As a business owner, you’re probably juggling a million things at once. Between managing your team, meeting with clients, and handling the day-to-day operations of your business, it can be tough to find time for anything else. Well, fear not, because today, we are talking about three time management systems that will help you say goodbye to the chaos and hello to a more organized and productive workday by taking control of your schedule and maximize your productivity.
Plus, you’ll find a fun download bonus at the end.
The Classic Calendar
Now, I know what you’re thinking. “A calendar? That’s it?” But hear me out.
A calendar is a tried and true way to keep track of important dates, deadlines, and appointments. Now that digital calendars can sync across all your devices, you can easily access your schedule from anywhere, at any time. Whether you’re in the office, at home, or on the go, you can stay on top of your schedule and make sure you never miss a beat… or double book yourself!
Your calendar can also be where you have your daily task list.
We all know the pain of having a long to-do list and how easy it is to get overwhelmed and jump from task to task without making much progress. To avoid this, simply take a few minutes each morning to prioritize your tasks for the day.
Pro tip: Identify the most important tasks, add them to your “tasks” section in your calendar and tackle them first.
Not only will this give you a sense of accomplishment early in the day, but it will also ensure that you’re making progress on the things that matter most.
Pomod-OH-YES!
Ah, the Pomodoro technique.
Yes, it does sound like sound like something you might order at an Italian restaurant. “I’ll have the spaghetti pomodoro, with a side of time management, please!” As wonderful, and delicious as that sounds, let me explain.
This time management method is all about breaking down your workday into manageable chunks.
Here’s how it works:
- Grab your phone (remember to turn off notifications; this is time for deep work)
- Set the timer for 25 minutes and work on ONE task until the timer goes off.
- Then, take a short break (five minutes should do the trick) – take a walk, stretch, make some coffee (herbal tea if that’s your thing) and repeat the process.
It’s a simple yet effective way to stay focused and avoid burnout.
Pomodoro technique might not be as delicious as spaghetti pomodoro, you might just surprise yourself with how much you have accomplished at the end of the day.
The Two-Minute Rule
Procrastinate much?
For those of us who struggle with procrastination, and let’s be real, who doesn’t?
Here is a great way to jump start your day and get started on tasks.
It’s called the “two-minute rule.”
This rule is based on the idea is that if a task can be done in two minutes or less, you should do it immediately. This helps build momentum and gets you into the habit of taking action, even if it’s just a small task.
Once you’ve completed a few quick tasks, you might find that you feel more motivated to tackle bigger projects. So the next time you find yourself putting off a task, ask yourself if it’s something that can be done in two minutes or less. If so, take care of it right away and see if it helps jumpstart your productivity
Audit Your Time
Another nifty tool is the Time Audit.
Don’t let the name intimidate you though, auditing your time can give you the clarity you need to create, improve or optimize your time systems.
A personal time audit is like a detective mission, except you’re not hunting down criminals, you’re hunting down time-wasters! You’ll need to don your Sherlock Holmes hat, download and print your Time Audit (see the link to do this below) and get tracking.
Next, it’s time to start recording your every move. Yes, EVERY move. You’ll see that the Activity Log is in 2 hour intervals, so make a note of everything you do and for how long – starting with that morning cup of coffee to the time you spend scrolling through cat memes on Instagram.
Don’t worry, we won’t judge you for the amount of time you spend on the latter. (much)
You can do this part over one typical day, or track a week of your life to get a more holistic idea, but the key is to get as much information as you can about what you really do with your time.
Once you’ve got your data, it’s time to put on your data analyst hat and start analyzing. Look for patterns, trends, and any areas where you’re spending more time than you need to.
When do you get most of your work done? Maybe you’re spending too much time on emails, or maybe you’ve been binge-watching The Office on Netflix for the past 4 hours. (Anyone else?)
It’s time to face the hard truths. In truth comes the opportunity to make better decisions – no shame here!
Bringing it All Together
Remember, time management isn’t about squeezing every possible minute out of the day. It’s about using your time in the most effective way possible to achieve your goals and avoid burnout.
If you’re someone who likes to see the big picture, a simple project planner might be right up your alley. Our Business Gems Productivity Planner has a great one you can use to create boards for different projects, and then add project details with tasks, deadlines, and progress updates. It’s a visual way to stay on top of your workload, break it down in to manageable portions, schedule the tasks and deadline into your calendar, and tackle each task in 25-minute intervals. With this you will be sure you’re always moving forward.
Finally, it’s time to take action. It’s time to make the adjustment you need to and say goodbye to those time-wasting activities and hello to productivity!
Make use of the tools that can help you create time systems that work for you, not against you.
Identify things that you can delegate, get rid of those distractions, and start making the most of your precious time.
Who knows, you might even have time left over to learn how to make spaghetti pomodoro, no Italian restaurant necessary. 😅
Fill in your name and email below to download a Time Audit you can print and use right now.
