How to Manage Time

Time management is a vital skill that we should cultivate. It allows you to optimize your daily hours, helping you succeed in both professional and academic fields. To manage your time effectively, you need to use it productively by working in the right environment and prioritizing essential tasks. Turn off your phone and social media when necessary to minimize distractions and stick to your daily schedule to maximize productivity.

Create a conducive work environment. Your workspace can significantly influence your overall productivity. There's no strict rule for what your workspace should look like, so trust your own preferences. Decorate your space with items that inspire you to keep your passion and enthusiasm alive. This atmosphere will help you focus on tasks and work effectively.

• For example, if you're inspired by a certain artist, consider buying some of their artworks and hanging them on your walls.
• If you have the freedom to choose your workspace, pick a place without distractions. Working in front of the TV might not be ideal, but you could push your desk to a corner of the bedroom and work there.

Make a task list based on priority levels. Before diving into the workload of the day, prioritize your tasks. A to-do list is an excellent tool, but it’s important to organize it rather than just jotting down everything you need to do. Categorize tasks by their urgency and importance.

• Before creating the list, label each task by its priority. For instance, tasks marked as 'urgent' should be completed today. Tasks labeled 'important but not urgent' can wait. Tasks marked as 'low priority' can be postponed if necessary.
• Write tasks under each category. For example, if you need to complete a report at work, this is an urgent task. If you need to start a new project but the deadline is two weeks away, this is important but not urgent. If you want to go for a run after work but it’s not a must, this task falls under 'low priority.'

Tackle the most important tasks first. You’ll feel relieved after completing important tasks in the morning. The sense of accomplishment will set the tone for the rest of the day, and the burden of stress will be lifted. Start your day by tackling the top-priority tasks on your list.

• If you have five emails to respond to and a report to review, do those tasks as soon as you get to the office.
• Limit unnecessary social interactions before addressing your priority tasks.

Always carry work with you. Make use of any free time by bringing work materials along. If you have a few minutes of downtime on the bus, use that time to read through your study materials or work tasks. If you’re standing in line at the grocery store, take the opportunity to reply to emails on your phone. Carrying your work with you ensures you make the most of every moment.

• If you’re a student, consider purchasing audiobooks or recording your lectures. You can listen to your lessons while in line or walking to class.

Avoid multitasking. Some believe multitasking is a great way to accomplish a lot of work each day and manage time efficiently. However, this actually decreases productivity. You’ll take longer to complete tasks because you can’t fully focus on any one thing. Instead, focus on one task at a time. You’ll get things done faster this way, maximizing your time.

• For example, you can respond to all your emails first, then log out of your email account and move on to the next task. Once you’re done with this task, don’t worry about emails until you’re finished with everything else.

Turn off your phone. Whenever possible, turn off your phone. It can consume a lot of time during the day that could be spent on more useful tasks. You’ll be tempted to check Facebook or glance through emails since it's so easy. Help yourself by turning off your phone while doing other tasks. If you reach for your phone out of habit, you'll be met with a blank screen.

• If you need your phone for work, keep it on the other side of the room. You’ll be less likely to check it if it’s not easily accessible. You can also turn off notifications if they don't relate to work.

Close unnecessary browsers. More and more people rely on their computers or the internet for work. But sites like Facebook, Twitter, or other distracting websites left open in the background while you're working can negatively affect your time management skills. You might also be distracted by open tabs showing irrelevant information about past projects or search results. Make a habit of closing tabs as soon as you're done with them, and focus entirely on the pages necessary for your tasks.

• Challenge yourself to keep only one or two tabs open at a time.

Block social media. Sometimes, Facebook or Twitter can be so tempting that it's hard to resist. However, you can use certain apps and websites to temporarily block these social media sites that distract you.

• SelfControl is a Mac app that allows you to block access to any site you choose for a specific period. It’s available for free.
• If you need to block internet access completely, the Freedom app can help you block internet access for up to 8 hours at a time.
• Leechblock is a Firefox extension that allows you to restrict access to specific sites within a set time each day.

Minimize interruptions as much as possible. Interruptions break your workflow. If you’re in the middle of a task and have to stop to deal with something else, it’s hard to regain focus. Try to finish the task you're working on before switching to another one. There's no need to immediately deal with other tasks while you're concentrating on the one at hand.

• For example, if you receive an email while working that needs a response, don’t stop to reply. Instead, jot it down and respond after finishing the current task.
• Keep in mind that sometimes interruptions are unavoidable. For example, you can’t ignore a phone call if an urgent call comes in while you’re working. Do your best to avoid disruptions, but don’t be too hard on yourself if you're occasionally distracted.

Use an electronic calendar. Technology is a great tool for managing your time and keeping track of deadlines, appointments, and more. Make use of the calendars on your phone and computer. Record daily tasks such as appointments, work assignments, or school schedules. Set reminders on your phone, like receiving a reminder a week before a paper is due. Schedule tasks to ensure timely completion of projects at school or work.

• In addition to your digital calendar, a printed calendar can also be your assistant. You can place a calendar on your desk or carry a pocket-sized calendar. Sometimes, a quick note on your calendar can help you remember what needs to be done.

Identify the times when you work most effectively. Everyone has certain times of the day when they are more productive. It can be really helpful to know when you can optimize your time and arrange tasks accordingly. For example, if you feel most energetic in the morning, try to tackle the bulk of your workload then so you can relax in the evening and do lighter activities you enjoy.

• It may take some time to figure this out. Track your energy and focus levels for about a week. This method will help you recognize when you’re most capable of working efficiently.

Spend the first 30 minutes of your morning planning your day. Each morning after you wake up, mentally review what needs to be done and sketch out a rough plan for your schedule. Remember tasks for work, social obligations, and any errands that need to be completed.

• For example, if your work hours are from 8 AM to 4 PM, but today you also need to call your grandmother for her birthday and pick up dry cleaning, think about when you can fit those tasks in.
• If your grandmother lives in a different time zone, you might call her after work so you don’t disturb her. Then you can plan to pick up your dry cleaning afterwards.

Schedule break times and interruptions. No one can work continuously without taking breaks. You need to allow yourself the occasional rest or diversion. Breaks can be inserted between tasks, so they don’t take up too much time or disrupt your daily plan.

• Arrange longer breaks in addition to short breaks throughout the day.
• For instance, you could set aside an hour for lunch every day and a half hour to watch TV to unwind after work.
• You can also plan for quick breaks during work. For example, if you’re writing an essay, allow yourself a 5-minute Facebook check after writing 500 words.

Do some work on weekends. Weekends are meant for rest, relaxation, and enjoying your hobbies, so don’t overload yourself with work. However, doing a little work on the weekends can be helpful. Consider taking care of small tasks over the weekend, so you don’t add extra pressure to your Monday.

• For example, you could quickly check and review emails over the weekend, sending out a few responses to lighten your workload for Monday. Alternatively, you could just flag emails that need to be addressed first thing on Monday.

Stick to a sleep schedule. Sleep habits are a crucial part of time management. Going to bed at a set time each night will make it easier to wake up early in the morning and be ready for the day ahead. To maintain this routine, you should go to bed and wake up at the same time every day, even on weekends. Your body will adapt to your sleep/wake cycle, and soon you'll start feeling sleepy at bedtime and refreshed each morning.

• Be flexible and relax. Accept life's surprises. Sometimes, things come up that require more immediate attention than a strict schedule. In most cases, a few hours or a few days are all you need to get back on track.
• Visualize the future version of yourself that you dream of. Imagine that image whenever you feel tempted to procrastinate on any task. Strive to become the person you want by completing specific tasks that bring you closer to your goals.