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Last Updated on April 21, 2020

When Does Time Management Matter Most?

When Does Time Management Matter Most?

In every part of life, time management is a valuable skill, but it’s far more important in some situations than others.

Even when you’re kicking back with a book, you can’t forget about the clock entirely. At some point that afternoon, you’ll need to start on dinner. If you want to make it through a certain number of chapters before then, you have to think through the amount of time you can afford to spend on each.

It’s not the end of the world if you struggle with time management while reading. However, once you understand why time management matters, you’ll start to spot situations where it’s critical to get it right.

Why Is Time Management Important?

Time management isn’t a hard concept

, but it is hard to practice well. Psychologists define it[1] as “the ability to plan and control how [one] spends the hours in a day to effectively accomplish their goals.”

People who manage their time well are planners. They look at their goals, and they decide how much time to devote to each in a given hour, day, week, or month.

That might sound easy, but all too often, life gets in the way. A client calls while you’re in the middle of deep work. In the middle of your reading hour, your son or daughter spills food all over the floor. Despite having set aside the time for something else, you get up and deal with the distraction.

In most contexts, it won’t do much harm to take a detour from the task at hand. However, if you do it in the wrong circumstances, you might come to regret it.

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What Are the Consequences of Poor Time Management?

Poor time management can come back to bite you. If you can’t seem to get a grip on how you spend your time, you may struggle with:

Tardiness

One sign that you aren’t good at time management is that you’re always late to your appointments. If you’re late to one appointment, chances are good that you’ll have to push later ones back by a few minutes as well.

Consistently being late has all sorts of side effects. It can hamper your ability to work on a team, cause you to rush through your own work, and upset others who rely on you.

Poor Performance at Work or School

When you do not budget your time well, your time management issues may show up as poor performance at work or school.

If you spend too much time writing the perfect email, you may not have time to tackle that budget analysis your boss asked you to do. If you can’t tear yourself away from the television to study for a test, you probably won’t do very well on the exam itself.

Procrastination

Procrastinators — such as the student who can’t bring herself to study — know where they should be spending their time. The root of their time management issues is simply that they don’t follow through on their plans.

In some ways, procrastination is worse than not budgeting your time at all. Procrastinators make commitments they struggle to honor. When that happens repeatedly, the procrastinator’s relationships tend to suffer.

If you want to learn about the types of procrastination and how to fix them, this article may help: Types of Procrastination (And How To Fix Procrastination And Start Doing)

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Damaged Relationships

Your boss might get upset if you struggle to turn projects in on time, but the effects of poor time management on your relationships go deeper than that.

People want to know that they can count on you to do what you say you’re going to do, when you say you’re going to do it. If that is not the case, family members may hesitate to ask you for help, and friends might think twice before inviting you out.

When Time Management Matters Most

You might not face those consequences if you manage your reading time poorly, but you will if you let bad time management bleed into other areas of your life. At home and at work, there are a few situations when time management is critical:

When Others Are Counting on You 

Time management is something you should want for yourself. Managing your time well can make you more productive and keep your stress levels low. With that said, it’s particularly important when you’re on a team.

Say you’re a sales development representative. Your job is to nurture sales through the sales pipeline, allowing the senior salespeople on your team to focus on closing deals.

If you spend too much time on certain leads, you may have a high close rate but a low volume. If you give lots of leads little attention, your volume might grow — but the leads you pass on probably won’t close. Good time management means giving just the right amount of time to each lead on your list.

Even when you aren’t at work, you still have to work on teams. If you’re making a meal with your family, you could throw the whole timetable off if the veggies you agreed to chop aren’t ready to cook alongside the roast.

In the end, coming through for others builds personal connections.

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When Your Schedule Is Full

The reason time management matters during crunches is obvious: When you’re busy, you’ll struggle to get it all done if you don’t manage your time effectively.

People who manage their time well know exactly how much they can get done in a given timeframe. They use both structure and technique to accomplish as much as possible.

Structurally speaking, they do things like book appointments back to back. They carve out time on their calendar for deep work. If an interruption happens, they either ignore it or gently explain when they’ll be able to address it.

What time management techniques can you use to make more of your time? We recommend the Pomodoro Technique. Named after the timer used by the system’s inventor, pomodoros are cycles of rest and work. A pomodoro might consist of a 30-minute sprint followed by a 10-minute rest, repeated until the person is ready for a longer rest.

Other techniques, such as time blocking [2], are also effective. Time blocking involves segmenting one’s schedule into 15-minute chunks and assigning something specific to each of them. Every minute of the day is accounted for, so there’s no question of what task the time-blocker should be working on.

When You’re Learning Something New

Learning new things takes time, so it requires time management. If you want to master a foreign language, for example, you’ll need a long-term plan. Language learning experts suggest it takes up to 44 weeks [3] of practice just to reach intermediate proficiency.

Few, if any, valuable skills can be learned in a day. Developing them means setting aside a small amount of time each day to practice, realizing that the fruit of your labor will not be ripe for months into the future.

The solution is to set milestones. You might plan, for example, to know how to conjugate present-tense verbs after your first week. But it might not be until the fourth week when you learn past-perfect conjugations.

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To stay on track, give yourself small rewards. If you’re learning Spanish, you might go out to a Mexican restaurant once you’ve learned common words associated with cooking and eating. Once you’ve mastered the past, present, and future tenses, you could reward yourself with a trip to Spain.

When You’re Stressed

Stress has a way of making problems seem bigger than they truly are. If you’re stressed out about a task, get serious about time management. The best way to calm yourself is to put together a plan.

Say you’re worried about whether the first conversation with a new client will go well. You know that preparation is essential to a positive client experience.

What does that mean in terms of time management? Go ahead and block off time to research the account. Schedule a meeting to talk to the account’s salesperson. Give yourself a half-hour or more to sketch out a strategy.

Occupational psychologist Cary Cooper suggests[4] stress often stems from situations you can’t control. Before you get to that point, be proactive. Think about how time management can help you avoid a bad outcome, and adjust your schedule to help you get there.

When the Chances of Failure are High

If you’ve ever found yourself in a situation where you’re likely to fail, you might have heard the maxim, “Do your best, and forget the rest.”

Doing your best is really a euphemism for effective time management. If you craft a plan of action and stick tightly to it, you can forget the rest. Failure happens, and some things are simply out of your control.

With that said, it’s also important to manage time well in the face of failure. Set aside time to do a post-mortem: What did you do well? Where did you let time get away from you? If you find yourself in a similar situation again, what would you do differently?

Time management is like water conservation: Water may seem plentiful, but you know better than to waste it. Practice being a good steward of your time. When crunch time comes, you’ll be glad you did.

More Tips on Handling Time

Featured photo credit: Andrea Natali via unsplash.com

Reference

More by this author

John Hall

John Hall is the co-founder and president of Calendar, a leading scheduling and productivity app that will change how we manage and invest our time.

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Last Updated on October 5, 2020

10 Best Calendar Apps to Stay on Track in 2020

10 Best Calendar Apps to Stay on Track in 2020

The success of our day is largely dependent on the quality of our planning. Not to miss out anything in their to-dos, some people prefer to make a list of upcoming tasks in a notebook, while others have long started using digital technology solutions.

Calendar applications are some of the main tools that are worth using to organize our life and plan your time carefully.

Many people have switched to specific tools; however, there are still some who do not use calendars on a daily basis. They may find some applications uncomfortable to use, non-functional, or expensive.

In this article, we are going to check out the best calendars apps to help you stay organized.

Before You Download

As you are no doubt aware, there are all kinds of calendar apps available. Instead of you sifting through the hundreds of them, we’ve handpicked 10 of the best calendar apps you can get. On top of glowing reviews from each one, we’ve considered the following aspects when creating this list:

  • User Interface – How you navigate the app should be smooth and simple. The buttons on the app should be clear, obvious and easy to move through.
  • Synchronization – Whether it’s with other calendar apps or with other apps, syncing apps should be easy and enhance your overall experience with the app.
  • Additional features – Since there are so many options for calendars, many of these apps offer additional features. These features make the apps stand out from the other apps and provide unique experiences to you.

1. Any.do Calendar

    This calendar has direct integration with Any.Do To-Do List, which gives you a unique tandem of two applications.

    Apart from its extended functionality, Cal Calendar is easy to use. The creation of events is very simple and fast.

    What is more, depending on the name of the event, the application automatically adds contacts and geolocation data to the entry description. You can even import your lists and entries from Any.do.

    Any.do Calendar is a great option for any type of user. It is very convenient and doesn’t overcomplicate the mode of display.

    Another good thing is that this tool is available for free, so you can use it without spending a dime for the software.

    Download Any.do Calendar here!

    2. Google Calendar

      Google Calendar is the official calendar for Android devices that has been tested out by many users around the globe. If you are right now trying to get away from it, consider changing your mind.

      Since this application is installed on most Android devices by default, many users think that there is nothing special in this program. They are wrong.

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      Google has been updating its calendar for quite a few years, and now it comes in Material Design with advanced event features, direct integration into other Google services (for example, supports reminders and Google Now), and comes with Exchange support.

      The program is super easy and will not cost a dime for you. It is a good thing, right?

      Download Google Calendar here.

      3. IRL Event Social Network

         

        One of the most unique apps on this list is the IRL Event Social Network app. As you can guess from the name, the core focus of this app is social networking. Unlike other social media platforms, you can consider this platform to function similar to Meetup.com. It’s a site where you can connect with other people within your area that share a similar interest.

        IRL is that while also providing a convenient calendar for you to schedule events and plan out your day. Though due to it being a secondary focus, you’re lacking a lot of the syncing aspects that other apps have on this list. Regardless, because of this huge social feature, it’s worth considering for those who want to make more connections.

        Download IRL Event Social Network here.

        4. Business Calendar

          Business Calendar is geared towards people who use their calendar for work purposes and business task planning. It offers different modes with wide configuration capabilities.

          The application gives a default view mode by months, and events can be marked in different colors. Display modes/ sorting can be adjusted to your needs (by month, day, year, or events).

          You can also set a multi-day viewing mode to see how things look for the next few days. Scrolling up and down moves you by month, and if you check a few days, they will be shown in a more detailed form.

          The day display mode offers hourly scheduling, and the schedule mode provides a detailed schedule for a single event.

          Business Calendar is a great tool for planning/ scheduling cases, tasks, and events. There is a support for recurring events, which can be set up in just a few clicks.

          Having purchased software, you can use it to import and export other calendars, delete, copy, or move several events at the same time.

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          Android Business Calendar application may seem somewhat chaotic, but it works fine and is easy to work with if you play with it for a while.

          A full version of the application is available for $4.99, but you can also find a free version for the app test drive.

          Download Business Calendar here.

          5. Calendar

            Calendar is a relatively new app. It works as a web app and for both iOS and Android devices. It is an intelligent app that learns your contacts, schedule and tasks. It also helps you schedule and arrange meetings according to your available time slots.

            A good thing about Calendar is that it allows you to sync up with other calendars you use such as Apple Calendar and Google Calendar. And so you can manage all the calendars you have in one place.

            Calendar also gives you analytics of your meetings, giving you a clear picture on how you can improve your time management.

            Download Calendar: Meeting & Scheduling here.

            6. aCalendar

              aCalendar opens our collection of top 10 calendar applications available on the market today. With its appealing design, easy navigation, and great functionality, it is one of the most popular calendar apps in our list.

              Some of extra functions include color schemes for each case type (48 colors to choose from), different types of demonstrations, different widgets, moon phases, and much more.

              Taking into account it functionality, aCalendar is a reliable calendar application that has an easy-to-navigate interface with three display options. Scrolling from side to side allows you to switch between the display modes of the month, week and day.

              When scrolling down and up, you are moving through the calendar at intervals in accordance with the selected display mode.

              Apart from its time planning feature, aCalendar synchronizes photos from contact lists or social networks to remind you about birthdays, anniversaries, or any other special dates.

              The program also supports data transfer through NFC and full-screen widgets, which eases your work with any data.

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              The program is available for free, but you can also get even more features if you buy the extended version of software for $4.99.

              Download aCalendar here.

              7. DigiCal Calendar

                DigiCal Calendar is very similar to Cal Calendar in the fact that the application focuses on design more than on its functionality. However, this doesn’t mean that the application doesn’t serve the purpose.

                With this calendar application, you can synchronize all your calendars and view them in different ways.

                Along with the basic functions, this program comes with support for Google Calendar, Outlook, and includes some unique and interesting features. You can match keywords to the image or set up a dark theme.

                The app can even show you the weather forecast for three days. There are many other features that deserve the attention of people who really like to use calendar applications.

                Download DigiCal Calendar here.

                8. SolCalendar

                  SolCalendar can be called a universal application. It claims to be an all-in-one digital solution having a basic calendar functionality combined with some other advanced features, such as weather forecast for a specific day.

                  The application supports Google Calendar, as well as tasks, widgets, lunar calendar and even Foursquare.

                  Those searching for a calendar application to cover just everything in its functionality, SolCalendar is a program to consider. There are a lot of interesting things in this application; the program does an excellent job working in “all-in-one” mode.

                  Test SolCalendar – the application is available for free. You can test it out without purchasing the service.

                  Download SolCalendar here.

                  9. Today Calendar

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                    Today Calendar is one of the most hip and edgy calendars in our list. The solution was one of the first ones that really embraced Material Design and remains one of the few that adhere to the neat style.

                    The calendar application offers bold colors, simple controls, and great functionality. This is not as heavy an application as many others; it will not eat all the memory of your device.

                    If you are not searching for something complicated and over-functional, Today Calendar is what you need. You can always test the application before paying for it – the program is available for free.

                    Download Today Calendar here.

                    10. Timepage

                      Timepage is an intuitive calendar app that will manage your time in a way that other calendar apps can’t. It offers the same sort of functions that you’d expect from other calendar apps: opportunities to record events, notifications and reminders, weather, and driving duration to a particular event. However, the app goes beyond those functionalities in two ways.

                      The first way is that while the app sends you notifications, it also has reminders for you for what is coming up next. That bit of extra time can allow you to prepare and make adjustments to your day if need be.

                      The second function – which is more important – is the heat map when you go to see the full view of your calendar. This heat map indicates what days you are most busy and other days where you are freer. This heat map provides a quick glance to determine broadly what days are good to add more events and other tasks.

                      Download Timepage here.

                      Our Verdict

                      Searching for the right application to manage your various calendars and plan your busy day can sometimes turn into a streak of obstacles.

                      Most of us need flexible applications that can be easily used to manage our tough schedule. The application should have all necessary time planning functions and be intuitive.

                      Stylish design and limitless compatibility also matter. It is not always easy to find such a program.

                      The above digital calendar solutions fall under the category “worth” of being used. They are modern, multifunctional, easy, and easy. Pick the one you like!

                      More Productivity Apps for Better Time Management

                      Featured photo credit: Unsplash via unsplash.com

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