Four Tips for Effective Time Management

Set Clear Goals?

Setting clear goals is a requirement for navigating the success and progression of those goals.? There are a few ways to set goals and monitor progress, one of those tools is using a SMART goal metric. Specific, measurable, achievable, relevant, and time-bound (SMART) goals. This clarity helps you focus on what truly matters and allocate your time effectively to achieve these objectives.??

HubSpot provided this along with other great examples of how to set SMART Goals.??

• Specific: We want to create more conversations by increasing our total number of followers on Facebook.?

• Measurable: We aim to boost the total Facebook followers by 5%.??

• Attainable: Efforts to engage our Twitter community resulted in a 10% conversation boost over time.?

• Relevant: More conversations mean more brand mentions — and potential referrals.?

• Time-bound: Two months.?

Prioritize Wisely?

Use tools like the Eisenhower Matrix to distinguish between urgent and important tasks. Focus on high-priority activities that align with your goals to ensure you’re making the most of your time. The Eisenhower Matrix is a four-quadrant matrix that breaks down what needs to be done and how to do it. A modern-day version of this matrix is scheduling tools like Asana, Monday, and thorough to-do lists.??

The matrix's breakdown is as follows: 1—do, 2—schedule, 3—delegate, 4—delete, with one and two at the top and three and four at the bottom.??

• Could you do tasks with deadlines??

• Schedule: tasks with unclear deadlines that contribute to long-term success.?

• Delegate: tasks that must be done but don’t require your specific skill set.?

• Delete distractions and unwanted noise.??

To learn more about this matrix, check out Asana's blog.

Create a Daily Schedule?

Create a to-do list to plan your day in advance. Allocate specific time slots for each task and stick to this schedule to maintain structure and accountability throughout your day. Planning your day will look different for different people. Some will choose to plan down to the minute, whereas others may choose to do calendar blocking and designate specific times to work on tasks to ensure they prioritize correctly. Time blocking or calendar blocking is a great way to ensure you utilize your time wisely.??

Start by identifying what you need to work on for the day and any potential pitfalls (last-minute meetings, technology issues, or other potential interruptions). Then, you can figure out when you’re the most productive throughout the day, whether you’ll need outside support for anything, and add in any personal breaks to refresh.

Take Breaks and Reflect?

Incorporating short breaks between tasks to recharge and maintain focus. You can use this time to reflect on your progress and adjust your plans as needed, continuously improving your time management strategies. Like rechargeable batteries or cars, we often need breaks to recharge and refuel. The Harvard Business Review gives a deeper look into the why and how to take an effective break at work. Whether you are the CEO, Director, supervisor or client-facing employee, breaks are vital for all of us. We all have a certain amount of energy; when we use it all and don't recharge it, we won't be operating in the best way possible.

If you think of the old toy car commercials, the saying at the end was always, "Batteries not included." You are a toy car, and you start with batteries that are not included. The way to get batteries or recharge them is through breaks. When we ignore those batteries, we aren't going to go anywhere. Or if we try to do a quick fix that isn't restful, it is the same as taking the dying batteries out of the TV remote; you may move for a bit, but you won't last long. Instead, we need to take the time to recharge fully.

Remember that we are all uniquely designed, so the way we recharge will look different. Some may be able to recharge with short breaks throughout the day, whereas others may need to take a full 30—to 60-minute block of time during the work day. Neither way is wrong, but we must recognize that we don't all recharge the same way and know which is best for us. Then, we can communicate that with our team so everyone is productive and supportive.

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Time management is a learned tool. By understanding your goals and priorities, you can take time to break up your day to be the most productive while allowing your body the rest it needs.

What is your favourite way to recharge during work?