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10 Proven Time Management Skills You Should Learn Today

10 Proven Time Management Skills You Should Learn Today

How well do you manage your time? If you are like many of us, your answer may be “Not too well.” You may often feel like there is not enough time in a day. Perhaps you even find you constantly have to work late hours to hit your deadlines. Maybe you even feel too busy that you miss meals and sleep. These are all classic signs that you may not be managing your time effectively.

Benjamin Franklin once said that time is money. Just like money, time must be managed properly. If you manage time properly you find the right balance between your work, leisure and rest time. You effectively accomplish the things that matter most in your life. On top of that, you reduce your stress level and feel a lot happier. To help you manage time more effectively, here are ten proven time management skills you should learn today.

1. Set Goals

Goals give you a vision, focus and destination to work towards. They help you have a clear mind on where you want to go and how best to manage your time and resources to get there. By setting goals, you are able to identify what’s worth spending your time on and what’s a distraction to avoid.

Start by asking yourself where you want to be in six months time. You can go further and look at where you want to be in the next year or even decade from now. Set personal and professional goals that are realistic and achievable. This is a  crucial step toward ensure you manage your time better.

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2. Prioritize

Prioritizing cannot be overemphasized when it comes to effective time management. It can be difficult to know what tasks to tackle first, especially when a flood of tasks all seem urgent. It is, however, relatively easy to prioritize activities if you have clear goals already set. Ask yourself three basic questions to know what tasks should take first priority:

  • Why am I doing this task or activity?
  • How does this task help me achieve my goals?
  • To what extent does this task I’m doing help me achieve my goals?

Do the most important things first.

3. Keep a Task List

A task list (or “to-do list”) is a reminder system that tells you when you need to do what. Keeping a to-do list helps you remain organized and on top of things. It helps break things down into small, manageable tasks or steps so that you never forget to do the important stuff. Don’t try to remember everything you need to do in your head. In most cases, trying to remember everything won’t work. Instead, keep a to-do list. A simple daily, weekly or monthly planner on a note pad or diary can do.

Write down the things you need to do, including meetings, appointments and deadlines. Prioritize items on your list by listing items in order of importance from high priority to low priorities items or highlighting urgent or important tasks on your list with an asterisk. Cross out completed tasks as often as you add new tasks on your task list to ensure you keep moving forward.

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4. Schedule Tasks

“A schedule defends from chaos and whim,” says author Annie Dillard. If you are a morning person and find you are at your most creative and productive early in the morning, schedule high-value tasks in the morning at your peak creative/productive time. If your creativity and energy picks up when the sun is setting, schedule high priority tasks then. Your “down” time can be scheduled for less important tasks like checking e-mail or returning phone calls.

Understand your rhythm of peak and dead times and schedule tasks appropriately to make the most of peak times. Remember you don’t find time for important things; you make time for important things best by scheduling.

5. Focus on One Task at a Time

You get more done in the least time possible when you toggle between talking on your cell phone, browsing the internet and jotting down notes, right? Wrong! According to a study published by the American Psychological Association, you actually spend between 20 and 40 percent more time when you multitask. Besides costing you time and efficiency, multitasking can also reduce the quality of your work.

Forget multitasking. You don’t get on top of your workload by multitasking. Focus more on completing one task at a time. Completing tasks in sequence one at a time leads to better use of time, says the study researchers. Switching from one task to another does not usually lend itself to good use of time.

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6. Minimize Distractions

Whether it’s client e-mail alerts, phone calls from friends or IM chats with prospects while working, distractions are a hindrance to effective use of time. Distractions break your concentration, lower your productivity and often prevent you from completing important tasks on time. They can also cause stress.

Identify what is distracting you from doing core tasks and put a stop to it. Kill that television and turn off your Internet connection and IM chat. Put up a “Do not disturb” or similar sign at the entrance of your dedicated work space to prevent interruptions. Just do whatever it takes to minimize distractions. This ensures you take control of your days and maximizes your productivity.

7. Overcome Procrastination

Edward Young, the English poet best remembered for Night Thoughts, once said procrastination is the thief of time. Don’t put off tasks that you should be focusing on right now and let procrastination steal your time. Remind yourself that the best time to do somethings is usually NOW. Push yourself a little harder to beat procrastination and get what needs to be done DONE.

An effective strategy to beat procrastination is to tell yourself you are only going to embark on a project for a few minutes, say ten minutes. Once you start the project, your creative juices will start flowing. You will then find you want to continue with the task and quite possibly take it to the end. The trick to beat procrastination can be as simple as devoting a small amount of time to start. Just that!

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8. Take Breaks

Unless you are Superman, you can’t sustain working long hours on end without burning out and sacrificing on quality. However tempting it may be to work to a deadline for 8-10 hours straight, take breaks in between work. This way you give your brain valuable time to rest and recharge. Taking breaks from work is not time wasting. It is smart time management. You produce top quality work when you are well rested.

Squeeze short breaks in between work for down-time. Ideally, take a five minute break every hour or two to rest and think creatively. You may set an alarm to remind you when your break is due. Stop working and just sit and meditate at your desk or go out for a cup of coffee or short walk. Don’t forget to give yourself ample time for lunch too. You can’t work optimally on an empty stomach.

9. Say “No”

One skill that many high achievers like President Obama, Bill Gates and Richard Branson have mastered is the gentle art of saying “no” to things that are not a priority. Saying “no” to things that are not a priority allows you to focus on those things that are really important. You only have exactly 24 hours in a day to do the things that matter. If you don’t learn to say “no” to things that are not important, other peoples’ priorities will precede your own and you will be swamped with far too many projects and commitments.

Say “no” amicably to everything that doesn’t support your values or help you achieve your goals. You have the right to say “no” no matter who you are talking to. When you get better at saying “no,” you put you time to good use and defend yourself from rushed work, poor performance and work overload.

10. Delegate Tasks

The old adage by 17th century author John Donne that no one is an island still holds true today. You can’t manage everything on your own. Sometimes it is prudent to let other people help you with tasks, especially when you are swamped. You save time, reduce stress and accomplish a lot more when you assign tasks to the right people.

Relinquish your grip on the wheel and grant authority with responsibility to qualified people. Delegating is not dumping. Give tasks with consequences. This way you promote accountability and ensure goals and deadlines are met.

More by this author

David K. William

David is a publisher and entrepreneur who tries to help professionals grow their business and careers, and gives advice for entrepreneurs.

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Last Updated on March 31, 2020

How To Break the Procrastination Cycle

How To Break the Procrastination Cycle

How often do you find yourself procrastinating? Do you wish you could procrastinate less? We all know how debilitating procrastination can make us feel, and it seems to be a challenge we all share. Procrastination is one of the biggest hindrances to moving forward and doing the things that we want to in life.

There are many reasons why you might be procrastinating, and sometimes, it is really difficult to pinpoint why. You might be procrastinating because of something related to the past, present, or future (they are all intertwined), or it could be as simple as biological factors. Whatever the reason, most of us follow a cycle when we procrastinate, from the moment we decide to do something to actually getting it done, or in this case, not getting it done.

The Vicious Procrastination Cycle

For some reason, it helps to understand that we all go through the same thing, even though we often feel like the only person in the world who struggles with this. Do you resonate with the cycle below?

1. Feeling Eager and Energized

This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it!

2. Apprehension Starts to Come Up

The beginning stages of optimism are starting to fade. There is still time, but you haven’t done anything yet, and you start to feel uneasy. You realize that you actually have to do something to get it done, and that good intentions are not enough.

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3. Still No Action

More time has passed. You still haven’t taken any action and probably have a lot of excuses why. You start to panic a little and wish you had started sooner. Your panic starts to turn into frustration and perhaps even irritability.

4. Flicker of Hope Left

You can still make it; there is a little time left and you ponder how you are going to get it done. The rush you get from leaving your task until the last minute gives you a flicker of hope. There is still time; you can do this!

5. Fading Quickly

Your hope starts to quickly fade as you try desperately to understand why you just can’t do this. You may feel desperate and have thoughts like, “What is wrong with me?” and “Why do I ALWAYS do this?” You feel discouraged, or perhaps angry and resentful at yourself.

6. Vow to Yourself

Once the feeling of anger or disappointment disappears, you most likely swear to yourself that this will never happen again; that this was the last time and next time will be different.

Does this sound like you? Is the next time different? I understand the devastating effect that procrastination has on many lives, and for some, it is a really serious problem. You also have, on the other hand, those who procrastinate but it doesn’t affect them in any way. You know whether it is affecting you or not and whether it undermines your results.

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How to Break the Procrastination Cycle

Unless you break the cycle, you will keep reinforcing it!

To break the cycle, you need to change the sequence of events. Here is my suggestion on how you can effectively break the vicious cycle you are in!

1. Feeling Eager and Energized

This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it! The first stage is always the same.

2. Plan

Thinking alone will not help; you need to plan your actions. I always put my deadlines one or two days in advance because you know Murphy’s Law! Take into consideration everything that you need to do, how long it will take you, and what you will need to get it done, then plan the individual steps.

3. Resistance

Just because you planned doesn’t mean that this time is guaranteed to be different. You will most likely still feel the resistance so expect this. This stage is key to identifying why you are procrastinating, so when you feel the resistance, try to identify it immediately.

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What is causing you to hesitate in this moment? What do you feel?  Write them down if it helps.

4. Confront Those Feelings

Once you have identified what could possibly be holding you back, for example, fear of failure, lack of motivation, etc. You need to work on lessening the resistance.

Ask yourself, “What do I need to do to move forward? What would make it easier?” If you find that you fear something, overcoming that fear is not something that will happen overnight — keep this in mind.

5. Put Results Before Comfort

You need to keep moving forward and put results before comfort. Take action, even if it is only for 10 minutes. The key is to break the cycle and not reinforce it. You have more control that you think.

6. Repeat

Repeat steps 3-5 until you achieve what you first set out to do.

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Final Thoughts

Change doesn’t happen overnight, and if you have some deeper underlying reasons why you procrastinate, it may take longer to finally break the cycle.

If procrastination is holding you back in life, it is better to deal with it now than to deal with the negative consequences later on. It is not a question of comfort anymore; it is a question of results. What is more important to you?

Learn more about how to stop procrastinating here: What Is Procrastination and How to Stop It (The Complete Guide)

Featured photo credit: Luke Chesser via unsplash.com

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