3 Time Management Techniques you can use at Work and at Home.
Time is one of our most valuable resources, and the way we spend it can have a big effect on our lives.
It seems like every day there are more demands for our time, but it doesn't have to be this way. There are many ways to find more time in your day. The key is learning how to get better organized and manage your time effectively.
This blog post will teach you three techniques you can use at work and at home!
THE POMODORO TECHNIQUE
What is it: The Pomodoro Technique is a time management method developed by Francesco Cirillo in the late 1980s. The technique uses a timer to break down work into intervals, traditionally 25 minutes in length, separated by short breaks.
I personally use Tomato Timer for work. If you wonder why Tomato, it's because Pomodoro means Tomato in italian.
How to use it with Work :
Pick one task from your to-do list.
Set a timer for 25 minutes.
Work exclusively on this task for 25 minutes without interruption.
Stop working at the end of the 25 minutes and take a 5 minutes break.
At the end of your break, set the timer for another 25 minutes and continue working on the task until finished. Pick another task when done.
After 4 Pomodoro sessions take a long break (20 to 25 minutes break).
Repeat the process as many times as needed.
How to use it at Home:
Pick 1 task at the time. (Any to-do's and connection time with kids/ family member)
Use timer (25 min) or use natural time markers such as baby's naps, children or partner coming back home, meals time, etc
Take regular breaks throughout the day. Once you accomplished a task/activity take a small break just for you - have a coffee, do some yoga, quick meditation or simply allow yourself to do nothing for 5 minutes ;-)
Take longer breaks every 2 hours if possible (or use natural time markers)- Go for a walk, read a book, or why not taking a quick 20 min nap!?
Decreases stress/overwhelm by allowing you to focus on only one thing at a time.
Plans your time effectively,
Prevents burnout by taking regular breaks.
Makes you feel more productive because you are actually accomplishing tasks.
THE PARETO PRINCIPLE (80/20)
What is it: "The Pareto Principle is the idea that 80% of our output comes from 20% of our efforts. It's a measure of where we can devote our efforts so as to increase our productivity and performance. Explore where your 20% lies—and become more productive." (source: interaction-design.org)
Use the Pareto Principle to distinguish the small number of things that make the greatest difference. Focus your attention, time and energy on doing these things well.
You'll see that the majority of the other stuff makes very little difference to your overall results.
Achieve an 80% improvement in something by changing 20% of the inputs.
How to use with Work:
Examine your daily or weekly tasks
Prioritize the most important ones
Focus on Key tasks/clients (ROI)
Delegate or remove unnecessary tasks
Think beyond business
How to use it at Home:
This is a good rule to apply to pretty much anything in your life that involves effort, time, or money. Parenting, Self care, Relationships etc.
Examine what, or who, is getting too much, or too little, of your time and attention
Use the 80/20 framework to identify what matters the most.
Filter out the "shoulds" and the "coulds"
Ask for help whenever possible
Set boundaries - You don't need to do everything!
Helps you create or re-address balance,
Improves your organizational skills and simplify your life.
Helps you make purposeful decisions
THE EISENHOWER MATRIX
What is it: A visual productivity method for setting priorities, easy and quick to implement.
This priority matrix allows you to look through your to-do list and categorize tasks based on their Urgency and Importance.
How to use it with work:
You want to first focus on 𝗜𝗺𝗽𝗼𝗿𝘁𝗮𝗻𝘁 𝗮𝗻𝗱 𝗨𝗿𝗴𝗲𝗻𝘁 tasks (Do it today)
Tasks that are 𝗜𝗺𝗽𝗼𝗿𝘁𝗮𝗻𝘁 𝗯𝘂𝘁 𝗻𝗼𝘁 𝗨𝗿𝗴𝗲𝗻𝘁 should be scheduled in your calendar (Time Block)
𝗨𝗿𝗴𝗲𝗻𝘁 𝗯𝘂𝘁 𝗻𝗼𝘁 𝗜𝗺𝗽𝗼𝗿𝘁𝗮𝗻𝘁 duties should be delegated when possible (Delegate)
Assignments that are 𝗡𝗲𝗶𝘁𝗵𝗲𝗿 𝗜𝗺𝗽𝗼𝗿𝘁𝗮𝗻𝘁 𝗼𝗿 𝗨𝗿𝗴𝗲𝗻𝘁 should be eliminated from your to-do list completely (Stop doing this)
How to use it at Home:
List your daily tasks/activities and categorize them using the Eisenhower framework.
See examples below
Prevents you to fall into the urgency trap
Helps you define your priorities to achieve better life and/or work balance.
Helps you plan your time and do more of what's important to you.
What Techniques Work For You?
Are you trying to stay ahead of the game and set your priorities straight? What methods or systems work best for you?
Share your tips or questions in the comments :-)