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Published on December 10, 2020

10 Powerful Tips To Manage Time And Get Result

10 Powerful Tips To Manage Time And Get Result
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Twenty-four hours. You have the same hours in a day as you always have. But when life is more chaotic and stressful than it’s ever been, it might not always feel like it. Time—and along with it, the ability to be productive and effective at your job—is at a premium, now more than ever.

Since you can’t add more hours to your day, that means it’s important to find ways to make the most of your limited capacity.

Wish you had more than 24 hours? Here are 10 powerful tips to manage time and get results at work.

1. Define Your Mission

The first tip to manage time is to first define your mission. Before you learn to manage your time effectively, you need to set goals. And before you can set goals that make sense, you need a big-picture understanding of your mission—to nail down the “why” that motivates your “what.”

Begin by defining a personal mission statement that lays out not only what you want to do but why you want to do it. For example, let’s say you want to start selling tacos. That’s a great (and delicious) goal. But what’s your mission? To make people happy? To bring them together? To celebrate your heritage?

Defining your mission keeps you on track to create smarter goals, which in turn will help you be more productive. If it doesn’t serve your mission, it’s not worth your time.

2. Practice Saying “No”

When I first started in my career, I never wanted to miss an opportunity—to network, to take on a project, to learn something new. That “fear of missing out” mindset can be helpful when you’re getting the hang of a new industry, but it won’t serve you when it comes to time management.

The more you take on—even in the name of growth and development—the less time you’ll have to accomplish what really matters. Another way to say it: When you say “yes” to one thing, you’re always saying “no” to something else.

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If your goal is to better manage your time, start viewing it as a limited resource and spend it wisely—and not on people or projects that don’t serve your overall mission and goals. It’s hard to say “no” at first, but if you filter your decisions through your overall mission, you’re also protecting your time.

3. Pinpoint How You Currently Use Your Time

How productive do you feel you are? What’s the quality of the work you’re producing? Those are vague questions until you quantify them with actual data. To identify what needs to change in your routine (and, ultimately, how to become more effective), you first need a clear picture of where your time is going now.

Start by planning a week-long period to “audit” your time down to the hour, using a notebook or a spreadsheet.[1]

For example, you may find you’re spending a lot more time on social media than you thought or that you’re wasting too many minutes a day mulling over what to write in an email. Once you measure how well things are going against how you currently make use of your time, you can make the necessary adjustments.

4. Ration Your Energy

Another important tip to manage your time is to ration your energy. There’s a common myth in hustle culture that the most effective workers are up at the crack of dawn, already in a deep flow by sunrise. But for every startup CEO who gets up at 4 am to work, there’s one who’s still sound asleep (and who actually needs the shuteye to do their job well).

The key to time management isn’t to sacrifice your sleep in the name of productivity. It’s to identify the times of day (or evening!) where you have the most motivation to get things done, and then plan your work accordingly. So, think through when you’re most energetic, of course—but keep in mind that getting results doesn’t just require energy. When are you the most creative and inspired? When are you the most focused?

For example, if you’re most alert in the late morning hours right after your breakfast and coffee, schedule your most important, demanding work for that window. On the flip side, when do you feel the most drained? Save mindless, admin tasks for that period. You’ll not only make better use of your time, but you’ll also produce better work.

5. Plan Ahead

Fail to plan, and plan to fail. That principle is why I use every Sunday afternoon to plan my workweek. I grab my favorite notebook and pen, set up at my dining room table or in my home office, and write down everything I need to finish in a given week. Then, I break each goal down into specific, time-oriented tasks.

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Macro-level planning keeps me keep my goals at the forefront so I can stay on task with a greater purpose in mind. Micro-level planning for specific tasks is also important because it prevents you from wasting time on the projects and tasks that serve your goal.

Before you head into a meeting, for instance, write up a list of talking points and goals you want to accomplish. The direction will help you stay focused on the bigger picture and save you the minutes or hours you need to get things done.

6. Minimize Distractions

Distractions get in the way of productivity and time management. But the answer isn’t just to set up your laptop in a quiet place. It’s about eliminating distractions of the mind—the “work” that takes up mental space but doesn’t actually contribute to your overall productivity. James Clear, the author of Atomic Habits: An Easy & Proven Way to Build Good Habits & Break Bad Ones, calls these attention-suckers “half work.”

For example, let’s say you’re working on a presentation, but you stop every few minutes to check your inbox. Reading and answering emails is part of your job, so it feels like work.

But according to Clear, it’s also a major drain on your time:[2]

“Regardless of where and how you fall into the trap of half-work, the result is always the same: you’re never fully engaged in the task at hand, you rarely commit to a task for extended periods of time, and it takes you twice as long to accomplish half as much.”

Next time your time is at a premium, focus on focusing. Eliminate the tiny distractions that punctuate your state of flow and keep your mind fully present on what actually needs your attention.

7. Avoid Multitasking

Whether you’re responding to an email while you’re on a call or you’re switching back and forth between projects, you might feel like you’re making the most of your time when you’re juggling multiple tasks at once. But if you’re anything like me, the more mental “tabs” you have open, the less you’re actually able to focus on each one.

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Why is multitasking the enemy of time management? According to experts, toggling between several tasks at once expends energy on the act of switching gears rather than the actual tasks at hand. Worse, when you’re stretched thin between duties, you’re not focused—which means you’ll never get into a state of “flow” that’s essential for productivity.

Moving back and forth between several tasks actually wastes productivity because your attention is expended on the act of switching gears—plus, you never get fully “in the zone” for either activity.[3]

8. Consider “Future You”

Our decisions today affect how tomorrow plays out, and that includes time management. How you spend your minutes and hours has a long-term impact because it also drains the time that’s available to you in the future—to get other things done and, just as importantly, to take breaks and rest.

So, if you’re struggling with managing your time, shift your focus ahead to your future self.[4] Thinking about how what you’re doing right now will help or hinder you in the future will tighten your focus and broaden your awareness of how your decisions affect you down the road. The future you would probably want the present you to learn about tips to manage time.

9. Don’t Confuse Urgency and Importance

There are a lot of important things to get done each day. But that doesn’t necessarily mean those things are urgent or time-sensitive. Conflating the two is a quick way to drain your time and miss deadlines.

Here’s a primer: Urgent items on your to-do list need immediate attention and action, while merely important tasks have more significant consequences, but might not need immediate completion.

To make the best use of your time, always focus on tasks that are both urgent and important. Once those are checked off the list, move your focus to urgent tasks, then the important but non-urgent ones.

9. Take Breaks

It might seem counterproductive to stop working when the end goal is to get things done. But for optimal productivity, your brain needs the occasional pause.

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While some studies suggest a formula for a work/break rhythm—such as working for 52 minutes, then breaking for 17—there’s no black-and-white rule for effective break-taking.[5]

Since everyone’s mental capacity varies, your optimal period for a break will vary, too. The idea is that we all lose mental steam after a period of using our brains at a higher capacity. Breaks help set the “reset” button.

Ideally, plan your breaks ahead of time and use them to do something totally unrelated to work. Go for a walk. Run up and down the stairs. Call a friend or loved one.

You’ll not only return with a fresh perspective on the task at hand but also with the feeling that you have more time in your day than when you started.

Final Thoughts

Time management is an essential life skill, but not everyone is good at it. Managing your time is difficult, but you’re not alone. So, start with these 10 powerful tips to manage time that will help you get the results you want.

More Tips to Manage Time

Featured photo credit: Markus Spiske via unsplash.com

Reference

More by this author

Aytekin Tank

Founder and CEO of JotForm, sharing entrepreneurship and productivity tips at Lifehack.

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Last Updated on July 27, 2021

Can’t Focus? The Mistake You’re Making and How to Focus Better

Can’t Focus? The Mistake You’re Making and How to Focus Better
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What comes to mind when you think of learning how to focus better? Do you think of the attention or concentration it takes to complete a task? Do you consider the amount of willpower needed to finish writing a report without touching your phone? Do you think it requires sitting in complete silence and away from distractions so that you can study for an important exam or prepare for an interview?

I’m sure many of you can relate to the above statements and agree that the ability to focus is about staying on task for a given period of time. Breaking that concentration would mean that you’ve lost your focus, and you’re either doing something else or trying to gain back that focus to finish up the intended task.

With an ever-increasing amount of information—that is easily accessible online and offline—we’re faced with a lot more opportunities and avenues to create possibilities to experience things on a daily basis.

Unfortunately, that can make it a lot harder for us to make progress or get things done because we’re either easily distracted or overwhelmed by the constant influx of information.

That’s why many of us end up having problems concentrating or focusing in life—whether it be on a smaller scale like completing a task on time, or something much bigger like staying on track in your career and climbing the ladder of success. We’ve all found ourselves in situations where we blame our failures due to a lack of focus.

Learning how to focus better doesn’t have to be too complex. Here is some information to help you get started.

Focus Is Not About Paying Attention

What if I tell you that you’ve been doing it all wrong this whole time?

Focus isn’t just the attention span of giving 20 minutes to a task. It actually goes far beyond that.

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The real reason why we focus is because we need to do something that exceeds our existing capability. We need to devote large amounts of time and energy to move the needle in life, to make that progress and positive change.

And why do we want to do that? Because we want to spend time becoming a better version of ourselves!

At the end of the day, the reason why we stay focused on any task, project, or goal is because we want to succeed. With that success comes progress in our lives, which means we eventually become better than what we were a month ago, or even a year ago.

Let me give you an example:

Say you’ve been tasked to manage a project by your boss. You have targets to meet and favorable outcomes to achieve. Your focus and attention has to be on this project.

Once the project has been completed, your boss is happy with the results and your hard work. She rewards you with praise, a promotion, or maybe even a year-end bonus.

That’s your success right there, and you feel good about your achievements. Looking back at who you were before and after the completion of this project, wouldn’t you say you’ve become a better version of your previous self?

Focus Is a Flow

This is what focus is and how where learning how to focus better starts. It’s not a one-off, task-by-task mode that you jump into whenever needed. Rather, focus is a flow[1].

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Focus is the way in which you deliberately target your energy to push progress in something you care about. Because focus takes energy, time, and effort, whatever it is that you need to focus on should be something meaningful to you, something that’s worth shutting down phone calls, text messages, and social media for.

So, why is it that we sometimes find it so hard to focus?

Usually, it’s because we’re missing two major elements. Either we don’t know where we want to go—in that we don’t have a clear goal—or we do have a goal, but we don’t have a clear roadmap.

Trying to improve your focus without these two things is like driving to get somewhere in a foreign country with no road map. You end up using a lot of gas and driving for hours without knowing if you’re getting anywhere.

Let’s go back to the example of your boss assigning you a project to manage. The company is opening a new office, and your boss wants you to oversee the renovations and moving-in process of this new location.

Now, if you didn’t have a clear goal or end result of how the new office should look, you could be busy arranging for contractors, interior designers, or movers to come, but have no clue what to assign or brief them on.

The second scenario is that you know exactly how the new office should look and when it should be up and running. However, because you don’t have a clear roadmap to get to that end result, you end up working all over the place; one moment you’re arranging for the contractors to start renovations, the next moment you’ve got furniture coming in when the space isn’t ready. What do you focus on first?

The Focus Flow

Without a clear goal and road map, things can turn out frantic and frustrating, with many wrong turns. You also end up expending a lot more mental energy than needed. But, having a Focus Flow when learning how to focus better can help.

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Let me show you how theFocus Flow works.

  1. It starts from a clear objective.
  2. This becomes a clear roadmap.
  3. Then it manifests into a state oftargeted attentionand effort.
  4. This results in pushing your progress towards your ultimate destination.

Setting a Clear Objective

To start off, you need to set a clear focus objective. If you don’t have an objective, how can you decide on which things are worth focusing on? You can’t focus on everything at the same time, so you have to make a choice.

Like driving a car, you need a destination.

In this case, you don’t want to drive around aimlessly. You want to arrive at your destination before you run out of gas.

A good focus objective, therefore, needs to be concrete. This means that it should be something you can visualize, such as determining how the new office is going to look after you’ve completed the renovation and moving in. If you can visualize it, that means you have a clear enough picture to know what’s needed to achieve it.

Drawing a Focus Roadmap

The second step is to lay out a practical focus roadmap. Once you have your ideas, setting an objective is easy. The most difficult part is determining how you’re going to achieve your objective.

There are lots of things you can do to work towards your goal, but what comes first? What’s more valuable, and how long will it take?

That’s where having a roadmap helps you answer these questions. Like driving, you need to have at least a rough idea of which major roads to drive on, and the order in which you need to drive them.

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Yet, creating a roadmap can get tricky because you have absolute freedom on how you’re going to achieve your objective.

To create a good road map, you should include major milestones. These are targets you need to hit in order to achieve success. Your roadmap should also include feasible and realistic actions that you can achieve as you learn how to focus better.

Need a little help in drawing this Focus Roadmap? The Full Life Planner can help you. It’s a practical planner to help you stay focused and on track with your most important goals and tasks in an organized way. Get yours today!

Power Up Your Productivity

I hope you now have a better understanding of how focus truly works. By harnessing your focus using the Focus Flow, you’ll be able to work on a task more productively, not because you’re able to concentrate, but rather because you know exactly what your end goal is, and you have a game plan in place to make that happen.

Once there is clarity, I can assure you that you’ll be less likely to get distracted or lose focus on your tasks at hand.

You may think it’s going to take you extra time writing out an objective and setting out a roadmap. You may believe that you are better off getting right down to the actual work.

However, as I’ve mentioned, there’s no point in rushing your efforts that lead you to nowhere or cause you additional detours. You’ll end up expending more mental energy and time than needed.

Once you’ve made your roadmap and found your focus, follow it up with unbreakable determination with Lifehack’s Actionable Motivation On Demand Handbook.

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Featured photo credit: Paul Skorupskas via unsplash.com

Reference

[1] Very Well Mind: The Psychology of Flow

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