How to Manage Time

Time management is an important skill that we should hone. It can help you make the most of your day to achieve success in areas like work and study. To manage your time, you need to use it productively by working in the right environment and knowing what tasks to prioritize. Turn off phones and communications when necessary to limit distractions and make sure to follow a daily schedule for maximum productivity.

Table of Contents

Use your time productively

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Create the right environment to work in. Your work environment can help you be more productive overall. There are no strict rules about the work environment, so you just choose according to your gut. Decorate the space around you with inspirational decorations to keep the flame of enthusiasm and passion alive. This feeling will help you stay focused on the task and productive. ^{[1] X Research Source}

For example, if you are inspired by an artist, buy several copies of that artist’s paintings and hang them on the wall.
If you can choose a workspace, choose one where there are no distractions. Working in front of a TV screen may not be great, but you can push your desk into the corner of your bedroom and work there.

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Make a to-do list based on importance. Before you start dealing with the day’s workload, identify the tasks that need to be prioritized. A to-do list is a great tool, but it’s a good idea to organize a little more than just list out everything that needs to be done. Classify tasks according to their importance. ^{[2] X Research Source}

Before you make a list, write down the importance of the tasks. For example, tasks labeled “urgent” must be completed today. Tasks labeled “important but not urgent” are also important but can be done later. Tasks labeled “non-priority” can be deferred if necessary.
Write down the tasks below each category. For example, if you need to complete a report at the company, this is an urgent task. If you need to start a new project but the deadline isn’t within the next 2 weeks, this should be an “important, but not urgent” task. If you want to go for a run after work but don’t have to, this task will be in the “non-priority” section.

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Do the important tasks first. You will feel relieved when you have completed the important task of the morning. The feeling of success for the day has been achieved and the feeling of burden due to stress has been lifted. Start each day by tackling the most important tasks on the list. ^{[3] X Research Sources}

If you have five e-mails to respond to and a report that needs to be reread, do so as soon as you arrive at the office.
Stop unnecessary social activities before you start working on priority tasks.

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Take your work with you wherever you go. Make the most of your free time by always bringing documents to work. If you have a few minutes to spare on the bus, use this time to read material for a lesson or work. If you’re queuing in front of the checkout counter at a supermarket, you can take advantage of answering e-mails on your phone. If you carry your work with you at all times, you’ll make the most of your time. ^{[4] X Research Sources}

If you’re a student, consider buying audiobooks or recording lectures. You can listen to the content of the lesson while standing in line or walking to class.

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Don’t do many things at once. Some people think multitasking is a great way to get a lot of work done each day and manage your time intelligently. However, this will actually reduce your productivity. It will take you longer to get things done because you can’t fully focus on anything. Instead, focus on one task at a time. You’ll finish faster if you work this way, and you’ll make good use of your time. ^{[5] X Research Sources}

For example, you can reply to all emails, then sign out of your email account and move on to another task. At this point, you don’t have to worry about email anymore. If you need to reply to incoming emails later, you can do so after completing the task at hand.

Minimize distractions

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Turn off the phone. Turn off your phone when possible. Your phone can take up a lot of time in your day that you could spend on more productive things. You’ll be tempted to check Facebook or glance at email because it’s so easy. Help yourself by turning off your phone while doing other things. If you reach for your phone out of an unconscious habit, you will only face a black screen. ^{[6] X Research Source}

If you need your phone to work, keep it far across the room. You’ll be less likely to look at your phone if it’s not easy to reach. You can also turn off notifications on your phone if they’re not for work.

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Close unnecessary browsers. More and more people rely on computers or the internet to get things done. But Facebook, Twitter, or other distracting websites that you leave on your computer while you work will negatively affect your time management skills. You may also be distracted by tabs that open to old project information or irrelevant search results. Get in the habit of closing tabs as soon as you’ve finished viewing them and focus entirely on the pages you need to get the job done. ^{[7] X Research Sources}

Challenge yourself to just open one or two tabs at a time.

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Block social networks. Sometimes Facebook or Twitter has such a strong temptation that you can’t resist. However, you can use some apps and websites to temporarily block distracting social media sites. ^{[8] X Research Sources}

SelfContrp is a Mac application that blocks access to any site you choose for a certain period of time. You can download this application for free.
If you need to block the internet completely, the Freedom app will allow you to temporarily block internet access for up to 8 hours at a time.
Leechblock is a Firefox extension that allows to restrict the use of certain pages for a set period of time each day.

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Try to minimize interruptions. The interruption will break your working circuit. If you’re doing something and have to stop to handle something else, you’ll have a hard time regaining your inspiration. Try to complete the task at hand before moving on to another. There’s no rush to do other things right away when you’re focused on getting the job done. ^{[9] X Research Source}

For example, if you receive an email at work that needs to be answered, don’t stop to reply. Instead, make a note to remember to send an email when you’re done with what you’re doing.
Note that sometimes the disruption occurs due to force majeure. For example, you won’t be able to answer the phone if there’s an emergency phone call while at work. Do your best to avoid interruptions while working, but don’t blame yourself if you get distracted from time to time.

Stick to the daily schedule

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Use an electronic calendar. Technology is a great way to help you manage your time and keep track of deadlines, appointments, and more. Take advantage of the calendar in your phone and computer. Record daily tasks like appointments and work or school schedules. Set a reminder on your phone, such as a phone that will send you a reminder one week before the due date. Schedule tasks to complete projects at school or at work on time. ^{[10] X Research Source}

Besides the electronic calendar, the printed calendar is also your assistant. You can put a calendar on your desk or bring a notebook calendar. Sometimes a few words scribbled on a calendar help you remember what needs to be done.

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Identify the times when you are most productive. Everyone has productive times during the day. It helps to know when you can make the most of your time and use it to organize your work. For example, if you feel energized in the morning, try to get most of your work done in the morning so you can relax at night and do the light work you love. ^{[11] X Research Source}

It may take you a while to figure this out. Track your energy levels and focus for about a week. This will help you identify the times when you are most likely to be productive.

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Take the first 30 minutes of the morning to plan your day. Every morning after waking up, you have in mind the things to do and sketch out a work schedule. Remember work duties, social responsibilities, and errands to do. ^{[12] X Research Source}

Let’s say your working hours are from 8 am to 4 pm; But today you need to do two things: call grandma to wish her happy birthday and go to the dry cleaners to pick up some clothes. When you wake up in the morning, think about when you should arrange to do these things.
If your grandmother lives in an area with a later time zone, you can call her after coming home from work so as not to inconvenience her. Then you can schedule a time to pick up your clothes.

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Schedule breaks and breaks. No one can work continuously without stopping or without interruption. You need to allow yourself an occasional break or recreation. Breaks can come in between to-do tasks. That way, breaks won’t take up much time and mess up your day’s plans. ^{[13] X Research Source}

Arrange longer breaks in addition to short breaks throughout the day.
For example, you might set aside an hour for your lunch break each day and half an hour to watch TV to relax after work.
You can also set up a quick break while you work. For example, if you are writing an essay, you can allow yourself to write 500 words, then check Facebook for 5 minutes.

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Take off some work on the weekend. Weekends are for rest, relaxation and enjoyment, so don’t be greedy for work. However, working a little on the weekend also helps. Consider doing errands that pile up on the weekend and pile up on Monday. ^{[14] X Research Source}

For example, you can quickly check and go through your emails at the end of the week, then send a few emails to ease your work for the following Monday. Or, you can simply mark emails that need to be addressed as soon as Monday morning.

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Adhere to bedtime. Sleep routine is a very important part when you want to manage your time. A regular bedtime routine will make it easier to wake up early in the morning and be ready for the day. To maintain a good sleep routine, you need to go to bed and wake up at the same time, even on weekends. Your body will adapt to your sleep/wake cycle, then you’ll start to feel sleepy at bedtime and feel refreshed in the morning. ^{[15] X Research Source}

Advice

Be flexible and relax. Accept the surprises in life. Sometimes there are things that need to take precedence over a rigid and rigid schedule. In most unexpected cases, it only takes a few hours or days to get back to your regular schedule.
Draw a picture of yourself in the future you dream of. Visualize that image every time you feel like procrastinating on any task. Strive to become the person you want to be by completing specific tasks to get closer to your goal.

Steps

Use your time productively

Minimize distractions

Stick to the daily schedule

Advice

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