Do you sometimes feel like time is your biggest enemy at work? With a seemingly never-ending stream of emails, meetings, and other distractions, keeping track of the clock can feel impossible. However, using the right strategies and tools, such as Controlio time tracker apps, it is possible to take control of your stress-free boost productivity. Let’s take a look at the 10 effective time management hacks that I want to share here so you can start working smarter, not harder.
1. Do A Time Audit
In order to master your time, you first need to understand where exactly it is being spent. A time audit is sort of like a treasure map that outlines areas of opportunity for your workday. Track any and all tasks, including how long each takes, for a full week. As a project coordinator, I was amazed to discover just how much time I used to spend on emails. By using the Controlio app to manage my time, my email usage suffered dramatically by batching responses, which in turn allowed for hours of strategic work during other times… well, during hours. Try time tracking apps like the Controlio app to track activities and identify time-wasting habits.
2. Prioritize with the Eisenhower Matrix
Tasks are not standardized. With the Eisenhower Matrix, you can sort tasks into urgent/important quadrants. In my case, I once balanced a chaotic event planner role until I focused on critical deadlines first, like vendor contracts, and then managed smaller tasks. Make a list of tasks. Prioritize important ones first, and easily get ahead without burning out.
3. Time Block Like a Pro
Time blocking is akin to having a scheduled day. Designate certain hours for specific tasks, such as writing reports from 9 to 11 am. In my freelance days, morning blocks were for creative tasks, and afternoon slots were reserved for client calls. Pair this with time tracker apps, and ensure you stick to your time blocks. Remember, social media is a blocker too.
4. Stop Multitasking
Multitasking is a productivity myth. It creates something known as “switching costs,” which drains productivity. One study suggests it may drop productivity by as much as 40 percent. I experienced this when trying to manage emails while planning projects—too many mistakes. Now when I’m working, I turn off notifications and focus on one task. Try this for a week, and thank me later.
5. Automate and Delegate
You don’t have to do it all yourself. Either assign low-level tasks to a team member or take advantage of automation. For example, as a team lead, I implemented automated invoice reminders, which increased efficiency by hours weekly. Make a list of tasks that can be streamlined by software such as email filters and scheduling applications. These systems can minimize the routine work that needs attention and free up more of your time for impactful work.
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6. Use the Pomodoro Technique
The Pomodoro Technique suggests dividing work into 25-minute intervals with a break afterwards. During a crucial time at a startup, I wrote proposals while using a timer to keep me disciplined. I was able to power through my sprints, and the breaks kept me energized. There are apps like Forest that turn staying focused into a game, making this easier.
7. Limit Distractions
The modern workplace is full of distractions like noisy coworkers and constant notifications. In my previous job, I worked in a bustling open office. Nothing changed until I started wearing noise-canceling headphones and silencing all non-essential alerts. Take control and design a distraction-free zone for yourself. Turn your phone off, close unnecessary tabs, and set firm boundaries for your focus time.
8. Set Smart Goals
Smart goals that are specific, measurable, achievable, relevant, and time-bound keep your work schedule organized. Goal setting was a bit of a “free-for-all” when I started my blog. I would set goals of “writing more.” This did not help me; in fact, it left me more confused than anything else. A SMART goal of “publish one 500-word post every Wednesday” kept me on track. Today, go ahead and set one SMART goal for yourself. You will be surprised with how much your focus improves.
9. Perform Similar Tasks Together
Completing similar activities like answering emails or planning meetings can increase your efficiency. I used to leave my mornings open and schedule client calls for the afternoons, when I was free. This hack reduced my context-switching time, which in turn allowed me to feel like my days were running smoother and more productively.
10. Review and Improve Weekly
At the end of the week, ask yourself the following questions. What worked? What didn’t? Every Friday, I allocate 15 minutes to checking my time logs and adjusting my schedule. A few weeks ago, I noticed that my meetings were significantly cutting into creative time. So, I capped them at 30 minutes. Use these reflections to better strategize your week and approach your tasks.
Final Note
Effective time management improves productivity while keeping work-related stress in check. The Controlio app and the 10 other productivity hacks that we discussed (including time audits and time blocking) make it easier for you to manage your time. Begin with simple strategies like performing a time audit, then layer more over time. Are there time sinks you’re eager to eliminate? Give these strategies a go and watch your efficiency skyrocket.