18 Effective Time Management Strategies and Techniques
Master effective time management strategies to boost productivity, reduce stress, and maintain work-life balance.
If you feel there’s never enough time in the day to get your work done, read on to find effective time management strategies and techniques to set smart goals and get the most out of each day.
This article covers 18 simple strategies you can use for good time management and six advanced time management techniques. Implementing some of the suggested time management strategies may help you have more control over your time and increase productivity while helping you avoid burnout.
Why is time management important?
Struggling to prioritize your daily tasks and find enough time in your workday? Effective time management helps you take control of your schedule, reducing procrastination and improving work-life balance. By using time management strategies like time blocking or the Pomodoro technique, you can focus on important tasks, minimize distractions like social media, and get more done in less time.
Plenty of tools are on the market that can help you take control of your time and aid you in getting things done. Tools like time management apps and project management software can help streamline your workflow, keeping urgent tasks organized and manageable. All of this equates to better time management and less stress.
Without good time management, you may experience burnout, higher stress levels, and difficulty achieving long-term goals. Learning to set time limits and apply time management techniques allows you to work smarter, giving you more free time for your personal life and increasing your overall well-being.
Regardless of your motivation for improving your time management, you’re likely to see a number of benefits, including:
- Increased productivity
- Reduced stress
- Better control of your workflow
- Ability to consistently meet deadlines
- Enhanced well-being through better work-life balance
18 time management strategies for work
Below we discuss time management strategies that you can use to improve your work productivity and task management.
1. Start your day with a plan
It all starts with a plan. To effectively use your time, you should create an achievable plan for everything that you want to accomplish that day. The easiest way to start planning your workday is by making a to-do list with all of your daily tasks. A to-do list isn’t a groundbreaking technique, but it can make an incredible difference in how well you use time throughout the day.
Each time you complete tasks on your to-do list, make sure to physically cross it off so you have a sense of accomplishment and can go back and review all of the things you finished that day. Keeping track of what you have done will help you set priorities for the next day.
2. Prioritize the most important tasks
Once you have created a to-do list, organize it by priority. Prioritization allows you to use your time productively and focus on the day’s most important tasks. When prioritizing tasks on your to-do list, there are many different approaches.
- Pick out your most important three items to accomplish and get started.
- Sort your tasks into three tiers of importance: high, medium, or low.
- Rank every item on your task list on a scale of 1-10, and then order them accordingly.
Later in this article, we’ll discuss the Eisenhower Matrix, an advanced technique for determining an urgent task and priorities.
3. Divide larger projects into smaller tasks
One of the most common reasons people don’t manage their time well on large projects is that they feel overwhelmed. When you feel overwhelmed, you may want to procrastinate and work on other things instead.
To overcome this feeling, break large projects into smaller, more manageable tasks. By looking at smaller pieces of the puzzle rather than the whole picture, getting things done will feel easier. As you chip away at the project in bite-sized chunks, you’ll make progress and improve your overall task management.
4. Limit distractions
Everyone gets distracted. Whether it’s email from team members, social media, co-workers, kids, family members, phone calls, or random thoughts, countless things can derail your progress. While you can’t control all of them, make a dedicated effort to limit the number of things that can distract you.
Time management self-reflection: Identify the things that distract you and come up with a solution to minimize that distraction. Do you need to put your phone in the other room? Should you turn off notifications for texts or email? Do you need to block social media from your work computer?
5. Leave the email for later
Email can be an unexpected time sink. Every time you stop what you’re doing to check your email, you’re derailing your productivity. It takes time and mental energy to switch between different tasks. Schedule a specific time to check your email or wait until you finish your current job before checking your email.
Note: If you’re going to set a specific time to check your email, make sure that you communicate this to your co-workers and set clear expectations.
6. Batch your time
You can also use the efficiency of not switching tasks by batching your time, or time-blocking. If you have a set of similar projects, try to do them at the same time. By grouping these tasks, you can knock them out quickly without devoting the brainpower and energy to adjusting to a new job. This will also help increase productivity as you're not juggling too many different tasks at once.
7. Reduce multitasking tasks
While it may feel like you’re tackling more things on your to-do list by multi-tasking, many studies show that multitasking makes you less productive. The mental energy required to switch between tasks creates a lag that could be avoided by focusing on one project at a time. If you want to use your time more effectively, wait and complete the task you’re working on before moving on to the next item on your list.
8. Block time off on your calendar
Keeping all of your events, meetings, deadlines, and tasks on your calendar can save you time by creating a single source of truth to check these things. Online calendar apps such as Google Calendar and Calendly are an even more efficient way to schedule time.
The ability to check your calendar across different devices and set reminders adds to this time management strategy’s effectiveness. Blocking out specific time limits for tasks can also help you stay focused and increase productivity throughout the day.
9. Know when to say NO to meetings
Meetings aren’t always the most effective use of time. If the number of meetings you have continues to climb, saying no to some may be wise. Consider expressing your busy schedule to the scheduler and asking if the meeting could be replaced with an email.
In your discussion, explain the other tasks you have on your schedule and how taking time for the meeting will impact your workload and deadlines. This will give you more control over your task management and help you focus on your long-term goals.
10. Summarize and review your day
At the end of the day, reflect on what you accomplished and set yourself up for success the following day. This is the perfect time to review your to-do list from that day to see all of the items you checked off and what is still left to be tackled tomorrow.
The end-of-day review is also a chance for honest self-reflection about how well you managed your time that day. This reflection will help you keep track of urgent tasks and prepare for the next day more efficiently. Through self-reflection, you can identify what’s working and where you can continue to improve.
11. Look ahead—weeks and months
When you have many things on your to-do list, seeing the bigger picture can be challenging. A critical time management strategy includes making a conscious effort to step back and look at what’s coming ahead in the next few weeks or months. Looking at the future pipeline can help you prepare for upcoming projects and ensure that you’re not overloading your plate with future projects.
12. Take time to recharge
At some point, you’ll need to put down the work and call it a day. You are only human, and you need sleep and rest. When you’re exhausted, your performance and concentration slacken.
So, make sure to take time to decompress and get the rest your body needs. By giving yourself the chance to reset your energy clock, you can get more done on the work clock. This is especially important for remote workers who are trying to remain productive while working from home. Consider taking a minute break between tasks to reset your focus and energy, especially during long work sessions.
Advanced time management techniques
Above are 12 time management strategies that you can start to implement today. These tips can help you get more time out of your day and be more productive at work. But, there’s another layer to effective time management that uses technology and more structured work time. Below we discuss six advanced time management techniques.
13. Delegate and outsource
You don’t have to do everything yourself. Sometimes, the best thing you can do is delegate specific tasks to other people who can do them faster or better. If you don’t have anyone who can help share your burden, consider outsourcing or hiring a freelance contractor. You can find highly skilled freelancers on Upwork, the world’s work marketplace, to help you get more work done without costing you valuable time.
14. Eisenhower’s Urgent-Important Matrix
We brought up the Eisenhower Matrix in time management strategy #2; now it’s time to dig deeper. This approach, also referred to as the urgent-important matrix, allows you to prioritize and sort the tasks on your to-do list.
(Source: https://luxafor.com/the-eisenhower-matrix/)
Here’s how to create the Eisenhower Matrix:
- Draw a grid with four quadrants to create four boxes.
- Across the top, write Urgent above quadrant box one and Not Urgent above quadrant box two.
- Going down the left side of the grid, write Important to the left of the quadrant one box and Not Important next to the quadrant three box.
- Now for each task, you ask two questions, “Is this important?” and “Is this urgent?”
- Then, place each task into the box that matches your yes or no for each question.
Now that you know what’s important and urgent, do these tasks first. For the things in quadrant two that are important but not urgent, schedule them to do later. The urgent but not important tasks in quadrant three can be delegated. The remaining tasks in quadrant four can be removed from your list until they become urgent or important.
15. Follow the 80/20 rule
Are the things that you’re doing in a given moment productive? The 80/20 rule, also called the Pareto Principle, says that 80% of the results come from 20% of the work. This principle is found throughout many different areas of life and certainly applies to time management. That means that you can work smarter and get more done by identifying the 20% of the things leading to the majority of your results. Then amplify those tasks that are providing the greatest value for your time.
16. Rapid Planning Method (RPM)
The Rapid Planning Method (RPM) is meant to inspire its users to massive action. This time management technique allows you to hone in on the things that make a difference in your life. To use this method, you need to ask yourself three questions:
- What do I really want?
- What’s my purpose?
- What do I need to do?
By asking these three questions, you’ll create a clear plan of action for the tasks you need to do to use your time effectively and help you accomplish your goals.
17. Structured time management techniques: Pomodoro and 52/17
There are many different time management techniques designed to maximize your work time by injecting specific breaks within a pre-planned work structure. For example, the Pomodoro time management technique splits work time into 25-minute blocks of time with a 5-minute rest between each work block. This time management strategy is designed to help you work on a task through pre-planned breaks.
The 52/17 technique follows a similar structure, except the work period is 52 minutes, and the break time is 17 minutes. This time management option provides a longer sustained work time so that you can get into a practical working state, sometimes called the flow state, with fewer interruptions.
18. Flowtime
Not everyone is the same when it comes to the amount of time they can focus on a single task. As a result, the Flowtime technique gives you the power to design your own structured schedule.
Rather than going with a set 25-minute or 52-minute work time, you can use your habits and productivity cycles to determine the optimal amount of time before a break. Create blocks of time in advance, starting the clock when it’s time to work, and track your time allocation. Otherwise, the amount of time it takes to complete the task will expand to the amount of time given for the job.
Additional ways to keep time management strategies organized
To take your time management skills to the next level, you can combine the time management strategies listed above with new technology platforms. Below are four different types of time management tools that may be helpful for you to try, especially if you’re a remote worker.
Time trackers
Time trackers allow you to log your time easily. By automatically tracking your time spent on specific tasks, you can get a more accurate picture of your time allocation and productivity.
Productivity apps
Productivity tools and apps are used to limit distractions and force you to stop wasting time. While there are different functionalities, most productivity apps allow you to block specific unproductive activities or provide feedback on the productivity of a task based on the amount of time spent vs. the intended allocation of time.
Project management tools
Project management tools are the next step up from online calendars. They allow you to manage entire projects all in one place. This single source of deadlines, project details, project descriptions, and file-sharing capabilities will enable workers to boost productivity while increasing time on task.
Collaboration platforms
Programs like Slack and Zoom make it easier for remote teams to work together on projects, even when they aren’t in the same room. Some collaboration programs allow video conferencing to make communication more comfortable, while others offer detailed comment features for providing feedback directly on documents.
Enhancing productivity through stress management and adaptability
Stress management techniques
Managing stress is essential for maintaining productivity and preventing burnout. Incorporating effective time management techniques along with stress-reducing habits can help you stay focused and maintain work-life balance.
Methods such as mindfulness, deep breathing exercises, and regular breaks can lower stress levels and improve concentration. Engaging in physical activity, practicing the Pomodoro technique, and setting realistic time limits for tasks can further reduce workday pressure and help you maintain better time management.
Adapting to individual work styles
Not everyone thrives under the same time management strategies. Some people work best with structured to-do lists, while others prefer time blocking or using the Eisenhower matrix to sort urgent tasks from those that are less important.
Understanding your own workflow and adapting task management approaches to fit your personal productivity style can lead to more efficient time management. Whether you work best in focused sprints or prefer multitasking with set time limits, choosing a strategy that fits your strengths will help you get more done in less time.
The role of continuous learning
Effective time management is an evolving skill that improves with ongoing learning and refinement. Exploring new time management techniques, testing different apps, and staying updated on productivity trends can help you refine your approach.
Engaging in continuous learning through books, courses, and project management tools allows you to fine-tune your time management skills and work smarter, not harder. Investing in long-term personal development ensures that your approach to task management stays adaptable and aligned with your long-term goals.
Sustaining Long-Term Productivity and Balance
In this article, we’ve covered many different time management strategies and techniques. We touched on 12 easy-to-implement and straightforward ideas, like using a to-do list and minimizing distractions. We also highlighted six additional advanced methods like the Pomodoro and 52/17 methods. Now it’s your turn to take these time management strategies and implement them into your workflow.
If you’re still looking for more ways to save time during your day, consider hiring a virtual assistant to handle routine administrative tasks. Virtual assistants are an excellent way to complete data entry, customer service, web research, writing tasks, appointment scheduling, and more. Hire a virtual assistant on Upwork to find someone to help you get more work done today!
Upwork is not affiliated with and does not sponsor or endorse any of the tools or services discussed in this article. These tools and services are provided only as potential options, and each reader and company should take the time needed to adequately analyze and determine the tools or services that would best fit their specific needs and situation.
Author Spotlight
Formerly a full-time in-house marketing director, Sean Cope began building an SEO and content creation company by freelancing on Upwork. He has enjoyed working with clients in various industries, leading them to achieve their business goals and higher Google search rankings. Sean is passionate about helping new clients in growing their businesses through search engine optimization, content writing, and digital marketing.
