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Useful Time Management Tools And Tips To Gain More Time

Useful Time Management Tools And Tips To Gain More Time

Have you ever had the feeling that time runs out so fast and you can’t finish everything on time? Or sometimes you have a super long to-do list and you have no idea where to start with?

You’re not alone.

Fortunately there are a lot of time management tools that can help. And we’ve also prepared some practical time management tips plus some common mistakes people make.

Time management tools

Toggl: Keep track of your time

    Forget about the traditional timesheet. Toggl is the best tool for you to keep track of your time spent on different tasks. It consists of a timer and a dashboard which gives you an overview of how much time you have spent for different tasks in the past week.

    Panda Focus Mode: Stay Focused On Your Tasks

      Panda Focus Mode is an extension for you to stay focused on your daily tasks. You can simply enter your tasks to be finished on the day and then whenever you open a new tab, you will immediately see them as a reminder.

      Hocus Focus: Hide your inactive windows automatically

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        If you always open many apps and they often distract you from your work, you should try Hocus Focus. It is a Mac menu bar utility that hides your inactive windows.

        Forest: To beat internet addiction

          Forest is an interesting app that helps you to beat Internet addiction. When you press the button to plant a tree, you can’t switch to another app unless you give it up. It helps you to make good use of 30-minutes to fully concentrate on your work and finish it effectively.

          Trello: Organize Your Tasks Well

            Trello is a productive app allows a team of people to monitor on the same task together. You can categorize different tasks according to their natures. Everything is just at a glance.

            TimeTree: A neat overview of your schedule

              TimeTree is a user-friendly app allows you to arrange your schedule with your friends and family. You can share events with them so that you can discuss and confirm plans together. Sorting your schedules by updates allows you to review any updates instantly.

              Wunderlist: Clear to-do list with reminders

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                Are you looking for an app which allows you to create a comprehensive to-do list? Wunderlist might be the answer. It allows you to create different to-do lists and you can even add hashtags on each item of the lists.

                Todoist: Distraction-free to do list

                  Todoist has a simple and distraction-free design for you to stay focused and motivated. By breaking big tasks into smaller sub-tasks with multi-level, you can organize and review tasks in a better way. You can also easily add due dates using normal language, such as “monday at 2pm”.

                  Noizio: Ambient background sounds

                    Perhaps sometimes the noise of surroundings is the reason why you find it difficult to focus on your work. Here’s the solution: creating an ambient background sounds to find your comfort. You can even mix the sounds on your own.

                    Best time management tricks

                    Apart from the tools, there are also a number of tips that can make us much more productive.

                    Spend The First 90 Minutes On The Most Important Task

                    As our brain are most active in the morning, we should spend the first 90 minutes of the day on the most important task so that we can finish it efficiently. Stop doing trivial matters like scrolling the to-do list or checking emails in the morning. You would miss the golden time of getting things done.

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                    Have A Timesheet To Keep Track Of What You Have Done

                    A timesheet is the simplest and perhaps the best tool to have a clear picture of what you have done in each time slot.

                    By dividing your day into different time slots and filling in what you have done, you can compare the reality and the expectation. Did you finish your task as expected? Or did you spend too much time on it? And why? You might also see how much you have improved on your efficiency day by day.

                    Create A Stop-doing List

                    Instead of a to-do list, which most people have, a world-class productive person should have a stop-doing list.

                    You might find yourself spending too much time on things that don’t really matter. That’s probably the key to manage your time in a better way and become more efficient. Stop scrolling social media at work and quit doing all those meaningless things. These might be the items you would write on your list.

                    Set Time Limit

                    Work expands itself if we allocate more time to a task. That’s what the Pakinson’s law about. In other words, as Cyril Northcote Parkinson writes, [1]

                    If you give yourself a week to complete a one day task, then (psychologically speaking) the task will increase in complexity and become more daunting so as to fill that week.

                    So set time limit. If you can finish a task within an hour, then next time, try to finish it with 50 minutes. By allocating less time to a task, you would gradually figure out the actual time needed for you to finish it without wasting any time.

                    Identify Your Peak Hours And Schedule The Most Important Tasks For Those Hours

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                    Everyone has different working patterns. What’s important is to identify your own peak hours.

                    Our brain has limited attention span and it varies among people. So it’s important to organize your day around your body’s natural rhythms. Try to schedule your most important task for this period and work on minor tasks during your non-peak times. For example, arrange an appointment with a client during your peak hours and check emails during your non-peak times.

                    And Here Are The Don’ts:

                    Make Checking Email The First Thing To Do At Work

                    Checking email seems to be the vert first thing you have to do at work. But that’s not the case.

                    It is not the most important thing at work and it gives you an illusion that you’re achieving something. Think about it: what have you achieved actually after marking all emails read? Probably you have something more important to work on.

                    Multitask And Think That Would Make You More Efficient

                    Some people believe multitasking do work. But expert tells us that it brings harm to our brain: [2]

                    In fact, multitasking was found to increase the production of cortisol, a stress hormone, as well as adrenaline, which can overstimulate the brain and cause “mental fog”.

                    Put simply, the more information you have to handle, the less time you have to give it the thought it deserves. When you enter a “mental fog”, you start making poor decisions or responding irrationally. So don’t try to do research for an article and write it at the same time. This probably takes you a longer time.

                    Not Taking Breaks

                    Taking breaks is not a waste of time. In fact, it boosts our productivity.

                    As we know our brain has a limited attention span, there is no use in working for consecutively for a long period. After an hour or two, we begin to lose focus. That’s the time for you to take a little short break and give your brain some fresh air to recharge. Have a cup of tea or grab some snacks to eat. The valuable down-time enables you to think creatively and work effectively.

                    It is fair for everyone. Regardless of age, gender, occupation, and anything, everyone has 24 hours a day. But why some people can do that much within just a single day? The key is time management. With suitable tools and smart tricks, you can maximize your productivity and succeed in whatever your goal is.

                    Reference

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                    Last Updated on February 17, 2021

                    50 Ways to Increase Productivity and Achieve More in Less Time

                    50 Ways to Increase Productivity and Achieve More in Less Time

                    If you feel like you don’t have enough time to do everything you want to do, maybe it’s time to check-in with your time management skills.

                    No one is born to be very good at time management, so that’s okay if you think you’re bad in it. But everyone can learn to boost their productivity and achieve more!

                    Here are 50 ways to increase productivity and add hours to your day.

                    1. Set a Timer

                    Estimate the time you need to tackle different tasks and set a timer for each of your tasks. How you go about this is up to you as there are many different ways. There is the Pomodoro technique where you focus on a task for 25 minutes followed by a five minute break afterwards.

                    In the event that you have a task that will take much longer than that, you can consider one of the many timer-based apps. One that comes to mind is Clockify. It’s used for freelancers and entrepreneurs alike, however it’s a good way to be setting yourself a timer. It provides reports and you can serve as a project manager of sorts too. Best of all, it’s free.

                    2. Eliminate All Distractions

                    Distractions include the phone, email notifications and having multiple web browsers open on the desktop. Just as it’s important to be organized offline, it’s key to have things organized online as well. This free guide End Distractions And Find Your Focus is a good tool to help you. With this guide, you’ll learn how to get rid of distractions and boost productivity. Grab your free guide here.

                    You can also learn more on how to get rid of all distractions in this guide: How to Focus and Maximize Your Productivity (the Definitive Guide)

                    3. Listen to Music That Boosts Productivity

                    Distractions should be avoided, but sometimes a bit of music in the background can help you focus.

                    Of course, it doesn’t need to be heavy rock music, but a bit of Beethoven may do you some good.

                    Here’s a complete guide to help you pick the right music for better productivity: How To Maximize Your Productivity With Music: A Complete Guide

                    4. Find Meaning in What You Do (And Love What You Do)

                    Enjoying what you do is the ultimate way to increase your productivity.

                    If you aren’t sure what you love doing yet, don’t worry. Leo Babauta has some unique ways to help you: How to Find Your Passion

                    5. Prioritize your tasks ahead of time.

                    By listing your tasks in order of importance, you can make sure that you finish all of your most important tasks during the day.

                    Learn a unique technique to Prioritize Right in 10 Minutes and Work 10X Faster.

                    6. Batch Similar Tasks into a Single Batch.

                    Tasks like blog writing, phone calls, email and errands can be grouped into a single batch. You will save time by completing similar tasks in one session. One way to help you with organizing all of those things is through the app Todoist. It’s an easy and simple way for you to plan out your day, set reminders, and group all of your most important tasks in a convenient spot.

                    7. Complete Your Most Dreaded Tasks First Thing in the Morning.

                    Whichever activity you are dreading the most is probably the one you need to complete first thing in the morning.

                    Many people tend to check emails in the morning because after checking a list of emails, they feel fulfilled. But that’s just an illusion of having achieved more.

                    Doing simple tasks like checking emails first in the morning is bad for you. Instead, do the difficult tasks because you have more energy in the morning to tackle them!

                    8. Reward Yourself for Finishing a Big Task

                    To stay motivated for whatever you do, reward yourself every now and then.

                    Keep track of your small wins and milestones and celebrate them. So whenever you struggle about your progress, you see how far you’ve come!

                    Find out more about this 2-Step Approach to Self-Motivation: Track Small Wins and Reward Yourself.

                    9. Don’t Multitask

                    Research has shown that multitasking is not productive. If you think you can multitask, think again.

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                    For optimum productivity, focus on one thing at a time.

                    10. Step Away from the Computer

                    The Internet has become one of the number one distraction. To increase your productivity, try to do as much of your work offline as possible.

                    I do this a lot when I try to brainstom new ideas and have found it to be very beneficial to simply unplug.

                    11. Use Focus Tools

                    Make good use of apps and technology to help you remove distractions.

                    Here’re 18 Best Time Management Apps and Tools to help you stay focused. This way, you’re not distracted by the web, e-mail, or IM.

                    Also, join the free Fast-Track Class – Overcoming Distraction, and you’ll learn the one simple method to work even when you’re surrounded by distractions. Join the free session now!

                    12. Just Start

                    Often times, starting is the hardest part. People tend to wait for the perfect time with perfect condition to start. But there’s no perfect condition.

                    Once you get going, you will quickly get into a rhythm that could last for hours.

                    13. Find out Your Productive Hours

                    Everyone has a certain time of the day in which they are more productive than others. For me, it’s the morning.

                    Find out when your prime time is for productivity and optimize your work schedule accordingly.

                    14. Keep a Notebook and Pen on Hand at All Times

                    This way, you can write down your thoughts, to-dos and ideas at any time. The key is to get everything out of your head and onto paper. Your subconscious mind won’t be reminding you about it every other second. Another consideration is getting the app Evernote. Not only does this save you on ink and paper, Evernote is a convenient place for you to jot down notes and thoughts and then share them with the team. In certain circumstances, this can prove useful if you’re the type of person that has a lot of ideas that you want to share.

                    15. Write a Blog to Chronicle Your Own Personal Development and Achievements

                    The blog keeps you accountable and always working towards self improvement and personal growth.

                    When you write down all the small achievements you’ve been having, you’re also more motivated to move forward.

                    And you know what, this is how I started Lifehack too! What also helped me in starting Lifehack is WordPress, which allows people to set up a website for free. WordPress has simplified a lot of the process of building a site to the point that virtually anyone can build a website now.

                    16. Write out a To-Do-List Each Day

                    I like to plan my day the night before. This way, I can get started on my most important tasks as soon as I wake up. The Full Life Planner is a nice tool to help you organize your days and get things that matter done. Check out the planner here and start to plan your day ahead easily!

                    Make sure you don’t make any of these common to-do-list mistakes!

                    17. Write Your Most Important Tasks and To-Dos on a Calendar.

                    The key to good time management is knowing where to be and what to be doing there at any given time. Effective calendar management goes hand in hand with good task list management.

                    Learn here How to Use a Calendar to Create Time and Space.

                    18. Reflect on Your Productivity Constantly

                    As you go throughout your day, repeatedly ask yourself:

                    “Am I currently making the best possible use of my time?”

                    This one simple question can be an excellent boost to your productivity.

                    19. Get up Early Before Anyone Else

                    I know it could be difficult for some to wake up early in the morning but nothing beats a quiet house!

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                    Here’s How to Start Your Day at 5:00 AM and some Simple Things Early Risers Do to make waking up early easier.

                    20. Get Plenty of Sleep

                    When you work online, sleep can become a long lost memory. However, it’s important to get plenty of sleep so that your working hours can be as productive as possible.

                    Try out this night routine which I highly recommend for productivity: The Ultimate Night Routine Guide: Sleep Better and Wake Up Productive

                    21. Exercise

                    Research has shown that midday exercise boosts productivity and morale in the workplace.

                    Take a short walk at lunch or do some simple stretches during your break to maximize your productivity.

                    Here I have some exercises recommendations for you:

                    22. Outsource as Much as Possible

                    If you want to achieve more in less time, learn to delegate or outsource work. Here are just a few of the companies that will help you outsource your everyday tasks:

                    Also, read this guide to learn how to delegate effectively: How to Delegate Work (the Definitive Guide for Successful Leaders)

                    23. Set Some Exciting Goals

                    Without worthy goals, you will never be motivated to get things done.

                    Set goals that are challenging and achievable. The best goal setting framework is a SMART goal. That said, there are other tools that can help you out as well. For example, The Dreamers’ Guide To Reaching Your Goal is a great guide to help you set and reach goals effectively. Grab your free guide and learn how to make your goals happen this year!

                    24. Tell Other People About Your Goals

                    When you tell others about your goals, you will instantly be held accountable.

                    25. Listen to Podcasts

                    Listen to educational podcasts or audio books while you’re driving to work, cleaning the house, exercising, or cooking dinner.

                    Audio learning has the power to add hours to your day. Not to mention, your cranium is sure to thank you for it.

                    Some recommendations for you: 11 Podcasts To Inspire Yourself

                    26. Read David Allen’s best-selling book Getting Things Done

                    This is one of the most important productivity books you will ever read. Read it, apply the tips in your daily lives and get more things done.

                    Here’re more great books about productivity too: 35 Books on Productivity and Organizational Skills for an Effective Life

                    27. Learn to Speed Read

                    When you can read faster, you will read and learn more! Check out these 10 Ways to Increase Your Reading Speed.

                    You can also make use of the app OutRead to help speed up your reading speed!

                    28. Learn to Skip When You Read

                    When you’re reading a book, just read the parts that you need and skip the rest. But you have to read with a purpose.

                    Learn how to make it work here: How to Read 10X Faster and Retain More

                    29. Focus on Result-Oriented Activities

                    Pareto’s law (also known as the 80 20 rule) states that 80% of the outputs result from 20% of the inputs. This means that 20% of our actions result in 80% of the results.

                    We must find the 20% that is creating the 80% of our desired outcomes and focus solely on those activities.

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                    30. Take a Break

                    You can’t always be working at optimum productivity. Instead, you should shoot for working in short bursts at your most productive times.

                    31. Start a Polyphasic Sleep Schedule

                    What is polyphasic sleep?

                    Polyphasic sleep is a sleep pattern specification intended to compress sleep time to 2-5 hours daily.[1] This is achieved by spreading out sleep into short (around 20-45 minute) naps throughout the day. This allows for more waking hours with relatively high alertness.

                    While you can learn more about it here, you’re recommended to take some naps during the day to recharge your energy too.

                    32. Learn to Say “No”.

                    We can’t do everything and therefore we must learn when to say no in order to save our sanity.

                    Learn the Gentle Art of Saying No from Leo Babauta.

                    33. Go on an Information Diet

                    Most of the world lives on information overload. We must eliminate mindless Internet surfing.

                    Stop reading three different newspapers a day and checking your RSS feeds multiple times a day. Otherwise, you’ll never get anything done.

                    The key is to limit yourself only to information that you can immediately take action on. Here’re some simple tips you can try: 10 Simple Productivity Tricks To Manage Overloaded Information

                    34. Organize Your Office

                    The piles of paper around your desk can be a huge barrier on your productivity. Optimize your time by organizing your office, setting up a system and dumping the junk.

                    Check out these 21 Tips to Organize Your Office and Get More Done and 20 Easy Home Office Organization Ideas to Boost Your Productivity.

                    35. Find a Mentor

                    By modeling after those who have already achieved success, you will save yourself a lot of time and energy.

                    A good mentor is hard to find, so here’s a guide to help you: What to Look for in a Mentor

                    36. Learn Keyboard Shortcuts

                    With technology’s help, you can double your work efficiency. Even better, you learn all the shortcuts when using technology, for example keyboard shortcuts.

                    When you use keyboard shortcut, you gain 64 hours every year!

                    Not sure what shortcuts to lear? Check out these 22 Tricks That Can Make Anyone A Keyboard Ninja.

                    Besides learning the shortcuts, you can also create keyboard shortcuts with AutoHotKey.

                    37. Improve Your Typing Speed to Save Time

                    Do you know you can save 21 days per year just by typing fast?

                    You don’t really need to take some serious courses to type faster, try these typing games online:

                    38. Work from Home and Avoid the Daily Commute

                    If your job is a flexible one, consider working from home. This saves you the commute time and you’ll find yourself more energetic throughout the day as you have saved the long ride.

                    Take a look at these tips to help you stay productive while working from home:

                    How to Work from Home and Stay Ultra-Productive

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                    39. Get Rid of Time Wasters

                    Common time wasters include Instant Messenger, video games, Flickr, checking your stats 10 times a day, television and extraneous Internet surfing.

                    Don’t rely on your willpower, make use of some of these useful tools to help you stay focus: 10 Online Apps for Better Focus

                    40. Plan Your Meals in Advance

                    Plan out all of your meals a week ahead and make your grocery list accordingly. This allows you to focus on the necessary – saving you time and money. You can also save yourself even more time through a wide variety of apps. One app that I find helpful is Mealime. It’s an app that provides you with a wide selection of recipes and also a convenient spot for your grocery list as well.

                    Considering the fact that over 4 million users have this app, it goes to show that there is a good selection of meal plans that you can follow and that the app is friendly to use.

                    41. Cook Your Meals in Bulk

                    When you cook your meals in bulk, you will have plenty of leftovers. This can avoid having to cook everyday.

                    Find out more about how to make cooking in bulk works: Once a Month Cooking: Productivity Hack or Overrated Time Suck?

                    42. Protect Yourself from Unnecessary Phone Time with Caller ID

                    The minutes you spend on picking up unnecessary phone calls are time wasted. You can prevent that from happening.

                    Check out this detailed guide how you can deal with those unnecessary phone calls: How To Lose the Useless Items that Weigh Down Your Day – Cellphone Calls

                    43. Take Shorter Showers

                    This one may sound silly but it’s actually something I struggle with. I spend up to 30 minutes in the shower. Think of the time I could save simply by speeding up a bit.

                    44. Save the Trips to Bank by Taking Direct Deposit

                    Many employers now offer direct deposit. If yours does, then be sure and take advantage of it and save yourself from a number of trips to the bank.

                    45. Auto Pay Your Bills

                    How many times have you been worried about whether you missed the bills deadline?

                    Auto paying your bills will save you time and eliminate late fees and increased interest rates.

                    46. Shop Online

                    Whenever possible, avoid going to the store. When you shop online, you can be more focus about what you’re getting.

                    47. Speed up your Internet With a Broadband Connection

                    Many people are aware of the slow speed of internet but aren’t doing anything about it. In fact, this is the number one Internet time-saver!

                    If you must use dial-up, then you can use accelerators like Propel and SlipStream to double or even triple your speed.

                    48. Keep up the Speed of Your Computer

                    If you’re a Windows user, use Windows hibernation feature to avoid the slowdown of exiting and restarting Windows.

                    Or maybe, consider switching to Mac as there’re plenty of Advantages You Probably Don’t Know About Switching To Mac From PC.

                    49. Turn off the TV

                    The average American watches more than 4 hours of television every day. Over a 65-year life, that’s 9 years glued to the tube.

                    For better health and productivity, turn off the TV. Here’re 11 more reasons to tell you to stop watching TV so often.

                    Turn off the TV and you are sure to get more out of life.

                    50. Use a Tivo or DVR

                    This can help you cut an hour-long television show down to just 40 minutes. You can save time while not missing the fun.

                    So, here’s the ultimate list of techniques you should learn to boost productivity. Pick the techniques that work for you and make them your daily habits. As time goes, you’ll find yourself being a lot more productive.

                    More Time Management Tips

                    Featured photo credit: Pexels via pexels.com

                    Reference

                    [1] Medical News Today: What is biphasic and polyphasic sleep?

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