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People Who Manage Their Time Well Follow These 3 Rules

People Who Manage Their Time Well Follow These 3 Rules

I’m sure you are constantly told to manage your time better, because it boosts your efficiency, saves time, and reduces stress. Everyone knows the benefits of a better time management, but how many of us could actually do it?

Most of us like to procrastinate and realize we don’t have much time left, then the thought of having a lot of unfinished tasks stresses you out. If you find yourself working last minute, or submitting your task late, your time management needs some help.

Before I tell you how you could manage your time better, you need to know what it means to have good time management.

Good time management doesn’t mainly focus on quantity.

To most people, managing your time well equals getting more done in less time.

Say you have 20 things to do within 10 hours, and you successfully finish all the tasks on time. The more things you can accomplish in a limited time frame, the better your time management is.

Without a doubt, you finish everything on your to-do list on time, but is this the most effective way to manage your time?

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It is more effective to focus on quality.

Time management is basically organizing and planning how much time you spend on the tasks in hand. Having better time management takes time and skill. The more effective time management focuses on doing a few things with great importance, which means quality over quantity.

Focus on the results rather than the activities. It’s good to keep track of how much you have done, but it is more important to decide on what you should pursue on how much value you could add.

When you don’t feel stressed or overburdened as you move from one task to the other, you know you have a better time management. Here are 3 ways to improve your time management skills:

1. Prioritize your tasks according to their importance and urgency

Before you work on the tasks on your to-do list, you have to know which ones are urgent and important. This is the Eisenhower’s principle.

  • Important tasks lead you to achieve your personal goals; while
  • Urgent activities are immediate, with instant consequences, these tasks are usually associated with achieving someone else’s goal.

The Eisenhower’s principle suggests prioritization of tasks into four levels:

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    1. Important and urgent: These tasks should be dealt with FIRST. They are either unexpected issues or those you have waited until the very last minute to work on. You can plan ahead to avoid the latter from happening, but for unplanned surprises, leave some time out in your schedule to allow room for buffering.
    2. Important but not urgent: These activities are important to achieve your goals, so make sure to give yourself plenty of time to work on.
    3. Not important but urgent: These are the roadblocks to block you from accomplishing your own tasks, and they are usually from others. Don’t be worried to say “no” or delegate the tasks to someone else. But do leave some slots open, in case people really need your help.
    4. Not important and not urgent: Always avoid these tasks. They are simply distractions.

    The main key to better prioritize your tasks is leaving slots of time out to make sure you have enough time if something goes wrong.

    2. Smartly use leverage to gain more

    There are many approaches to one task, and all of them are effective, but to truly make use of the least effort for the greatest returns, apply the concept of leverage to finish your task.

    One of the ways to make the most out of everything is to find common patterns in tasks and set up a workflow so you can smoothly finish all the tasks you need without spending unnecessary extra time and energy.

    Say you need to write 3 articles in 10 hours. You dissect the processes in writing a article, like research, writing, and proofreading. You then develop a workflow to avoid writing while researching, then going back to edit your article.

    Another way is to leverage other’s time. I have mentioned there are “not important but urgent”, and these are the tasks you can delegate to ease your burdens.

    Here are more suggestions on leveraging your time.

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    3. Give yourself timed sessions and short breaks

    Sometimes, spending too much time on a single task can actually backfire. The law of diminishing returns suggests there’s a point where the level of profits may not be in proportion to the level of investment.

    To better your time management, you have to keep in mind to not over-invest your time in certain tasks. You can use the Pomodoro Technique[1] to avoid working overtime.

    The Pomodoro Technique is developed in 1980s. The Italian word “pomodoro” means “tomato”. The technique is simple — divide and structure your work in 25-minute sessions (or pomodori), with a 5-minute break in between.

    Say you are working a presentation, you estimate you need around 125 minutes to complete the task. You divide the task into five 25-minute sessions with a short break in between. Make sure the sessions don’t clash with your other plans or commitments. Set a timer to 25 minutes and start your work. Take a rest after each session then repeat until the sessions are over. Take a 20 to 30-minute break afterwards.

    Use technology to start bettering your time management.

    It might be difficult to incorporate the Eisenhower’s principle, the concept of leverage, and Pomodoro Technique all into one for a better time management. Here are three time management apps to help you along the way:

    MyLifeOrganized (MLO)

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      The first step to better your time management is organization. MLO offers help for you to target what you want to accomplish in order to meet your objectives. It generates to-do lists for you, prioritize your tasks, and track your actions.

      Toggl

        It’s always good to have a log sheet to time yourself. Toggl helps you to manage your time better by tracking how much time you spent on each and every task.

        Focus Booster

          Have you ever wandered off to somewhere else while working on something important? Focus Booster uses the Pomodoro Technique and allows you to set a timed sessions for better focus and work quality.

          Reference

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          Frank Yung

          Writer. Storyteller. Foodie.

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          Last Updated on January 13, 2020

          50 Motivational Quotes for Work to Inspire Success

          50 Motivational Quotes for Work to Inspire Success

          Let’s face it – no matter how excited you are about a new project or priority in your life, there will always be days when your motivation lags. Days when – despite all the progress you’ve made in the past – it just sounds easier to sit on the couch playing video games than to buckle down and crank out the work needed to meet your goals.

          In order to be successful, you must be able to motivate yourself past these humps. Whenever you feel your drive and determination lagging, turn to these motivational quotes for work to provide the extra spark of passion needed to keep you on track.

          Quotes about Goal Setting

          Whether you’re still in the planning phases of your business or whether you’re plotting a plan of attack to bring about your long-range vision, setting good goals is a critical part of succeeding in business.

          Check out these quotes for extra inspiration on how to turn your dreams into reality:

          quote-Benjamin-E.-Mays-the-tragedy-in-life-doesnt-lie-in-106113

            “The tragedy in life doesn’t lie in not reaching your goal. The tragedy lies in having no goal to reach.”– Benjamin Mays


            “By recording your dreams and goals on paper, you set in motion the process of becoming the person you most want to be. Put your future in good hands — your own.”–Mark Victor Hansen


            “Give yourself an even greater challenge than the one you are trying to master and you will develop the powers necessary to overcome the original difficulty.”–William J. Bennett – The Book of Virtues


            “The entrepreneur is essentially a visualizer and actualizer… He can visualize something, and when he visualizes it he sees exactly how to make it happen.”–Robert L. Schwartz

            Quotes about Achieving Excellence in Work

            Once you’ve got your goals together, you’ll need to put in 110% of your effort in order to transform these visions into reality. To increase your motivation to work at a consistently high level, take a look at the following words of wisdom:

            “Excellence is an art won by training and habituation. We do not act rightly because we have virtue or excellence, but we rather have those because we have acted rightly. We are what we repeatedly do. Excellence, then, is not an act but a habit.”–Aristotle


            “If you are going to achieve excellence in big things, you develop the habit in little matters. Excellence is not an exception, it is a prevailing attitude.”–Charles R. Swindoll

            Desire is the key to motivation

              “Desire is the key to motivation, but it’s determination and commitment to an unrelenting pursuit of your goal — a commitment to excellence — that will enable you to attain the success you seek.”–Mario Andretti


              “The secret of joy in work is contained in one word – excellence. To know how to do something well is to enjoy it.”–Pearl Buck


              “The quality of a person’s life is in direct proportion to their commitment to excellence, regardless of their chosen field of endeavor.”–Vince Lombardi

              Quotes about Determination and Persistence

              Since every business or other endeavor is bound to hit some rough patches, it’s often a person’s level of determination and patience that brings about either success or failure. These positive quotes give you an extra boost of encouragement:

              “Enter every activity without giving mental recognition to the possibility of defeat. Concentrate on your strengths, instead of your weaknesses… on your powers, instead of your problems.”–Paul J. Meyer


              “Knowing trees, I understand the meaning of patience. Knowing grass, I can appreciate persistence.”–Hal Borland


              “Nothing in the world can take the place of Persistence. Talent will not; nothing is more common than unsuccessful men with talent. Genius will not; unrewarded genius is almost a proverb. Education will not; the world is full of educated derelicts. Persistence and determination alone are omnipotent. The slogan ‘Press On’ has solved and always will solve the problems of the human race.”–Calvin Coolidge

              quote-Thomas-Fuller-an-invincible-determination-can-accomplish-almost-anything-92190

                “An invincible determination can accomplish almost anything and in this lies the great distinction between great men and little men.”–Thomas Fuller

                Quotes about Leadership

                Whether you use it to engage your employees, to encourage teamwork or motivate others to follow your unique way of thinking, leadership is crucial. Take your leadership cues from these renowned leaders’ famous sayings:

                “The most dangerous leadership myth is that leaders are born — that there is a genetic factor to leadership. This myth asserts that people simply either have certain charismatic qualities or not. That’s nonsense; in fact, the opposite is true. Leaders are made rather than born.” –Warren G. Bennis


                “All of the great leaders have had one characteristic in common: it was the willingness to confront unequivocally the major anxiety of their people in their time. This, and not much else, is the essence of leadership.”–John Kenneth Galbraith

                Leadership is not magnetic personality

                  “Leadership is not magnetic personality — that can just as well be a glib tongue. It is not ‘making friends and influencing people’ — that is flattery. Leadership is lifting a person’s vision to high sights, the raising of a person’s performance to a higher standard, the building of a personality beyond its normal limitations.”–Peter F. Drucker


                  “The task of leadership is not to put greatness into people, but to elicit it, for the greatness is there already.”–John Buchan


                  “High sentiments always win in the end. The leaders who offer blood, toil, tears and sweat always get more out of their followers than those who offer safety and a good time. When it comes to the pinch, human beings are heroic.”–George Orwell

                  Quotes for Success

                  Think of success as a holistic process – one which results from the combination of goal-setting, excellence, patience, determination and leadership you prioritize throughout your career. These highly successful people provide you with an excellent source of motivation:

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                  “Be patient with yourself. Self-growth is tender; it’s holy ground. There’s no greater investment.”–Stephen Covey


                  “Believe in yourself! Have faith in your abilities! Without a humble but reasonable confidence in your own powers you cannot be successful or happy.”–Norman Vincent Peale

                  Success is the ability to go from one failure to another with no loss of enthusiasm.

                    “Success consists of going from failure to failure without loss of enthusiasm.”–Winston Churchill


                    “Successful and unsuccessful people do not vary greatly in their abilities. They vary in their desires to reach their potential.”–John Maxwell


                    “Would you like me to give you a formula for success? It’s quite simple, really. Double your rate of failure. You are thinking of failure as the enemy of success. But it isn’t at all. You can be discouraged by failure or you can learn from it, So go ahead and make mistakes. Make all you can. Because remember that’s where you will find success.”– Thomas J. Watson


                    “The great successful men of the world have used their imagination.  They think ahead and create their mental picture in all its details, filling in here, adding a little there, altering this a bit and that a bit, but steadily building – steadily building.”–Robert Collier


                    “It is a paradoxical but profoundly true and important principle of life that the most likely way to reach a goal is to be aiming not at that goal itself but at some more ambitious goal beyond it.”–Arnold Toynbee

                    Sports Quotes for Athletes

                    You don’t need to be a Michael Jordan-caliber athlete to draw inspiration from the following quotes. Even if you’re just a recreational player or someone who’s using sports as a means to get back in shape after long periods of inactivity, the following motivational sports quotes will encourage you:

                    “My attitude is that if you push me towards something that you think is a weakness, then I will turn that perceived weakness into a strength.”–Michael Jordan


                    “Pain is temporary. It may last a minute, or an hour, or a day, or a year, but eventually it will subside and something else will take its place. If I quit, however, it lasts forever.”–Lance Armstrong

                    Strength does not come from winning. Your struggles develop your strengths.

                      “Strength does not come from winning. Your struggles develop your strengths. When you go through hardships and decide not to surrender, that is strength.”–Arnold Schwarzenegger


                      “I know what I have to do, and I’m going to do whatever it takes. If I do it, I’ll come out a winner, and it doesn’t matter what anyone else does.”–Florence Griffith Joyner


                      “Every time you stay out late; every time you sleep in; every time you miss a workout; every time you don’t give 100% – You make it that much easier for me to beat you.”–Unknown


                      “If you are hurt, whether in mind or body, don’t nurse your bruises. Get up and light-heartedly, courageously, good temperedly get ready for the next encounter. This is the only way to take life – this is also ‘playing’ the game!”–Emily Post


                      “We must train from the inside out. Using our strengths to attack and nullify any weaknesses. It’s not about denying a weakness may exist but about denying its right to persist.”–Vince McConnell

                      Quotes to Motivate Learning

                      Committing yourself to pursuing knowledge in a single area is a tremendous endeavor – one that often seems overwhelming given the depth and breadth of information that’s available today. Keep the following motivational quotes in mind if you’re learning:

                      “How far you go in life depends on your being tender with the young, compassionate with the aged, sympathetic with the striving and tolerant of the weak and the strong. Because someday in life you will have been all of these.”–George Washington Carver

                      quote-William-Arthur-Ward-if-you-can-imagine-it-you-can-36189

                        “If you can imagine it, you can achieve it; if you can dream it, you can become it.”–William Arthur Ward


                        “It is the mark of an educated mind to be able to entertain a thought without accepting it.”– Aristotle


                        “Success is not the key to happiness.Happiness is the key to success.If you love what you are doing, you will be successful.”–Albert Schweitzer


                        “Wear your learning, like your watch, in a private pocket: and do not pull it out and strike it, merely to show that you have one.”–Philip Stanhope, 4th Earl of Chesterfield


                        “He who asks is a fool for five minutes, but he who does not ask remains a fool forever.”–Chinese Proverb


                        “Study while others are sleeping; work while others are loafing; prepare while others are playing; and dream while others are wishing.”–William Arthur Ward


                        “Books can be dangerous. The best ones should be labeled ‘This could change your life’.”–Helen Exley


                        “A book is like a garden carried in the pocket.”–Chinese Proverb

                        All-Time Favorite Positive Quotes

                        Finally, whatever your goals are in life, you can’t go wrong by taking the advice of the following famous motivational quotes:

                        “Change your thoughts and you change your world.”–Norman Vincent Peale


                        “Your time is limited, don’t waste it living someone else’s life. Don’t be trapped by dogma, which is living the result of other people’s thinking. Don’t let the noise of other’s opinion drowned your own inner voice. And most important, have the courage to follow your heart and intuition, they somehow already know what you truly want to become. Everything else is secondary.”–Steve Jobs


                        “Nobody can go back and start a new beginning, but anyone can start today and make a new ending.”–Maria Robinson


                        “Out of clutter, find Simplicity. From discord, find Harmony. In the middle of difficulty lies Opportunity.”–Albert Einstein


                        “Yesterday is not ours to recover, but tomorrow is ours to win or lose.”–Lyndon Johnson

                        If we did all the things we are capable of, we would literally astound ourselves.

                          “If we did all the things we are capable of, we would astound ourselves.”–Thomas Edison


                          “You miss 100% of the shots you don’t take.”–Wayne Gretzky


                          “Success is not final, failure is not fatal: it is the courage to continue that counts.”–Winston Churchill


                          “What lies behind us and what lies before us are tiny matters compared to what lies within us.”–Ralph Waldo Emerson

                          Final Thoughts

                          To use these motivational quotes effectively, find the one that speaks to you. Although all of the phrases listed above can be considered “motivational,” only you can decide which one resonates with you most directly.

                          Next, take the quote you’ve settled on and copy it onto small index cards or other pieces of paper that can be stored around your home and workspace.

                          If you’re creative, you can create inspiration boards, signs or other decorative displays featuring your favorite motivational quotes – really, though, the most important thing is that your chosen phrase be accessible in a variety of different places. This will make it easy to access and review whenever you feel your motivation slipping away.

                          More Inspiring Quotes

                          Featured photo credit: Kyle Glenn via unsplash.com

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