How to manage your time better
Time is one of the most precious assets we can have. How we utilise that time can mean the difference between success and failure.
Here are four techniques you can use to manage your time better:
Use the priority matrix
The priority matrix is a time-management framework to help boost productivity and prioritisation.
There are four quadrants to consider:
Urgent and Important. These are the tasks that demand action now. The ones that are tied to deadlines and will affect project status if they aren't done.
Not urgent, but important. These are tasks that don't require immediate action. These may be projects like strategies for achieving long-term business goals. Schedule time for this type of work.
Urgent but not important. This one can cause major disruption to our daily schedules and one we know all too well. These types of tasks you are best to delegate. Make good use of your time and if it's not important, assign it elsewhere.
Not urgent, not important. Eliminate these from your daily schedule. This includes scrolling through social media and displacing your list of priorities.
Time block
Time blocking is a productivity method designed to divide your day into blocks of time. It is ideal for people who run very busy lives and want to get back in control of their schedule.
There are a few ways you can time block but firstly, figure out what you want to achieve by time blocking. To remove distractions? To stop procrastinating? To make your time more meaningful and proactive?
One of the main tools for time blocking is to use your calendar. You can get really detailed with your to-do's on your calendar or keep it more generic.
You might slot in some time like:
- 8-9 am EVERY morning I sort through my emails
- 10-11 am on Mondays I have a meeting with X
- 12-1 pm every day I MUST take a lunch break
you could even go as far as:
- 5-6 pm workout time
6-9 pm is family time only
Be sure to allow yourself to be flexible with this if meetings or urgent, important matters pop up - but developing a routine is a really effective way for saving time.
Conduct a time audit
Have you ever had one of those days where you think "I feel like I've been working all day but haven't actually achieved anything"? Do you know where you're spending the majority of your time? Or what tasks you are spending way more time on than you should be?
Another time management tip is to conduct a time audit. This is gathering factual, honest data to better set up your schedule.
Use a time audit template or one of the various time-tracking digital tools (free) that are out there (clockify, toggl, harvest, etc) For 1 week - 1 month, carry on your days how you usually would - hitting the timer for EVERY little task you do. This isn't easy to remember, so I suggest putting in reminders/keeping the time tracker openly visible.
At the end of the week/month, go through and analyse via a reports function and look at where you are spending the majority of your time.
This is designed to bring your time intentions and allocations back into alignment so you can focus on your priorities and goals. It will also give you insight into what areas you could delegate.
Block out the noise
How you manage your time shows the extent to which you can control your attention to the tasks at hand. If you’re an avid procrastinator, you’re bound to get easily distracted so blocking out the noise is especially important.
You must be able to control the internal and external factors in order to deliver the outcomes intended.
Turn off notifications such as emails and your mobile phone when you need deep focused work time.
Put a do not disturb on your instant messaging.
If you’ve been invited to attend a meeting you don't really need to attend, decline the meeting and ask for a debrief after.
We are constantly surrounded by distractions and noise that deflate our productivity and efficiency.
Distractions will always be there, but it’s up to you how you let them take you over.
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