Managing time effectively is about more than upping your productivity. It helps you think creatively, enjoy your work, and get a work/life balance that benefits you and your business. Time management is key to feeling good about what you do, but to do that, you need systems. Here are some examples of systems that can help you organise your time so that you become more organised and efficient.
Before we dive into the nitty-gritty of time management systems, it’s a good idea to think about who you are. Your personality plays a key role in how you tackle tasks, your style of operating, and how you interact with others. When coming up with systems to help you manage time, something that works with your personality is going to be better than something that doesn’t fit well.
Tried and Tested Time Management Systems
This is a great idea for all those procrastinators out there (you know who you are!). The Pomodoro Technique is where you use a timer set for a specific amount of time. During that time you commit to working on a task without distractions. When the timer stops, you stop. Traditionally the timer is set for 25 minutes, followed by a short break, but you can set it higher or lower to suit your individual preference.
What is good about this is that you can fool your brain into working on those less appealing tasks. After all, we can all stand 15 minutes of concentrated effort, even if we don’t feel like it. But, what happens during that time is that we often find our flow. It becomes easier to finish the task. And if you don’t, then at least you have made progress, which is better than still being stuck procrastinating! All you need for this is a timer and willingness to commit.
Forget to-do lists, time blocking is a far more effective method of organising your time and tasks. Time blocking gives you a visual representation of how your day, week or month is planned out. There are apps out there you can use, good old Google Calendar or even a spreadsheet works as a daily planner.
Using colours for time blocks helps you differentiate between activities. For example, you could use different colours for different clients, or one colour for admin type tasks and another for scheduled meetings. You don’t have to stop with work either, you could schedule time blocks to include time spent with family, exercise and relaxation.
Time blocking helps you get a balance between work and life, because you can see exactly where your time is being spent. If your planner shows too much of one colour, then maybe it’s time to delegate or make some changes.
The 1-3-5 System
Rather than a traditional to-do list (that often simply makes us feel overwhelmed), the 1-3-5 system is where you write down a series of tasks you want to complete that day.
- 1 high priority task/ large task
- 3 medium tasks
- 5 small tasks
This makes your priorities easier to manage, and helps you to make progress without feeling overwhelmed. It is amazing what you can achieve, and how much better your time is spent when you have a system, as you stop wasting energy trying to do it all at once.
Most of us will be familiar with time tracking apps. Many entrepreneurs and freelancers use them to track billable hours. But, it is also very useful as a tool to show you what you spend most time doing. Time tracking apps that I use are Rescue Time, and Timing App. These can be set to run in the background so you can review how you spend your time when it suits you.
Having this insight means you can devise a new schedule where you spend appropriate amounts of time on tasks, and organise your time more effectively. It helps you to see where to streamline your processes, such as through using automation. Or what tasks you could outsource to a VA or OBM.
My Business Task Audit is another way to gain that insight into time spent on tasks. Its free, and could give you that organisational push you need to take control of your time, rather than it controlling you.
When we have poor time management, we have more stress and are less productive. Having some simple systems in place can transform how you work, increase your energy levels and make you feel more positive. It is amazing how a simple shift in how we spend our time can transform how effective we are at work, as well as how we feel.
If you are looking for some help in developing systems and processes that can make more of your time, feel free to get in touch!