Boost Productivity: 11 Time Management Tips

Time management is key to getting everything done in a day!

Have you ever missed a deadline because you forgot about it or felt overwhelmed by your to-do list? Do you struggle to juggle multiple things at once? Good time management is essential to achieving your goals and working smarter instead of harder.

By using excellent time management techniques, people are more productive, feel like they have more time in their day, have a better work-life balance, feel less stressed, break bad habits, get more things done, don't miss opportunities, and have more free time to do the things they enjoy!

 In this article, we'll cover time management strategies that top performers use to help you gain more control over your life and accomplish more in less time!

 11 Time Management Tips for Boosting Productivity  

Set SMART Goals

Set goals using the SMART method. Ensure that your goals are specific and measurable, attainable, relevant and time-bound. It is important to keep your goals in mind so that you don't lose focus, get distracted or react to other people's expectations.

Consider what actions will create the most value and whether these goals are consistent with the direction you want to take or the goals you are trying to achieve. Hold yourself accountable to these goals while remaining open to adjusting them based on your progress.

 Prioritize tasks

 It’s essential to recognize which tasks are crucial for you. Sometimes, you will face a task that changes in priority or a deadline that shifts around.

If you don’t have a clear understanding of which work is more critical, you won’t be able to adapt and prioritize the right work.

 You can consider:

 •        Important and urgent: These tasks require immediate attention.

•        Important but not urgent: Decide when to tackle these tasks.

•        Urgent but not important: Delegate these tasks if possible.

•        Not urgent and not important: Set these aside to do later.

 Tackle the Most Challenging Tasks First

Start your day by tackling the most difficult task, as the book "Eat the Frog" refers to.  This is the moment when you tackle strenuous projects that require critical thinking and attention to detail, and it could also be the task or project that you are least excited about.

By tackling this first, you can start the day with a clear mind and concentrate on completing it before distractions arise.

For others, they might prefer taking on smaller tasks in the morning that build up momentum and increase productivity. Regardless of your choice, use these options to give yourself the boost you need to have a successful day!

Organize Yourself

Take time to properly set up your space so that everything has a place.  Research even shows that having an aesthetically pleasing office can increase productivity by 15%. 

 Also, finding the right organizational tools can be a game changer.

There are countless options available, such as phone apps, planners, time cubes, calendars, and notebooks. If you're a manager, you may find tools like Trello or Asana to be helpful. If you prefer digital tools, make sure to back up all of your materials to protect against accidental data loss.

 Time Batch

 Evaluate upcoming projects, and deadlines and factor in time for tasks part of a larger project.  This can include setting reminders in your calendar and/or using time batching to dedicate time for specific tasks. 

 Tip: For example, I work best in the morning, so I block off time to focus without interruptions.  I use this time to work on my hardest work priorities (writing, creativity, etc.) and then designate other times of the day for checking emails and checking in with team members.  I also try to have meetings only in the afternoon, if necessary, but primarily set meetings for Tuesdays and Thursdays.

Plan Ahead

Planning your day in advance will ensure you have a clear vision of what you want to achieve and that you’re prepared for the day ahead.

To make the most of your time, create a "to-do" list of ongoing tasks that you need to accomplish, prioritizing based on urgency and deadlines.

 Additionally, take the time at the end of each day to write out a list of tasks for the following day, so that you can hit the ground running and tackle any unexpected challenges that arise.

 Tip: I keep a running "to-do" list in my notebook for ongoing tasks. Each morning, I make a priority list based on urgency/deadlines, either on post-it notes or digitally. At the end of the day, I write out my list for the next day so I can hit the ground running in the morning.

 Break down large tasks into smaller steps

Sometimes, long-term goals, tasks, or projects can make us feel overwhelmed, leaving us uncertain about where to start.

To combat this, break down larger tasks into smaller, more manageable pieces or steps. By keeping things manageable, you'll be able to stay productive and focused.

For instance, if you are trying to write a book, start by listing out all the necessary steps to achieve that goal. Next, break up some of the more difficult or involved tasks into smaller, actionable items. You might try writing the opening paragraph or dedicating 30 minutes a day to each chapter.

 Manage your inbox

 Don’t let your inbox control your day, rather set specific times to check and respond to emails.

 By doing this, you'll be able to focus on your priorities and prevent distractions from taking over your schedule.

 Minimize Distractions

Whether you work from home or in a busy office with lots of distractions, it's important to create clear boundaries for your workspace.

Here are a few ways to minimize distractions:

•              Use headphones with soft background music.

•              Close unnecessary tabs.

•              Display a "Do Not Disturb" sign on your office door.

•              Notify your family members of your work time.

•              Turn off notification alerts for new emails.

 Avoid Multitasking

By focusing on one task at a time, you can increase your efficiency and complete tasks more quickly. Research shows that even small distractions or switching between tasks can take 15 to 23 minutes to regain focus.

Every time you prioritize focus over multitasking, you strengthen your ability to stay engaged and productive.

As you work on your tasks, consider setting a time limit.  Tip: I use a time cube to help me stay on track and make the most of my time.

Take Breaks

Studies show that breaks can “Improve our moods, overall well-being, and performance capacity.”

Sometimes we all need to take a step away to get perspective and to stay motivated to keep going. Even if it’s a quick 20-minute walk to get outside, taking breaks can improve concentration so you can perform at the highest capacity. 

 In addition to short breaks, take time away from your work can also improve productivity.  So, make time to get away, take your vacations, disconnect during weekends and strive for a better work-life balance. 

 Practice saying “No”

 Being a top performer means having the ability to recognize when to turn down an opportunity and avoid overextending oneself.

 It's crucial to understand how and when to say "No" or politely communicate, "That's an excellent suggestion, but I can't take it on at the moment. Let's return to it later."

 Final Thoughts

Time management’s a skill that anyone can learn, practice, and improve. Like any other skill, it takes effort to get better because it requires consistency and dedication.

 There’s no one-size-fits-all solution to effective time management as everyone utilizes strategies differently. Therefore, it's crucial to identify what works best for you so that you can continue to excel as a top performer, employee, and leader.

 You Got This!

- Melody Joy