Time management is about work smarter instead of working harder or longer. It’s about creating a better work-life balance. Some companies – even entire countries – have taken this seriously and are starting to introduce four-day work weeks. Iceland, for example, tried a four-day work week between 2015 and 2019 and called the trial a “tremendous success”. Importantly, productivity levels at the companies included in the trial either stayed the same or improved – showing that productivity is not about how much time you spend working, but how you spend that time. Today, 86 percent of Iceland’s workforce is already working fewer hours (without a pay cut) or will be eligible to do so.
Top 10 time management tips to work smarter, not harder
If, like those lucky Icelanders, you manage your time well, you can reap several benefits, such as
· Elimination (or reduction) of the tendency to procrastinate.
· Feeling in control and reducing stress levels. (Icelandic workers in the trials reported feeling less stressed and at lower risk of burnout.)
· Setting your deadlines.
· Strengthening your reputation as a person who gets work done on time and to a high standard.
· Having more time for non-work passions.
The bottom line is that time management helps you get the most out of your work life and, well, life life. Here are my top ten time management and procrastination tips to improve your work day, which I cover in more detail in my new book ‘Future Skills: 20 skills and competencies everyone needs to succeed in a digital world‘:
1. Do important work first. People often like to check the most unpleasant tasks off the list first, just to get it done. Others like to do quick and easy tasks first, just to feel like they are accomplishing things. But it is much better to prioritize according to importance, whether it is difficult or not.
2. Relentlessly prioritize your time. I like to use the ABC method to plan my day and prioritize tasks by importance. An “A” task is my most important, must-have item for the day (or, if there is more than one A task, I label them A1, A2, and so on). “B” tasks are secondary tasks that are less important than A tasks – you never switch to a B task while there are still A tasks on the list. And C tasks are the ones that are nice to do but not a big deal if they don’t happen that day. I start every morning with this method (or you can do it at the end of each day, ready for the next day).
3. Set a time limit for each task. After I make my to-do list for the day, I set time limits for each task on the list. This ensures that I don’t let tasks expand to take up more time than they really need and it keeps my day manageable because I know what I can realistically achieve.
4. Find your productive hours. Productive people don’t fill every hour of their day – they know when they work best and make sure they get the important things done during those hours. Follow their lead and block off your most productive hours (whether in the morning, in the quiet of the evening, or whatever) for the most important tasks. Avoid filling that precious time with less important meetings or work – which are better suited to other times of the day.
5. Don’t multitask. Multitasking is the enemy of productivity because you can end up not getting anything right. Give one task at a time your full attention and complete it before moving on to the next item.
6. Eliminate distractions. I love working from home, but I understand that some people find it distracting. Of course it helps to turn off notifications on your phone or turn on do not disturb mode on your phone when you need to and set limits on who shares your space. (For example, saying, “For the next hour, I really need to put my head down and focus” or “When my office door is closed, it means don’t disturb me.”) The same advice applies when you’re in the office environment.
7. Learn to say no. Saying no—politely but firmly—is an art form, and if you can master it, you’ll feel much more in control of your time. Very often, it’s not even a case of saying no, but setting expectations for when you can do something – for example, saying something like “I can’t do this until next week”.
8. Weigh the consequences of doing something vs not doing it. If you’re really procrastinating, ask yourself, “What will happen if I don’t do this?” If the answer is “Well, not much,” then maybe it’s not that important. But if you know there could be serious consequences if you put it off, it can give you the extra motivational push you need.
9. Realize that sometimes – just sometimes – procrastination can be a good thing. The urge to procrastinate may be telling you something (for example, that you are tired and need a break). And sometimes, the mind just needs some time to wander, imagine, and be creative—and that’s a good thing, too.
10. Finally, if you find yourself not wanting to do many of the tasks associated with your to-do list, then maybe it’s time to switch jobs! Seriously, ask yourself if it’s really the right job for you, because it’s not “normal” to dislike your job or feel constantly demotivated.
Read more about time management and other essential skills in my new book, Future Skills: 20 Skills and Competencies Everyone Needs to Succeed in a Digital World. Written for anyone who wants to ride the wave of digital transformation – rather than drown in it – the book explores why these vital future skills matter and how to develop them. To stay on top of the latest business and technology trends, be sure to subscribe to my newsletter and connect with me IN I tweet, LinkedInAND to YouTube.
