Top 20 Time Management Techniques for Busy People

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Time is limited, once it has gone, never can be recovered, use it wisely.

Managing your time effectively is very important as it leads to efficiency and productivity. It also reduces the stress and load by procrastination, gives more success in life.

Good time management techniques don’t mean squeezing yourself into as many tasks as you can’t afford to do into your day. It’s all about simplifying your tasks, getting things done faster and smoother. By applying it, you can spend this time resting, playing, and exploring new things. Work smarter rather than harder.

Time management is a game of reversing the debt into fortune.

We all have 24 hours each day. Time is un-storable but you can just save it and utilize it in a better way. Only you can decide how to allocate it, whether to utilize on the activities of higher value or spend it on the activities of low value.

1. Organize work according to your energy levels

top 20 techniques for time management and organize work according to your energy levels

Estimate your high productivity hours and use them in applying your maximum efforts on heavy task works. And in your low productivity hours, do work that doesn’t demand high attention and efforts like – checking emails, responding to the requests, and reviewing the documents.

“Productivity is directly proportional to your energy level”.

As morning time is the most productive time of the day with full energy and aspirations. You can do your most critical work which is a tough task for you. By doing it, you feel burdenless and can easily focus on your easy tasks later in the afternoon.

Plan your work around your time requirement and energy levels, schedule the critical work for the highest productivity times.

You should also know your energy levels by day: Tuesday seems to be the most productive day for most people, but find your own patterns. Here how Jeremiah Dillon, head of product marketing for Google Apps for Work, organizes his week around his energy levels:

Map your work and energy levels in a spreadsheet for a couple of weeks until you uncover your productivity patterns.

2. Don’t focus much on perfection

Don’t focus much on perfection
goals 
rest to best 
success

As we have heard “Practice makes a man perfect”. Perfectionism keeps you stuck to a single work, won’t let you progress. Focus on the progress rather than perfection.

Whenever you start to accomplish a new tough goal, you put extra effort into perfection. That might take your excessive time and energy that makes you unable to maintain the quantity.

 Yes, you may start off with enthusiasm and determination. You might be highly motivated, ready to do it in a different way, and confident it will go perfectly. But as time goes on, you confront reality, and your goal starts to feel harder and harder to reach. And it will consume all your high productivity energy. You will be so exhausted to start a new work after the completion of it.

You struggle as much as you try to recapture the energy and excitement that was when you started the work. When you can’t achieve it, you feel that the battle has been lost. The glory you wanted to achieve has remained a hope— a panic reminder of what could have achieved.

Mark Twain says that “Continuous improvement is better than delayed perfection”.

3. Avoid Procrastination

Procrastination is not only a human problem. Newton’s First Law of Motion, the law of inertia, describes that a body at rest will stay at rest until it is compelled to do otherwise. Is it appropriate to say it? The entire universe procrastinates.

Procrastination has many faces of its implementations. Sometimes it is simply chosen pleasure over discipline. Sometimes it is an effort to avoid something negative or a task. And sometimes it is getting paralyzed by overwhelming expectations by core daydreaming.

In the end, what we get is kicked up ourselves. We regret the time wasted in setting deadlines approach, time runs out, and opportunity slips through our fingers.

If you are determined to stop procrastinating, look at the big picture, accept it is okay to be perplexed and confused at the beginning. Remember your ability goes beyond your achievements and most importantly, know yourself. Work with your tendency not to procrastinate, not as you wish it to do.

How can you overcome procrastination?

  • If it can be done in estimated minutes, just do it.
  • Don’t add it to your to-do list or delegate it to someone else. Just do it now.
  • If it takes more than the estimated minutes, start it now. Once you start working on small tasks, you can keep the ball rolling continuously.
  • Simply working for two minutes will help you break the first barrier of procrastination.

4. Plan your day the night before

plan your day the night before 
top 20 techniques of time management for busy people

Simple planning of your day, a night before saves you a lot of energy and time. Thus, you can start your day with pre-defined planning and enthusiasm as well. Before going to bed spends 5-10 minutes writing your to-do list for the upcoming day. These tasks will definitely help you to get close to your professional and personal goals.

By planning forward the night before, you would be better prepared psychologically for the challenges ahead. When you will wake up, there won’t be any room for procrastination in your mind. Thus, you will able to work faster and smoother than ever before.

5. Start your day with critical work

Let’s take an example,

If you have to eat a grape and a melon, first eat melon. It will make you feel that a heavy task has completed and just a small easy task is remaining.

The same thing works here, your priority should be a heavy task on your to-do list.

This is a golden technique of time management: Find your most critical and important task for the day and tackle it first. It will create the most impact on your work. Having it done gives you a sense of accomplishment early in the day. Doing such small efforts will get you to achieve the big achievements.

6. Prioritize your tasks

If you know how to prioritize your work, it will affect the success of your project. The involvement of your team and your role as a leader will get ease. All projects, especially large, heavy and complex projects need clear priorities. It is easier to be said than done. You can count on technical projects, no matter how well-planned they are. To involve change orders, re-prioritization and the regular appearance of surprises is required.

How to prioritize your tasks?

  • Collect a sequential list of your all tasks.
  • Identify urgent v/s important.
  • Assess the value of them.
  • Order tasks by estimated efforts.
  • Be adaptable and flexible.
  • Know when to stop.

7. Create a To

Don’t focus much on perfection
rest to best 
goals 
success

We all are familiar with creating a to-do list, a priority list to increase our productivity. Another most important list which can boost our productivity is the not-do list – these are the things that we shouldn’t do. If you are conscious of what to avoid, you will automatically channel your energy into things that you want to do and should do. Doing both hands in hand will maximize your performance to another level.

How you can take your productivity to the next level?

  • Trying to do everything
  • Answering all emails (or calls and messages for that matter)
  • Thinking you have to do everything immediately
  • Putting important tasks off
  • Trying to get things perfect the first time round
  • Being hung up over details
  • Not having clear goals
  • Not taking breaks
  • Trying to please everyone

8. Batch up similar tasks

The task batching is a time management system. The main idea behind this time management technique is to collect up a group of similar activities according to efforts and time required and do them all in one scoop. It will maximize creativity, concentration, ability, productivity, and mental sharpness while minimizes distraction, depression, stress, and fatigue.

Can I have your attention?

  • Pull out your to-do list. (If you already haven’t, just get it together.)
  • Group similar tasks logically by their function and time were taken to accomplish.
  • Split your day into worth segments and assign each task category a dedicated deadline of time.

9. Involve delegate or outsource tasks

Sometimes it seems that no matter how hard we try to grab our tasks, but we can’t get ahead of our schedules. There are always such tasks that don’t get completed in the scheduled time. Such as calls that don’t get made, emails that don’t get answered. Delegate or outsource urgent but not important tasks to multiply your outcomes and keep yourself focused on the most important work.

There are 2 solutions for mastering time management that many entrepreneurs resist:

  1. Delegation
  2. Outsourcing

Areas, where these are applied, are:

  • Financial management/accounting/book keeping
  • Social media management, with platform-specific expertise
  • IT management
  • Web development and maintenance
  • HR management

How to apply them?

  • Identify the tasks and deliverables clearly.
  • Determine whom you will delegate the tasks to.
  • Ensure that you are not asking them to take on additional responsibilities that do not align with their capability, strengths, talents, or readiness.
  • Those employees must be able to manage themselves before taking on the responsibility of managing others.
  • Create an effective management plan for the person assigned to these tasks.
  • When you delegate tasks, don’t release responsibility or ownership of that task.

10. Automate repetitive tasks

Technology has finally reached a point where we can automate almost every daily operation. By automating a few of your tasks, you save several hours per week. So, you can then use that precious time for deep and extra work or taking breaks. Putting some of your daily tasks on autopilot is the key to work smarter.

Take technological help to automate your daily repetitive tasks and use the newfound time to perform deep work or rest

Here is a list of a couple of tasks and tools, that you can automate in under 10 minutes:

  • Create scanned responses in Gmail canned for emails you keep writing over and over again.
  • Set reminders on Google Calendar so you will never forget anything anytime.
  • Proofread your writings automatically using Grammarly in google.
  • Use Buffer to schedule and automate your social media posts in advance.
  • Automatically fill online forms using LastPass, saving all your passwords in one place.
  • Create spreadsheet templates for reports you have to do weekly or monthly.
top automation apps on google 
top 20 time management techniques for busy people
These Automation Apps can be proved really helpful for handling busy schedules.

11. Set time deadline

Creating a time deadline makes you more responsive to your work. You will become more productive when you allocate a specific time deadline to complete a specific task. It is a very helpful tool to accomplish your tasks on time.

So, if you allocate the time you have to complete a task within the estimated time. You WILL force your brain to focus and complete it. And as a result, it will remove the burden of time delay from your head. Set deadlines even when you don’t need to do. Scheduling less time to complete tasks and force your brain to focus and increases efficiency.

Here’s an example:

Let’s go to our school days. How frequently we could learn if the exam was on a small-time gape. Our brain used to work 100 times more effectively.

Top helpful time deadline apps on google for short time goals 
top 20 time management techniques for busy people
Top Helpful Time deadline Apps

12. Prevent yourself from Distrection

Don’t focus much on perfection 
social media
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use of social sites

Distractions are the biggest hurdle in your way to success. It hurts your productivity and focus. A study found that it takes an average of 23 minutes and 15 seconds to get back to the task after getting distracted unintentionally.

The only secret behind the success of many successful entrepreneurs is that they don’t get distracted anyhow from their work. The goal is always revolving in their mind and keeps them stuck to their productivity work.

How not to get distracted?

  • Turn off all notifications on your phone, computer, and tablets.
  • Leave your phone in odd and rare places that prevent you from immediately finding it.
  • Work with headphones as people are less likely to approach you with a non-urgent question or gossip if you look plugged in and on-task. Or you can avoid the unwanted noise.
  • If you find interesting articles, save them to Pocket to read later.
  • The internet is a distracting place. Turn off your Wi-Fi or phone data when your tasks don’t require internet connectivity.
  • Don’t browse social media when you are at work at all. If you can’t resist, browse it for a couple of minutes. Take out of social media exactly what you really want.
  • If you have an office, just shut the door.

13. Make quick decisions 

time management

We make hundreds of small, medium, and big decisions every day, whether personal or professional. 97% of the decisions we make don’t matter. Success comes from identifying and focusing your energy on that 3% decision.

Small decisions impact you for only a day, such as what to wear or where to eat, where to go and whom to meet. Medium impact your life for a month or a year, such as deciding to go back to school, purchase something expensive, or rent a different room.

The decisions those matters may include business and choosing a life partner. They are worthy of serious pondering, discussion, investigation, investment, and decision making.

Invest your proper focus on big decisions and make small decisions quick calls on medium and small decisions.

While buying any tech products or gadgets, you need to think twice because a wrong decision can affect your work and productivity. So, save your time with logicalshout, it’ll save your time to find best gadgets of your interest under your budget. Isn’t it a blessing??

You can check for gadgets like – Best Laptops Under Rs.70000

When you have a decision to make, ask yourself the following three questions:

  • How will I feel about this decision a few minutes from now?
  • How will I feel about it a few months from now?
  • And in a few years from now?

14. Track your time

Track your time
don't waste your time
be active 
apps

You must know how much time you should spend on each task. Many of us can guess, but our estimates are normally tracked off. A time-tracking app or program can help you take out the guesswork and provide real data on your productivity.

There are many apps that can help you to be on track by reminding you from time to time.

RescueTime is a free app that tracks exactly how you spend time on the computer or mobile. It is too much easy as once it is set and forget it and you will get a report at the end of the week breaking down your productivity. You can log in to check other metrics, such as time spent on each task.

Track your time to have real data on your work and uncover insights into how you can get improved your productivity. Time tracking is a very powerful time management technique. That will force you to take a hard look at the progress of your work and how you can optimize it.

15. Say ‘NO’ more often than ‘yes’

Say more 'no' than 'yes'
top 20 time managemnt techniques for busy people

According to most CEOs and successful entrepreneurs, saying “no” is one of the most important time management techniques. Saying “yes” sometimes can be counterproductive, especially when you do agree to the things that don’t contribute to your work and goals. Your time is a limited resource and you shouldn’t let people set your agenda in life. Your time is more precious than an idle life.

Quality wins over quantity every single day. Focus more on doing great quality work rather than mixing it up through all.

According to Warren Buffet, “The only difference between successful people and very successful people is that very successful people say no to almost everything.”

But how will you know to which things you should say no? What if you are passing through a life-changing opportunity?

  • Start by writing down your top twenty career goals.
  • Once you have done, circle out the five most important to you.
  • Then completely eliminate the other twenty goals from your list.
  • Go ahead and cross them off that doesn’t contribute to your top 5 career goals.

This is the concept of saying ‘NO’.

16. Automate decisions

Make your brain be prepared to make a lot of decisions quickly and you end up upgrading your willpower and eliminating suffering from decision fatigue. As the day goes on, you will start making fewer smart decisions.

To avoid mental exhaustion, automate decision making to free yourself from the cognitive burden and not depend absolutely on your self-discipline. Let the decision make the decision.

For example,

  • Choose all your outfits for your week once a week and hang them in sequential order.
  • Subscribe to a weekly delivery of fresh organic vegetables and fruits to your home.
  • Pay onetime payment for your grocery.
  • If you prefer running in the morning, already leave your running shoes near the bed.
  • Pre-set all your electronic gadgets to go into sleep mode at a certain hour.

17. Single task at a time

Time management is not collecting overload of various tasks altogether at a time. Multitasking is a corporate myth. The human brain is designed to focus on one thing at a time. Frequently switching between different tasks can damage your work and productivity.

Develop the habit of single-tasking by practicing your brain to concentrate on one task and focus on one task only. You should move to the next only when you have done.

18. Work from the calendar

calender app
calender 
set your time
rest to best
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Working from a calendar instead of a to-do list is a great time management technique. Use your calendar forces to rethink your work from tasks to time units. It works best when your goal of task accomplishment is a lengthy one and takes many days or months.

 The calendar is where you can estimate when you’re going to do those things and how much time they need to be completed.

Calendar apps are more helpful in this task management. They Project automatically and provides you with default calendar settings, in the format (Monday through Saturday, 9 AM to 5 PM), those defaults might be the right fit for your projects.

Plan and schedule your calendar ahead of time to avoid distractions and wastage of time. Be in-charge of your time.

19. Break down big tasks

break down big tasks
top 20 time management techniques  for busy people

An urging task is a task that is so well written that you almost can’t resist yourself doing it.

One key feature of any urging task is that the task will take you no longer than 1 hour to complete! And if you struggle with procrastination or staying focused for long periods of time, it would loosen your craze to complete it.  Your maximum task length should be smaller and still closer to 30min only.

Yes, this sounds quite easy theoretically. But many people struggle with creating small tasks practically.

If you a have a huge task on your to-do and are wondering how to make tiny bite-sized tasks from it, this guide is only for you!

How to break down big tasks?

  • List out the steps.
  • Break a large project into small milestones.
  • Break multi-step tasks into single-step comprehensive tasks.
  • Break long stretches of work into smaller sessions.

20. Take time off to recharge

take time off to recharge 
top 20 time management techniques for busy people

Am I not wrong? Have you ever returned to the office feeling sluggish, energyless, and frazzled – more in need of another break than ready to tackle the newest challenge?

Including all, similarly as a machine or electrical gadget, we also need a recharge of energy. We often count the hours until we finally get a stretch of free time and able to make it a relaxing day. Unfortunately, many days off we often fail to live up to our expectations.

How can you get a recharge?

  • Schedule breaks and events throughout your day to help you recharge.
  • Take required vacations within a month throughout the year.
  • Rest is the best medicine to sustain long-term productivity.

Conclusion

Work is the way of living life with contentment. Work can and should be fun. It is fun that carries motivation, spirituality, passion, creativity, and productivity. If you cheat your work then no time management technique in the world can ever help you.

Being loyal to your work, you attract happiness without mentioning the amount of time you spend working.

 

6 COMMENTS

  1. Hi Raksha,
    When I first started blogging and marketing online, I thought I had to do everything. I spent more time trying to make things perfect. I worked until the early a.m. and never took a break. Well, after a while, I started burning out. Taking Breaks seems to be the most important of all on this list. We can delegate tasks to others to lighten our workload, but without taking are of ourselves, we can easily burn out. So take a break, take care of you and the rest will fall into place.
    -Donna Merrill

  2. Hello Rakshha,

    This is really an awesome post. Yes very true and completely agree with you time is very precious and waits for none. Once it is gone never comes back, so its much better to manage your time effectively.

    All the various Time management techniques you shared are really very useful and effective especially organizing work according to your energy level, planning a night before, setting deadlines and selecting one task at a time.

    Keep sharing more similar and informative post.

    Thanks,
    -Rijhu.

  3. Hi Raksha,
    I find that doing the most difficult task first in the day is the way to go. I like the term often used for this that is: “Eat the Frog.” Otherwise we can procrastinate and never get it done, or worse…do it haphazardly.
    You also mention batching work and that is such a great idea. Setting time to do things like keeping up with Social media on several platforms can be batched …But never get lost in that time zone lol. It can be distracting unless we can keep a timer on so we don’t spend too much time on this.
    Great advice!
    -Donna

    • Hello Donna Merrill Ma’am,
      Thanks for stopping by and taking time to give your genuine feedback. And I too appreciate your preference for early doing. I’m glad that you liked the post.

      Regards,
      Raksha Kumawat

  4. Hello Raksha,

    Time management play important role in every tasks, whether it is Blogging or any work. Many life changing games can won by time management.

    Thanks for sharing such detailed and tips to manage our time.

    Archana
    Regards

    • Hello Archana Ma’am,

      Thank you so much for your kind appreciation. I’ll try my best to share more such informative posts to add value to your reading.

      Regards,
      Raksha Kumawat

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