3 Tips for Improving Time Management
Hi there!
Welcome back to the MoodiNews. Every Thursday, we discuss a variety of matters related to mental health and self-improvement.
I’m so glad you’re here.
In today’s post, we will be discussing: TIME MANAGEMENT! Yay!
We will be reviewing 3 tools that you can use to become more efficient with your time.
But first, why is time management important?
It’s quite simple: Time is our most precious currency. It’s a non-renewable resource, and having control over it leads to greater freedom of choice. By skillfully managing our time, we give ourselves more of an opportunity to do the things that we want to do, rather than the things we have to do—leading to a higher quality of life.
Here are the 3 techniques that we will cover today. They are critical tools for improving time management:
1) The Pomodoro Technique
2) Time blocking
3) Batching
Let’s get started:
If you struggle with staying focused while working (or getting into flow after sitting down to start something), then the Pomodoro Technique is for you.
Here’s how to do it:
Set a timer for 25 minutes and then work, uninterrupted, until the timer goes off.
After those 25 minutes are over, set your timer again, this time for a 5-minute break (be sure to time your break so that you don’t get side-tracked).
Repeat this same cycle (25 minutes of work/5 minutes of rest), 3 more times.
By doing a full Pomodoro (4 cycles of 25/5—for a total of 2 hours), you will find yourself working very efficiently at whatever you put your mind to. The key to a successful Pomodoro Technique is the timer—so use one. And make sure that all of your notifications are turned off when you’re working.
(Also, if 25 minutes feels too long for you, break down each cycle into smaller chunks until you find something that’s more manageable.)
2) Time Boxing.
Time boxing is the practice of scheduling your day in advance. Essentially, it’s a to-do list on steroids.
Time boxing requires the use of a day calendar or planner that breaks down your day into 30-minute increments. Your job is to then assign specific times when you will be completing each of the items on your to-do list—you identify not just what you need to do for the day, but when you’ll be doing it.
For a Time Boxing how-to, click on the link above. You can also use a Passion Planner, or some other type of scheduler, that has a Time Boxing mechanism built right into it when utilizing this technique. (A free, printable version of the Passion Planner template can be found here. You can also print off sheets like these to get started.)
As you plan your day ahead of time, one way to maximize productivity is to pick the three most important things that you want to accomplish for the day, and then schedule those things first. (This is how we make things happen while juggling multiple life responsibilities. When you’re first starting out, it’s okay to just squeeze in important projects around your other commitments. Overtime, however, you will need to modify your schedule so that you can have more control over when things are happening for you.)
Time Boxing will challenge you if you have never done it before, but it’s certainly worth the effort. Initially, it will feel akin to setting a financial budget for yourself—you will discover how much time things actually take, realize how much time you’re currently wasting, and understand what will be required of you in order to build a life that’s both sustainable and productive long-term.
Helpful tip: Time boxing is a practice that is best completed each night before the following day, so that you can wakeup each morning ready to rock and roll. Once you’re comfortable with Time Boxing, you will naturally progress into scheduling things farther off into the future—for instance, identifying your long-term goals and then breaking them down into yearly, monthly, weekly, and daily action steps.
3) Batching.
The last skill that we will discuss for improving time management is called Batching.
Batching is a technique that piggy-backs off of Time Blocking.
Batching involves identifying your top distractions (i.e., checking emails, texting constantly, or scrolling through Instagram), and then assigning specific times for you to do those activities on purpose, rather than randomly throughout the day. By batching your top distractions (especially addictive activities like watching TikTok or reading the news), you can help establish a healthy balance between productive vs. costly, time-draining activities. Batching helps prevent time-sucking distractions from stealing precious time away from you throughout the day.
Here’s how to do it:
Identify a time-sucking activity that pulls at your attention or distracts you on a consistent basis. Then, schedule a time to do that activity all at once and wait to do it until its appointed hour. (If you’re not sure how to identify your biggest distractions, start by checking the Screen Time feature on your phone—it will show where you’re wasting time, trust me!)
In summation, the Pomodoro Technique, Time Boxing, and Batching are all helpful tools for improving time management.
Adopting these techniques into your lifestyle will, of course, take some initial adjustment—however, once they become habituated, they will serve you well and will likely reduce your stress and anxiety levels significantly.
Enjoy!