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20 Time Management Hacks I Wish I’d Known Before My 20s

20 Time Management Hacks I Wish I’d Known Before My 20s

Being able to manage your time most appropriately is something best done as early as possible. The earlier in life that you start, the better such skills will stick with you. Mastering these time management hacks in your 20s sets you up for success for the rest of your life. If you have not developed these skills just yet, don’t worry.

You can get started today! Choose one hack a day and you will make it through the list in less than a month.

1. Use a calendar app or calendar notebook every day

Keeping all of your appointments in your head is ineffective. That’s why successful people use calendar tools.

For example, I suggest using Google Calendar. It is free and you can set it up to send you email reminders for important activities. Receiving a reminder email about a trip a few days in advance is very useful.

2. Use a task management tool

Yes, keeping a to-do list is vital in successfully managing your time. At first, you may just use scraps of paper (I did that once as well).

It is much more effective to use a dedicated task management tool though. You could use a well made paper notebook such as a Moleskine, or even a digital tool (e.g. Remember the Milk, Microsoft Outlook or Nozbe).

3. Respect your need for sleep by getting 7 to 9 hours of sleep each day

Cutting out sleep to have more fun or get more work done is a short sighted strategy. While you can pull off this strategy in your 20s to a degree, it is a destructive habit to form.

Being tired all day means that you will be able to make effective use of your time, no matter how organized you are. So make it a habit of getting those legitimate seven to eight hours each night.

4. Do a weekly review of the past 7 days

Learning how to do a weekly review is one of the best time management habits for you to develop. The Weekly Review is a concept created by David Allen, author of the classic productivity book Getting Things Done.

To get started with a weekly review, go through the following steps:

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– First, review your calendar for the past week and the current week – look for loose ends, meetings and other matters that need further attention.

– Second, review your email inbox (personal and company email accounts) and achieve inbox zero.

– Third, review your goals for the year and make plans to work on them in the coming week.

This practice will help you to better plan your schedule and avoid nasty surprises.

5. Plan to achieve four hours of real work per day

Did you know that project managers often assume people will be less than 100% productive per day? It’s true! You may have a standard eight hour work day but the reality is that only half of that day is likely to be highly productive.

The rest of the day will be taken up with meetings, responding to email, browsing the Internet and related activities.

Tip: Schedule your most important, high value tasks in the morning, before you get tired.

6. Focus on a single task at a time (i.e. no multitasking!)

Multitasking is a wasteful way to work. Instead, you will achieve more if you choose one activity at a time. For example, allocate one hour in the morning to work on a proposal for a client, then give yourself a short break.

7. Separate strategic and “brain dead” tasks

High value strategic tasks are what companies and clients pay for – coming up with new product ideas, ways to reduce cost and other improvements. However, it is difficult to deliver creative insights all day long.

When the last hour of the day arrives and you’re tired, work through “brain dead” tasks like installing security updates or tossing out old papers.

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8. Accomplish large projects by breaking them down into smaller tasks

The ability to accomplish large projects is one of the most important time management hacks. For example, if you are assigned with organizing a corporate conference in six months, the effort may feel impossible.

Get started by writing a plan and asking for advice from people who have accomplished similar projects.

9. Set a maximum of three priority tasks per day

At the beginning of the day, it is easy to come up with a to-do list with dozens of items. Unfortunately, unplanned phone calls, requests from the boss and others quickly overturn the best plans.

Instead, simply choose three important tasks per day.

Resource: Want to build this activity into a habit? Use the Five Minute Journal to focus on what matters in your life.

10. Learn to delegate tasks effectively at work

Effective managers (and successful professionals) routinely delegate tasks so they can focus on their work better. The basic steps of effective delegation: describe the task and deadline, explain it to the person who will perform the task and ask to be kept informed.

11. Delegate household tasks as soon as you can afford it

During your 20s, you will have difficult years as you start your career. Once you have additional resources, look for domestic activities you can delegate.

For example, you may want to use a dry cleaning service to keep your professional clothes in good condition.

12. Review the past to become better, not assign blame

Repeating past mistakes is one of the worst ways to misuse your limited time. That’s why it makes sense to have review your projects, work deliverables and habits regularly.

For example, if your smart phone always runs out of power during the work day, buy a charging cable for the office. Putting that improvement in action will save you time and frustration in the future.

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13. Set deadlines for every task

Giving deadlines to yourself is one of the best ways to stay organized. A task without a deadline is likely to frustrate you after all.

If your boss gives you a deadline for Friday, you may want to get the work done on Thursday instead so that you have time to review it.

14. Schedule travel time on your calendar

Travel time is a reality that we need to learn to manage. For example, you may realize that it takes you 10 minutes to travel from your main office building to a nearby client building.

That means you cannot afford to schedule back-to-back meetings and still be on time.

Tip: Plan for travel time using a worst case scenario (e.g. heavy traffic) – that way, you are more likely to arrive early.

15. Put a proven productivity system like ‘Getting Things Done’ into action

You don’t have to come up with every aspect of time management all on your own. Instead, invest the time to read a great time management book like Getting Things Done by David Allen and put the ideas into action.

Tip: Set time aside every month to gain new knowledge and become more effective by reading good books: 11 Books To Make You Lead A Much More Productive Life.

16. Put personal rest and relaxation on your calendar

If you are driven to achieve results, it is easy to neglect yourself and work all the time. That’s why it you should always have time on your schedule for enjoyable activities.

For example, you may set aside Saturday afternoons to read a good book at home or play sports with friends.

17. Take breaks during the work day

Sitting in a chair at your desk all day is bad for your health according to Popular Science. To maintain your health and focus – key inputs for good time management – take breaks of 5-10 minutes every hour to walk around.

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Simply getting a glass of water and stretching for a few minutes will do wonders for your body.

Resource: 29 Exercises You Can Do At (Or Near) Your Desk.

18. Learn to say no effectively

Saying yes to new responsibilities is a great way to grow your career when you first get started. Yet, this is a habit that you can take too far. If you are a people pleaser and struggle with saying no, then read The Power of No: Because One Little Word Can Bring Health, Abundance, and Happiness by James Altucher and Claudia Azula Altucher.

19. Use your values to make decisions about your time

Understanding yourself is essential to managing your time. For example, if your top value is family then you will have to manage your work requirements according to that value.

Discovering your values is challenging if you have never given thought to this area before.

20. Admit mistakes quickly and move on

Covering up mistakes wastes everyone’s time including your own. You can achieve much more in life if you admit your mistakes, solve the problem and move on.

Most managers are willing to forgive mistakes, especially if you are honest and work hard at preventing the mistake from occuring again.

Featured photo credit: Clock/alvarouribe via pixabay.com

More by this author

Bruce Harpham

Bruce Harpham is a Project Management Professional and Founder and CEO of Project Management Hacks.

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Last Updated on August 20, 2019

26 Useful Things to Learn Now That Will Change Your Life

26 Useful Things to Learn Now That Will Change Your Life

If you pay attention to your everyday life careful enough, you’ll know that you can learn from everything and everyone you come across. Our life is basically full of useful lessons that we should learn.

Here are 26 useful things to learn that Abhishek A. Singh shared on Quora. Let’s see how these life theories would lead you to live a different life.

1. Primacy and recency: People mostly remember the first and last things that occurred, barely the middle.

When scheduling an interview, ask the employer the time slots they do interviews and try to be the first or the last.

2. If you work in a bar or in customer service of any kind, put a mirror behind you at the counter.

In this way, angry customers who approach you will have to see themselves in the mirror behind you and the chance of them behaving irrationally will be lowered significantly.

3. Once you make a sales pitch, don’t say anything else.

This works in sales, but it can also be applied in other ways.

My previous boss was training me and just gave me pointers. I was working at a gym trying to sell memberships. He told me that once I got all the small talk out of the way and presented the prices, the first person to talk would lose.

It didn’t seem like a big deal but it actually worked. Often there were long periods of awkward silence as the person tried to come up with some excuses, but usually they bought.

4. If you ask someone a question and they only partially answer, just wait.

If you stay silent and keep eye contact, they will usually continue to talk.

5. Chew gum when you’re approaching a situation that would make you nervous, like public speaking or bungee jumping.

When we eat, our brain tell ourselves, “I would not be eating if I were danger. So I’m not in danger.” This has helped me to stay calm.

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6. People will always remember how you made them feel, not what you said.

Also, most people like talking about themselves; so ask lots of questions about them.

7. When you’re learning something new, teach it to a friend. Let them ask you questions about it.

If you’re able to teach something well, you will be sure that you’ve understood it very well.

8. If you get yourself to be really happy and excited to see other people, they will react the same to you.

It doesn’t always happen the first time, but it will definitely happen the next time.

9. The physical effects of stress — breathing rate and heart rate — are almost identical to the physical effects of courage.

When you’re feeling stressed in any situations, immediately reframe it : Your body is getting ready to be courageous, you are NOT stressed.

10. Pay attention to people’s feet.

If you approach two people in the middle of a conversation, and they only turn their torsos and not their feet, they don’t want you to join in the conversation.

Similarly, if you are in a conversation with a coworker who you think is paying attention to you and their torso is turned towards you but their feet are facing in another direction, they want the conversation to end.

11. Confidence is more important than knowledge.

Don’t be intimidated by anyone, everyone is playing a role and wearing a mask.

12. If you pretend to be something for long enough, you will eventually become it.

Fake it till you make it. Period.

13. Not to be creepy, but if you want to stare at someone unashamedly, look directly past them and wait for them to try and meet your eyes.

When they fail to do that, they’ll look around (usually nervously for a second) they won’t look at you again for some time. This is your chance to straight up stare at this person for at least 45 seconds.

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And as suggested by Brian Stutzman:

If you’re staring at someone and get caught, DON’T turn your head or your body to look away, because that just confirms that you were staring.

Just move your EYEBALLS off the person. Unlike turning your head, it’s instantaneous. And the person will think you were just looking at something behind them and that they were mistaken for thinking you were staring. Do it confidently, and ignore any reaction from the person, and you can sell it every single time.

After a second, you can even look back at them with a “Why are you staring at me?” look on your face to really cement the deal!

14. Build a network.

Become the information source, and let the information be yours. Even grabbing a beer with a former colleague once a year will keep you in the loop at the old office.

Former coworkers might have gotten a new position in that office you always wanted to work in, great! Go to them for a beer, and ask about the office. It’s all about connections and information.

15. If you are angry at the person in front of you driving like a grandmother…

Pretend it is your grandmother, it will significantly reduce your road rage.

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    16. Stand up straight.

    No slouching, hands out of pockets, and head held up high. It’s not just a cliche — you literally feel better and people around you feel more confident in you.

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    17. Avoid saying “I think,” and “I believe” unless absolutely necessary.

    These are phrases that do not evoke confidence, and will literally do you no good.

    18. When feeling anxious, clean up your home or work space.

    You will feel happier and more accomplished than before.

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      19. Always buy the first pitcher or round of drinks.

      You’d be surprised how long you could drink on the phrase “I bought the first one.”

      20. Going into an interview… be interested in your interviewers.

      If you focus on learning about them, you’ll seem to be more interesting and dynamic. (Again, people love to talk about themselves.)

      21. Pay attention parents! Always give your kid a choice that makes them think they are in control.

      For instance, when I want my son to put his shoes on I will say ,”do you want to put your star wars shoes on or your shark shoes on?”

      Pro-tip: In some cases, this works on adults.

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        22. Your action affects your attitude more than your attitude affects your action.

        As my former teacher said “You can jump and dance FOR joy, but you can also jump and dance yourself joyful.”

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        23. When a group of people laugh, people will instinctively look at the person they feel closest to in that group.

        Notice who you look at and who look at you when you laugh with a group of people!

        24. If you want to build rapport or gain someone’s trust quickly, match their body posture and position.

        If someone is sitting with her legs crossed, cross your legs. If they’re leaning away from you, lean away from them. If they’re leaning towards you, lean towards them.

        Mirroring and matching body position is a subconscious way to tell if someone trusts you or is comfortable with you. If you’re sitting with your arms crossed and you notice someone else is sitting with her arms crossed, that is a good indicator that you have/are successfully built/building rapport with that person.

        25. The Benjamin Franklin Effect (suggested by Matt Miller)

        I find the basis of the Benjamin Franklin effect is very useful and extends far beyond pencil borrowing. This knowledge is useful in the world of flirting too.

        Asking a girl in your class if you can borrow a pencil or her notes or to explain the homework will make her more likely to like you than if you let her borrow your stuff or are the one to help her. Even just asking a girl to buy you drinks (facetiously) leaves a much bigger impression than offering to or actually buying a girl a drink.

        The best part is it kills 3 birds with one stone: you get the advantages of the favor itself, the person subconsciously likes you more, and it makes them more open to future favors and conversation.

        26. Handle panic and anxiety behaviors by tapping fingers (Suggested by Jade Barbee)

        When you’re feeling stressed, worried or angry, tap each finger tip while thinking (or speaking quietly) a few specific words about what is bothering you. Repeat the same words while tapping each of your 10 fingers, including thumbs.

        For example, tap while saying, “I’m so angry with her…” Doing so will likely take the charge out of the feeling and return you to a more resourceful (better feeling) state of being. It’s called EFT (Emotional Freedom Technique) or “tapping,” and it is useful in many life situations – emotional sadness, physical pain, food cravings, traumatic memories…

        Featured photo credit: Nicole Wolf via unsplash.com

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