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Published on January 7, 2020

10 Best Time Management Tips for Professionals

10 Best Time Management Tips for Professionals

We all have the same 24 hours in a day to work with, but how do you squeeze the most out of that time to get real time-saving results?

It’s not about working harder as that will only get so far, it’s how you plan and structure your time and then how you maximize the time you have planned.

The key for these time management tips is not to do them once, but repeat them over and over until they become habits. This is when those around will think you do have more than 24 hours in a day.

1. Plan Your Week When You’re at Your Most Organized

One of the most important time management tips is planning your week.

Doing this task at the same time each week, not only creates a time-saving habit but can have a positive impact on your mindset and wellbeing.

Let me explain.

By planning your week, you’re making a number of small positive promises to yourself. Each time you deliver and keep these promises your confidence grows, and you’ll feel better about yourself as you’re getting more done.

This approach saves you time as you’re doing the planning when you’re in a focused state of mind as you plan what’s important for you. During the week, you’re then less tempted to do something else during one of those pre-planned slots, as you can remind yourself I planned this for a reason.

So plan your week and keep those promises you made to yourself to see real time-saving results.

2. Plan the Following Workday for a Relaxed Evening

If you struggle with closure after the working day, this approach helps relax your mind and lets you enjoy your evening without the worry of work.

All you need is 5-10 minutes each day and a note pad. It’s quick and has considerable benefits for how you manage your time.

At the end of each day, write down around ten tasks you want to complete the next day.

Next, select one of those tasks you have to complete no matter what and mark it with an H for high.

Then add M’s for medium to five or so tasks. These are the tasks you need to complete, but if you can’t finish them all, it will be manageable.

The remaining tasks mark with an ‘L’ for low. These are nice to have, plus they should be easy tasks.

With your next day tasks planned out, you can leave work with all those nagging tasks in your head written down and ready for you to tackle the next day.

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3. Control Your Day so It Doesn’t Control You

Planning your day is the most impactful time management tip you can do. It allows you to control your day rather than let the day control you.

This approach is straightforward, plus it has the flexibility for when your working day doesn’t go as planned.

Grab a pencil and notepad!

In your notepad, break the day down into 30-minute segments, 09:30, 10:00 etc. Add them line by line with a line or two in between each one.

Now look at your work diary and add in anything that’s fixed like meetings.

Next, take your high priority end tasks and add these into your 30-minute segments.

If you still have free time slots, don’t leave them empty.

If you’re struggling for motivation one morning, try this:

Pick some easy, quick tasks and get them done first, don’t worry if you’re putting off harder tasks. Doing easy tasks first will give you the momentum and the right mindset to then tackle the hard stuff.

4. Manage Distracting Work Colleagues Wisely

It doesn’t matter how well you plan your week, day or even the next hour if you’re continually distracted. Distractions result in loss of focus and are the doorway to procrastination.

This time management tip is all about creating the right working environment, so you can maximise the time you have to be as productive as possible.

Nir Eyal’s book Indistractable explains that if you want to become genuinely productive, you must become indistractable. One of the biggest distractions in the workplace is often our work colleagues.

For the colleagues that distract you the most, simply ask them at the start of each day, is there anything they need from you? By doing this, you’re making them plan without them realizing it, but it’s on your terms. This reduces the chances of a random request later in the day.

5. Deal with Emails on Your Terms

At times, managing your inbox can feel like a full-time job. You can also fall into the trap of feeling like you’ve got a lot done because you sent loads of emails, or got to the mystical inbox zero!

Although sending a few emails can be satisfying, the problem is emails are also used as a form of procrastination, as they’re an easy fallback task when you don’t fancy working on something hard.

So what do you do to stop these distractions and reduce the stress caused by email?

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You plan when you want to read and respond to your emails, so you’re in control.

A study at the University of British Columbia revealed that you should only check your emails three times a day and by doing so reduces stress.[1]

So at the start of each day, plan for when you’ll check your email. How often you check your email depends on your job, but less is more and ideally no more than three.

This approach still keeps you in control of your inbox, but you’re doing it at a time that works for you.

6. Remove Electronic Distractions and Become Present

How many times at work do you see someone distracted by a notification on their mobile or laptop?

Mobile and laptop notifications distract us every day, but they have also become an acceptable distraction.

In the majority of jobs, you don’t have to react immediately to a notification even when we feel we need to. It’s a habit that has been created by technology.

It doesn’t have to be this way.

Go through all your notification settings on your mobile and laptop and only leave the critical ones on. In most cases, this should be phone calls only.

By turning off these notifications, you then check emails, messenger etc. at the times that work for you, not when they arrive.

You can also turn off the number count that appears on mobile and desktop apps. You don’t need to know how many emails you have in your inbox at any one time, especially if you’ve planned out when you’ll check your emails.

If you leave this badge feature on, it creates a nagging distraction that will take you away from your work and impact your time.

Try it for a few days and see the positive impact it will have on your time management. Those around will also see the change as you’ll be much more present at home and work.

7. Hit the Timer and Go Deep with Your Focus

Stopping a task usually happens when you’ve either finished it, lost interest or you’ve been distracted. It takes on average 23 minutes to refocus when you’ve been distracted so you need to do everything you can to remain in that focused state.[2]

Unfortunately, loss of interest and distraction are the most likely results of time management struggles, so that’s why setting a timer can make all the difference.

By setting a timer, you make a promise to yourself that you will not be distracted or work on anything else until that timer ends. This small promise can have a considerable impact on your time management.

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You can try different lengths of time to see what works for you, for example, 25 minutes if you use the Pomodoro Technique. 25 minutes might not sound long, but by remaining fully focused for 25 minutes, you’ll be amazed how much you can get done. [3]

8. Find out What You Should Not Be Spending Your Time On

Every day, we spend time on things that remove us from doing what we should be doing — whether that’s distractions like social media, email or tasks that we would rather not be doing, like the weekly shop or the ironing.

All of these time-consuming activities may seem trivial, but they all add up when it comes to time management.

You may be thinking, I have to do these, but there is a technique called the Not-To-Do list that can help.

It’s not just about stopping non-impactful tasks completely. It can also be about automating or delegating the task.

So how do you create a Not-To-Do List?

First, spend 10 minutes writing down all the things that don’t really serve you or help get you to where you really want to be (e.g. watching TV, social media, food shopping, cleaning the house)

Next, place each one under the heading of either automate, delegate or eliminate.

Automate could be for your weekly shop, you now use a company that delivers the ingredients and recipes to your door.

Delegate could be getting a cleaner for your house every week.

Eliminate could be stopping putting the TV on as soon as you come back from work.

Once you’ve created your No-To-Do list, make sure you repeat the process once a month.

Each month you’ll gain hours back you didn’t realise you had.

9. Declutter Your Brain to Maximize Your Concentration

Our brain is processing thousands of thoughts every day; frustratingly, many of them are actions we can’t complete at that moment.

Having a cluttered mind impacts our time management as we can’t focus with these outstanding actions in our heads.

Here is a straightforward way to declutter your mind:

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Carry a small notepad and pen around with you everywhere you go. It needs to be small enough to fit into your pocket or bag and has to be easily accessible. Every time a thought or action pops into your head when you’re out and about, write it down.

This could be an idea, something inspiring, an action for when you get home, anything.

Then all you need to do is schedule in time to make sure you action all of those notes. Every few days is enough.

By capturing tasks on paper rather than let them build up in your brain, you’re then free to work on what’s important at the time in a focused state.

10. Make Promises to Others

If you were to make a promise to yourself or to a friend, which one do you think you’re most likely to keep?

In most cases, it’s going to be that promise made to the friend.

You can use this to your advantage by sharing a commitment you have to complete a task or project with a friend.

Tell your friend what you want to achieve, why and by when. Then ask them to check in with you at various points up until you said you would complete the project.

While working on the project, you’ll have that promise you’ve made to your friend in the back of your mind. That promise you made will be the driver to focus and make the most of the time you have to get that project completed.

The Bottom Line

All of these tips require nothing more than a little of your time each day, but the time you save when using these approaches will be significant.

Put reminders in your diary to keep these tips front of mind, as once you start to practice them regularly, they’ll then become habits.

They can be used independently, but are much more powerful when used together.

Over time, those around you will be asking how do you find the time to achieve so much in a day!

More Time Management Tips

Featured photo credit: Valentin Antonucci via unsplash.com

Reference

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Ben Willmott

Productivity and Project Management blogger for at work and at home

10 Best Time Management Tips for Professionals

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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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