Looking at the title, you can probably guess where I am going here. Can you actually manage your time? With there are only being 60 minutes in an hour and 24 hours a day, managing time is really more about managing tasks and using the time available to be the most efficient. According to Oxford, “The ability to use one’s time effectively or productively, especially at work” is the definition of Time Management. Here we’ll discuss some tips to manage your time.
I know, we typically talk more about spending time in the outdoors, but this also applies, so be patient here. One of the most cited reasons I hear of people not getting outdoors enough is “They don’t have enough time”! While the items below are geared more towards completing tasks timely to give time to get outdoors, some of these same tips can be used to get the most out of your outdoor experience.
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1. Organize – Know Where You Stand!
Time Management can greatly be affected by disorganization. It is extremely difficult to move forward if you can’t figure out where you are, where your items are located, or find that notepad you used yesterday. Here are a few thoughts to improve the process and make you more productive.
Physical Spaces
Workstation – Clean it up! If you don’t need it, get it out of your way. You can’t remember the last time you used it, you probably don’t need it. If you can remember, but its been a while, store it in a box out of the way. We don’t want to toss anything that you’ll need, but if you need it every six months, it doesn’t belong on your desk. This leaves room for things that you do need and will use on a regular basis.
Filing – Depending on your work, your personality, and your work space, each filing system will be different. What is most important is that you have one and know how it works. There is nothing worse than looking for an invoice or receipt and having to dig through a stack of paperwork. This also applies to electronic documents. It is extremely easy to click “Create New Folder”.
Electronics
Notes – I come from the old school, back before computers were everywhere. On top of that, my current occupation doesn’t allow to be at my computer at all times. I keep a pocket sized notebook with me at all times. I can jot down any notes while I’m out and then follow up or transfer when I get back to my office. This isn’t the most efficient, as it would be more beneficial to note on the calendar or document in my phone, talk into my smartwatch, or store in my computer once.
Unfortunately, my line of work doesn’t allow cell phones in all work areas. Regardless of how you want to take notes, make them organized, easy to understand, and in as few places as possible.
Emails – Whether you use Outlook, Apple Mail, Gmail, Yahoo or any other email service, there is a way to organize them. First off, delete junk emails, right after you click unsubscribe. You don’t need them. No, you’re not gonna go back when you have time and look at them. For the ones you need to keep, utilize the features of your provider. Flag them for follow up, categorize them, or put them away in a folder. Yes there is a search function, but it is much more efficient to search 50 emails than 10,000.
2. When Do You Work Best – We All Have Our Peak Times!
As we all know, we work best during certain times of the day. For me, early afternoon into the evening I tend to be more focused, more alert, and frankly in a better mood all around. I must say that I am typically not in a bad mood in the mornings, but on average its better in the afternoons. That will not be the case for everyone.
You should already know or be able to evaluate yourself to determine when that time is. This is when you need to plan your more detailed, tasks-specific work. There is nothing more frustrating than trying to work on a big project and just can’t get going.
3. List Your Priorities – What Is Next?
Priorities seem to be a mystifying part of life. We often get items mixed up in this area and the results can be counter-productive to say the least. Start of by listing what is urgent and what is important. While a meeting next week is important and you’ll need to prepare, the report due by the end of the day is more urgent. You get the idea.
- List your priorities by urgency and importance.
- Review your list and number them chronologically prior to putting on your schedule.
- Review time needed to complete each task.
- Schedule each one allowing time to complete each.
- For those larger tasks, break into sections and complete a portion each day. This will help to avoid becoming overwhelmed with larger projects.
4. Planning Tools – Users Choice!
There are numerous planning tools available, but one thing that is consistently agreed upon is the benefits they provide if used correctly. I have tried several types over the years as technology has improved, but it important to find something that you like, understand and works for you, not against you. Once you find it, stick with it. It is counterproductive to go back and forth.
Planning tools could be items such as calendars, notebooks, apps, etc. Of course there are other types and tons of different versions of just the ones listed.
When using your planning tools, keep these items below in mind.
- Review each morning.
- As mentioned earlier, try to jot all your notes in one central location.
- If you can’t stay at one location, such as myself, be sure to update and/or sync regularly.
- Keep your items prioritized!
- End your day with a review to see where you stand for the following morning.
5. Avoid Distractions – There Are Many!
Do you ever begin work and 10 minutes in, you get a new email, text message, or social media notification? We “all” have great intentions to check that one notification and get back to it! How often does that lead to going down a “rabbit hole” or reminding you of something else you could be checking on? I know that it happens to me easily if I allow it. Here are some ideas to keep you focused and engaged while you should be getting those tasks completed.
Email – Set aside a certain amount of time periodically each day to check, follow-up and reply to emails. 
Meetings – Have an agenda – stick to it. Arrive early, finish on time. Handle any actions immediately following the meeting.
Social Media – Unless that is your “work”, this can be a HUGE distraction! Put your phone on silent and put it away. If you need to check it periodically, set aside time for it.
Visitors – Avoid small talk. Schedule meetings in advance to reduce individuals stopping by. If someone does stop by, ask to schedule a better time.
Multitasking – I often hear individuals brag that they are multitaskers! While it sounds great, it is actually not beneficial at all. Trying to juggle more than one item at a time leads to lack of focus where it matters.
6. Do Not Procrastinate – You Know Who You Are!
We all know who the procrastinators are. I have been one on numerous occasions in the past. It is easy to tell ourselves “I work better under pressure”! Sometimes, this is because we have a task that is too large and is overwhelming. As mentioned earlier, consider breaking into smaller sections. Maybe it’s because it’s your least favorite task, consider knocking that one out first! Then, it’s all downhill. It takes a little self-reflection to determine your reasoning and be able to move past it.
7. Do Not Be Afraid to Delegate – Know Your Limitations!
We all like to be the one who says “Yes” in the office. That may be for recognition of being a “Go-getter”, a job well done, or for personal pride. Maybe it’s how you best perceive moving up the ladder with your career. In the end, it is important to know your limitations. What would be better; submitting work that was rushed and lacking your full potential or missing a deadline? I think we can all agree that neither are ideal scenarios.
Do not be afraid to delegate! This can be applied in the office or at home. No, I would not want to delegate my most important project, but if you can delegate scheduling of appointments and running errands, that will free up time for you to put your best foot forward on that project.
In the end, it is also acceptable to say “No” as well. As mentioned in the beginning, there are only so many hours in a day. Stretching too thin can lead to poor work and declining health.
8. Use of a Timer – We All Have Them! 
I know, this one sounds silly. This is one of the most impactful ideas I have found. When trying to stick to a schedule, it is important to stay focused. If I’m busy staring at my watch or the clock, I can’t focus. Consider using a timer.
This will allow you to fully immerse yourself in your work for the time allowed. This is also good for breaking up those larger tasks. Set a timer as a reminder to stand up, stretch, get a cup of coffee or water. Then you can get back at it.
9. Reflection – What is Working?
One item that I do not hear a lot about, but I believe is extremely important is reflection. Whether you want to take a few minutes each day or at the end of the week, it is extremely important to know what is working for you and what isn’t. Are you not moving fast enough on a project? Are you not getting to spend enough time with family?
It is all a balancing act, and you have to find the right fit. Specifically, if you are new to scheduling and prioritizing, there will definitely be some areas that you need to adjust along the way. Even if you have been doing this for years, it is a continual process depending upon what is coming up.
10. Self-Care – All About You!
We have now spent some time with ideas to make you more productive and making your work shine. Please do not forget about yourself. It is vital to your mental, physical and emotional well-being that you also schedule time for yourself. Everyone needs a release.
What do you enjoy? Do you enjoy grabbing a book and relaxing watching a sunrise or sunset? Maybe yoga or a jog through the park is more your style. Are you married, have kids? Don’t forget about them. Maybe you enjoy meditation. Don’t forget about sleep, this is often overlooked and tends to go lacking when time is crunched.
The possibilities are endless here, but in order to produce top tier work, your body and mind has to be at it’s full potential.
Conclusion
In wrapping up, I hope that these items above will help you be your best. Remember, you can’t add hours to the day, so it is extremely important to make the most of the time that you have. This is true in regard to careers, but also life in general.
I do believe that our careers are a very important aspect of our lives, but should not be our life. I know I’ll have some disagree with me here, but that’s my opinion. Personally, I try to make the most efficient use of my time while working to allow more free time with my family and the outdoors. Everyone has their own passions and that is understandable. Some of these same techniques can be used to assist in making the most of those moments as well.
Please leave a comment and let us know if you use any of these methods. Maybe you use something you like better, we’d like to hear about that as well. If you’re interested in more information, please subscribe to our newsletter and follow us on our social media outlets!
Keep Winning Outdoors!
Time management has always been a trouble spot for me. I like how you’ve gone through the list of almost every issue that keeps me from staying organized. I’m going to run through the list a few times to try to better reinforce the improvements you’ve outlined. I have trouble forgetting things so I tend to have too much left out. You’re right in that by organizing and filing away most of it all I’d be better able to focus on the important tasks. Maybe I’ll take some time out and read a real book.
Thanks for your comment, Frank!
I too have often found myself falling into one or more of these scenarios. It is important to remember that we are not perfect. We can still fall into the traps. The biggest takeaway is being aware of what they are. Be sure to spend that time for reflection so that you can get back on track!
Good luck on the book!
This has been a very helpful post. Thank you. I have begun to take into account the time of the day I am most productive. And have moved all distractions away from that period. I have also been using the Pomodoro technique to have focused work sessions with frequent short breaks to promote sustained concentration. So far, so good!
Thank you for your comment, Paolo!
I am glad that you found the post helpful! The Pomodoro technique is extremely effective when used correctly, glad that it is working for you. I too, make use of timers to promote much need breaks. Once it becomes a regular practice, it’ll all come much easier.
I really need to manage my time better! I was actually having a conversation with my friend telling him how I am struggling to manage my time. This article came at the right time! Extremely well written and very helpful. Thank you so much for this. I have definitely picked up a few tips that I will incorporate into my life.
Thank you for your comment, Daniel!
I think it’s a common problem for most adults at some point. Most of us never really learned how to manage time effectively. I know I didn’t. It tends to become more evident the busier our lives get and time begins running thin.
I’m glad this article found you at the right time. Good luck implementing those tips into your daily routine.