Mastering time management can help you get more done in less time and with less anxiety. And who doesn’t want/need less anxiety?
So time management involves deciding what needs to be done first, allowing enough time for each task, and getting rid of potential distractions. Effective time management allows you to complete tasks on time, reduce stress, and boost productivity. The following are five strategies for optimizing your time and minimizing stress while still getting everything accomplished.
Create a plan of action first. I like to use pen and graph paper set up in a weekly schedule. It’s a simple yet effective method of keeping track of my time. Identify which tasks are most critical, and then provide sufficient time to do them throughout the week, interspersed between your meetings. Make sure you give yourself enough time to complete each task and don’t overload your schedule. Prioritize your tasks also based on their significance. Having a to-do list will allow you to monitor your efficiency and productivity. Remember to give yourself a reward for completing the tasks on your list.
The second step is to eliminate potential sources of disruption. This is not so easy to achieve, especially if you work from home and can easily check your Facebook and Twitter feeds (for example). Stress and inefficiency are common results of interruptions like social media notifications, emails, and phone calls. Put your phone in silent mode and disable notifications when you need to focus on an essential task (or are in a meeting). Don’t overextend yourself by trying to juggle too many tasks at once; doing so will only slow you down and increase your level of stress.
Third, rest for a while throughout the day. Taking short breaks at strategic intervals will help you maintain motivation and ease anxiety. A 10- to 15-minute break is a strong move every 90 minutes. Do things that will help you relax, such as meditation or light exercise, during these breaks. Taking short breaks at strategic intervals will improve your productivity and reduce your anxiety while working. Just remember that a short break means eyes away from screens. This is essential. It is not an opportunity to play your favorite game on your iPhone or check your WhatsApp messages. Your productivity and eyes will thank you.
Aim for realistic achievements during the week and day. Setting unrealistically short deadlines can increase stress and negatively impact work quality. Set reasonable goals and allow sufficient time for each task. You should also prepare for the possibility of last-minute changes to your work plan or technical difficulties. How you prepare for this can vary but I recommend looking at your past behavior and things that have happened to you to put your timelines at risk and plan accordingly. This might mean making your daily lists even shorter than you planned to allow for the inevitable disruptions. Also, be flexible enough in your planning to be able to move an item originally scheduled for today onto tomorrow’s list.
Finally, don’t be afraid to ask for assistance. You can’t be shy about asking for assistance when you need it. If you’re feeling overwhelmed, delegate certain tasks or solicit assistance from colleagues. Your stress will be reduced, and your time saved, when you ask for assistance. You can’t do everything yourself, so don’t try.
Good time management is essential for lowering stress levels and increasing productivity. You can effectively manage your time and get your work done without stress if you do things like make a list, get rid of distractions, take breaks, set reasonable deadlines, and ask for help when you need it. Be patient and persistent if you want to master time management. When practiced regularly, effective time management can become a habit that facilitates rapid, stress-free completion of tasks, more life satisfaction, and much higher productivity.
As always, if you find these tips and techniques helpful, but would like more assistance, I’m available for coaching. Coaching sessions will be very impactful for you. I will listen, provide suggestions, and work with you through your challenges, to help you achieve time management mastery.