Time management is something we all struggle with at some point, but the good news is that it’s a skill you can develop with practice. I’ve been there myself, trying to juggle multiple responsibilities and feeling like there just aren’t enough hours in the day. Let me share a personal experience that taught me a lot about improving my time management skills.
A few years ago, I was in a situation where I was working a full-time job, attending evening classes to get a certification, and trying to run a small side business. I felt overwhelmed almost every day. Despite my best efforts, I was always behind on something, constantly stressed, and barely had any time for myself. Sound familiar?
One evening, after pulling yet another late night and still feeling like I hadn’t accomplished enough, I knew something had to change. I started doing some research on time management strategies and decided to apply a few to see if they could help. Here's what really made a difference for me:
1. Track Your Time
The first thing I did was spend a full week tracking exactly how I spent my time. I kept a small notebook and wrote down what I was doing throughout the day in 30-minute blocks. By the end of the week, I was shocked. I discovered that I was losing hours each day on things like checking social media, watching random YouTube videos, and responding to non-essential emails.
This exercise helped me become aware of where my time was actually going versus where I thought it was going. Once I had this data, I could start making changes.
2. Set Priorities with the Eisenhower Matrix
I realized I needed a better way to prioritize tasks because everything felt equally important at the time, and that’s part of why I was overwhelmed. I started using the Eisenhower Matrix, which divides tasks into four categories:
- Urgent and important: Do these tasks first.
- Important but not urgent: Schedule time for these.
- Urgent but not important: Delegate these if possible.
- Not urgent and not important: Eliminate or postpone these.
For example, working on my side business was important but not urgent, so I scheduled time for it rather than trying to squeeze it in whenever I could. On the other hand, some work meetings that felt urgent were not really important to me personally, so I found ways to limit my involvement.
3. Time Blocking
Another game-changer for me was time blocking. I started dividing my day into chunks dedicated to specific activities. I’d block off the morning for my most important and demanding tasks, like working on my side project or studying for my certification. I’d leave the afternoons for less critical tasks, like responding to emails or attending meetings.
By giving myself a set amount of time to focus on one thing, I avoided multitasking, which was a bad habit of mine. Multitasking often made me feel busy, but I wasn’t being as productive as I could be. When I dedicated uninterrupted time to one task, I got much more done and felt less scattered.
4. Use the Pomodoro Technique
At first, I tried working for long periods without breaks, thinking I’d be more productive. But I quickly burned out. Then I discovered the Pomodoro Technique, which involves working for 25-minute intervals followed by a 5-minute break. After four "pomodoros," you take a longer break, like 20 or 30 minutes.
This method helped me stay focused during my work periods, knowing I had a break coming up. It also helped prevent mental fatigue, which was something I used to struggle with when I worked nonstop.
5. Learn to Say No
I’m naturally a people-pleaser, so I used to say yes to every request whether it was staying late at work, taking on an extra project, or helping friends. But this left me with no time to focus on what mattered most to me. I had to learn that saying no doesn’t mean you’re letting people down; it means you’re valuing your own time and energy.
Once I started setting boundaries, I found I had more time for my personal goals, and I was less stressed. This was probably one of the hardest things to do, but it had one of the biggest impacts.
6. Regularly Review and Adjust
I developed a habit of reviewing my week every Sunday evening. I’d look at what went well, what didn’t, and what I could adjust for the upcoming week. Sometimes I noticed I was over-scheduling myself, while other times I realized I wasn’t spending enough time on my most important goals. By reflecting regularly, I could make small adjustments that added up to big improvements over time.
7. Use Tools to Stay Organized
I started using tools like Google Calendar and Trello to keep everything organized. I’d set reminders for tasks and deadlines and break larger projects into smaller steps. This helped me avoid that overwhelming feeling of trying to manage everything in my head. Having a clear system in place meant I could focus on doing the work instead of constantly worrying about what I might be forgetting.
Making these changes transformed my productivity. Not only did I feel more in control of my time, but I was also able to accomplish more without feeling burnt out. The key is to find a system that works for you experiment with different strategies, and don’t be afraid to tweak things as you go.
I hope these tips help you as much as they helped me! Time management is a journey, but once you get the hang of it, you’ll notice a big difference in your productivity and overall well-being.
Good luck! 😊