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Published on December 30, 2019

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

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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.

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Featured photo credit: Andrijana Bozic via unsplash.com

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