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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 July 29, 2020

          19 Best Mac Apps for Productivity You Need in 2020

          19 Best Mac Apps for Productivity You Need in 2020

          Whether you use your Mac for work or just for your personal projects, you’ve likely found yourself wondering how to improve your productivity. There are only so many hours in a day, and so much mental stamina you can muster before you run out.

          There are dozens of tricks you can use to improve your own productivity and outlook, but if you’re looking for a more objective, comprehensive fix, the best thing to do is equip your Mac with productivity apps designed to help you do more in less time.

          This Lifehack-exclusive list has some of the best productivity apps to help you feel less tired, improve your energy, and ultimately help you get more done every day:

          1. Todoist

            Available for all iOS devices, Todoist is a note-taking and organization app that can keep you on top of all your projects—both personal and professional.

            Its best features are all free to use, including browser extensions, task creation, and interactive boards you can use to organize all your notes.

            If you want to pay the optional $29 yearly fee, you can get even more advanced features like backups and automatic reminders. Even with the free version, you’ll stay far more organized.

            Download: Todoist

            2. 1Password

              You may not realize it, but you probably spend a ton of time recalling your passwords, especially if and when you forget one to an app you use on a regular basis.

              1Password is an app for Mac that saves and remembers all your passwords for you in one place, so you can access all your favorite sites with a single click.

              You’ll save time and keep all your accounts secure simultaneously. A personal plan is $2.99 per month.

              Download: 1Password

              3. Bear

                Bear is a unique kind of note-taking app designed to make it easier for Mac users to jot down notes on the go. With it, you can create to-do lists, give yourself reminders, and outline concepts for future brainstorming sessions.

                It comes with many different inline styles so you can customize your notes to your personal preferences, and remember the context in which you wrote them. The core version is free, with a $14.99 per year version available as well.

                Download: Bear

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                4. Hazel

                  Hazel by noodlesoft is an automated organization tool designed for Mac that will help you automatically organize your files based on any custom rules you want to create.

                  For example, you can set it to move untouched items from one folder into another folder labeled “action items” if they haven’t been addressed within a week. It can save you hours of organization over the course of a few weeks. A single license is a flat $32.

                  Download: noodlesoft

                  5. Alfred

                    Alfred is an all-in-one app designed to save you time with Mac shortcuts and convenient custom actions. You can use it in a variety of ways.

                    For example, you can access Alfred’s clipboard memory so you don’t copy and paste the same material over and over, or set up custom workflows to automate some of your most repetitive tasks.

                    It’s a paid app, with multiple price points based on the features you desire.

                    Download: Alfred

                    6. TextExpander

                      TextExpander does exactly what the name suggests; it allows you to type a short snippet of text, and expand that text automatically.

                      For example, you can create a custom expansion that allows you to conjure a full paragraph you type repeatedly by simply typing a unique abbreviation. Once you get used to your custom combinations, you’ll spare your fingers from typing thousands of words.

                      An individual account is $3.33 per month.

                      Download: TextExpander

                      7. Backblaze

                        If you’ve ever experienced a crash, or theft of your Mac, you know how much time a system restore can cost you. You’ll spend hours replacing the files you lost, and lose thousands of files that are irreplaceable.

                        Backblaze is an automated, inexpensive way to back up your entire Mac for just $5 a month.

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                        Download: Backblaze

                        8. Keyboard Maestro

                          Keyboard Maestro is an older app that still has the power to make your life easier. With it, you can automate any number of tasks based on a certain trigger (such as a hotkey combination, or an event like connecting to a wireless network). A single license only costs $36.

                          Download: Keyboard Maestro

                          9. Snagit

                            There are many applications for a good screen-capture app, whether you’re trying to illustrate a tech problem you have or just want to make an interesting meme. Snagit makes it easy, with built-in editing for both still images and video. A single license covers two machines, and costs $49.95.

                            Download: TechSmith/Snagit

                            10. Bartender

                              Bartender is the cleverly-named app that helps you clean up and organize all your menu bar icons. You can also access them quickly with keyboard shortcuts.

                              If you’re like most Mac users, those icons get cluttered quickly and stop you from working efficiently. It’s free to try for 4 weeks, after which you’ll need a $15 license.

                              Download: Bartender

                              11. Otter

                              Otter is the Mac app for the note taker who hates typing. It’s an intelligent voice-recognition system and note-taking app that will help you transcribe your conversations, keep notes during meetings, and even take contextual notes to yourself in your own time.

                              Best of all, it’s free to get started!

                              Download: Otter

                              12. Flux

                                Do you often find yourself feeling tired throughout the day, or feeling unable to get to sleep after a day of staring at your computer? That could be because of the unnatural blue light that radiates from your Mac.

                                Flux naturally adapts your display to emit light that matches the time of day, so you can sleep better and feel less tired. It’s also free!

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                                Download: Flux

                                13. PDFpen

                                If you deal with PDFs on a regular basis, you probably find yourself wishing for some kind of tool that can let you mark up those PDFs however you want. Without a dedicated app like PDFpen, this can be difficult.

                                PDFpen lets you edit PDFs in almost any conceivable way, giving you more power and saving you time. A single license is $74.95.

                                Download: Smile Software/PDFpen

                                14. OmniFocus

                                  OmniFocus is all about task management. It has a clean interface that allows you to tag your tasks, schedule events, and even automate certain features.

                                  It’s one of the most comprehensive solutions on the market, so there’s a bit of a learning curve to get the most out of it.

                                  A standard license is $39.99, while the pro version is $79.99.

                                  Download: OmniFocus

                                  15. Franz

                                    It’s tiring to switch between dozens of different chat programs like Facebook Messenger, Slack, and WhatsApp, whenever you want to have a conversation with a different contact.

                                    Franz’s solution is simple; offer access to all these apps in one convenient package. And best of all, it’s completely open source.

                                    Download: Franz

                                    16. MindNode

                                      If you’re the brainstorming type, you need an app like MindNode to help you efficiently organize your thoughts. There are dozens of tools you can use to connect ideas in a mind map, or simply jot down notes for future reference.

                                      The core app is free, with in-app purchases available.

                                      Download: MindNode

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                                      17. Focus

                                        The internet is a wonderful thing, but it can be awfully distracting. And if you’re like the majority of us, you’ve interrupted work on a project because of some attention-grabbing site or bad online habit. That’s where Focus comes in.

                                        This app allows you to block the worst offenders with custom time limits and other constraints, so you can focus on the task at hand. A single license is $19.99.

                                        Download: Focus

                                        18. CleanMyMac

                                          Chances are, your Mac isn’t working as fast as it could, thanks to gigabytes of clutter and unnecessary files on your system. CleanMyMac helps you scan your Mac, monitor its health, and ultimately clean it up—so you can handle all your tasks that extra bit faster. A single license is $39.95.

                                          Download: CleanMyMac

                                          19. Grammarly

                                            A spelling error or grammatical mistake can cost you big time. It could be the source of a worse grade on a big paper, or compromise your credibility in the workplace. Thankfully, Grammarly can help you.

                                            This Mac-integrated writing assistant monitors all your writing and makes live corrections, so you’re alerted to your potential mistakes before they become permanent.

                                            A free version exists, but the premium version will cost you between $11 and $30 a month, depending on how you pay.

                                            Download: Grammarly

                                            The Bottom Line

                                            These productivity apps should help you squeeze more productive hours out of every day, but they aren’t the only tools you’ll have to help you find success.

                                            Make the time to learn about and experiment with all the life hacks that can make you more productive. By improving your devices as well as your outlook and focus, you’ll be able to get far more done in a day, and feel better doing it.

                                            More to Boost Productivity

                                            Featured photo credit: Patrick Ward via unsplash.com

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