Taking Control of Your Time: Strategies for Effective Time Management
Our relationship with time is complex. For many of us leading busy lives, managing our careers, and working towards our goals, finding that delicate balance between work and life is incredibly difficult. We might find ourselves overwhelmed with time, feeling like there’s never enough of it, missing deadlines, or in a never-ending cycle of catchup.
When we’re in this space, it’s common to look toward time management strategies to get us on track. And there’s no shortage of methods, tools, and technology promising to help us take control of our time. From to-do lists to calendars, apps to mindset there’s a solution for every missed deadline or plan with no follow-through. But where we often fall short with time management is understanding what it is or where our time is going.
According to Prerika Agarwal, CEO of Inspiration Careers, time management is about productivity and efficiency. It’s also about defining priorities, being aware of where your time goes, and feeling ownership of your time. While your efforts to finally take control of your time may seem futile, many time management strategies work when you have a better understanding of what you’re trying to achieve.
Time Management Strategies that Work
Start your day with the most important/difficult tasks first. Also referred to as “eating the frog”, this strategy urges you to define your most challenging task and tackle it before anything else. The science behind this strategy is simple: your brain is most effective during the first two hours of the day. By prioritizing your most critical tasks early, even if it’s only one key thing, you’ll make significant progress. Also, getting the most difficult tasks out of the way clears space in your mind and day, building momentum and helping you to focus better.
Batch similar activities together. If you’ve ever switched between completely different types of tasks in a short time, you know how difficult it can be to recalibrate and focus your attention. But when you group tasks that require similar skills or take similar amounts of time together, you can get more done in less time. Try batching email replies, phone calls, and administrative and creative tasks together to benefit from economies of scale.
Add everything to your calendar. Most of us are used to adding meetings, appointments, and other important dates to our calendars, but stopping there is a common misstep in time management. Scheduling your entire day in your calendar, including all tasks, activities, and rest, is a much more efficient way to manage your time. While it can feel a bit extensive, approaching your time like this is a helpful way to tangibly see how much time you have in a day and what you can accomplish.
Practice time boxing your tasks. Is there anyone who can honestly say they’ve never taken longer than necessary to complete a task? While it’s sometimes unavoidable, one of the most effective ways to manage your time is assigning a limit to complete a task and not spending any additional time on it. This helps you stay focused on your priorities, avoid procrastination and distractions, and rein in those runaway tasks.
Establish a morning routine. By now we’ve all heard the impact a morning routine can have on our schedules and our lives. It’s true. Taking some time to take care of yourself and set yourself up for success at the beginning of the day is essential. Your morning routine should be personal and tailored to you and your needs. Meditation, exercise, or journaling are great activities to consider as you create a routine that works for you.
Understand your natural rhythms. While tackling the most challenging task of your day first is a highly effective time management strategy, it’s equally important to understand your natural rhythms. Are you an early bird or a night owl? When are you most productive and when do you need a break? By understanding your natural rhythms, you can schedule your tasks and activities in a way that maximizes your energy and focus.
Have compassion for yourself. Finally, it’s essential to have compassion for yourself when it comes to time management. We live in a culture of endless productivity and hustle. One that doesn’t prioritize rest. It’s easy to beat ourselves up about all the ways we’re falling short and what we didn’t get done. Remember, you are in control of your time. You get to decide how to use it. Take your time, take time for rest, and give yourself grace when you don’t get it right.