A Quick Time Management Course: Mastering Productivity and Efficiency

I intend this post to be a refresher course.

A quick time management course that gets you up to speed with the most effective time management techniques that you can start applying immediately. To both personal and professional situations.

Without wasting any more time (‘cuz that’s exactly what is scarce!), let’s dive in.

Fundamentals of Time Management

You already know the importance of time management otherwise you wouldn’t be here. I have also talked a lot about these here on my blog as well as LinkedIn.

So I am tempted to skip the fundamental theoretical concepts (I myself hate going through the same concepts repeatedly).

But there is one thing I don’t want to avoid because it is the single most important thing you can do to improve your time management skills – identifying time wasters.

If you could do just one thing for improving your time management, it should be identifying time wasters and then eliminating them one by one.

Identifying Time Wasters

Yes, to improve your time management and time management skills, you must first identify the activities that waste your time. Here I am mentioning some common time wasters that I have observed over the years. By recognizing and eliminating these time wasters, you can significantly improve your time management and overall productivity.

Social media, smartphones and internet in general

Whenever I ask my younger daughter what is didi (elder sister) doing, she says “doing mobile.” Irrespective of whether she is studying, reading Kindle, watching YouTube or chatting with friends. Here is what I feel – irrespective of what you are “doing” on mobile or Internet, you are definitely wasting lots of time.

Distractions

The most common distractions include going for a coffee and staying back to chat with a colleague, constantly checking emails, doomscrolling on social media or responding immediately on messaging apps during work hours, etc. What are your distractions?

Multitasking

Trying to focus on multiple tasks at once lowers overall productivity. Because it’s a scientifically proven fact that your brain works on just one thing at a time. When you multi-task, the brain switches between those tasks alternately.

Lack of prioritization

If you fail to identify and focus on the most important tasks first, you end up wasting your time finishing unnecessary tasks that could otherwise have been delegated or eliminated.

5 Steps to effective time management

Step 1. Set SMART goals

Yes, setting just any goal won’t do. You need to set SMART goals.

Goals that are Specific, Measurable, Achievable, Relevant and Time-bound.

Say you need to create a report outlining your team’s achievements in the previous quarter. A SMART goal might look like this:

Specific: Complete a five-page report
Measurable: Five pages in length
Achievable: Resources and knowledge of all milestones achieved and projects completed are available
Relevant: Contributes to organization wide report for the quarter
Time-bound: Due in one week

By creating SMART goals, you ensure that your objectives are clear, attainable and easily tracked. You know exactly what you need to do.

Read More: Are you setting SMART goals?

Step 2. Break down goals into tasks

To reach a goal you must break it down into small steps that must be completed to reach it. Continuing with the previous example, the tasks may look like this:

Step 3. Prioritize the tasks

Once you have your tasks listed, it’s crucial to prioritize them. Otherwise, you might end up doing tasks that are not so critical to reaching your goals.

To prioritise a task correctly, you must understand the difference between urgent and important tasks. In this post I talk about them in detail. But here is a quick rundown for your reference.

Urgent vs Important Tasks

Urgent tasks require immediate attention, while important tasks contribute to your long-term goals. To understand which task is which, you can use the Eisenhower Matrix, which consists of four quadrants:

By classifying your tasks using this matrix, you will efficiently manage both urgent and important tasks, ensuring the effective use of your time and resources.

ABCDE method of prioritization

A popular way to prioritize is using the ABCDE method:

A: Tasks that are most important and have consequences if not completed
B: Important tasks but with less severe consequences
C: Tasks that would be nice to do but not essential
D: Tasks that can be delegated to someone else
E: Tasks that can be eliminated

I prefer to use digits 1-5 instead of A-E. There is something about seeing 1 written against a task and knowing immediately that it must be tackled immediately. Take your choice.

Step 4. Schedule tasks in calendar

Now that you know which tasks need to be done, you need to figure out when to do them. All you need to do is open a calendar and schedule them, i.e. assign a date and time when you would be doing them. If you can, set a reminder for the task so that you are alerted when it is due to be taken up.

But which calendar to use for scheduling, you must be wondering.

The straightforward answer is – whatever you have.

If you are already using a calendar, great, go ahead and use it. If not, use Google Calendar, Outlook, Smartphone calendar, whatever is easily accessible.

Even an old-fashioned pen and paper calendar would do, as long as the tasks are not parked in your memory, to be remembered when the time to do them comes. Pen and paper calendars have one drawback – you can’t set reminders in them 🤭.

I personally use Google calendar and it has served me well till now. It is integrated with Todoist and Zoom for easier workflows.

Never schedule every moment of your work day. Keep lots of buffer time so that even if some tasks need more time, you have time to finish them.

Step 5. Mastering 3 critical time management techniques

Now comes the most critical step. Getting things done.

To get the tasks actually finished, here are three of my personal favorite techniques. There are many more, but these three give the best outcome for beginners.

Creating superlists: All inclusive to-do lists

Superlists are to-do lists containing all the personal and professional tasks that you need to finish. Besides the tasks generated by goals you have set for yourself, many more tasks will keep coming up. I don’t need to give examples I believe. As working moms you know them too well. Household chores, doctor’s appointments, picking up groceries, and more.

The power of Superlists lies in the fact that they give equal importance to both professional and personal tasks. Since you are working from a comprehensive to-do list, maintaing work-life balance becomes that much easier. On a more practical note, task prioritization and scheduling is easier.

When you work from a Superlist, you awe aware of all your commitments at any given point of time and hence know when to say no to more tasks being tossed your way.

Using Pomodoro technique

The Pomodoro Technique is a popular time management method that encourages focus and productivity through short bursts of work followed by short breaks. Developed in the 1980s by Francesco Cirillo, the technique is simple but effective:

Choose a task
Set a timer for 25 minutes
Work on the task until the timer goes off
Take a 5-minute break
Repeat the process

After four Pomodoro cycles, take a longer break of 15-30 minutes.

In-depth reading: Pomodoro Method: A Simple Time Management Technique that Boosts Productivity

Applying technique of Time Blocking

Time Blocking involves dividing your day into blocks of time, each dedicated to a specific task or activity. This approach promotes a more organized and structured use of time, reducing the tendency to multitask or get distracted. To implement time blocking do this:

List the tasks you need to accomplish
Estimate the amount of time each task requires
Schedule blocks of uninterrupted time for each task
Stick to your schedule

Remember to include breaks and buffer time for any unexpected tasks or interruptions.

What tools to use for time management

Till now I have mentioned calendars only. But there is a wide variety of tools available to help you manage your time and tasks well. Here is a sample list:

Tool	Purpose
Trello	Organize tasks using boards, lists and cards
Google Calendar	Schedule time blocks and set reminders
Todoist	Create and manage to-do lists with priority labels
Toggl Track	Track time spent on various activities

These tools can be customized to personal preferences and streamline various aspects of time management. Explore and find a tool that works best for you and your needs.

Dealing with Procrastination

No discussion on time management can be complete without talking about procrastination.

Procrastination is the act of delaying something that needs to be done. Though it is always used in a negative sense, I firmly believe that procrastination is not always a bad thing.

But good or bad, procrastination can severely impact productivity and prevent you from effectively managing your time. So it needs to be dealt with effectively/

Here are five steps you can start following to beat procrastination:

Have at least a week’s schedule ready in your calendar
Get an accountability buddy
Minimize distractions while you’re working
Reward yourself when a task is accomplished
Spend time with yourself

I discuss these steps in one of the articles of my LinkedIn Newsletter Open Journal – 5 Easy Steps to Avoid Procrastination.

Are you ready to be master of your own time?

Time management is not a one-time commitment. It’s something you need to keep doing regularly and repeatedly till it becomes a habit.

And we all know that developing habits is difficult. Because it requires discipline, motivation and perseverance.

But a start must be made if you wish to control your own time and feel more satisfied with life.

Start with small steps. Like creating a Superlist. Or setting one goal each for personal, professional and financial dreams.

That’s doable, right?

Then do that, schedule a task in the calendar and complete it when the time comes.

That’s your first step towards being a master of your own time. And you are all set to take the next step.

Frequently Asked Questions

What are the top time management methods?

The top methods for time management include the Eisenhower Matrix, the Pomodoro Technique, SMART goal-setting, prioritisation techniques and the Two-Minute Rule. You may combine these techniques to maximize your productivity and manage time effectively.

How does time management benefit my productivity?

First and foremost, time management can significantly benefit your productivity by helping you identify and eliminate time-wasting habits. It also helps you learn techniques to plan, prioritize, and delegate tasks more effectively. This results in improved focus, better workload management, reduced stress, and increased overall efficiency.

Are time management techniques suitable for students?

Time management techniques are highly suitable for students of all ages, as these skills can help them balance academic, extracurricular and personal responsibilities. Additionally, mastering time management early in life can provide lifelong benefits such as better academic performance and improved career prospects.