15 WAYS To OPTIMIZE Your TIME
If you've been around long enough, you would have probably heard someone complain about how 24 hours isn't enough anymore. The complaint could even be coming from you. And although we disagree with that saying, we understand that not managing your time correctly can cause you to think that way.
Many people struggle with making the most of their time, but time management is one of the most important skills you could have. We recognize this fact at Alux, so we want to look at some time management strategies.
Welcome to alux.com! Here are 15 ways to optimize your time.
Number one: prioritize. Making a to-do list is one thing; however, you must also know how to prioritize such tasks. Prioritization allows you to manage your to-do list by assigning a level of importance to each task. When it comes to time management and setting priorities, one of the most effective strategies is the Eisenhower Matrix. The Eisenhower Matrix is a system for prioritizing tasks based on importance and urgency as metrics. Using this Matrix, tasks are split into four brackets and then carried out according to the bracket they fall in. These brackets, in order of hierarchy, are: important and urgent, important but not urgent, urgent but not important, and not urgent and not important. Using this Matrix is sure to help you set your priorities straight and improve your overall time management.
Number two: create a schedule. This step is crucial for learning how to manage your time. Before you start your day, create a schedule outlining everything. On paper, it will prevent you from thinking about what you should do next. You'll find that the time spent creating a plan is nothing in comparison to the time you'll lose shuffling between tasks when you do not have a plan. When you make a to-do list and rank your duties accordingly, it helps you to have a clear focus for each day. Checking tasks off from the list as you complete them gives you a sense of achievement that can act as a morale booster.
Number three: delegate. As much as we would love to be able to do everything ourselves because we want it done our way, it is simply not possible at all. This is why other roles and teams exist. Attempting to do it all would be a significant waste of time because you can easily delegate it to someone else and save your time for something more productive. Many people struggle with delegation, but to optimize your time, you must learn to delegate or outsource whatever isn't the best use of your time, especially if there are people who can do it better than you. So don't fear delegation; embrace it. The next time you think about taking it upon yourself to do it all, remember that you can't do it all and that it's best you delegate it to someone else. It will work wonders for your time management.
Number four: group similar tasks. Grouping, or batching, is a routine where you organize tasks in groups. If you have many similar tasks or tasks that depend on one another, doing them in succession can help you be more productive. This lets you stay focused on that type of task, which can help you stay in the right headspace for those tasks. Grouping similar tasks can help you become more efficient because you're not going back and forth or switching between different types of work. This is especially useful for basic tasks because you can clear a bunch at once. For example, set aside a specific time to complete your phone calls, pay all outstanding invoices, and answer emails. Completing one group of tasks before moving on to the next will help optimize your time.
Number five: do not multitask. This is one of the most straightforward time management tips, yet it is also one of the hardest to follow. Many people believe that multitasking is an effective way to work, but your productivity is always better when you focus and concentrate on one thing. Multitasking, in the real sense, is just task switching; it lowers efficiency and should be avoided if you want to optimize your time. Moreover, multitasking is exhausting. Doing multiple things at the same time will make you get tired quickly and burn out. It can be tempting to multitask, but you would only be shooting yourself in the foot. When you do so, you lose time and decrease productivity when task switching.
Number six: avoid distractions. A key to optimizing your time is being intentional about eliminating distractions. Social media and the people around you are the two biggest distractions. If you give room for it, you will certainly be distracted from whatever you were supposed to be focused on. Time eaters are not invisible monsters but ordinary activities and habits that take a huge chunk of our time. Social media is the most powerful distraction these days; a small message can turn into an hour-long conversation, and it is a waste of time. It's vital to avoid distractions to make the most of your time. Shut yourself away from others when it's time to focus. Stay away from social media, turn off all notifications, or place your phone on do not disturb so you can concentrate on the task at hand.
Number seven: assign time limits to tasks. Creating a schedule is important, but aside from that, setting a time limit on each task on your schedule is just as important when it comes to managing your time. It certainly beats just working on your to-do list until it's done. Sometimes, you might feel like you never actually check anything off, which is why you have to go beyond just having a to-do list to having a timetable with specific time limits and deadlines for each task. Once you've spent the assigned amount of time on a task, move on to the next important activity. You'll find your productivity increasing and your to-do list shrinking when you use this strategy.
Number eight: take breaks and rest. One of the essential factors in time management and productivity is rest. It is no secret that feeling tired and sleepy during the day will significantly reduce your productivity. Don't sacrifice sleep if you want to function at your peak level. Take frequent breaks, get enough rest, and recharge your batteries before starting your task. Research shows that regular breaks increase productivity and help decision-making and memory. Skipping breaks can lead to burnout and more stress, so even though it sounds ironic, incorporate breaks into your routine. When you complete a task, take a break and give yourself time to breathe, whether through a short walk or some meditation. Having time to do everything is impossible, so allow yourself to relax and unwind.
Number nine: organize your workspace. Little things can make a big difference, and for effective time management, organizing your workspace is one of those little things. Being more organized will allow you to easily find whatever you want, eliminate the unnecessary, and categorize everything. If you have items scattered all over your desk, finding what you need will be like finding a needle in a haystack, and there are not many things as frustrating as wasting time looking for misplaced items in a clutter. Organizing your physical and computer workspace significantly increases your efficiency, boosts your productivity, and, most importantly, saves time.
Number ten: avoid procrastination. "Procrastination is the thief of time" is a common saying showing how much procrastination causes people to waste their time. Procrastination makes your to-do list pile up until it becomes a mountain; it also adds to stress and cuts down efficiency. Whenever you procrastinate, you leave less time to do the task, and when you finally find time, you rush through it because you would have to meet the deadline instead of calmly completing the task like you normally would. To optimize your time and avoid procrastination, start your day and your tasks as soon as possible.
Number eleven: make a list. Write down everything you need to do daily, weekly, and monthly. The point is to get a clear picture of your daily activities. This could include activities like checking and responding to emails from the previous day, writing a company newsletter, and any other activity you do regularly. You may even want to keep your notebook close by for a week and add activities as you perform them to ensure you capture everything.
Number twelve: use productivity tools. Many tools or applications can help you automate tasks and track your productivity, which can help you be more efficient. First, you can benefit from increased productivity, helping you complete tasks more efficiently. Second, letting a program track the data for you saves you time from doing it yourself, allowing you to focus on other tasks. If you want to work smarter, downloading the proper tools and apps to boost your productivity is worth it. These tools can help you stay focused, organize your tasks, manage your team, and eliminate distractions from your workspace. Identify where you need the most help improving your productivity and find a tool to help you in that area.
Number thirteen: learn to say no. You will never be able to optimize your time if you don't learn how to say no. If you accept every task and activity dropped on your lap, you will become stressed and overburdened. Only you truly know what you have time for, so don't hesitate if you need to decline a request. Saying no can help you avoid an overcrowded to-do list or last-minute demands. It can help you take control of your schedule and create and maintain boundaries with others. It provides you with a sense of empowerment. You will be more prone to stress and poor time management if you do not set these limitations. Your time is your biggest asset; you should be mindful of who or what you spend it on.
Number fourteen: schedule tasks according to your energy levels. Pay attention to when you have the most energy throughout the day. If you're a morning person, you may be more efficient when you get to work early and spend the first couple of hours of your day focused on high-energy tasks and not things like responding to emails. Figure out the way your energy works and use that information to optimize your schedule. Tackle complex tasks when your energy is highest. If you can get the most difficult tasks done when you're full of energy, you can leave the easier tasks for when your energy is low. That way, you can still be productive even though you are low on energy. Identifying your most productive time of the day will make you utilize each period of your day optimally.
Number fifteen: conduct an audit of your day. In everything you do, self-assessment and self-reflection are important to optimize your time. You must analyze how you spend your time. There are always huge gaps between plans made and reality. Knowing this, studying how your day or week goes is important to make necessary improvements. The first thing to do is find where you spend most of your time. You can use time management apps and time tracking apps to monitor everything you do. Then, analyze these reports. Doing this allows you to easily identify patterns that make you waste your time and other weak areas that need improvement.
Time management is something people struggle with for many different reasons. Although we hope the tips in this video help you manage your time better, you also have to understand why time management is an issue in the first place. Not to worry, because as always, we have already made a video explaining this in "15 Reasons Why You Never Have Enough Time." Click on the link to check out some reasons you never have enough time.