Advertising
Advertising

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.

Advertising

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.

Advertising

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.

Advertising

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!

Advertising

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.

How to Construct a Killer Meeting Agenda That is Simple and Effective 25 Brain Exercises for Memory That Actually Help You Remember More 5 Types of Leadership that Help You Build a High Performance Team 10 Amazing Health Benefits Of Beer You Probably Never Knew 15 Funny Idioms You May Not Know (And What They Actually Mean)

Trending in Productivity

1 How Self Care Can Help You Live Your Best Life 2 How to Develop Mental Toughness to Help You Stay Strong 3 How to Calm Down When You’re Stressed and Anxious 4 How to Reinvent Yourself And Redefine Your Future 5 22 Tips for Effective Deadlines

Read Next

Advertising
Advertising
Advertising

Published on April 16, 2019

How Self Care Can Help You Live Your Best Life

How Self Care Can Help You Live Your Best Life

When was the last time you did something for yourself?

Whether it was deciding to treat yourself with a little something or travel for some R&R, how often do you practice self-care?

Well, as good as above sounds, there’s a common misconception that many of us have about self-care: that it’s only about indulgence and enjoyment.

However, self-care goes far beyond indulgence. It’s actually about respecting your mind and body, understanding its limits, and being able to take care of every part of yourself, in a holistic way.

And, you really don’t have to go to extreme measures or do anything specific–like meditating or following a plant based diet–in order to practice self-care. You just have to make sure that what you’re doing is in your best interests.

So how can you make that happen?

Below are a few proven methods that will help you become a better version of you. Follow through with these regularly and you’ll be well on your way to living your very best life.

Listen to Yourself

The bulk of self-care is knowing yourself.

This means knowing your body’s limitations, and being in tune with your feelings, emotions and thoughts. So it’s important, then, to know who you are and what you want to do in life, in order to truly say that you know yourself. 

Advertising

What is your purpose?

Have you ever thought about this question?

Your purpose doesn’t have to remain the same throughout your life. What you found a purpose in at age 19 would likely be different at age 49.

In your current situation, think about the different roles that you have – as a working professional, a spouse, a partner, a parent, etc.

Do you feel like you are fulfilling your purpose through any of these roles?

All you have to do is ensure that what you’re chasing is meaningful to you; this will bring focus and motivation as you strive to achieve your goals.

If you have your purpose defined, then that’s awesome! You know what drives you and why.

But, if you don’t feel like you have a purpose nailed down, it’s good to start by asking why.

For example, why are you working in your particular job or industry? If the reason is vague or unclear, then your motivational energy will be the same. In which case, you may find yourself not having a direction for where you’re headed in life.

Advertising

If you’d like to learn more about finding your purpose, then I recommend you check out this article:

How to Get Motivated and Be Happy Every Day When You Wake Up

Seek Out Continuous Education

Now, this may seem less common when you think of self-care, but lifelong learning is incredibly useful and an important component of taking care of yourself.

It’s Super Practical

Lifelong learning is extremely practical these days and does not require as much effort as it may have in the past. Long gone are the days when you could only find information on something by visiting a library. In this day of the internet, anything you can imagine is at your fingertips.

You don’t need to physically go to a learning institution to learn. You can watch Youtube videos to learn new skills, take online courses to earn a degree, and scroll through an endless amount of articles, books and journals from reputable news and informative sites.

When you’re constantly pushing yourself to learn and take up new things, your mental health also improves. Research shows that an active and engaged mind is responsible for diminishing age-related memory loss and improves overall cognitive abilities.

Your Confidence Will Skyrocket

You’ll also have improved self worth as it teaches you to step outside of your comfort zone, which will undoubtedly improve your confidence.

You’ll also connect better with others by expanding your knowledge base. Learning exposes you to a multitude of new ideas and perspectives that you may have otherwise never considered. This also increases your adaptability. Whether it’s at work or just wanting to adapt to society, your peers, and loved ones, life long learning prepares you to take on new challenges.

You’ll Be More Desired in the Job Market

Another obvious reason for continuous education, is that your employability will also increase.

With the ever changing economy, and huge influences from technology, social media, science etc., job descriptions today are moving targets. Assignments and roles change so quickly in response to changing business demands, it becomes a Herculean task to keep a job description database current.

Advertising

In years past, stability was a characteristic of the world of work. Procedures, information, jobs, and organizations were established and provided continuity. Education was completed in the first 14 to 22 years of one’s life, followed by a long career occasionally punctuated by short-term job training.

Today, however, jobs, companies, and technology are disappearing and being created simultaneously. To remain current and maintain a competitive advantage in the human capital marketplace, an individual is challenged to continually learn.

People return to school at every age to enrich their skills and knowledge for their current positions. Some even prepare themselves for new jobs or career changes, moving them forward into new opportunities and technology.

We can be assured that we will be challenged to continue to learn new tasks and information throughout our lives. Successful careers belong to flexible, curious learners who are prepared for opportunities because they know themselves and where they make their best contribution. As Peter Drucker, the father of modern management stated,

“Knowledge is choice.”

Lifelong learning also increases social awareness and perspective. To genuinely understand and empathize with others, increase social awareness, and foster strong interpersonal relationships, it’s important to seek out new perspectives. Enhancing the skills that positively impact emotional intelligence can bring even greater happiness and success, both personally and at work; and, this is all part of self-care.

Improve Your Habits (Both at Work and at Home)

Now, the last piece of advice I want to introduce to your self-care regimen, is to improve your habits.

Habits define who you are, and are built up over time. You are what you eat is a great example of this. If you make it a habit to eat foods that nourish your body, rather than make your body feel bad, then you will be much healthier overall.

Good Habits Allow You to Reach Your Goals

Since habits dictate your days and nights, such as waking up every morning to get to work before a certain time, or brushing your teeth before bedtime every night, they play a major role in whether we do or do not reach our goals.

Advertising

When you form habits that allow you to progress towards your goals, you’re automatically living a purposeful day, everyday.

Habits Make Your Time a Priority

How do you spend your free time? Do you opt to lounge on the couch watching Netflix passively, or do you engage in activities that support your purpose in life?

It’s natural to waste a lot of time during the day, but fostering good habits will make you set a pattern for how you spend your time and give you the choice of what you choose to spend your time on. By improving your habits, you’ll find that you can be a LOT more productive. When you create good habits, you become more efficient with your time and a lot less is wasted.

This in essence creates an overall positive influence on your life, allowing you to treat your mind and body well, which is why improving your habits are so important to self-care.

Your Well Being Comes First

We live in such a fast-paced society, where we are often so caught up in our work, families, maintaining our social lives, our studies and everything in between. It’s an understatement to say that life can get a little overwhelming at times.

If you’ve ever watched the safety video onboard a plane, you’ll know that they always ask for a parent or adult to put on the safety mask first, before tending to the child. This may sound selfish, but the fact is that if you truly want to ensure the child’s safety, then your safety needs to come first so that you can protect and care for the child without complications from your end.

The same goes for self-care. We need to ensure that our well being is priority, so that we can be the best for the people around us.

Listening to yourself, practicing lifelong learning and improving your habits are steps that you can take to ensure you’re constantly in the best state of mind, alongside the indulgence and rest that you reward yourself with.

Featured photo credit: Photo by Raychan on Unsplash via unsplash.com

Read Next