Managing their time well and efficiently is one of the most crucial things for many people nowadays.
Even though a lot of people might not even be aware of it, we all are practicing and following our own time management habits throughout time.
Time itself is actually the most valuable resource that we have because it is the only thing that we never get back.
However, at the same time, it is an extremely fairly distributed resource because everyone has 24 hours per day.
While some people complain about not having any time because of a full-time job, others manage to have a full-time job, do regular sports, build a side-hustle and regularly self-educate themselves.
We all have the time we just need to manage it properly.
1.) Stop multitasking
There is basically no multitasking. We can not do two things simultaneously.
What we consider as multitasking is actually our brain jumping in between different tasks.
As you can imagine this is extremely exhausting and leads to less productivity.
You will actually never get more done through multitasking.
Instead, try monotasking.
Keep your focus on one single thing at a time.
Being focused and highly concentrated is a type of deep work and this is actually the point where we can reach peak productivity and deliver efficient results.
2.) Leveraging time
Other than multitasking, leveraging your time is a great idea to make the most out of every minute.
Leveraging your time basically means making use of spare times.
For instance, you can use every minute while commuting to work, cooking, cleaning up or doing sports to educate yourself. Especially audiobooks and podcasts are a great way to make use of all these hours instead of wasting them.
Through leveraging time you can make sure to stay inspired, generate new ideas and educate yourself as much as possible.
Once you start making use of all your spare time you will realize how much it actually is.
3.) Set deadlines
Set yourself deadlines for everything you do.
Not setting deadlines often results in spending way too much time on something and costs you more energy than actually necessary.
Make use of Parkinsons Law to make sure not to waste too much time on single tasks.
Parkinsons Law basically indicates that work expands to fill the time available for its completion.
If you schedule three hours for a meeting it will take three hours even if it could have ended earlier.
If you schedule 30 minutes, however, you need to get the important stuff done in these 30 minutes.
4.) Prioritize tasks
Knowing your priorities is crucial for efficient time management.
Only if you know what your focus is you can use your time wisely.
The Eisenhower Matrix is one easy way to set your priorities and allocate your time accordingly.
What also works for me is to categorize my to do’s.
On my to-do list there are actually the following categories: short term income producing activities, activities that define my long term success in business and organizational tasks/research/self-development. Through this categorization, I can define the importance of any new task and decide when I will complete it and how much time I want it to cost me.
5.) Remove distractions
Removing any kind of distraction is the key to high productivity and good time management.
If you get distracted all the time you will have no chance to work efficiently.
Especially keep your workspace tidied up so that you can work without distraction once you get to work.
You should not waste any time on distractions once you sit at your table and want to be productive.
6.) Keep your mind fresh
Sometimes we get crazy because we want to be more productive and more efficient and manage our time better.
However, sometimes taking a deep breath is the key to getting more done.
If you want to manage your time better, make sure to keep your mind fresh and energized.
Putting too much pressure on yourself will not result in efficiency but rather in stressing out.
Whenever you feel like you need it, get outside for a short walk and some fresh air to energize yourself. This will help you to be more focused and productive once you get back to work.
Also, make sure to give your body all that it needs. Hydrate yourself well and take care of getting all the nutrients that your body needs to perform well.
7.) Work when most productive
It is not really possible to be 100% focused and efficient all the time.
We all have our peak-productivity times throughout our days.
For you, this can be early in the morning or late at night — you just have to find it out.
In my case, I realize that I often have a decrease in productivity in the afternoon. This is the perfect time for me to hit the gym so that I can again focus and work later in the evening.
Once you find your productivity peaks you can allocate your whole day according to it and work much more efficient.
Simply put your important, creative and producing tasks into your productivity fields. Additionally, fill the time in which you don’t feel productive with organizational and administrative tasks.
8.) Set reminders
Setting reminders is a great way to declutter your mind and stay focused.
You can actually set a phone reminder for anything in your life.
Every time something pops up in your mind, instead of immediately doing it, set a reminder for later.
If you don’t want a phone alarm simply use post its.
Whenever I want to work in a highly productive and undisturbed manner I have a big post it right beside my laptop so that I can take notes of everything that comes up in my mind.
Instead of interrupting my work I just write it down, put it out of my mind and check it later.
9.) Turn off notifications
Turning off notifications and all pop-up messages is so important for your productivity.
Even if you don’t react to it, just seeing a notification on your screen kills your focus and can be a distraction for many minutes.
Being in a deep work mode with full concentration should be your ultimate goal to be absolutely efficient with your time.
However, if you get distracted during these deep work sessions it can take you up to 20 minutes to get back to your focus.
This is a pretty high price that you have to pay for a stupid push notification on your screen.
Optimizing your time management is something that actually takes time.
While there are tons of tips and advice on how to do it, you have to try out and find what works best for you.
Everybody is different and also everybody needs different conditions for peak productivity.
But in any case, there is always room for improvement and in the end, that’s what is all about: being better than yesterday and living a satisfied life of which you can be proud of.