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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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                    Sheba Leung

                    Translator. Sport lover. Traveler.

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                    Published on April 16, 2019

                    How Self Care Can Help You Live Your Best Life

                    How Self Care Can Help You Live Your Best Life

                    When was the last time you did something for yourself?

                    Whether it was deciding to treat yourself with a little something or travel for some R&R, how often do you practice self-care?

                    Well, as good as above sounds, there’s a common misconception that many of us have about self-care: that it’s only about indulgence and enjoyment.

                    However, self-care goes far beyond indulgence. It’s actually about respecting your mind and body, understanding its limits, and being able to take care of every part of yourself, in a holistic way.

                    And, you really don’t have to go to extreme measures or do anything specific–like meditating or following a plant based diet–in order to practice self-care. You just have to make sure that what you’re doing is in your best interests.

                    So how can you make that happen?

                    Below are a few proven methods that will help you become a better version of you. Follow through with these regularly and you’ll be well on your way to living your very best life.

                    Listen to Yourself

                    The bulk of self-care is knowing yourself.

                    This means knowing your body’s limitations, and being in tune with your feelings, emotions and thoughts. So it’s important, then, to know who you are and what you want to do in life, in order to truly say that you know yourself. 

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                    What is your purpose?

                    Have you ever thought about this question?

                    Your purpose doesn’t have to remain the same throughout your life. What you found a purpose in at age 19 would likely be different at age 49.

                    In your current situation, think about the different roles that you have – as a working professional, a spouse, a partner, a parent, etc.

                    Do you feel like you are fulfilling your purpose through any of these roles?

                    All you have to do is ensure that what you’re chasing is meaningful to you; this will bring focus and motivation as you strive to achieve your goals.

                    If you have your purpose defined, then that’s awesome! You know what drives you and why.

                    But, if you don’t feel like you have a purpose nailed down, it’s good to start by asking why.

                    For example, why are you working in your particular job or industry? If the reason is vague or unclear, then your motivational energy will be the same. In which case, you may find yourself not having a direction for where you’re headed in life.

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                    If you’d like to learn more about finding your purpose, then I recommend you check out this article:

                    How to Get Motivated and Be Happy Every Day When You Wake Up

                    Seek Out Continuous Education

                    Now, this may seem less common when you think of self-care, but lifelong learning is incredibly useful and an important component of taking care of yourself.

                    It’s Super Practical

                    Lifelong learning is extremely practical these days and does not require as much effort as it may have in the past. Long gone are the days when you could only find information on something by visiting a library. In this day of the internet, anything you can imagine is at your fingertips.

                    You don’t need to physically go to a learning institution to learn. You can watch Youtube videos to learn new skills, take online courses to earn a degree, and scroll through an endless amount of articles, books and journals from reputable news and informative sites.

                    When you’re constantly pushing yourself to learn and take up new things, your mental health also improves. Research shows that an active and engaged mind is responsible for diminishing age-related memory loss and improves overall cognitive abilities.

                    Your Confidence Will Skyrocket

                    You’ll also have improved self worth as it teaches you to step outside of your comfort zone, which will undoubtedly improve your confidence.

                    You’ll also connect better with others by expanding your knowledge base. Learning exposes you to a multitude of new ideas and perspectives that you may have otherwise never considered. This also increases your adaptability. Whether it’s at work or just wanting to adapt to society, your peers, and loved ones, life long learning prepares you to take on new challenges.

                    You’ll Be More Desired in the Job Market

                    Another obvious reason for continuous education, is that your employability will also increase.

                    With the ever changing economy, and huge influences from technology, social media, science etc., job descriptions today are moving targets. Assignments and roles change so quickly in response to changing business demands, it becomes a Herculean task to keep a job description database current.

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                    In years past, stability was a characteristic of the world of work. Procedures, information, jobs, and organizations were established and provided continuity. Education was completed in the first 14 to 22 years of one’s life, followed by a long career occasionally punctuated by short-term job training.

                    Today, however, jobs, companies, and technology are disappearing and being created simultaneously. To remain current and maintain a competitive advantage in the human capital marketplace, an individual is challenged to continually learn.

                    People return to school at every age to enrich their skills and knowledge for their current positions. Some even prepare themselves for new jobs or career changes, moving them forward into new opportunities and technology.

                    We can be assured that we will be challenged to continue to learn new tasks and information throughout our lives. Successful careers belong to flexible, curious learners who are prepared for opportunities because they know themselves and where they make their best contribution. As Peter Drucker, the father of modern management stated,

                    “Knowledge is choice.”

                    Lifelong learning also increases social awareness and perspective. To genuinely understand and empathize with others, increase social awareness, and foster strong interpersonal relationships, it’s important to seek out new perspectives. Enhancing the skills that positively impact emotional intelligence can bring even greater happiness and success, both personally and at work; and, this is all part of self-care.

                    Improve Your Habits (Both at Work and at Home)

                    Now, the last piece of advice I want to introduce to your self-care regimen, is to improve your habits.

                    Habits define who you are, and are built up over time. You are what you eat is a great example of this. If you make it a habit to eat foods that nourish your body, rather than make your body feel bad, then you will be much healthier overall.

                    Good Habits Allow You to Reach Your Goals

                    Since habits dictate your days and nights, such as waking up every morning to get to work before a certain time, or brushing your teeth before bedtime every night, they play a major role in whether we do or do not reach our goals.

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                    When you form habits that allow you to progress towards your goals, you’re automatically living a purposeful day, everyday.

                    Habits Make Your Time a Priority

                    How do you spend your free time? Do you opt to lounge on the couch watching Netflix passively, or do you engage in activities that support your purpose in life?

                    It’s natural to waste a lot of time during the day, but fostering good habits will make you set a pattern for how you spend your time and give you the choice of what you choose to spend your time on. By improving your habits, you’ll find that you can be a LOT more productive. When you create good habits, you become more efficient with your time and a lot less is wasted.

                    This in essence creates an overall positive influence on your life, allowing you to treat your mind and body well, which is why improving your habits are so important to self-care.

                    Your Well Being Comes First

                    We live in such a fast-paced society, where we are often so caught up in our work, families, maintaining our social lives, our studies and everything in between. It’s an understatement to say that life can get a little overwhelming at times.

                    If you’ve ever watched the safety video onboard a plane, you’ll know that they always ask for a parent or adult to put on the safety mask first, before tending to the child. This may sound selfish, but the fact is that if you truly want to ensure the child’s safety, then your safety needs to come first so that you can protect and care for the child without complications from your end.

                    The same goes for self-care. We need to ensure that our well being is priority, so that we can be the best for the people around us.

                    Listening to yourself, practicing lifelong learning and improving your habits are steps that you can take to ensure you’re constantly in the best state of mind, alongside the indulgence and rest that you reward yourself with.

                    Featured photo credit: Photo by Raychan on Unsplash via unsplash.com

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