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10 Smart Time Management Techniques to End Busyness

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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

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More by this author

Dinnie Muslihat

Writer, content marketer & productivity enthusiast

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Last Updated on January 13, 2022

How to Use Travel Time Effectively

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How to Use Travel Time Effectively

Most of us associate travel and time with what we’re going to do one we get to our destination. Planning and mapping out what to do once you arrive can certainly make for a more pleasurable vacation, but there are things you can do while you are on your way that can make it even better.

Sure, you can plan for the things you’re going to do on your vacation while you are travelling en route – but what about making use of that time for other things that you don’t usually do when you’re at home? You don’t need to have your gadgets with you to do it, and you can really connect with yourself if you take the time to manage your life while heading towards your vacation destination.

Here are some great tips to help you with your time management while you travel, some of which are more conventional than others. Nonetheless, you can find out what works best for you and apply them accordingly depending on when and how you are travelling.

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1. Take Your Time Getting There

As I write this, I’m on a flight to San Francisco. Flying is the fastest way to get from place to place, and for many people it’s really the only way to travel.

But I’ve often taken the train or ferry on trips so that I have extra time without distraction to get more done. I’m not worrying about navigation or lack of space to do what I want to do. Instead I’m able to focus on getting stuff done during the time I’ve got without feeling rushed. For example, when I took the train from Vancouver to Portland, it was an eight hour trip and I managed to get a ton of writing done and closed a lot of open loops. It also was less expensive than flying, which was a bonus.

Sometimes taking the long way to get somewhere on vacation can be the best thing for you to get somewhere with your life.

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2. Go Gadget-Free

This is going to be a tough one for a lot of you. But why do you need to bring your gadgets with you when you go on vacation? It isn’t be a bad idea to leave all but one of them behind, and only pull out that one when you absolutely need to do so. In some countries, you’d be wise to be discreet with them anyway since flaunting them in front of those that are less fortunate than you isn’t a good practice. While it may not seem like flaunting to you, in different cultures it can definitely come across that way.

If you can’t go gadget-free, then at least go Internet-free. If you use a task management app that requires syncing across your multiple devices to be effective, remember that if you only have the one device with you then it can be the “master device” for the time being and will store your data locally anyway. Just sync up when you get home.

3. Reflect and Prepare

Finally, going on any sort of excursion gives you the perfect opportunity to reflect on where you’ve been. The fact you have removed yourself from where you usually are can give you a perspective that you simply can’t get when you’re at home. You may want to journal your thoughts during this time – and by taking more time to get to your destination you’ll have more time to dig deeper into it.

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After a period of reflection – however long that happens to be – you can then begin to not only prepare for the rest of your travels, you can prepare for the rest of what happens afterward. The reflection period is important, though. You need to really know where you’ve been in order to properly look at where you want to be. Time away from things gives you that chance.

Conclusion

Traveling isn’t always about where you’re going and how quickly you can get there. In fact, it’s rarely about that at all.

More often it’s where you’re at in your head that will dictate how much you benefit from traveling. So don’t just go somewhere fast. Instead, take your time on the way there and take the time to connect with not only where you are but who are while you’re there.

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If you do that, you’ll have a better chance to be who you want to be when you leave.

Featured photo credit: bruce mars via unsplash.com

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