Make time work for you
Master time with proven lifehacks, strategies and tools.
Time to tame your time
Managing time can feel like an uphill battle, especially when you’re juggling work, family, and personal interests. It’s easy to feel overwhelmed by the number of tasks on your plate and worry that there just aren’t enough hours in the day.
Are you a true time master? Or, do you find a lot of room for improvement? If you’re not sure, we have a perfect test to help you find out how in control you are of your time.
Taming time can be a lifetime challenge. The good news is that there are numerous time management lifehacks to help you take control of your schedule and make the most of every day. And, we’ve picked the top 10 most powerful among them to… save you time reading!
With these tips, you’ll soon be making the most of every minute and getting things done like a pro!
Find your 'North Star'
Feeling lost without a clear sense of direction? Goal setting is an essential time management technique. It helps you clarify your priorities, allocate time effectively, and maintain focus.
By setting SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals, you set a clear direction for your efforts, making time management easier. For example, you might set a goal to complete a professional certification within six months or to save a specific amount for a down payment on a house. Knowing why you want to achieve something by when helps you use time efficiently and boosts productivity.
To begin goal setting, try using Goalscape to visualize and track your goals, or GoalsOnTrack to break down your goals into smaller steps. For a more novice-friendly option, explore Strides to create SMART goals and monitor your progress.
Prioritize like an ace
Speaking of prioritization, another technique that can help you maximize your results is the Eisenhower Matrix. Once you know your goals, use this method to sort tasks by urgency and importance into four categories: important and urgent, important but not urgent, urgent but not important, and neither urgent nor important.
This approach helps you make better decisions and concentrate on essential tasks, avoiding distractions from less important activities. For instance, you might find that a crucial work project should be tackled first thing in the morning, while a less important errand can wait until later in the day.
To implement the Eisenhower Matrix, try using Eisenhower or Todoist to create your own matrix. For an advanced solution, explore MyLifeOrganized which offers more customization.
Focusing on what matters
It may be tricky to estimate tasks will deliver you the most return on your time investment. The 80/20 Rule, also known as the Pareto Principle, suggests that 80% of your results come from 20% of your efforts. Identifying and focusing on these high-impact tasks can dramatically improve your productivity.
The 80/20 Rule helps you prioritize the tasks that yield the most significant results, ensuring that you invest your time wisely. For example, you might concentrate on a few key clients or projects that generate the most revenue or on tasks that have the greatest impact on your goals.
To apply the 80/20 Rule, try using RescueTime to track your activities and identify productivity patterns. Alternatively, explore Toggl Track or Timeular for time-tracking and activity analysis.
Finding focus
Distracted and struggling to stay on task? The Pomodoro Technique might be the solution you need! This technique involves breaking work into 25-minute intervals (called “pomodoros”) followed by a 5-minute break.
The Pomodoro Technique promotes deep focus, allowing you to quickly complete tasks while maintaining your energy. For example, you could use the technique to power through a big report or study for an upcoming exam. Its structured format can make even the most daunting tasks manageable.
To start using the Pomodoro Technique in your daily life, consider trying TomatoTimers, a simple online timer, or PomoDoneApp, which integrates with other productivity tools. For a unique experience, try Focus@Will, which combines a Pomodoro timer with productivity-enhancing music.
The myth of multitasking
Are you trying to multitask? If yes, stop now. You’re running a risk of losing focus and putting twice the effort to finish each task. Instead, try single-tasking by focusing on one task at a time. You’ll boost your productivity while avoiding the common multitasking pitfalls.
Single-tasking increases your focus, reduces stress, and allows you to complete tasks more quickly and effectively. For example, you might choose to work on a report without checking your email or social media, giving your full attention to the task at hand. By single-tasking, you maximize your productivity and ensure that your work is of the highest quality.
To embrace single-tasking, try using Brain.fm for focus-enhancing background music. It’s a unique solution that helps you get more done with less effort using music that’s scientifically proven to increase focus.
Streamline your workflow
An even more stealth theft of your time is task-switching. Shifting from one task to another takes more mental effort and postpones results. Instead, try grouping similar tasks together and tackling them in one dedicated time slot, helping you stay focused and work more efficiently.
Batching tasks reduces the mental energy needed to switch between activities, making your workflow smoother and more enjoyable. For example, you could schedule a time to respond to all emails and making phone calls. Batching helps you maintain momentum and get more done.
To start batching tasks, use Toggl Plan to visualize your tasks and group them in dedicated time blocks. For a more focused approach, try Forest or Focus Keeper to set timers that encourage uninterrupted work on batched tasks.
Own your schedule
Can’t find the right time for all your tasks? Time blocking might be your answer. This technique involves allocating specific time slots to tasks or activities throughout your day, turning your calendar into a clear roadmap.
Time blocking helps you make the most of your day by minimizing distractions and providing a clear focus for each time slot. For example, you could block out an hour in the morning for exercise and an afternoon slot for work. This saves you effort from having to decide your next task on the spot.
To begin time blocking, use Google Calendar to schedule tasks and events. For a more integrated solution, try Plan, which syncs with your calendar and lets you allocate tasks to time blocks. TimeTune is another great option for creating customizable daily routines.
The Art of saying 'No'
Saying ‘No’ is doesn’t come easy. But, learning to practice it will prove to be a crucial skill in your time management toolkit. You’ll get better at preserving your time and energy for what’s really important.
By saying no, you’re setting boundaries and ensuring that your priorities come first. For example, you might say no to attending an unnecessary meeting or to taking on a project that doesn’t align with your goals. Knowing when to say no will help you focus on the tasks that truly matter.
To stay on track with your priorities, use Evernote or Notion to keep notes on your goals and commitments. Remember The Milk can help you organize tasks and maintain clear priorities. These tools can help you assess new requests and decide when to say no.
Work smarter, not harder
What is a distraction can be turned into a time saver. Using tech wisely helps you streamline tasks, automate processes, and make the most of your available time.
By selecting the right tools and apps, you can increase your productivity, stay organized, and save time on mundane tasks. For example, you might use an app to automate email filtering or a project management tool to simplify team collaboration. Embracing technology helps you work smarter and more efficiently.
To use tech wisely, explore IFTTT for automating everyday tasks, or Zapier to connect and integrate various apps for streamlined workflows. For a more focused approach, try Otter.ai to transcribe meetings and conversations, saving time on manual note-taking.
Share the load
Feeling stretched thin trying to do everything yourself? Delegating tasks is essential for effective time management. By getting help from others, you can free up your time for high-priority work.
Delegation allows you to focus on the tasks that you’re best suited for while tapping into the strengths of your team. For example, you might delegate data analysis to a skilled team member while you focus on strategic planning. Delegating fosters a collaborative environment and helps your team grow professionally.
To facilitate delegation, try using Asana or Basecamp to assign tasks and track progress. For streamlined communication and collaboration, consider Slack to keep everyone on the same page and ensure tasks are completed efficiently.
Consistency is the power
By this point, you may find yourself motivated to change your lifestyle from today. But, relying on motivation alone can be a trap! The true power is in establishing and following routines.
Routines enable you to manage your energy levels and reduce decision fatigue by automating recurring tasks. For example, you might set aside specific time blocks for exercise, meals, and work projects, or create a morning routine that prepares you for a productive day. By developing routines, you introduce structure in your daily life and build positive habits that support your long-term success.
To create routines, use Habitica for a gamified approach to habit-building or Fabulous for guided routines and habit development. Alternatively, try Streaks to track and maintain your daily habits.
Seize the day
In a world where time is our most precious resource, it’s vital to use every minute wisely. By implementing these time management lifehacks, you’ll be able to take charge of your schedule, increase your productivity, and make the most of your days.
As you master these techniques, you’ll find yourself with newfound energy, better focus, and a greater sense of accomplishment. Time management is not just about getting things done—it’s about creating a balanced and fulfilling life.
Once you put those techniques in place, don’t forget to come back and retake our test to find out how much progress you’ve achieved.
