Time management is always a tricky subject. Yes, we all have the same 24 hours in a day. But we all have very different motivations and priorities.
That said, there are ways to become more focused and disciplined with our time.
For example, I’m standing at gate B11 at the Charlotte-Douglas Airport. Waiting to board.
And I’m writing this post.
This is often dead time. Maybe you make a few calls if you’re working. But many people do a whole lot of nothing productive during this time.
That’s where time management comes in. I have a list of topics on my phone that I want to write posts about.
So, any time I have some, well, time, I pull out my notes app and type away.
I’m getting better at finding these moments in my days. Because for me, time management is about time maximization.
We have a lot of dead time during the day. For example, I’ve developed a pretty good walking habit. I have a route around my neighborhood that takes me an hour.
I recently set out to gain more knowledge, and I felt like I didn’t have a ton of time to read. But I did have time to listen. During my walk.
So I started listening to audiobooks during my walks. From an exercise and mental health standpoint, I was already doing well. But now I added another layer of productivity. I can learn and build on new ideas while burning a few calories and getting some needed vitamins d and fresh air.
So, let’s view time management as time maximization. Then all we need to do is look at our day and compare it to our priorities. Now, simply ask if this block of time, all of it, is maximizing that priority.
And yes, relaxing can be a priority. I meditate daily. And I don’t want to listen to an audiobook or do bench presses while meditating. I want silence and relaxation. Yet I do tend to work on vacation because I like my work, but there is definitely pool bar and beach lounging time. And that’s the time I’m focused on maximizing those moments and enjoying everything they have to offer.
That begs the question, of course, about the best ways to maximize your time.
How to Maximize and Manage Your Time: Ten Time Maximization Tips for Busy People Too Busy for Time Management
1. Find the Leaks
We all have them. I told you about a small but not insignificant leak I plugged while I wrote this post. Take some time to figure out where the wasted time in your day is. We all have it; we have to be honest about it when we see it. Your first reaction is going to be to justify it. Don’t. It’s wasted time if the time can be spent on a priority and isn’t being spent that way.
2. Be Clear On Your Real Priorities
This one is also going to be tough. Be honest about what your real priorities are. You’re only hurting yourself if you continue to try to work on things that aren’t your real focus. Sure, sometimes the priority has to be keeping “the man” happy. But don’t forget to set aside time for your side hustle, to relax, to spend time with kids. Once you’re clear on your real priorities, it’s time to tackle the random noise that pops into your head during the day.
You can use something like the Eisenhour Matrix to prioritize your day. Or even a true pairwise priority planner for unbiased prioritization.
3. Brain Dump Early and Often
When you have an amazing idea, open your notes app and write it down. Then close the notes app. Many times we let our brilliant ideas take over our days. And suddenly, we are behind, panicked, and overwhelmed.
We don’t want to forget the idea, of course. But we don’t want to let it distract us either.
By “saving” it and moving on, we don’t forget the idea, and we clear up brain processing power for that time block’s highest priority.
Then at the end of the day, we can look at those ideas that have popped up and do number 4…
4. Plan Tomorrow, Tonight
Part of time management and maximization is having a plan. Before you go to bed, make tomorrow’s to-do list. This keeps things from being forgotten during sleep. Also, look over your ideas from the day and see what is feasible and what is not. Ideas that were good at the moment may not be as good as you thought with a little time and reflection. As a bonus, it clears the clutter from your mind so you can fall asleep faster and sleep better.
5. Block your time.
This tip is the one that helped me the most. I started using time blocks to manage my time. My blocks are an hour long, and I’ll have 1 to 3 things I want to accomplish in that hour. Then I set my timer and turn up the focus. At first, it was tough. Like many of your will do, I underestimated the amount of time some tasks take. On the other side, I would overestimate others. However, once I went through this blocking process for a week, I had a much better idea of what was realistic in the time frame, and I was able to reorganize my plan so that short tasks were grouped and longer tasks were broken up into multiple ‘sprints.’
6. Practice the 10 AM Rule
This one is hard. But it’s worth the effort. Don’t check texts, emails, voicemails, or socials until 10 AM. Very often, we read something or hear something that spirals our perfectly planned days completely out of control. If we can avoid these distractions until we get into a deep work zone, it’s harder to pull us away from achieving the tasks we’re focused on.
7. Ten Minutes per Hour
To go along with block time, every hour, get up and move for 10 minutes. Stand up, stretch your legs, and give your mind a little break. I usually do one of two things. I either meditate or go on a short walk. If I’m working from home, I may do some quick chores. Either way, it refreshes the mind and gives you a soft reboot before moving on to the next time block.
8. Start Your Day with Your Most Important Tasks
“If it’s your job to eat a frog, it’s best to do it first thing in the morning. And If it’s your job to eat two frogs, it’s best to eat the biggest one first.” – Mark Twain
The point, of course, is that you always tackle the biggest, most important things first. This maximizes time management because the morning is when you have the most energy, focus, and willpower.
I wake up an hour before I drive my kids to school, and I start my most important thing before I wake them up. That way I can get the ball rolling down the hill. And I can leverage tip 9…
9. Use the Zeigarnik Effect for Max Time Management
Unfinished to-dos, tasks, and projects occupy our brains. And it won’t stop until we finish the task. This is called the Zeigarnik Effect.
Our brains always seek to finish things we start. It’s why sometimes, when you move on to something else, you suddenly get a solution to the earlier problem. Your brain never starts trying to close an open loop.
10. Schedule Self-Care
Like your car needs maintenance to run at its highest efficiency, so do you.
Schedule your self-care, and don’t skip it. Self-care will change your life. Exercise, meditate daily routines.
These habits will keep you running at peak efficiency. You’ll have more focus. You’ll feel better. And you’ll be healthier. All these things lead to maximizing time management.
