Are you constantly struggling to keep up with your to-do list? Does it feel like time just slips away faster than you can manage? Don’t worry, there’s nothing wrong with you. And you’re not lazy, so get your mother’s voice out of your head! No, you just need a little help with time management. With just a few little tricks (and some help from us), you’ll be on top of things before you can say ‘organised’. Want to revolutionise your approach to time management? Read on.
Use The Pomodoro Method
We’re big fans of the Pomodoro method. It’s a really simple technique that helps you focus and work more productively. It basically involves breaking your work into chunks of 25 minutes, during which you do nothing else but work. Once 25 minutes is up, get up and have a 5 minute break. Set yourself a timer so that you don’t go over! When 5 minutes are up, go back to work for 25 minutes. Repeat this 4 times, and then have a 25 minute break.
The whole idea behind the Pomodoro method is that human brains can’t focus properly for over 25 minutes, which is when we see a drop off in productivity. By taking breaks every 25 minutes, you can avoid burnout and improve your concentration. To really get the most out of your time, close your emails, turn off notifications and give yourself 25 truly uninterrupted minutes. Just don’t forget to set a timer!
Use The Eisenhower Matrix
Don’t worry, the name makes it sound way scarier than it is! The Eisenhower Matrix is basically a tool to help you prioritize your tasks. You separate your to-do list into 4 quadrants:
1. Urgent and important
2. Important but not urgent
3. Urgent but not important
4. Not urgent or important
Look familiar? it should, we talked about it last month!
If a task falls into category 1, then it’s the highest priority and needs to be done first. Category 2 means you can schedule it in for later. Category 3 are tasks you can delegate, and Category 4 are the things you can eliminate all together.
It’s a simple framework, but if you struggle with prioritisation then it’s a great place to start.
Block Out Your Time
Time blocking is a way to maximise productivity and minimize distractions. It essentially involves allocating specific blocks of time to specific tasks or activities – giving you a clear structure for your day. It means you can avoid multi-tasking and keep your concentration on the task at hand. Make sure you set firm boundaries with these time blocks, especially if you work from home. This technique is great for anyone who struggles with distraction.
Use Technology Wisely
Technology is everywhere nowadays, and there’s an app for everything. But while it can be a blessing, it can also be a curse. Tech can be all too distracting, so it’s important to be careful about how you use it. That being said, there are hundreds of productivity apps and tools out there, including:
- Task managers
- Calendars
- Time-tracking software
- Focus timers
And more. By harnessing the capabilities of technology, you can streamline your workflows, automate any repetitive tasks, and gain valuable insights into how you use your time.
Just choose your tools carefully, and make sure you choose tools that align with your preferences and workflows.
Practice The Two-Minute Rule
There are a lot of tasks in business and in life that always get overlooked. They’re usually the quick, little tasks that would interrupt your workflow, so you put them off until they become dire. Sound familiar? Here’s a rule for you.
If it can be done in 2 minutes or less, it should be done right away. Don’t put it off or add it to a to-do list. Just bloody do it now.
By getting those small tasks done quickly, they won’t build up and up until they take valuable time and energy to deal with. Do this enough and it becomes a habit, and you’ll have a lot fewer distractions around you, and a lighter mental load.
Still sound like it’s a bit too much? You can always hire a VA. There are dozens of tasks a business owner like you can outsource to a seasoned professional, leaving you with more time to focus on the bits of business you really enjoy. To find out more, just get in touch with the team at Your Admin Hub today.