Tips to Improve Time Management, So You Are More Productive

Tips to Improve Time Management

Take advantage of these simple tips in your daily life

Time management is a problem for almost everyone, and many of us would like to improve our time management skills, especially at work. Based on the results of a survey by salary.com, found 89% of respondents admitted to wasting time every day at their job.

With the proliferation of cell phones, social media, and emails that often annoy us, being successful at time management is becoming increasingly difficult to achieve.

Well, for those trying to improve time management, you can apply these five simple tips. As a result, you will be more productive at work.

Time management benefits

The ability to manage time well is essential. It can increase productivity, reduce stress, and be more successful in life. Here are some of the benefits that you can get with effective and efficient time management:

1. Reduce stress levels

Having a task plan can reduce stress and anxiety. You know what you have to do every day and get it done. When you successfully check a to-do list, you can see clear progress. This will reduce stress and worry about being unable to get things done.

2. Have more free time

With good time management, you can complete various activities on time. In addition, time management will give you extra time to do other activities such as hobbies, going to the gym, resting, quality time with family, and having a quiet weekend.

3. Increase productivity

Good time management will make you try to focus and be disciplined so that work can be completed on time or faster. That way, you can immediately complete other tasks or do other productive activities and not stress about deadlines.

4. Build a positive image

If you always finish work on time, then your image will be positive in the eyes of bosses, clients, and coworkers. You will be known as a person who does not like to procrastinate and is reliable. A positive image can increase your chances of future career advancement.

Tips for effective time management

Just like learning other skills, learning to manage time efficiently also takes time and process. So here are 7 tips to make your time management more effective!

1. Set reminders for all tasks

The key to successful time management is knowing your deadlines and setting reminders. For example, set a reminder 15 minutes before a meeting or event so you can prepare and collect your things.

Currently, there are many tools or applications that you can use for project and time management. You can try some of the time management applications below:

  • Any do and Todoist: to create lists of daily tasks or activities and reminders.
  • Trello and Notion: to manage project management and daily activity tracking.
  • Time planner: to organize and schedule and analyze daily productivity.
  • Google Calendar: for time blocking or time boxing, you can see the daily schedule in detail until it's time to complete it.
  • Remember the Milk, Slack, TickTick, and other time management apps.

With the help of the various tools above, you can build the habit of becoming a person who is focused and disciplined with time.

2. Complete work according to priority

Complete work according to priority

After making a to-do list, you may be confused about which work needs to be done first. Ever heard of the Eisenhower Matrix or the Essential Matrix? This matrix helps you divide the tasks that must be completed from the most important to the least important. For example, the matrix divides the functions into 4 as follows:

  • Urgent-important tasks: are tasks that must be prioritized and must be completed first. This task is important and may affect your life or career. Take advantage of the time you have in the morning to complete it.
  • Important-non-urgent tasks: these tasks are important but not urgent. Therefore, you can reschedule to do this task. You can do this task after the urgent-important job is finished. Even if it's not urgent, don't put off working on it, so it doesn't pile up.
  • Unimportant-urgent tasks: although they are not necessary, they are urgent. You can delegate, or you can ask your coworkers to do it.
  • Non-important-non-urgent tasks: the keyword in this quadrant is eliminating or removing this task from your to-do list. Because it is not urgent and not essential to do.

Organizing tasks by priority makes it easier for you to prioritize important tasks and helps you allocate time and energy to the essentials.

3. Create a daily planner

Make a list of the tasks you must complete for the day, and note them in upcoming meetings or deadlines when you notice them. When you complete the list, mark the job as completed.

4. Give time for each task

On your daily to-do list, write down how much time you think about each job that will be done. If you don't finish, stop when your allotted time expires, and come back later. Sometimes moving to a different responsibility and then returning gives your mind a fresh start and perspective.

One of the time management techniques that can make us more disciplined and focused on getting work done. What is meant by time boxing? Timeboxing limits how much time it takes to get a job done. For example, you specify the time to complete a report from 9-10 am. Then you should try to complete the task during that period.

Time boxing is divided into 2, namely: soft time boxes and rigid time boxes. A quiet time box means that you give tolerance or additional time if it turns out that your task has not been completed by the time the deadline is complete. While the hard time box, when the time limit is over, you will stop and take a break from the previous work.

5. Take a break

Working too long without a break makes you feel tired, and it is hard to focus. Therefore, don't forget to take a break, OK? Rest is essential so that your brain and eyes don't get tired.

For those who often work in front of a laptop or computer, try using the 20-20-20 rule to overcome tired eyes. This rule helps prevent computer vision syndrome (CVS), a collection of symptoms in the eyes and neck due to excessive activity in front of a laptop, cellphone, or electronic device for a long time. Symptoms include tired eyes, headache, neck and shoulder pain, and blurred or double vision.

6. Block distractions

Block distractions

First and foremost, turn off your email and social media notifications. Set a 30-minute block to check your email or social media every few hours instead of checking it every 15 minutes. Ensure you minimize distractions outside work like your cell phone, social media, or your favorite online store.

7. Avoid multitasking

Some of us may think that the more work we can complete simultaneously, multitask. However, as reported by startuptalky.com, it turns out that multitasking can reduce productivity by as much as 40%. When multitasking, we tend to change tasks frequently to get everything done. This makes the job not completed optimally and makes us tired more easily. Our brains will be more focused when completing one task at a time. So, multitasking is not always good, right? Try to focus on completing your work one by one with discipline so that the results are maximum.

8. Set a routine

While working, create a pattern that makes the most sense for your position. Why is this important? If a chaotic day comes, you'll still be dealing with the problem while sticking to your routine. By sticking to a way, you won't be able to procrastinate.

Those were tips to increase productivity through time management. Are you ready to apply it in the workplace?

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