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Last Updated on November 19, 2019

10 Effective Time Management Techniques for Busy People

10 Effective Time Management Techniques for Busy People

When was the last time you’ve heard someone mention that they were too busy to do something?

It wasn’t long ago when I’d wake only with enough time to get ready for work and had little time to do anything when I’d get out. Today, I write 1000 words, read at least one hour, listen to Podcasts, go to the gym, while managing a full-time job. This isn’t to brag because there are people who do much more than I do.

That’s what’s possible when you use the most effective time management techniques.

Time management isn’t complicated. It comes down to having the discipline to execute what’s required each day–when no one is looking. It means being productive on days when you’re not in the mood. Time management is challenging, but having control of your day is worth the sacrifice.

Here are some effective time management techniques you can use to take back control of your days.

1. Let Your Burning Desire Fuel You

Have you ever wondered how some people are able to go to the gym 5 to 7 days per week for years? Or how some entrepreneurs are able to sacrifice their weekends to be successful?

They’re able to achieve so much because they’re committed, avoiding distractions daily.

Take Kobe Bryant, for example, who woke up hours before training to practice his shooting.

Some call it finding your passion, others finding your life meaning. Don’t overthink it – just picture how your ideal life would be.

What type of work would you be doing? What type of lifestyle would you have? Odds are that there’s some gap between your current life and where you want to be.

Use these answers to set meaningful goals towards living your ideal life. You’ll be able to push through tough times and be laser-focused on managing your time.

This article will help you find the fuel: How to Get Motivated and Be Happy Every Day When You Wake Up

2. Track How You’re Using Your Time

If you don’t know how you’re spending your days, you’re wasting your time.

Don’t believe me?

Data shows that the average person spends 3 hours on their phone daily.[1] And this is only time on your smartphone, not including your “breaks” and other parts of your day. That’s why tracking your time is key to understanding how you’re spending your time and how to optimize it.

A great app to help you track time is Atracker. When you first use this app to track your time, you’ll feel “weird.” Imagine logging in your time during and after your break, when you’re reading and watching TV.

The truth is tracking your time isn’t sexy and can make you feel like a robot. At least this was the case for me after tracking my time for close to a year.

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Instead, focus only on tracking your most important tasks. For example, if your goal for the day is to write 1000 words, track this. Tracking all your tasks for an entire day can cause you to burn out. A good rule of thumb to follow is making 2–5 hours available for your productive tasks each day.

It’s better to complete 4 tasks feeling motivated than 8, feeling stressed.

3. Master Adjusting to Unexpected Events

Imagine setting your goals for the next day:

You write what you’ll do and estimate how long it would take you to complete each task. Because it’s a Monday, you know how your day will play out. Then, out of nowhere, your boss asks you to complete a demanding task that pushes to work until 7 pm. You come tired but your kids and wife are demanding attention – so you spend time with them. Before you know it, it’s 10 pm and time for you to go to bed.

The scenario above is different for everyone, but the outcome is the same – nothing gets done.

Many times, I’ve experienced days like this and remained disappointed going to bed. But, the reality is you need to get great at adapting to the unexpected.

How?

By securing as much time during your day as possible. This means waking up 2 to 3 hours earlier to complete your most important tasks. It also means evaluating your current environment to take full advantage of it.

In your commute to and from work, listen to an educational Podcast instead of music, carry a book with you at all times so you can read during your idle time.

Now, think about which areas in your day you’re not taking full advantage of.

4. Use This Word for Effective Time Management

“One can’t have something for nothing. Happiness has got to be paid for…” –Aldous Huxley,

I get it, you hate saying “no.” I don’t like to say this word either. But, the reality is you’ve been saying “no” without knowing. For each time you’ve said “yes” to something, you’ve said “no” somewhere else.

There’s no such thing as getting something for nothing. When a friend asks you out to go for drinks and say “yes”, you’ve said “no” to writing 500 words, or you’ve said “no” to spending time with your family.

Throughout your day, you’ll get bombarded with different requests — from taking out the trash to spending time with friends. It’s up to you to focus on what’s important and how you’ll spend your time.

Saying “no” isn’t always the answer but learning when to do so will help you free up more time throughout your day. Learn the Gentle Art of Saying No with Leo Babauta.

5. Add Important Tasks to Your Schedule

“Give me six hours to chop down a tree and I will spend the first four sharpening the ax.” –Abraham Lincoln

You can spend 5 hours being productive each day and still be wasting your time.

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How?

By working on the wrong tasks.

This is something I’ve struggled with in the past and something you need to avoid if you want to maximize your time.

Spend a good amount of time planning for how you’ll reach your goals. For example, if you hope to build a successful business study those who’re already where you want to be. Then, set one or two goals that you believe will help you get there. Make your goals SMART.

SMART goals are specific and relevant. This way you can track them and ensure that they’re attainable. Setting SMART goals guarantees that you’ll be productive, working on your important tasks.

A few years back, I’d wanted to create an SEO (search engine optimization) business. The problem was that I didn’t know any better and spent months building my website.

The result?

After finishing my website, I’d realized that I wasn’t as interested in SEO as I’d thought before. So, I started from scratch–wasting dozens of hours building a website I’d never used.

Having SMART goals would’ve avoided me this fate.

6. Only Complete What’s Important

Filling your calendar with productive tasks isn’t the only goal with time management. It’s about accomplishing only your most important tasks. Otherwise, you’ll find yourself in a race to the bottom–having unfinished to-do items each day.

First, figure out what you’re trying to do — Are you looking to get a new promotion? Are you wanting to start earning money through freelance writing?

Once you’ve set your SMART goals, break them down into daily actionable goals. Focus on your most important tasks and complete them first. Spend no more than 3 to 4 hours daily completing these goals. This is assuming you have a full-time job, or else you’ll burn out.

Many successful entrepreneurs like Gary Vaynerchuk work an enormous amount of hours daily. But, this isn’t sustainable for most people.

Not too long ago, I’d filled my schedule with over 5 hours of work on top of my full-time job. When I focused only on being productive, my relationships suffered. I also wasn’t getting the results I’d wanted.

However, having less time forced me to find shortcuts and focus only on my most productive tasks.

7. Limit Your Time on Each Task

Parkinson’s law states that work will expand until it fills the time available.[2] So give yourself 4 hours to complete something and you’ll spend that amount of time to do so.

Think back when you were in school and had a paper to write, if you were like most, you’d procrastinate until the last moment – and somehow complete the paper in a few hours.

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That’s Parkinson’s law in motion.

To be efficient with your time, you’ll need to set a cap for every task you work on. It’ll be challenging in the beginning but you’ll soon learn to maximize your time.

For example, if you have to write a 1500 post give yourself 4 hours to complete it. This factors in 2 hours to write 1500 words, and 2 hours to edit. If you find yourself short in time, add an extra hour next time.

This is a never-ending process. But, you’ll become more efficient the more you practice it.

8. Recharge Your Mind Daily

You can have all the drive int he world; but without a clear mind, you’ll burn out.

Meditating isn’t hype, it works. Despite the research backing up its positive claims, meditating helps you be present.[3]

If you’ve come home, tired from work, wondering where your day went, you know what not being present is like. Imagine showing up to class half asleep. Then, imagine feeling energized in class and asking questions.

The second example is how being present can affect the quality of your work. Instead of completing your tasks half engaged, your work quality will improve.

So, how do you meditate?

By starting.

When I first started meditating, I had no idea what I was doing. Eventually, I’d started using a guided meditating app and have enjoyed meditation since.

Learn from the many great resources who expound on this topic and experience the life-changing benefits:

9. Use This Strategy to Stay Laser-Focused

Are you a great multi-tasker?

If you’d answered yes, then you’re sacrificing efficiency.

In today’s time, most people pride themselves with being a great “multitaskers.” Even managers at big corporations pride themselves on juggling many tasks.

Despite corporate America’s pressure to do more, multitasking isn’t the solution.

Why?

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Because you’ll take longer to complete tasks and make more errors. It’s a lose-lose situation.

Instead, focus on completing one task with efficiency. Doing so will help you avoid burning out and make fewer mistakes. But, focusing on one task is easier said than done.

As a previous multitasker, I needed to look at my phone while I was writing, and watch TV while I was reading. Despite me wanting to focus, it was one of the most challenging things to do and for a good reason. In today’s Western society there are thousands of distractions daily.

Research shows that an average person sees 5000+ ads per day.[4] Factor in work commitments, family obligations and it’s clear on why we have a hard time focusing.

A solution that’s worked for me has been meditating and working in Pomodoro sprints. The Pomodoro technique involves working in 20 to 45 minute intervals– with a 5 to 10 minute break in-between. For example, you’d work non-stop for 25 minutes, have a 5-minute break, then repeat.

Using the Pomodoro technique will help you stay focused without burning out.

10. Constantly Seek to Improve

Time management isn’t a skill you practice once and slap into your resume. It’s a skill that requires a huge time investment and patience. You’re not going to be an expert at managing your time only by reading this article.

You also don’t need to learn a dozen strategies. Chances are you know some techniques on how to better manage your time but aren’t applying them. Your solution is to create a productive environment.

Follow productive people, and listen to experts who share tips on productivity. Soon their good habits will begin to stick for you.

As you track your time, journal your progress; so that you can keep track of how well you’re managing your time and where you’re falling short.

As you become better, you’ll know how long a certain task will take you to complete and be able to plan ahead.

The Bottom Line

Imagine setting a goal and feeling confident that you’d achieve it.

Even if you didn’t achieve it, you’d know that you’d at least make significant progress. All because you became a master at managing your time.

Managing my time better has allowed me to be in control of my days. It has given me the strength to say “no” and improve the quality of my work. You too can achieve great things if you’re willing to put in the work!

Now that you know some of some the most effective time management techniques, choose one to work on. Once you’ve mastered one move on to the next one.

Soon you’ll be a productivity machine–accomplishing more by 10 am than most of the world does in their entire day.

More Time Management Tips

Featured photo credit: Jens Kreuter via unsplash.com

Reference

[1] comscore: Mobile Matures as the Cross-Platform Era Emerges
[2] Harvard Business Review: Why We Procrastinate When We Have Long Deadlines
[3] National Center for Complementary and Integrative Health: Meditation: In Depth
[4] SJ Insights: Part Art or Part Science?

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Christopher Alarcon

Finance Analyst and Founder of the Financially Well Off Blog & Podcast

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Last Updated on January 24, 2020

10 Good Habits To Have in Life To Be More Successful

10 Good Habits To Have in Life To Be More Successful

Habits are behaviors and patterns that you showcase by default. They enable you to carry out crucial activities like taking a shower, brushing your teeth, getting prepared for work.

Interestingly, you follow this routine every day without considering them. Your unconscious habits create room for your brain to perform more advanced activities like problem-solving and choosing what book to read.

Everyone has habits, and several of those habits are activated every day. I would classify them into three groups:

  • The first category includes the habits that you hardly notice as they have become a major part of your life- such as brushing teeth or wearing clothes.
  • The second category comprises good habits to have to be more successful-like eating healthily, exercising your body and reading books.
  • The last group consists of those habits that are harmful-like procrastinating, smoking or overeating.

Habits are fundamental to becoming successful in life — or probably ending up a failure. Yet, as significant as habits are, some lack the knowledge of their capabilities.

Habits are default activities that you engage in without giving an afterthought. They are automatic behavioral or mental activities. They help you carry out some actions without exerting too much energy. They simplify your life.

Several people aspire to break bad habits. For instance, some people diet to stop overeating. They exercise to reduce obesity. Habits can hinder or impact your performance and productivity.

That’s why I would share 10 good habits to have to be more successful in life.

1. Begin Your Day with Meditation

I recommend mindful meditation early in the morning. This practice helps you to be in the present moment. Consequently, it enables you to be mindful of challenging situations during the day.

Different stressors may trigger as you go through the day; meditation helps you to remain calm before taking on the challenges.

Personally, it helps me to devise strategies and think about ideas. Meditation is a good habit to have if you want to be connected to what’s significant in your life.

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2. Be Grateful for What You Have

Sometimes, you waste time thinking of what’s not enough. You become immersed in those daunting challenges. However, challenges justify the presence of hope. When you have life, you have expectations. You will be free from challenges when you are six feet under. The only strategy you have to stop focusing on your problems is to focus on what you have.

Gratitude is a time-tested pathway to success, health, and happiness. It redirects your focus to what you have from what you lack. Here’s what James Clear does every day,[1]

“I say one thing I’m grateful for each day when I sit down to eat dinner.”

3. Smile

Can you pause and smile before you continue reading this?

Now here is what just happened based on research conducted by the Association for Psychological Science; you set a pace for living a happier life when you smile. A genuine smile or what’s called a Duchenne smile is a good habit to have if you want to find spiritual, emotional and mental peace of mind.[2]

Smiling induces the release of molecules that function towards fighting stress. The physiological state of your body determines the state of your mind. When you slouch or frown, your mind takes cues relating to unhappiness and depression. But, once you adjust yourself by putting up a smile, you begin to feel a new level of excitement and vibrancy.

Can you smile again?

4. Start Your Day with a Healthy Breakfast

Starting your day with a healthy breakfast is a good habit to have and forms a crucial part of your life. Nevertheless, about 31 million Americans skip their breakfast each day.[3]

If you are fed up hearing that breakfast is a crucial component of your day, you are only fighting the truth. If you want to become more successful, you need to ‘break your fast’ with healthy foods every morning.

This habit is not difficult to form if you usually rush out the door every single morning. You can wake up earlier to fix yourself a meal so you don’t break down during the day.

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Get inspired by these 20 Healthy Breakfast Choices That Will Save You Time.

5. Exercise Daily

One of the good habits to have is to exercise your body and muscles every day. You don’t have to run a marathon or lift a weight. You only need to engage in less strenuous activities that oxygenate your blood and inject endorphins in your body.

Jack Dorsey, the CEO of Twitter, classified exercise as a good habit to maximize his already jam-packed schedule.[4] He said,

‘I wake up by 5, meditate for 30 minutes, seven-minute workout times three, make coffee, and check-in.’

He said on Product Hunt that he follows this routine every day as it gives him a steady-state that empowers him to be more productive.

6. Manage Your Time as You Manage Your Finance

Another good habit is the act of managing your time effectively. This goes a long way to impact your achievement.

Time management is what separates the successful from the rest of the world as we all possess the same amount of time. How you leverage time determines your potential to succeed in life.

So how do you manage your time effectively?

Here’s Jack Dorsey’s recommendation in one of the Techonomy events;

“I accomplish effective time management by theming my days and practicing self-discipline. These themes help me handle distractions and interactions. If a request or task does not align with the theme for that day, I don’t do it. This sets a cadence for everyone in the company to deliver and evaluate their progress”.

And this is Dorsey’s weekly theme:[5]

  • Monday – Management
  • Tuesdays – Product
  • Wednesday – Marketing and growth
  • Thursdays – Developers and partnerships
  • Fridays – Culture and recruiting
  • Saturdays – Taking off
  • Sundays – Reflection, feedback, strategy, and preparing for Monday

No wonder he was able to run two companies when others were struggling with one job.

7. Set Daily Goals with Intentions

Everyone has goals. It may relate to business or personal life. The truth is, we’re all tending towards a particular direction or another. Nevertheless, while long-term goals can offer you direction, it’s your daily goals that you establish that help you develop short-term goals that are essential for your success.

Long-term goals may not give you the motivation you need to keep on. But when you implement your short-term milestones daily, you become fired up, and you can overcome the challenges that come with taking on bigger tasks.

Here’s the main truth:Successful people don’t set goals without establishing their intentions. According to Jennifer Cohen of Forbes,[6]

“What helps you to achieve your desired expectation is ensuring intentions accompany your daily goals.”

Be intentional about your daily goals!

8. Seek Inspiration

It is usually difficult to be inspired for a considerable length of time. Sometimes, you become discouraged and feel like giving up on your goals when things are not working out as intended.

A practical approach to stay on top of the situation is to inspire yourself each day. When you wake up in the morning after meditation, watch some motivational videos, and let the story of great leaders inspire you.

Establish what Anthony Robbins called the ‘hour of power.’ Determine how many minutes you spend but make it count. Inspiration is the fuel for achievement because when you can conceive it in your mind, you can accomplish it.

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Michal Solowow, an investor and the founder of Mitex, a construction company puts it this way,[7]

“The problems I encounter in everyday life motivates me to find solutions. This is a self-propelling mechanism. becoming a billionaire was never a motivating factor.”

9. Save Steadily, Invest with All Prudence

I can exhaust the good habits to have without talking about saving and investing. Most times, you overlook the significance of saving for the future when you are living in your present moment. According to CNBC, a $1000 emergency will propel several Americans into debt.[8]

However, it is not enough to save, and you must invest your fund and be wise with it. If you pay attention to this now, you will set yourself for a life of success in the future. Ensure you save at least six months in your emergency account so you can be prepared for any future emergency.

10. Budget and Track Your Spendings

Benjamin Franklin warned of taking the precaution of little expenses. He said,

“A small leak sinks a great ship.”

It is easy to discard little expenses, but the truth is they always add up. This happens when you fail to budget.

Budgeting is a good habit to have, which can impact your financial life significantly. The money you spend on extravagant lifestyles can be saved and invested in your future.

The Bottom Line

Endeavor to cultivate these good habits to have to become more successful as you journey through life. The quicker you cultivate them, the faster you achieve your goals.

More About Habits

Featured photo credit: Andrijana Bozic via unsplash.com

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Reference

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