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Time Management Hacks for Busy People
As the White Rabbit from Alice in Wonderland noted time is our most precious resource and seems to be scarcer now than ever before. The introduction of technology was supposed to free up our time, instead, we just fill it with more activities and become more overwhelmed. A prime example of this is the switch to more online meetings – whilst we are freed up from time spent travelling, we often fill that time with yet more meetings!
Managing time is one of the key issues that comes up in my coaching sessions – how to fit in a heavy workload without impacting on their personal life and outside responsibilities. For busy people, juggling deadlines, meetings and personal responsibilities, mastering time management can be a game-changer. Here are some practical tips to help you stay productive and maintain a health work-life balance.
1. Block out time for focused work and planning
I encourage all my coachees to block out time each week in their diary for focussed work, planning and thinking. Initially the response is that they don’t have time, but when they incorporate 2 – 3 hours into their diary with no interruptions, the results are so positive. Focussing on a difficult task without interruption helps them feel more in control of their workload and allowing time for thinking and planning provides an opportunity for getting ahead and thinking strategically.
- Inform colleagues you are unavailable unless it’s an emergency
- Turn off notifications
2. Prioritise your work
Not all tasks are equal, and spending 10 minutes at the start of the day can save you a lot of time. Categorise your tasks into four quadrants:
- Urgent and important – do these immediately
- Important but not urgent – plan some time in for these later
- Urgent but not important – can you delegate these?
- Neither urgent nor important – delete these tasks from your list
3. Use the two minute rule
If a task can’t be eliminated (see above) and can be completed in two minutes or less, do it immediately rather than postponing it. This simple rule helps small tasks from piling up and cluttering your To Do list.
4. Delegate
One of my most popular training courses covers delegation. Many people struggle with delegation, usually because they are worried about over burdening colleagues, or the work not being done well.
It’s important for busy people to understand that you don’t have to do everything yourself, and by delegating you are encouraging others to develop new skills and confidence and perhaps learn how to delegate themselves. It may be that initially you have to provide support, but training up people to do some of your work will free up your time in the future. This allows you to focus on high impact tasks that align with your goals and objectives.
5. Use the 80/20 Pareto Principle
80% of your results will come from 20% of your efforts, so identify the tasks that will yield the greatest results and prioritise them over less impactful activities.
6. Batch similar tasks together
Switching between tasks takes time and mental energy. Group similar tasks – such as responding to emails, making calls or focussing on report writing – and tackle them in dedicated sessions. This minimise context-switching and boosts efficiency.
7. Learn to say No
It seems to be the hardest word to say sometimes, but overcommitting leads to burnout and inefficiency. Learn how to politely say no to tasks or meetings that don’t align with your objectives and priorities. Your time is a valuable asset – protect it.
8. Plan your time
At the end of each day, review your schedule and create a To Do list for the next day. This will help you relax and enjoy your personal time without worrying about tasks for the following day. You will start each day with clear priorities and purpose.
9. Take Breaks to Recharge
Burnout reduces productivity. Make sure you take regular breaks throughout each day – even 5 minutes can help you recharge. Plan in time off from work – regular days off or holidays will make you far more efficient and effective, and help you stay healthy.
10. Reflect and Adjust
Making small adjustments in your routine can lead to significant improvements so take time to reflect on what worked well, where you wasted time and which areas you can improve in.
Time Management Tool Box
Many years ago, I attended a Time Management course and whilst some of the tools were useful, many felt difficult to implement into my working life. In my coaching sessions, I help busy people identify their own toolkit that fits in with their life and work.
There are also a number of technological tools such as task management apps, time tracking tools and task automation that can help if you are that way inclined, but they don’t suit everyone.
Time management is a skill that requires practice and consistency. By developing your own toolbox you’ll not only get more done but you will enjoy a greater sense of control over your work and balance in your life.
What are your favourite time management tools?