Advertising
Advertising

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?

Advertising

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:

Advertising

    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.

    Advertising

    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)

    Advertising

      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

          More by this author

          Frank Yung

          Writer. Storyteller. Foodie.

          Your Future Self Will Thank You For Starting To Do This For Only 10 Minutes Every Day 10 Best Standing Desks That Are High in Quality and Cheap in Price Finally, a Way to Avoid Jet Lag: The Jet Lag Calculator The Best Places Around the World to Retire in 2017 Take 5 Minutes To Read And Improve Your Writing Skills Forever

          Trending in Productivity

          1 10 Websites To Learn Something New In 30 Minutes A Day 2 7 Most Difficult Languages In The World to Learn For English Speakers 3 7 Ways Learning a Language Will Make You a Better Person 4 8 Life-Changing Skills You Can Learn in Less Than 6 Months 5 7 Best Language Learning Apps and Websites

          Read Next

          Advertising
          Advertising
          Advertising

          Last Updated on June 19, 2019

          10 Websites To Learn Something New In 30 Minutes A Day

          10 Websites To Learn Something New In 30 Minutes A Day

          Learning something new is always an exciting endeavour to commence. The problem is that most of us get wrapped up in busy distractions throughout the day so that we can never find the time to learn the new skill we want.

          What’s worse is that some of us spend hours learning this new skill only to give up after a few months, which is precious time that goes down the toilet.

          Luckily, there’s a better solution.

          Instead of using our time to sit through long lectures and lengthy video courses, we can take advantage of all the amazing websites that can help us learn a new skill in 30 minutes or less.

          We’ve collected the best sites that teach a diversified list of topics and have decided to share them with you here today. Enjoy!

          1. Lynda

          Estimated time: 20-30 mins
          Topics: Business, marketing, design, software tools

          Advertising

          Get access to 1,000s of courses with a 10-day free trial to develop your skills in business, photoshop, software, and much more.

          2. Skillshare

          Estimated time: 20-30 mins
          Topics: Cooking, design, software tools, marketing, photography

          Ten dollars per month gets you access to bite-sized, on-demand courses taught by leading experts like Gary Vaynerchuk, Guy Kawasaki, and more.

          3. Hackaday

          Estimated time: 5 mins
          Topics: Life hacks, productivity

          This website delivers tips to make your life better and more productive. Just 5 minutes a day is all you need to learn new life hacks to improve your lifestyle.

          4. Codeacademy

          Estimated time: 15-30 mins
          Topics: Software development

          Advertising

          A gamified approach to coding, Codeacademy helps anyone build a website through an interactive learning method. Learn any programming language from HTML, CSS, Javascript, Ruby on Rails, and more by actually building instead of spending your time on theory.

          5. 7-min

          Estimated time: 7 mins
          Topics: Health & Fitness

          Do you have just 7 minutes to get in shape? Most of us aren’t in the shape that we want to be because of the lack of time we have. Putting our workout apparel on, driving to the gym, and driving back can take up a lot of our time in themselves.

          In just 7 minutes, this website will go through dozens of routines to get you in shape and ready for the day ahead. Time is no longer an excuse!

          6. Calm

          Estimated time: 10 mins
          Topics: Meditation

          Get guided meditations right to your screen. With Calm, you can learn different types of meditation where a teacher can guide you step-by-step through the process, even if it’s your first time trying meditation.

          Advertising

          7. Highbrow

          Estimated time: 5 mins
          Topics: Business, creative skills, design, history

          Bite-sized email courses delivered to your inbox every morning to learn everything from film history, marketing, business, and more.

          8. Big Think

          Estimated time: 10 mins
          Topics: Technology, science, life

          Learn from the world’s experts about scientific breakthroughs, revolutionary business concepts, and more in short, chunk-sized videos.

          9. Khan Academy

          Estimated time: 30 mins
          Topics: Academics

          Recognized by Bill Gates as one of the best teachers online, Salman Khan breaks down complicated subjects into simplified concepts to help you understand them in minutes, not weeks.

          Advertising

          10. Rype

          Estimated time: 15-30 mins
          Topics: Foreign languages

          Are you “too busy” to learn a language? Meet Rype, your personal trainer for languages. Get unlimited 1-on-1 private language lessons with professional teachers around the world. Each lesson is just 30 minutes, allowing you to fit learning a language into your busy lifestyle. You can try it free for 14-days and see for yourself.

          Over to you

          Which of these topics were your favorite?

          We’d love to hear from you, and please share this with friends who are also looking to learn something new!

          Read Next