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10 Smart Time Management Techniques to End Busyness

10 Smart Time Management Techniques to End Busyness

Do you find that your days are constantly filled with piles of tasks that seemingly have no end? Being busy doesn’t necessarily mean you’re being productive at work. In some instances, it can even suggest a lack of time management skills.

Here are 10 smart time management techniques to help you overcome busyness.

1. Track Your Time

Monitoring the time you spend on tasks can give you an overview of areas that need improving. It allows you to learn from experience and is a simple and straightforward time management technique.

By simply setting a timer when you begin a new task, and then switching it off once you’re done, you can gain insight into how long you spend on a certain task. This enables you to compare your expectations to reality, and make improvements based on your findings.

2. Eat the Frog

Eating the frog is a term put forward by Brian Tracy, which refers to completing your biggest task first. It derives from a Mark Twain quote where he said,

“If it’s your job to eat a frog, it’s best to do it first thing in the morning. And if it’s your job to eat two frogs, it’s best to eat the biggest one first.”

There’s no greater feeling than accomplishing a big task and getting it out of the way.

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The concept suggests that if you complete your biggest task first, the feeling of accomplishment will be so great that completing the rest of your tasks in comparison will seem like a piece of cake.

3. Apply the 80 20 Rule

Also known as the Pareto Principle, the 80 20 rule suggests that 80 percent of effective results comes from 20 percent of your tasks. This basically means that for every 10 tasks you have, only two would produce quality results, so of course, they’re the ones you want to focus on.

Write down a list of 10 tasks you have to do in prioritized order. Look at the first two things on the list and put your focus into them throughout the day. Even if you don’t complete your list by the end of the day, at least you’d complete the most important ones.

4. Block Your Time

Scheduling time blocks is a time management technique that can help you get rid of distractions. The idea is that you block out chunks of time throughout the day for a specific task, and during that time, you concentrate on that task only.

An obvious way to do it is based on your deadlines. If you have an urgent task to hand in the afternoon, then it makes sense to block a couple of hours in the morning to work on it.

However, another way to effectively block your time is to schedule tasks according to when you’re most productive. For example, if you find that you’re less productive right after your lunch break, then schedule routine tasks that don’t require too much creative thinking, such as checking your emails.

5. Use the 2-Minute Rule

A huge barrier to effective time management is procrastination, and applying the 2-minute rule can help overcome it. Most menial tasks are usually things you’re already capable of doing, it’s just getting started that’s the hard part.

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The first part of the rule, which stems from David Allen’s book, Getting Things Done®, states that if a task takes less than two minutes to complete, then just do it. Finish it and complete it then and there.

The second part of the rule advises that if you’ve started a new habit, then make sure it takes you less than two minutes to complete, because it follows the idea that every goal can get started in two minutes or less.

6. Avoid Multitasking

While it may seem like you’re doing more in less time, multitasking can actually have the opposite effect. Known to actually lower your productivity, it can diminish your focus and take you longer to complete your tasks.

To help fight the urge of multitasking, get rid of anything that has the potential to divert your attention away from the task at hand. For example, only keep one tab open when working on a computer or make your browser bigger so you don’t see anything else.

7. Say “No” More Often

Learning to say no may not seem like one of the most obvious time management techniques, but once you start doing it, you’ll realize how much time you’ve saved for tackling your tasks.

Saying no to things doesn’t mean saying no to everything. Instead, it encourages you to re-think and re-prioritize the things that matter. Once you know which tasks are important, you’ll find that you’ll no longer waste your time sitting in meetings that you don’t need to be in or doing a task that isn’t really relevant to your job.

Learn how to say no from Leo Babauta The Gentle Art of Saying No.

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8. Establish a Morning Routine

Daily routines have the power to help you recover wasted time and revitalize you. As it provides structure to your day, they can also make you more productive and set the momentum for the rest of the day.

An effective morning routine doesn’t mean you have to run 20 miles before the sun comes up and drink a glass of raw eggs. All you have to do is plan a few tasks that can help you feel re-energized in the morning and repeat it until it becomes a habit.

Some examples of tasks you can include are making your bed, stretching for five minutes, or drinking a glass of lemon water: Need Morning Motivation? 30 Routines to Help You Start Afresh

9. Create a Nighttime Routine Too

Just like a morning routine, a nighttime routine can provide structure for your day.

Winding down during the last couple of hours before bedtime can also give you a better night’s sleep, which is always useful for time management.

Once again, you don’t have to do anything drastic, but think about tasks that could help you the next day. Your nighttime routine could include packing your gym bag or getting your breakfast and lunch ready.

Take a look at this for inspiration: The Ultimate Night Routine Guide: Sleep Better and Wake Up Productive

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10. Take Breaks

Although it may seem like a counter-productive time management technique, taking regular breaks at work is important for your mental health and maintaining efficiency.

It’s important to take your breaks because working straight through them can make you more susceptible to decision fatigue and a decrease in creativity. Your body and mind require rest and sustenance, so take advantage of your breaks at work and go out and grab a healthy lunch or stretch your legs. You will get back to your desk feeling refreshed and more motivated to keep working.

In this case, the Pomodoro Technique maybe good for you: Why the Pomodoro Method Is the Best Productivity Timer

The Bottom Line

Busyness isn’t the equivalent to being productive at work. If anything, it could be a sign of bad time management skills. But trying out these time management techniques is just the first step.

If you find that you’ve yet to see effective results, then you have a talk to your manager. Your busyness could be down to simply having too much on your plate and the need for a restructure.

Remember, being honest about your workload is better than constantly stressing and risking a burn out.

More Time Management Tips

Featured photo credit: Artur Łuczka via unsplash.com

More by this author

Dinnie Muslihat

Writer, content marketer & productivity enthusiast

How to Increase Work Productivity: 9 Ground Rules How to Write SMART Goals (With SMART Goals Templates) Why the Pomodoro Method Is the Best Productivity Timer 10 Smart Time Management Techniques to End Busyness 10 Organizational Skills Training Techniques for the Overwhelmed

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Last Updated on January 25, 2021

6 Reasons Why Perfectionism Kills Your Productivity

6 Reasons Why Perfectionism Kills Your Productivity

Perfectionism sounds like a first world problem, but it stifles creative minds. Having a great idea but doubting your ability to execute it can leave you afraid to just complete and publish it. Some of the most successful inventors failed, but they kept going in pursuit of perfection. On the other end of the spectrum, perfectionism can hinder people when they spend too much time seeking recognition, gathering awards and wasting time patting themselves on the back. Whatever your art, go make good art and don’t spend time worrying that your idea isn’t perfect enough and certainly don’t waste time coming up with a new idea because you’re still congratulating yourself for the last one.

1. Remember, perfection is subjective.

If you’re worried about achieving perfectionism with any single project so much that you find yourself afraid to just finish it, then you aren’t being productive. Take a hard look at your work, edit and revise, then send it our into the world. If the reviews aren’t the greatest, learn from the feedback so you can improve next time.

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2. Procrastination masquerades itself as perfectionism.

People who procrastinate aren’t always lazy or trying to get out of doing something. Many who procrastinate do so because perfectionism is killing their productivity, telling them that if they wait a better idea will come to them.

3. Recognize actions that waste time.

Artists and all creative people need time to incubate; those ideas will only grow when properly watered, but if you’re not engaging in an activity that will help foster creativity, you might just be wasting time. Remember to do everything with purpose, even relaxing.

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4. Don’t discriminate against your worth.

No one is actually perfect. We often have tremendous ideas or write things that move people emotionally, but no one attains that final state of being perfect. So, don’t get down if your second idea isn’t as good as your first—or vice versa. Perfectionists tend to be the toughest critics of their work, so don’t criticize yourself. You are not your work no matter how good or how bad.

5. Stress races your heart and freezes your innovation.

Stress is a cyclic killer that perfectionists know well because that same system that engages and causes your palms to sweat over a great idea is the same system that kicks in and worries you that you’re not good enough. Perfectionism means striving for that ultimate level, and stress can propel you forward excitedly or leave you shaking in fear of the next step.

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6. Meeting deadlines beats waiting for perfect work.

Don’t let your fear of failure prevent you from meeting your deadline. Perfection is subjective and if you’re wasting time or procrastinating, you should just finish the job and learn from any mistakes. Being productive means completing work. You shouldn’t try for months or even years to perfect one project when you can produce projects that improve over time.

Featured photo credit: morguefile via mrg.bz

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