Time Mastery Tips

Have you ever felt like you’re juggling too many balls or running a never-ending marathon? Trust me you are not alone. Time management can be one of the trickiest parts of the managerial role. But it doesn’t have to derail you. With a few strategic tips, you can turn what feels like chaos and responsiveness to demands into productivity. The thing to remember is that there is an art and science to time management. While it might feel like you don’t have the time to pause and prioritize, taking the time to prioritize will actually benefit you. Let’s go to the research.

The Science Behind Time Management

First, let’s get some research on the table. According to Therese Macan (1994) in her study “Time management: Test of a process model,” effective time management improves job performance and reduces stress. Similarly, Claessens et al. (2007) in their review “A review of the time management literature” highlight that prioritizing tasks and managing interruptions are key to better time management.

Although we know the research says it works, knowing and doing are not the same. Let’s get practical, with some tried-and-tested tips that can help you own your calendar.

Six Tips to Master Your Time

Prioritize with the Eisenhower Matrix

• If you find your challenge is wondering what to do first. E.g. Should you tackle the overflowing inbox or the looming project deadline first? The Eisenhower Matrix is a tool that helps you categorize tasks into four quadrants: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important. A good rule of thumb is to focus on the urgent and important tasks first.
• Pro Tip: I use one Eisenhower matrix for my personal and professional life so that I can prioritize all of my tasks at the same time. This way I am viewing my time holistically and not just prioritizing my professional life. Believe me, I tried that and it did not work out.

Embrace the Power of No

• Sometimes being a busy professional can feel like you don’t have enough time to do all the things. Spoiler alert, you probably don’t. Prioritization helps us with the when, but sometimes we simply have to delete some things from our to do list. That is when the art of no becomes really important. If the word no makes you anxious, don’t stress. There are ways to say no with out using the word. So first you want to check your priorities, if there are tasks that don’t align, you have two options. You can politely decline or you can delegate them. Here are some tips on how to do both gracefully:
  • Be Honest and Direct: Explain why you can’t take on the task, focusing on your current priorities and workload. This works for most people because when they understand the why of the no, it removes the belief that you are rejecting them and their needs.
  • Offer Alternatives: Suggest someone else who might be able to help or propose a later time when you might be available. This is where delegation can be your friend. If someone else can do it 80% as well as you, suggest that person. Remember it doesn’t have to be perfected by that person you or someone else can do the 20% while still freeing up your time.
  • Stay Polite and Positive: Thank the person for thinking of you and express your regret at not being able to assist this time.
  • Use “I” Statements: This keeps the focus on your capacity and avoids sounding accusatory. E.g., “I’m currently at capacity” instead of “You’re asking too much”. See the difference there?

Schedule Regular Breaks

• I know this sounds counter intuitive, but taking breaks can actually boost your productivity. Research shows that our brains need downtime to function at their best. The Pomodoro Technique is a great method for this. The idea is that you work for 25 minutes, then take a 5-minute break. During your five minute break, you can use the time to stretch, grab a coffee, or simply stare out the window. Your brain will thank you. This method is good for the brain because it helps maintain mental agility, reduces burnout, and improves focus and concentration by giving the brain regular intervals of rest.
• Pro Tip: I use this framework for taking time off as well. I select an interval at the top of the year for when I will take time off. Sometimes its four weeks or six weeks. So that would mean I would work for four or six weeks and then use some of my PTO time to rest. During that time I do something non-work related that makes me happy.

Use Technology Wisely

• In the digital age, we have so many tools at our disposal that can help us to keep track of our time. I am told that Trello and Asana are excellent project management apps that help you keep track of tasks and deadlines. To be perfectly honest project management is not my jam so those are recommendations from others. What I am a great fan of is unifying calendars. I keep one calendar and it has everything personal and professional on it. It syncs to my phone, and I have customized the reminders on my phone to fit my needs. I even schedule my mindfulness moments so that I don’t miss them. You might think this is overkill, but I also schedule my focus times, so that my phone automatically goes into do not disturb mode at a certain point in the day.

Outsourcing

• Sometimes you simply do not have the time to do all of the things you need to do and there is no one to delegate it to. This is especially true with personal items. It may mean you have to pay someone to do the things that you can’t do. E.g. Instacart can be an option when you can’t run to the grocery store. Meal prep subscription services can be quite efficient too. Using a laundry service so that you can save time and still have clean clothes is another option. I am a huge fan of paying someone to clean the house. It is such a great feeling to come home to a clean house without putting in the sweat equity. The point is, prioritize what you really have to do based on your own level of comfort, and outsource what you can based on your ability financially.

Respect Your Energy

• I am very energetic in the morning. I can get so much done at the top of the day, but after 2 PM my energy starts to flag. I am not a coffee drinker so I organize my day around my energy. I try to get most of my big brain tasks done in the morning. E.g. I write in the morning. I map out curriculum in the morning. I analyze data in the morning. Sure I can do it at other times of the day but I am more alert in the morning. In the evenings I try to avoid big brain tasks. I try to do things that do not require a lot of cognitive work in the evening. E.g. I fold laundry in the evening. I juice in the evening. Identify the time of day when you are naturally most alert and try to accomplish most of your big brain tasks at that time.

At the end of each week, take a moment to reflect on your time management. What went well? What could be improved? Adjust your strategies accordingly. Remember this is a marathon, not a sprint. So be patient with yourself and keep trying until you find what works for you. Continuous improvement is the key to mastering time management.

Pro Tip: Managing your time effectively isn’t just about squeezing more tasks into your day. It’s about making the most of your time and focusing on what truly matters. By prioritizing, saying no, taking breaks, using technology wisely, outsourcing and respecting your natural energy, you are more likely to get more done while feeling more in control and less stressed.

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