But, before we get into the specific strategies, we must consider mindset. Life is challenging, demanding, and often unexpected. We cannot be highly productive every day.
Aim to be productive, giving due consideration to what life is throwing at you. A major, unexpected issue is going to derail your to-do list. So, take these challenges into account when tracking your productivity success.
1 Embrace the Power of Deep Work
Popluarlised by Cal Newport, deep work is a popular productivity strategy. Deep work is the act of focusing on a single task for extended amounts of time without distractions.
To practice deep work, eliminate interruptions like social media, emails, or noisy environments. Dedicate specific blocks of time to deep work and stick to this schedule for maximum results.
The ideal length of work blocks may differ between people. You can use a 45-minute work, followed by 15-minute rest pattern as a starting point. This approach fits into one hour.
2 Prioritise Important Tasks
One of the key principles of time management is prioritising tasks.
We suggest using the Eisenhower Matrix to categorise tasks into four quadrants:
Urgent and important
Important but not urgent
Urgent but not important
Not urgent or important.
Prioritising tasks helps ensure you're dedicating your energy to what matters most. This strategy can lead to a more productive day-to-day experience.
3 Optimise Work Schedule
Not everyone works best during the traditional 9-to-5 working hours. To maximise productivity, it's essential to optimise your work schedule according to your natural energy levels.
Some people are most productive in the morning. They are focused and alert at this time. Others find their productivity peaks in the late afternoon or evening.
Track your energy levels throughout the day for a week or two. Then, adjust your schedule accordingly.
4 Break Free from the 40-Hour Workweek Mentality
The notion of working 40 hours per week is deeply ingrained in our society. However, research shows that the number of hours worked doesn't always correlate with productivity (1).
By focusing on results rather than hours logged, you can accomplish more in less time. Try experimenting with shorter hour workdays or a flexible schedule to find the optimal balance between work and personal life.
5 Leverage Time Management Tools
There are countless time management tools available to help you stay organised and efficient throughout your day-to-day tasks.
Tools such as calendar apps and task management software can help you manage deadlines. You can also use them to set time limits for tasks and track your progress.
Experiment with some of these tools to find the ones that best suit your needs and streamline your workflow.
6 Minimise Distractions
In our digital age, distractions are everywhere, particularly when working from home. Social media, email notifications, and even your workspace setup can all detract from your focus.
We recommend setting boundaries to reduce distractions. Turn off notifications, create a dedicated workspace, and schedule regular breaks to prevent burnout.
By minimising distractions, you'll be able to maintain a higher concentration level and complete important tasks more efficiently.
7 Learn to Delegate and Collaborate
No one can do everything independently. Trying to work alone will only lead to decreased productivity.
We emphasise the importance of delegating tasks and collaborating with others. These strategies can focus on your strengths and ensure that everything gets done more effectively. Read about delegation reluctance here.
8 Set Realistic Goals and Deadlines
Setting achievable goals and deadlines is crucial for successful time management.
Break down larger tasks into smaller, manageable steps and assign deadlines to each step. This approach not only makes tasks more achievable but also provides a clear roadmap to follow. In this way, you can ensure you stay on track and make steady progress.
In our experience, people are generally skilled at breaking down tasks. Problems occur when this strategy is used sporadically.
Alternatively, certain thoughts block the use of this approach. For example- 'I shouldn't have to break a task down. I should just be able to do it'. Identifying and challenging unhelpful thoughts can help remove these productivity blocks.
9 Implement the Pomodoro Technique
The Pomodoro Technique is a popular time management method that involves working in short, focused intervals followed by brief breaks. This strategy takes the concept of deep work, breaking work periods into smaller blocks of time.
Try working in 25-minute increments (called "Pomodoros"), then taking 5-minute breaks. This pattern can help maintain high productivity levels without feeling overwhelmed or fatigued (2).
We recommend using this technique, especially when tackling complex or time-consuming tasks, to maintain focus and momentum.
10 Reflect and Adjust
Finally, it's essential to periodically reflect on your time management strategies and make adjustments as needed.
What works for one person may not work for another, and your needs may change over time. We recommend the use of a structured reflection tool. This method helps you to assess productivity strategies and adjust accordingly regularly.
Summary
Try these ten time management hacks and identify which of them work best for you. Implementing just a few of these strategies should help increase productivity and success. Be consistent and refine your approach through reflective practice.
We are Coaching & Clinical Psychologists with extensive experience helping people conquer a range of wellbeing and performance issues at home and in the workplace. Read more about our work, watch practical skills videos or browse other articles. Get in touch anytime.
References
(1) Okazaki, E., Nishi, D., Susukida, R., Inoue, A., Shimazu, A., & Tsutsumi, A. (2019). Association between working hours, work engagement, and work productivity in employees: A crossâsectional study of the Japanese Study of Health, Occupation, and Psychosocial Factors Relates Equity. Journal of Occupational Health, 61(2), 182-188. https://doi.org/10.1002/1348-9585.12023
(2) https://www.researchgate.net/publication/233002436_Turning_Time_From_Enemy_into_an_Ally_using_the_Pomodoro_Technique
