Between work deadlines, family obligations, and personal goals, life can sometimes feel like a constant race against the clock. Whether you’re a business owner buried in admin tasks, a student juggling exams and extracurriculars, or a parent simply trying to carve out more “me time,” smart time management can help you take charge of your day-to-day life and find balance even during the busiest of days.
Use a Calendar and Set Reminders
Keeping track of a packed schedule doesn’t have to be overwhelming. Using a calendar provides a visual overview of tasks and deadlines and can highlight patterns – like when you’re busiest – so you can redistribute tasks more evenly. Reminder apps or alarms ensure you don’t accidentally overlook something important, reducing stress and helping you stay on track.
Pro tip: Color code your calendar. For example, use red for urgent tasks, blue for long-term projects, and green for personal time to help you visually prioritize at a glance.
Prioritize Tasks
Not all tasks are created equal. The Eisenhower Matrix helps break down tasks into four categories: important, not important, urgent, and not urgent. From there, you can decide which tasks to do immediately, delegate, defer, or delete altogether, ensuring you spend time on tasks that align with your priorities while eliminating unnecessary stress. The Eisenhower Matrix is named after Dwight D. Eisenhower, who once said, “I have two kinds of problems, the urgent and the important.”
Tackle Difficult Tasks First
Procrastinators, this one’s for you. Brian Tracy’s Eat That Frog method encourages tackling your hardest, most dreaded task first thing and only moving on to other things once you’ve “eaten that frog.” Whether it’s an overdue email or a daunting work project, finishing it early provides a sense of accomplishment that can energize the rest of your day. If your “frog” feels overwhelming, break it into smaller steps. Completing just one step can provide the boost you need to keep going.
Use the Right Tools
Time management tools shouldn’t be one-size-fits-all. While some people prefer traditional paper planners, others thrive with digital apps like Trello or Notion. Experiment with different methods to find what works for you.
- Trello is great for visualizing workflows, prioritizing tasks, and keeping everything organized with customizable boards.
- Pomodoro Timer helps you focus on tasks in short, productive bursts (usually 25 minutes) followed by scheduled breaks, preventing burnout and maintaining momentum.
- Notion combines note taking, task management, and collaboration in one flexible platform, making it perfect for balancing complex projects or everyday to-dos.
Limit Time Spent on Each Task
According to Parkinson’s Law, “work expands to fill the time allotted to complete it.” To avoid this, set realistic time limits for tasks and stick to them.
Pro tip: Use a timer to keep yourself accountable. Apps like Focus Booster and Toggl can help you track and manage your time effectively. Breaking tasks into smaller segments with clear deadlines also makes large projects feel less overwhelming and helps you maintain focus.
Multi-tasking is Not the Answer
Although multi-tasking may seem like a time-saver, the American Psychological Association shows that it actually reduces productivity and increases errors. Sticking to one job at a time allows you to fully focus and complete tasks more efficiently and accurately. If you’re tempted to multi-task, turn off distractions like email or phone notifications, and try setting specific blocks of time for each task. Remember, quality over quantity matters — giving each task your undivided attention often yields better results and saves time in the long run.