How often have we heard someone complain about not having enough time in the day? Is it really about a lack of time or how we manage it? How can we get the most out of the limited time that we do have? Well, there are many methods available that can help us be more efficient with our time. Let’s explore what they are and how they can help us become more stress-free, productive, and efficient with our time.
How Time Is Used
We could start with your grandma’s windup timer (you know, the one that always gets stuck, letting you know your food is done when you smell the charring that you never intended), but I think we’ve advanced past that. Instead, let’s look at how we can best use time with tried-and-true methods. Not only do we need to see time, but we also need to hear it. Using as many of our senses as possible to track time is important so that we can manage and produce effective results consistently.
For example, let’s briefly discuss the Pomodoro method—very popular and very practical. This is a technique that can be implemented with or without an app. It really focuses on the duration of time and what you accomplish within it. We need some kind of mechanism that indicates the time, provides accurate duration, and produces a sound to pull us out of our mental zone and remind us to take a short break. This is simple but important. Many top-rated and successful companies, along with their competitors, demand that their employees implement these techniques for greater professional impact. However, this method can also be used to reach personal goals.
We will cover more about this technique, as well as Time Blocking, The Eisenhower Matrix, GTD (Getting Things Done), The Two-Minute Rule, and the ABCDE Method. While there are many other methods out there, we will limit our focus to these few that are powerful, effective, and easy to integrate into one’s workflow.
Time Blocking
If you want to divide your day into specific blocks of time dedicated to different tasks and activities, then Time Blocking is for you. This method is far superior to a to-do list and is very easy to implement. First, create a structured calendar that time-slots each task. Why is this method particularly effective? Because of its structured nature, it helps you zone in on one task at a time, limiting distractions and interruptions.
Instead of starting your morning by looking at your to-do list, glance at your calendar, which clearly outlines the specific meetings, projects, and assignments you need to accomplish for the day. Structuring your day this way helps you manage your workload and see how much time you actually have for each task, including managing your breaks. Professionals use this method when multitasking can be counterproductive to focused efforts. Students can structure their study time, homework, and extracurricular activities using this method, and they can even schedule downtime with friends and family.
Yes, this technique is great for personal goals, too. For example, if you are preparing for a grand dinner party but have many things to do before the big event, you might feel pulled in all directions and not know where to start. Time Blocking can help you focus on what matters most with just a quick glance at your calendar. Clean, order food, check who’s coming, cook, take a 15-minute break…done, done, and done! Remember, you’re fostering greater intention on how to divide your day and reach your goals. Notable companies that use this method include Asana, Google, Microsoft, and Zapier, just to name a few. Some of these companies use more than one technique to achieve qualitative and quantitative results.
Whatever the case, using this method can effectively manage and balance your time and focus for a more stress-free, productive, and successful day. Happy blocking!
Pomodoro
The Pomodoro Technique is a very practical method that can be used when you need solid, uninterrupted time for deep and effective focus on a chosen task. Here’s how it works, in a nutshell: you focus for 25 minutes (get the job done), then take a short break to do whatever you want, and just repeat the process.
A study by the American Psychological Association found that employees who use digital time-tracking tools increased work output by up to 20% over a six-month period. This is why big tech companies, large firms, educational institutions, and startups advocate for methodologies such as the Pomodoro Technique to boost productivity and creativity. Included on the list of Pomodoro users are Google, Intel, Basecamp, Zapier, HubSpot, KPMG, Software Mill, Stanford, Harvard, and many others. These companies have integrated the Pomodoro Technique into their workflows to enhance productivity and focus.
The Pomodoro Technique is also wonderful for remote workers. The University of Illinois conducted a groundbreaking study that found the average worker’s attention span is only 10 to 20 minutes, making sustained concentration an uphill battle. So, if you want to see positive results and get a handle on your time—whether you’re at home, in a café, or on the beach—this is the ideal technique. We all know that distractions and interruptions are prevalent, and burnout is real. But the Pomodoro Technique can help mitigate the stress and frustration that come with disruptions, replacing them with a feeling of accomplishment and time well spent.
The Eisenhower Matrix
Using the Eisenhower Matrix can transform individuals who often feel swamped by their to-do lists. By clearly differentiating what truly matters, you can focus your energy on high-importance tasks while delegating or eliminating less important ones. This powerful prioritization method is named after President Dwight D. Eisenhower. Tasks are divided into four quadrants: tasks that are urgent and important, tasks that are important but not urgent, tasks that are urgent but not important, and tasks that are neither important nor urgent.
Just imagine being able to effectively delegate assignments, workloads, and schedules in a hectic environment like government, education, or healthcare. The Eisenhower Matrix can significantly impact not only you but also those who depend on your decisions and subsequent actions. Embrace your stellar leadership, managerial prowess, or academic excellence, knowing that you can utilize the Eisenhower Matrix to remove the fog of indecision and prioritize all of your tasks. Productivity has never felt so good!
Getting Things Done (GTD)
David Allen developed Getting Things Done (GTD), a comprehensive time management method that involves five key steps for gathering all of your commitments and tasks into one system. If you want to free your mind from the stress of trying to remember every detail, then you might want to give this a try.
The five key steps involved in this process are capturing, clarifying, organizing, reflecting, and engaging. Make sure to write down everything you need to accomplish, break your tasks into actionable bites, and regularly review your commitments for progress or changes. GTD is very effective for those who wear many hats and are loaded with responsibilities. If you need to regain control and put structure back in your life—mothers, managers, students, employees, business owners—we’re talking to you! GTD is the way to sanity.
The Two-Minute Rule
You look at a pile a mile high of things you must do. How do you decide what to do first? With the Two-Minute Rule, you select the task that takes the least amount of time to do and tackle that first. Yes, there are those who believe in doing the tough and tedious tasks first, but not with this rule.
If a task takes less than two minutes, you should complete it immediately. Why? According to this method, the accumulation of small tasks, if left to the last minute or put off entirely, can become overwhelming, discouraging, and cluttered. Your brain needs space to think and accomplish. When you complete small tasks first, you create a sense of decluttered space and a feeling of accomplishment that sets you up to tackle larger tasks more easily. It puts your workflow into an efficient and manageable mode.
It’s very easy to implement: if you have a memo to read, read it; an email to respond to, do it; a quick chat with a colleague about an assignment, get it out of the way. It can be any task as long as it takes less than two minutes. This method is great for professional leaders, teams, and students. By handling your small tasks immediately, your workflow will be smoother, less cluttered, and more efficient, giving you and your team a sense of accomplishment worth bragging about.
The ABCDE Method
The ABCDE Method is similar to the other methods mentioned above; it focuses on prioritization. Your tasks are assigned a letter that corresponds to their importance: A for must-do tasks, B for should-do tasks, C for nice-to-do tasks, D for tasks you can delegate to others, and E for tasks you can eliminate.
If you struggle with decision-making, this method will help you regain focus on what really matters. Spend more time on high-impact activities and discard what doesn’t deserve your precious time or attention. The ABCDE Method is ideal for students who tend to procrastinate due to indecision and distractions. Assignments like homework, term papers, and studying for exams become easier when time is allocated to what is most important. Remember, like a well-oiled tiered system, this method will help you categorize, delegate, and keep you focused and motivated on what matters most.
Conclusion
In summary, these time management techniques are designed to increase productivity, focus, and efficient workflow while reducing stress. Used by professionals, students, teams, or individuals managing personal responsibilities, all of these methods are easy to implement and highly beneficial. Whichever one you choose will make a profound change in your work, school, and personal life. We can’t get back time, but we can control how we use it.