Before I learnt and started practicing the practical time management tips I will discuss in this post, I was sure 24 hours was not enough for me.
It just seemed like every day ran by without me achieving all I set out to accomplish that day, and I was not making much progress with my work.
As a freelance writer, it was soon clear to me that I needed to learn how to manage time effectively if I wanted to be as productive as I hoped to be and also meet deadlines.
Full-time workers might not struggle with time management as much because they have their supervisor, boss and probably HR breathing down their neck.
However, I have worked 9-5 and I know you equally need time management tips to boost productivity. If not, you will struggle to meet your personal goals, even if you meet those of the company you work for.
For that reason, I needed to do some research and started practicing the tips for effective time management that I came across.
I share them in this article.
Time Management Tips for Young Professionals to Boost Productivity
1. Have a Realistic Daily Goal
Setting a to-do list like you are a superhero is basically setting yourself up for failure. If you have so much to do, you will likely not finish them in a day.
Or if you do, you’d have had no room to rest, which is still a disaster in the long run.
So the best thing to do is to set realistic daily goals. Instead of cramming 20 things into your day, focus on 3–5 high-impact tasks.
Don’t lie to yourself about what you can do per day. It is better you set out to do 2 things and achieve them than plan to do 5 and do nothing at all.
Like my pastor always says, success doesn’t come from doing a lot occasionally, but doing little things consistently.
So, be honest about what you can achieve within your work hours while allowing some buffer time for unexpected interruptions.
It’s better to complete a few meaningful tasks than to start a dozen and finish none.
Start small if you need to, then gradually build momentum as you go along.
2. Have a Written List
This is another great tip for managing time that I didn’t know I needed until I tried it.
In the first place, there is something magical about writing things down and making them plain. It is no wonder Habakuk 2:2-3 exists.
If you ask me how it works, I wouldn’t know, I just know it does. When you have things clearly written down, rather than taking a mental note of them, you are more likely to commit to them.
At least, that’s what happened to me.
I started writing down everything I needed to do per day for the week on my phone notepad, and I realised I achieved more.
So, you don’t have to write it down on paper, you can use a digital planner and see if that works for you.
Secondly, the human brain cannot remember every single task; a written list makes it easy to keep track of what has been done and what needs to be done.
It keeps you organised and stress-free and gives you a clear picture of what needs to be done, so you don’t waste time figuring out your next move.
Plus, I must tell you that nothing beats the satisfaction of crossing things off. It gave me the motivation I needed to make sure I cross off other tasks on the list.
Just make sure your list is realistic, so you are not overwhelmed.
A good rule is to start with the top priorities and sprinkle in smaller tasks that can be tackled in between.
3. Don’t Multitask
Multitasking sounds like a good idea, but it actually slows you down.
When you juggle too many things at once, your brain constantly switches focus, making you more prone to mistakes.
One of the practical time management tips to reduce stress is to give your full attention to one task at a time.
That way, you’ll complete it faster and produce better results.
If you struggle with this, try the Pomodoro technique to work for 25 minutes, then take a 5-minute break.
Doing this helps you stay laser-focused on what’s important and reduce the stress level that comes from wanting to achieve so many things at once.
4. Set Time Limits on Tasks
Sometimes, tasks exceed the time you give them.
Therefore, you need to be intentional about setting deadlines, so you don’t spend way longer than necessary on them.
For example, you can give yourself 30 minutes for emails instead of letting them eat up your morning.
To help with this, use timers or apps like Toggl to stay on track with those tasks.
When you work with a sense of urgency, you’ll be surprised at how much you can get done in a short time.
Also Read: 12 Productivity Tips for Young Professionals to Stay Relevant
5. Block All Distractions
Distractions are everywhere; they are the reasons you do a task you should finish within an hour, for 3 hours.
Because once you get sidetracked, it is hard to refocus.
When I was working 9 to 5, my company had an idea room, which was meant to be a quiet room for when you need ideas.
So, I took advantage of that when I needed a break from my noisy coworkers to concentrate.
However, as a freelancer, I found out that my biggest distraction was my phone. After it got the best of me for many months, I decided to take my life into my own hands.
Yes, I downloaded AppBlock to prevent me from opening social media platforms and also block notifications from them.
I determined the time I wanted them blocked – my work and sleep hours.
When I was done with work, I could go back to my phone, and I must tell you the difference it made in my productivity was mindblowing.
Before then, while I met clients’ deadlines even if I had to work overnight because that was important to me – protecting my reputation – my personal projects were lagging behind.
For instance, I didn’t publish any article on my blog for about 2 months because I couldn’t manage my time, and I also had online courses that I abandoned for months.
That changed when I got the AppBlock; I became far more productive.
If you have a family and work from home, you will need more measures to keep distractions at bay.
One way to do that is to work when your family is engaged. For instance, you can work when the children are at school or when they are sleeping if you are a night owl.
You can also create a no-distraction area, where the children know they are not allowed to cross when they see you working.
Noise-cancelling headphones are also a great way to shut everyone out.
6. Prioritize Tasks
Some tasks are more important than others, so you shouldn’t treat them equally.
You should always attend to urgent and important tasks first, while you push the non-urgent and non-important ones to a later time or even delegate them.
When you focus on what truly matters, you avoid spending energy on things that don’t push you forward.
That’s why it is vital to start your work day with your hardest or most important tasks. Once that’s done, everything else feels easier.
7. Take Breaks
Working non-stop might seem productive, but it actually kills your efficiency because your brain needs short breaks to stay sharp and creative.
Besides that, when you are working for long stretches, you may get overwhelmed and drained when you are done.
That’s why it is important to take intermittent breaks amidst work.
However, make sure those breaks are not about reaching out for your phone, as you may spend more time on it than you wish.
Except, of course, you use an app block to keep you out when it is time to put the phone away.
More productive ways to spend your break are to go for a walk, stretch, or just step away from your screen.
You can also read a chapter or 2 of an interesting book that would refresh you.
8. Break Big Tasks into Achievable Tasks
A huge project can feel overwhelming, tempting you to procrastinate.
Instead of doing that, break it into bite-sized steps. For instance, rather than write on your to-do list, “finish project,” start with one small task and then the other.
Say, you are a writer like me and have been given a huge writing project. You will be more productive if you break it into smaller tasks like:
- Research topic
- Outline key points
- Develop points
Breaking it down like this will keep you motivated as you accomplish each task instead of being overwhelmed by the largeness of the project.
Like I said earlier, consistency is the best way to get anything done. When you do one little thing at a time, before you know it, the big task is done.
Also Read: Reasons You Are Not Making Progress in Your Career
9. Delegate
If you are a micro-manager or hate losing control, you may want to do everything yourself. But there is no surer way to burn out than doing everything yourself.
You must free yourself of that need to handle or supervise everything.
Trust the people working with and for you to do the right thing. So, if a task doesn’t require your specific skills, pass it on.
It doesn’t even have to be your junior; don’t be afraid to ask your coworkers for help if it comes to that. You should also automate processes or outsource certain jobs to free up time for tasks that truly need your attention.
Today, work is not always about working hard, but working smarter.
10. Learn to Say No
As a people-pleaser, I struggled so much with this. But when I was getting stressed, I had to learn to live with the anxiety that comes with saying no.
I get it – it just seems easier to say yes than to deal with the fallout. But you must remember that your time is valuable, and you can’t do everything.
If someone asks for a favour that will stretch you or invites you to a meeting that doesn’t add value, it’s okay to say no.
You must learn to set boundaries and protect your time because people are not going to help you do that.
In fact, they are looking for people who don’t know how to set boundaries.
So, it’s up to you to protect yourself.
Don’t be afraid to say things like, “I’d love to help, but I’m currently at capacity”.
11. Sleep Early
Remember how I said I set the AppBlock at my sleep hours too, that was because I realised that the earlier I slept, the earlier I woke up and the more things I achieved that day.
There might be times when you might need to burn the midnight oil because there is so much to do, but you shouldn’t make a habit of it – except again you are a night owl (more on that later).
Ordinarily, if you work 9-5 and have to work during the day, try to sleep early, so you can wake up refreshed.
Lack of sleep leads to poor focus, slower thinking, and more mistakes. So, you need to prioritise rest.
Aim for 7–8 hours of quality sleep so you can wake up refreshed and ready to tackle the day.
12. Know Yourself
This brings me to the last – but equally important – point: know yourself. You need to study your patterns and find out what works for you.
For instance, note when you are more active and when you have more inspiration; do more work during those times.
Although for most people, doing harder tasks in the morning works for me, yours might just be different. Learn what works for you personally and use that to manage your time.
If you work better at night, do that. If not, work during the day.
Although this might be easier to do if you determine your own hours, a 9-5 worker might need to get their body to adapt to working more during the day, so they can rest well at night.
Also Read: How to Receive Payment as a Remote Worker
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