Ever feel like there’s just not enough hours in the day?
Well, we’ve all been there.
That’s why I thought I’d share some time management techniques with you today that have worked great for me.
And I’m pretty sure at least one of these methods will help you be more productive, reduce your stress, and at the end of the day, give you some free time.
Who wouldn’t want that?
So, let’s get started!
1. The 2-Minute Rule
First, I’m going to talk about the 2-minute rule.
This is one of the key components of the time management methodology discussed in David Allen’s book “Getting Things Done” (GTD).
I bet you’ve already heard of it on YouTube or even on most productivity blogs.
Well, what is it?
It’s simple: if a task takes less than 2 minutes, do it right now.
In other words, if you can do something in two minutes or less, just do it right away rather than put it off or add it to your to-do list.
Think about those tasks: responding to a quick email, making your bed, watering a plant, or even taking out the trash.
You get the idea.
So next time you see a small task, do it right away!
2. Eat the Frog
Okay, I know what you’re thinking. “Eat a frog? Gross!”
No, I’m not talking about actual frogs here. Not at all!
This technique, or we can say hack, inspired by a quote from Mark Twain, is a productivity method aimed at helping people tackle their most challenging tasks first thing in the morning.
You know, that big, ugly task you’ve been avoiding? Well, that’s your frog.
It could be something like starting a workout routine you’ve been postponing, dealing with overdue bills, financial planning, or even preparing for a challenging presentation.
Once you finish this tough task, you’ll feel great.
Then, you can easily complete smaller tasks without worrying about the big ones.
This helps you get more done and feel less stressed throughout the day. You’ll feel more accomplished and motivated for the rest of your day.
I’ve tried this in my own routine and found it works great.
3. Pomodoro Technique
This one’s a personal favorite of mine.
It’s simple: work for 25 minutes, then rest for 5 minutes.
Each 25-minute work session is called a “Pomodoro.” After four Pomodoros, you take a longer break of 15-30 minutes.
But you may be wondering what that name, “Pomodoro,” means.
Well, it’s actually Italian for “tomato,” because the inventor used a tomato-shaped kitchen timer back in the ’80s.
He came up with this idea because, as a university student, he was having a hard time staying focused on his studies.
This is a type of technique for maintaining focus and preventing burnout. Plus, those little breaks give you something to look forward to.
There are tons of Pomodoro apps out there, but any timer will do the job.
4. Make a To-Do List
Now, let’s talk about the classic to-do list. I know, It might seem old school, but but they’re still popular for a good reason.
What is that reason?
To-do lists have been helping people stay organized for years. When you write down your tasks, it helps clear your mind and gives you a roadmap for your day.
You can make to-do lists in different ways. You can still use the old-school way: write them on paper or use apps on your phone or computer.
One great app for managing to-do lists is Todoist, which I’ve been using for years.
Here are some reasons to try Todoist:
- It has a clean design that makes task management easy.
- Your tasks are accessible across all your devices.
- Share tasks and projects with others.
- Integrates with many other productivity tools.
- You can create projects, add labels, and set priorities to organize your tasks.
Using an app like this can really help you manage your to-do lists better. It makes staying organized and getting things done much easier because most of the time we have our smartphones with us.
And the best part? The satisfaction of checking off completed tasks, like a little reward for your brain!
5. Set Alarms
No, I’m not just talking about your wake-up alarm (though that’s important too!).
Setting alarms for important tasks throughout your day can be a powerful tool to keep you on track. You can simply use them for start times, to signal the end of a task, or as reminders for important deadlines.
But why?
Even though reminder notifications have a sound, alarms create a sense of urgency.
But be careful not to use too many, this can be distracting. Try different alarm numbers to see what works best for you.
6. Use Apps and Tools
Today, we have lots of digital tools out there, so why not take advantage of them?
We can call them, productivity apps or tools designed to make our life easier. Some popular ones include Trello for project management, Todoist for to-do lists, and Notion for, well, pretty much everything.
These tools can help you organize tasks, set reminders, and track your progress.
The most important thing is finding the right app for your needs.
It’s okay to try different apps until you find one that works best for you. I tested almost 5 to 10 tools before settling on Todoist and Notion for my work.
Remember, the best app is the one you use regularly!
7. Set Boundaries
Let’s talk boundaries. But what does it really mean?
In today’s world where we’re always connected, protecting your time is important.
This means learning to say no to distractions and unnecessary commitments. It might feel uncomfortable at first, but it gets easier with practice.
You can set specific work hours and stick to them. Let your colleagues know when you’re available and when you’re not.
And don’t forget about digital boundaries. Turn off unnecessary notifications during focused work time, or you can use the focus mode on your smartphone.
I’ve learned this the hard way: every time I say “no” to something that’s not important, I’m actually saying “yes” to something that is. It’s like giving myself permission to focus on what really matters to me.
8. Reward Yourself
Who doesn’t love a good reward? But how is this related to time management?
Well, I can’t say that it’s exactly a time management technique, but it can really help motivate you to manage your time better.
How?
Think of it this way: When you include rewards in your routine, you’re more likely to stay on track and get things done.
Finished a big project? Treat yourself to your favorite coffee. Cleared your inbox? Take a 15-minute walk outside.
These little rewards can give you the boost you need to tackle the next task. Just make sure your rewards are proportional to the task—saving that Netflix binge for after you’ve completed all your major tasks for the day.
Keep your rewards reasonable. Save bigger treats, like watching Netflix, for after you finish your main tasks for the day.
Don’t forget to celebrate your wins, no matter how small. You deserve it!
9. Delegate and Outsource
Sometimes the best way to manage your time is to let someone else handle certain tasks.
Meaning, if you’re overwhelmed or spending a lot of time on tasks you’re not great at, it might be a good idea to let someone else do them.
This is called delegating or, as we can say, outsourcing.
I’m talking about tasks such as graphic design, data entry, administrative work, social media management, content creation, website maintenance, bookkeeping, and the list goes on and on.
Now, you may be thinking, “How on earth can I find someone to do my task?”
Well, it’s not that hard.
There are many online platforms for that, and one of my favorites is Fiverr.
Here’s why I recommend it:
- Worldwide freelancers: Find talented people from many countries.
- Low prices: Many jobs start at $5, fitting different budgets.
- Easy to use: The website and app are simple to navigate.
- Read reviews: See what other clients say about freelancers’ work.
- Safe payments: Fiverr handles money nicely, keeping both clients and freelancers safe.
In my experience, I’ve had some positive experiences and also some negative ones, so it’s always better to find freelancers based on their availability, their previous work, and the reviews.
As some alternatives, you can also try Upwork, Toptal, and 99designs.
This not only improves your productivity but can also help you get more done and ultimately leads to better results.
Think about it: someone who specializes in a particular area can probably do it faster and better.
10. Reflect and Adjust
This is something that you shouldn’t miss: take time to think about what’s working for you.
At the end of each week, look back at what went well and what didn’t.
For example, you might find that the Pomodoro Technique really helped you, or that you get more done in the afternoons.
Use what you learn to make your plan better.
Put simply, what works for someone else might not work for you. Be open to trying different things until you find what helps you be most productive.
Wrapping It Up
And there you have it!
To give you a clear picture, here’s what I discussed:
- Do quick tasks right away (2-minute rule)
- Tackle the hardest job first (eat the frog)
- Work in short bursts with breaks (Pomodoro Technique)
- Make lists of what you need to do
- Set reminders on your phone
- Try apps that help you stay organized
- Learn to say no to distractions
- Give yourself small rewards for finishing tasks
- Ask for help or hire others for some jobs
- Look back on what worked well and make changes
No doubt using these time management techniques can really help you manage your day better.
And there’s one more thing to remember: don’t worry if these techniques don’t work perfectly at first.
Everyone is different, so it may take time to find what works for you.
Let’s make every minute count!
