Our Top 5 Time Management Tips
Thinking of Hiring a Virtual Assistant?
Do you need some guidance on how to better manage the time you have at your disposal? If you are the owner of a small business or an entrepreneur, we would hazard a guess that the mental to-do list that is always going through your brain looks something like this:
- Make arrangements to meet with such-and-such.
- Send out each and every one of those invoices.
- Check to see which of the customers still owe you money for the bills you gave out the week before last.
- Make sure that all of your social media outlets are up to date with something that is truly interesting.
- Get more sales
- Start working on the marketing strategy right now; you need it badly.
- And another one million and one things besides…
Does this ring a bell? Daunting, isn’t it? Being your own boss comes with a lot of perks, but it also comes with a lot of responsibility and work. There are a lot of things to consider and a lot of things to get done, but there is never enough time to get everything done. every day, at any time. That is all you will get. And once they are gone, there is no way to get them back.
Therefore, if you are serious about expanding your company without driving yourself totally nuts in the process, you need to become an expert in the art of managing your time effectively. Because the reality is that you do not need any more time. You only need to acquire the skills necessary to become more efficient at managing the time that you do possess.
Continue reading to learn our top five time management suggestions for folks who are as busy as you are.
1. Organize Your Thoughts.
You probably have a million different thoughts and things to do rattling around in that head of yours right now. And there’s no denying that it’s a lot to take in. However, putting everything down on paper may be an unexpected source of solace for the spirit. You could use an application such as TickTick, but sometimes being a little bit old-fashioned and reverting back to the good ol’ days of using pen and paper is the best way to get away from further distractions.
Regardless of the method you decide to use to capture your brain dump, after you get everything written down, you will probably discover that you feel a little bit more at ease. But don’t leave it at that. You need to put all of those ideas into some kind of order right now. Transform the arbitrary list into something that can be used.
Put all of those ideas, projects, and activities into categories, and then prioritize them. It’s possible that your list may be broken up into:
As you go through it, you’ll realize that not everything is a top priority at this point in time. Not everything is of the utmost significance. There are certain things that are not worth your time. Also, keep in mind that significant jobs do not always coincide with those that are urgent. Be wary of hobbies that take up a lot of your time yet don’t contribute much to your long-term objectives. I immediately think of email…
2. Schedule But Don’t Over Schedule
The second of our suggestions for effective time management pertains to your calendar, which ought to quickly become your new closest confidant. However, it is not necessary to plan out everything in minute-by-minute detail.
You have already compiled a list of the things that need to be completed and added them to a to do list. Now is the time to consult your calendar to see when you will really be able to do everything and how long it will take you to do so.
But before you go ahead and accomplish this, you should first take a thoughtful and in-depth look at your day. When do you find that you are most productive? Figuring this out will allow you to organize your day in a manner that will allow you to make the most of the times of day when you are most likely to be productive.
You should also make room in your schedule for a few hours of free, unscheduled leisure. Give children the space to think, learn, and discover on their own. It may seem counter-intuitive, but running on all cylinders all the time and having every minute of your day planned immediately after the next can eventually wear you out. You’ll make more errors, become less productive, less efficient.
If you have a detailed strategy laid out before the day even begins, you can ensure that you will begin the day with complete concentration. In addition to this, you’ll begin to focus more of your attention on the activities and pursuits that really deserve your time.
3. Remove Distractions. And yes, Facebook, we mean you.
Email social media. Calls to the phone Messaging various sources of news. What do they have in common with one another? They are a source of diversion. massive amounts of disruption. In other instances, it could even seem as if they were conceived with the sole intention of wasting your valuable time. Your attempts to master the art of efficient time management will be thwarted in order to do this. Therefore, turn them off. Keep them from entering. Get your mind back on task. Boost your efficiency and output.
Here are a few things you could do:
- Turn off the alerts on both your mobile device and your desktop PC.
- Put your phone somewhere it can’t be reached.
- Avoid checking in on social media.
- Make use of the ‘do not disturb’ capabilities available on your various chat applications.
- Establish regular intervals at which you will check your email.
- You should redirect your calls to your voicemail so that you may listen to them at certain times.
There is also a free Chrome plugin called StayFocusd that will restrict the amount of time you may spend on certain websites or categories of information. StayFocusd does this by keeping a timer running in the background. In extreme circumstances, you may even be able to configure it to prevent you from accessing the internet at all.
In spite of the fact that you may be quite conscientious about getting rid of all of those distractions, it is still a good idea to leave some room in your schedule for interruptions, which are unanticipated problems that may crop up and take your time and attention.
4. If It Can Be Automated, Automate It.
We need to stop thinking about work in terms of the number of hours that we put in and start thinking about how to simplify the way that we work; how to get things done quicker; and how to accomplish things better.
In this day and age of advanced technology, it is possible to discover a method to automate almost everything. Even if you simply apply this strategy to a handful of your routine errands, you may be able to shave off a few hours every week as a result.
What exactly do you intend to do with them? Have a good time with your loved ones and good pals. Spend them engaging in more in-depth contemplation of the vision you have for your company. Spend more time on the things that are actually going to have an influence on the outcome, yes? What are those things that you need to get done but simply don’t have the time for right now?
Therefore, if you notice that you are always responding to the same inquiries from clients over and over again, you might think about establishing regular replies. After that, all you need to do is copy and paste the relevant sections.
In a similar vein, if you notice that you are repeatedly generating the same reports, you may consider creating some templates.
Are the postings on your social media platforms overwhelming you? You may schedule your material in advance using a number of different applications that are now available on the market.
5. Accept That Multitasking Is a Myth.
Our last piece of advice for better time management is this: stop multitasking if you want to improve your time management skills and get more done. This may seem counter-intuitive, but if you want to improve your time management skills and get more done, you need to quit multitasking. Concentrate on the most important tasks one at a time rather than doing a variety of things with only a little bit of effort each time.
Research has proven that multitasking has a negative impact on both your productivity and the quality of the job you do. MIT neuroscientist Earl Miller has the following to say on the topic:
Therefore, returning to the topic at hand requires more time and effort each time you divert your attention to anything else. Consequently, despite the fact that you may think that replying to the few emails that have just arrived is a good idea and a means to cross a few more things off your to-do list, you should think about the following. The results of research that was carried out by Microsoft indicate that it might take around 20 to 25 minutes to go back to what you were doing before answering emails or replying to messages.
The Pomodoro technique is now one of the most well-known methods for maintaining attention. This method of time management involves using a timer to partition the work into 25-minute segments, which are then interspersed with brief breaks.
Our Time Management Tips Summed Up
You do not need any further time. You really need to become better at managing your time.
If you work smarter in the hours that you do have by following these time management tips, creating and maintaining a detailed to-do list, making friends with your calendar, and finding ways to automate anything and everything that you can, then you will find that you are able to get more done in the time that you do have.
Turn off any notifications that may be distracting, set your phone to the “do not disturb” setting, and make a serious pledge to refrain from using social media until this evening.
Recognize and come to terms with the fact that multitasking has a negative impact on your level of productivity and train yourself to concentrate on one activity at a time.
In all honesty, that’s all there is to say about it.