Time Management: 13 Great Tools to Master It

Avatar of Shaimaa Olwan
Updated on: Educator Review By: Michelle Connolly

Time management is one of the branches of management science that are concerned with investing time and making use of it as effectively and efficiently as possible, reducing the chances of wasting it in vain, and harnessing it by increasing workers’ productivity at a specific time.

Time is precious for those who are aware of how to invest it. Speed has become a significant aspect of this era; one does not feel the passage of time until after it has passed. Teaching individuals time management and how to take advantage of time so they can meet life’s needs are becoming an increasing necessity.

Time management is a process through which the tasks that will be accomplished are arranged, ensuring that they are completed at the specified time, which is how working hours are spent while prioritising the tasks, intending to achieve the most significant degree of efficiency. The skill of time management is one of the most effective skills in human life.

All individuals have the same amount of time, but time management skill enables those who possess it to achieve their goals in work and social life. Time management refers to the effective use of time, Where the appropriate time is determined for the correct activity, and the activities are determined according to their importance. In short, time management means the optimal use of time, as time is limited.

Investing time and benefiting from it is one of the characteristics of a successful manager, and it is the one that sets a boundary between a successful person and a failure, and the characteristic of organising and dividing time to achieve goals and duties is one of the ways to succeed.

Time management skills

  1. Planning is an essential means of organising and managing time effectively. Whoever abandons this step will have wasted his time in vain. Some consider planning a somewhat complicated and complex process, but others see it as easy to draw the dimensions of their time. What they will do in it by setting priorities and duties and implementing them at the specified time without delay, and the planning may be long-term or short.
  2. Organising: This process includes understanding the changes and developments that keep pace with the aspirations of individuals and their compatibility in upgrading and development.
  3. Setting priorities: Pioneers of management science developed several criteria that determine priorities and activities that must be performed at some point.
  4. Guidance
  5. Follow-up
Management Skills for Kids
Management Skills for Kids

Time Management Tools

There are always more tasks than the time available, whether personal, professional, recreational, scientific, developmental or even hobbies. A person’s life may end without accomplishing everything they have planned for. Leaving it to others to complete their role, the role of managing or organising time comes. It is the process of planning and using conscious control over the time a person spends on completing many tasks, intending to increase effectiveness, efficiency, and productivity.

Aside from thinking of optimizing time and being more productive in both personal and professional work, you should know to have a clear goal that actually helps you organize everything you need. This happens because when you set a goal, you can actually think of ways to organize your time and work to get there.

For this reason, try to set short, medium, and long term goals. In this way, you can develop the useful strategy in time management to reach these goals, by focusing on pre-determined periods to reach the completion of each of the tasks. It is widespread to set goals that may not be achievable, and when you do, you may feel tired or frustrated with working and being productive every moment of your time.

1. Balance professional and personal tasks

In order to create a time management plan and ensure a balance between your work and your personal life so that you do not waste your life and constantly give up what makes you happy to achieve the jobs and duties entrusted to you.

You can combine your professional or job tasks with your tasks related to your personal life in one list of priorities. This method guarantees the achievement of your tasks, the personality and the duties assigned to you academically or professionally. You can also single out a list of job tasks or academic duties and another list of personal requirements, but this method is somewhat complicated; however, using time management techniques may help achieving that.

2. Maintain order

Chaos is usually the biggest distraction that wastes time and does not help us manage it as required to achieve extraordinary productivity. This takes us to the skill of prioritising again, which is the mainstay of time management.

3. Arrange works according to personal capabilities

Each of us has our own golden time, as we call it. It is the time when we are at the peak of our activity, and our energy is at its highest levels to the extent that allows us to accomplish tasks in the required manner and in the least possible time.

Arrange your business according to this golden time of yours; So that you can benefit from the amount of your energy in carrying out your daily tasks of a fundamental nature, and then go down as important as the tasks in succession with the decrease in the rate of your energy that you know.

4. Do not devote time to more than one task

Taking a 10 to 15 minutes break whenever you feel tired will help you stay productive and calm enough to complete your tasks. Therefore, in many cases, it is better to postpone some tasks that can be postponed until a break is taken to recharge the body with the energy needed to continue again.

5. Keep calm and collected

Experiments have shown that pre-establishing rest times in your schedule has a powerful effect. Knowing that rest time has come will help you overcome boredom and a lack of motivation to complete the task.

6. Avoid undue delays and procrastination

If you are one of the people who leave tasks for the last moment, then you need to manage your time better. This is consistent with what we said earlier regarding the possibility of postponing some tasks that allow for postponement.

This is not procrastination but rather proper planning that allows you to accomplish more important or urgent tasks, as previously explained. But if you set a task as important and must be done yet insist on postponing it, then this is procrastination.

7. Avoid inaction

In addition to doing one thing at a time, keeping the actions from being postponed to later times if you can do them now is essential. A widespread mistake people make is that they need to do better time management and fall into inaction. Extending in business often makes you not focus on the tasks and jobs you have to do.

It is for this very reason that you should think of the business and advice here as a whole, and together when you set deadlines for handing in some tasks, even at different times and dates, you stay in a constant state of work and you do not think you have to do anything.

If you have time today to start a work that must be delivered in two weeks, why not start it today, and later you will have more time to do other work and activities and prepare well for some unexpected things you may encounter.

8. Organise your workplace

A good and organised work environment helps you a lot in managing and organising time because, in an organised public place, you will not waste time looking for something to do. For this reason, even if you are the master of your business, you must have a space dedicated to doing business and business-related tasks. Put everything you need throughout the day, such as a computer, phone, notepad, and pens, and if possible, put a cup of coffee or a bottle of water next to you.

9. Use a notebook

You can write what you want in your notebook, such as random questions that come to your mind, a shopping list, trip planning, or job skills. You can use several applications on your mobile phone or laptop.

10. Create a calendar

If you attend many meetings, whether inside a particular place or on the Internet and if you meet many people, there is no doubt that you may need clarification. You may forget one of the meetings, which may harm your reputation, and here comes the importance of the calendar to arrange your appointments. It sends you an alert when it’s approaching or due.

Our advice to you is to use the morning periods of Sunday, for example, to plan your week as it is. This way, you think about planning only for the near future, which can help you manage your time in the best possible way.

Of course, some tasks and works require time, and it may be possible to implement them after a month or more. Still, if you know at least that they are in your appointments, and you put them in a calendar or calendar, you will know precisely that you must act now when you approach the delivery date.

11. Mind mapping

Many prefer to use mind maps to divide and subdivide tasks instead of getting confused and random to enjoy peace of mind. There are many programs and sites for mind maps, but you can simply use the popular MS PowerPoint.

12. Use technology

Computers, audio recorders, scanners, e-mails and electronic notepads.

13. Delegate tasks

Delegating tasks is a valuable time management skill. Remember that it is necessary to reschedule your tasks and prioritise them depending on the change of some circumstances that may make some tasks more important or make others less important but urgent. Therefore, you must implement them immediately and rearrange your priorities.

Is time management important?

Time management mainly aims to accomplish tasks, arrange them according to priority, and implement them according to this priority in the first place. Therefore, time management is essential because a person often finds many tasks, so the lesson here is to divide them and put them in a schedule and not walk randomly.

For example, suppose one of your tasks is to get a job. In that case, you need the time to update your resume, search for job announcements and companies that call for vacancies, prepare for personal interviews, and you should schedule time for each of those tasks. For example, if you find some free time between two tasks, you can complete the short one first, like updating your CV.

Some may find that they work in their day with high productivity and invest their time—according to their estimation—at the same time, they only complete some of the tasks they must complete thoroughly.

Managing your time goes far beyond having time on hand or completing daily chores faster. When you manage your time more effectively, you can do everything that appears to reach the goals and expectations you set. In addition, planning and managing your time offers you many advantages and benefits, whether for your professional or personal life. Here are some of the main features and benefits:

  1. Less stress: When you can follow a job-specific schedule appropriately, you feel less stress and anxiety.
  2. More free time: When you manage and organise time properly, you can have more time to do meaningful work and personal activities.
  3. More productivity: Good time management h offers you many advantages and benefits, whether for your professional or to prove your reputation: Whether in your professional or personal life, you will be seen as someone who inspires confidence and does your work effectively and diligently.
  4. Less effort: Managing your time helps reduce the effort necessary to perform tasks and tasks.

Ultimately, what is done in your day becomes the most crucial duty you must complete on this particular day. Thus, time management is directly related to prioritisation. Time management will help you to be able to control any stress and will help you to carry out your tasks in the best possible condition. Time management also helps increase your energy and quality of life.

We can summarise it in the following points:

  1. Raise productivity and speed in completing tasks.
  2. Find quick solutions to problems with less effort.
  3. Achieve stability in all psychological, emotional or social areas.
  4. Reduce work pressure and thus feels happy and optimistic.
  5. Improve the type of work and get it done on time, thus getting better results.
  6. Get more time to spend resting.
  7. Achieve self-development and personal goals.

How to create a time management schedule?

In order to create a time management schedule, the most popular of which is the Stephen Covey Matrix, author of the 7 Habits of Highly Successful People. Covey chose to arrange tasks according to their importance and urgency. For example:

  • Car maintenance is important and urgent.
  • Visiting the child’s school is important but not urgent.
  • Shopping is not important but urgent.
  • Watering the plants is neither important nor urgent.

However, you should note that the order of tasks changes from time to time and is not fixed, and you are the one who determines this. For example, watering plants may become important and urgent if the air is dry or when it has been a long time without water. Helpful questions to ask yourself when setting your priorities and filling out the priority chart:

Q: What tasks do I need to do in the next 48 hours?

The answer to this question will determine the necessary tasks that you must do immediately.

Q: Given the necessary tasks you have identified, which of them cannot wait longer than the others?

The answer to this question will be a golden opportunity to arrange work and tasks according to their importance.

Q: What are my unnecessary tasks?

These are the tasks you have left over after selecting the necessary tasks in the last step.

Q: Given the non-essential tasks, which are the most important?

Take into account when arranging your tasks that you do not depend on the degree of your love for them or not, and be a little strict with yourself to get excellent results.

“If it’s your job to eat a frog, you’d better do it first thing in the morning, and if your job is to eat two frogs, it’s better to eat the bigger one first.” Mark Twain.

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