How to manage your time? A question that is frequently asked but few actually manage to master the art of effective time management, in my experience.
“If only I had time!” is an expression I hear constantly.
People will say to me, “Oh I’d love to do that if only I had the time.”
However, we all have exactly the same amount of time. We all have 168 hours each week and it all comes down to how we make the best use of it. In other words, our priorities.
Time is our most precious resource, wouldn’t you agree dear reader? Yet far too many people don’t use their time as wisely as they should.
So here are my Top 10 tips for how to manage your time.
How to manage your time:
1. Be in control: Just because someone makes a demand on your time, it doesn’t mean that you have to agree to it. You are the captain of your own ship and you should always be in control. And you’re mindset should always be, “I am in control of my life and if anyone wants a piece of my time then they’ll need to provide me with a very good reason as to why I should agree to their request.”
2. Keep your life and your desk free of clutter: Dealing with clutter just stresses you out, so be ruthless and get rid of it. You cannot work efficiently at a desk which is full of clutter. And you will waste so much time looking for things you need. So clear your desk and get rid of anything in your life that will prevent you from managing your time as efficiently as possible.
3. Be organized: A place for everything and everything in its place. If everything is in its place then you’ll know where to find it should you need it. And that reduces clutter and makes for a better environment in which to work, be it in the workplace or in your personal life.
4. Make lists: You need to plan your week and plan each day too. Write it all down so you won’t forget it. Having a weekly planner is a good idea. Knowing what needs to be achieved each week, allows you to identify ‘must do’ activities each day. At the end of each day make a list of what needs to be done the next day in order to achieve your objectives. And do not rest until your list has been completed each day.
5. Prioritize: Everything is urgent these days, so you have to identify those things that are important to you achieving your objectives. Those are then the activities on which you must focus. You should know your priorities and they are the things that will allow you to achieve your objectives and meet your deadlines.
6. Develop routines: Having a proper routine will allow you to get very efficient at what you do. For instance, rather than responding to emails as and when they arrive in your inbox, set aside two or three time windows each day when you will deal with email. That could be for exactly one hour at the beginning of each day; half an hour just before lunch and then say half an hour at the end of the day just before you leave your desk. Be very strict about these windows for dealing with email and don’t allow email to become a distraction at other times.
7. Set deadlines and stick to them: If you have a piece of work to complete, judge how long it will take, use that to set a deadline for completion and then focus on that work such that you complete it within your deadline.
8. Delegate whenever possible: You should only be doing those things which absolutely have to be done by you. If you are lucky enough to have people to whom you can delegate then make use of them as much as you possibly can.
9. Don’t procrastinate: Procrastination is the thief of time. If you have got something to do, then get on with it. Don’t mess around. The sooner you start the sooner you’ll finish.
10. Learn to say No: Master this skill and it is the biggest time saver of them all. Far too often we agree to do something for someone else simply because we don’t like saying no. It may not even be our responsibility but we do it anyway rather than say no. Always be polite but it is perfectly reasonable to say, “I’d love to help you but I’m busy right now.“
Bonus Timing Saving Tips:
Here are some useful time-saving tips that are often overlooked. Increasing your productivity will mean getting more done in less time. What’s not to like about that?
1. Use Keyboard Shortcuts: Learning and using keyboard shortcuts for your most-used software can significantly speed up your work. Whether it’s for operating systems, word processors, or specific applications, mastering these shortcuts reduces the time spent navigating menus and will increase your productivity.
2. Leverage Automation Tools: Utilize automation tools and apps like IFTTT (If This Then That) or Zapier to automate repetitive tasks. These tools can help with tasks like automatically saving email attachments to cloud storage, posting updates across social media platforms, or organizing files. Automation can save you countless hours in the long run.
3. Create Email Templates for Common Responses: If you find yourself frequently sending similar emails, create a set of templates for these common responses. This can save you a significant amount of time and ensure consistency in your communication. Most email clients have features that allow you to save and reuse templates with just a few clicks.
4. Batch Processing Similar Tasks: Instead of switching between different types of tasks throughout the day, try batching similar tasks together. For example, set specific times for answering emails, making phone calls, or doing administrative work. This reduces the mental load of constantly switching contexts and increases overall efficiency.
5. Set Up Quick Access for Frequently Used Files and Folders: Organize your digital workspace by creating shortcuts or bookmarks for frequently accessed files and folders. Whether it’s pinning important folders in your file explorer or bookmarking essential documents in your browser, having quick access can save you the hassle of searching through directories every time you need them.
Master your time management skills:
Whilst this is not a comprehensive list, it’s a good basis on which to start improving your time management skills.
If you want to be successful then effective time management is an essential skill.
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