One of the main reasons why people are constantly busy (and they are…) is poor time management. They often try to get too much done, without planning or forethought. “It's here, so I'd better do it” kind of thing. As you can imagine, improving your skills to meet your deadlines and maintain a healthy work-life balance is essential. If you're to stay sane, that is…
In this article, we outline five strategies that will help you manage busy schedules. Use them to take control of your time and boost your productivity.
5 Smart Strategies To Manage Time In High-Stress Situations
Doing more with your time
isn't about packing more into your schedule, but more about adjusting your efforts and recognizing what actually matters.
So look at the work you have in front of you and think about adding a few ways to increase your productivity.
And here are some ideas you can use.
1. Use a visual planning tool
Visual planning tools like a Gantt chart can be a game-changer for busy people! It provides a clear and organized view of goals, tasks, and deadlines so you can allocate time in the best way.
Some businesses rely on software like Microsoft Project. It's easy to use, inexpensive compared to others, and is the go-to app for many. It lets you create detailed timelines, assign tasks, and control time even when managing several projects at the same time. But sometimes it can confuse you by providing more than you need, and lacks a few of the simpler features you may, as a non-project manager, expect. You can get around this with add-ons, like an
MS Project Gantt chart which is simple, yet flexible and to-the-point.
We've concentrated on Microsoft Project for the reasons we mentioned, but there are many others like GanttPRO, MeisterTask, or Toggl Plan that you may want to look at. Whatever you choose – whether you prefer a Gantt chart or other visual tool for planning – the right solution will greatly improve your time management.
2. Set goals properly
This may seem trivial, but it's not: setting the right goals is essential. That's because without goals, you (or your business) have no direction. And when you have well-defined goals, you can allocate your time efficiently, focusing on what matters instead of getting distracted by things that are less important ... or even irrelevant.
Think for a minute. Did you every complete a job, and wonder, “Why did I do that?” Haven't we all! This is a kind of proof that we didn't have a goal, or if we did, we ignored it. So when you've set your goals, pay attention!
Apply the well-known concept of SMART goals (specific, measurable, achievable, relevant, and time-bound). This concept will instil a proactive approach, allowing you to take control and get the results you want. Get our
Setting Goals the SMART Way course for complete guidance on what to do here.
And if you have complex goals, divide them into smaller activities so they're more manageable. Consistently reviewing and adjusting them will ensure they stay relevant if your priorities change.
3. Prioritize your tasks
One of the best solutions for prioritizing your tasks is the Eisenhower Matrix, also called the “Urgent-Important Grid”. You may have heard of it (and if not … well … you kinda should have… It will keep you on track – and save a lot of time.
By categorizing tasks into urgent and important, important but not urgent, urgent but not important, and neither urgent nor important, you'll quickly determine where to direct your effort. And by using this approach, you'll avoid wasting time on low-priority activities and perform more meaningful work.
Our course on
Prioritization gives the full picture…
Apply this matrix regularly to stay on top of things as priorities shift and new demands arrive. We've seen people who have discovered it, then use it every day … and wonder how they ever did without it!
If you'd like to learn more about time management, why not take a look at how we can help?
Learn how to manage your time better with our online courses.
RRP from $89 – limited time offer just $12.99
4. Master the art of taking breaks
Regular breaks and energy control also have a big impact. When you take short breaks, you keep your focus, prevent burnout, and stay productive throughout the day.
What's more, skipping these breaks may result in mental exhaustion. You may think you're being smart (which in itself can be a sign that you're not…) but it usually leads to slower work, more mistakes, and time spent in fixing problems that shouldn't have happened.
We all have fluctuating energy levels throughout the day. Balancing tasks based on the hours you're most productive will also ensure that important work is done when your energy level is highest. Leave the trivial stuff for when you're less energized.
Overall, scheduling breaks and working to an “energy levels” plan will lead to higher-quality work as well as better time management.
5. Delegate!
It can be difficult to hand over your work to other people. But in many cases, busy people actually feel relieved when they start to delegate their work. So it's worth a try!
Delegating tasks to responsible team members won't just free up your time but it will also promote ideas of working together and developing skills within the entire team.
To do this successfully, remember that when you delegate a job, you're still answerable for the results! So choose things that other people can handle, and communicate your thoughts clearly. In short, make sure they fully understand the deadlines, resources, and expectations.
By delegating properly, you won't just get more done, you'll prevent your own possible burnout!
Effective Time Management Is A Journey, Not A Destination
All this requires patience and adaptability. By experimenting with different approaches, you'll find out what best suits your workflow and lifestyle.
Stay watchful and don't be afraid to adjust your approach. Use efficient planning tools to help you, set goals properly, prioritize, delegate when it makes sense …and don't forget to rest once in a while!
With persistence, you'll not only improve your productivity, but you'll reduce stress and create more opportunities for personal growth and relaxation.
All that is worth working for, isn't it?
