Time management hacks
What is time management?
How much time is spent on certain activities. Good time management lets you structure your time and days to be the most productive.
Good time management:
Time management is important because it leads to improved efficiency and productivity. It helps you prioritize your tasks.
Work better in a team
You tasks often impact others workloads, so having good time management, meeting deadlines and working efficiently helps your relationships within the team.
Positive relationship with work
Having good time management often helps you feel better about your work and less stressed or anxious. You know you’re on top of your tasks, you’re organised and you’re less likely leave work worried about tasks.
Progression
If you have work progression goals, getting your time management in order can help you reach those goals. If you’re working efficiently you’re less likely to procrastinate small tasks and you’re more able to take on other responsibilities.
Poor time management:
We all have days or weeks when we’re not on top of things. It’s normal but it can help to check in because when it is prolonged it can lead to more stress, burnout and feeling demotivated.
Does your to-do list work for you?
We’ve all had times when our to-do lists get out of control, maybe it just turns into scribbles on random pieces of paper or post-it notes stuck all over your desk. Having a to-do list that works for you helps you be more organised and have a clear vision of your days and weeks.
Key things to consider:
What type of thinker are you?
Are you a visual thinker? Would your to-do list work better for you as a mood board or would it help if it was laid out on a weekly planner rather than just a list on a page?
Digital or handwritten?
Would an online platform work better for you, a digital calendar, notes in your phone? Or do you prefer the act of physically writing a list? If you are writing it, is it organised, will you be able to check back and find it easily?
How do you organise tasks?
Sometimes one big list of tasks can feel overwhelming, especially at the start of a new week. Think about prioritising your tasks. It could be colour coding, splitting your list into daily tasks or sorting by priority order.
Prioritising your work: Non-negotiables vs ‘nice to have’
Prioritising your work can help you see which tasks need to be done first compared to tasks that could be pushed back if you’re running out of time.
A non-negotiable task would be something you have to do e.g. your weekly tasks or upcoming deadlines.
A ‘nice to have’ task would be something that isn’t urgent and if it got pushed off your to-do list, it would be okay.
Easy ways to figure out your priority tasks:
What is the deadline?
This is the easiest way to prioritise tasks. The sooner the deadline, the higher up the priority list it goes.
Who set the task?
If the task was set by a manager or someone external, you may want to prioritise it. It could be something that sits outside your usual workload and therefore needs time dedicated to it therefore, taking priority over smaller tasks.
How long will the task take?
A task could be simple, easy and with no deadline, which makes it easy to de-prioritise and skip over. However, if this task would take you 5 minutes it may be a good one to start your day with. Simple ticking off a small task helps your motivation throughout the day and makes your to-do list a little less overwhelming.
Have you been putting it off?
We all have things we don’t enjoy doing and we can end up procrastinating them. If you know you have a task that you keep bumping off the to-do list for another day, it can be helpful to dedicate some time to just getting it done. You’ll feel better for doing it in the long run.
Is there a block?
It's important to manage the blocks in your workload to help with prioritization. For instance, if you've completed a task to the best of your ability but are waiting for someone else's input before continuing, you can take that task off your daily to-do list until you can move forward. Communicating these blocks to your line manager will improve team communication.
Making time to plan:
It can be helpful to set aside time to plan out your tasks. Whether it’s first thing in the morning or last thing in the evening. Taking 5 minutes to make your to-do list for the next day or the day ahead allows you to start the day organised and clear.
Breaking down your tasks:
If you’re facing a large task it can be helpful to break it down into smaller tasks. Every large task has lots of little tasks between the start and the end goal, so plotting these out can help motivate you and make the task feel manageable.
Creating a project planner:
You may also find it helpful to create a project planner. This would include all the tasks that need to be done, the deadline, the person or team responsible and the status of the task.
This can help you have a wider view of the team and how the tasks are going. You’re able to see blocks easily and know who is responsible for what, making communication easier.
It’s okay to say ‘no’
Learning to say no and have boundaries with your workload is an important skill that often comes with time and experience.
When we start a job, it is good to show enthusiasm and be eager to learn. However, you may not be responsible for what they’re asking or you may have lots of other deadlines - it is okay to say no but do it in the right way.
Ask for a deadline
If someone has asked you to do a task but you feel like you cannot fit it into your workload, ask if they have a deadline.
We can perceive everything to be urgent, when often, just asking for a deadline will show that it doesn’t need to be completed till a week later. This can help you take on a task, whilst also fitting it into your workload.
Know your timings
Similarly, if you’re asking someone for a deadline, you need to know how long it will take you to finish a task. You may want to time yourself or keep a note of when you start/finish tasks so that you’re able to fit deadlines into your workload efficiently.
Be honest if you’re overstretched
Sometimes it can feel like admitting you are overstretched will make you look bad. However, you don’t want to burn out or get into a situation where you’re missing deadlines - it is okay to ask for help. Your manager will be able to help you to prioritise tasks and move things around to help you.
Saying it in the right way
It is okay to say no but it is important to go around this in the right way. For example, maybe someone has asked you to do a task that is not your responsibility - simply direct them to the right member of the team to help.
It is okay to take a break!
Sometimes a quick ten-minute break can be more productive. Check in with yourself and assess whether it’s worth pushing through.
This is especially important if you’re working from home. It can be easy to work through lunch and not separate your time. Remember to take a break in your day to help refresh your mind, put your laptop away in the evening or at the weekend, you’ll be more productive in the long run.
If you do feel like you’re overwhelmed or burning out, try to speak to your manager or HR. As mentioned, they may be able to help you with your workload. It is also important to add that sometimes you may just need a long weekend of rest, so remember to book your annual leave!
Main takeaways: it is okay to be honest, ask for help, and prioritise in a way that works for you.