7 Time Management Tips

I get so many messages asking me “How do you juggle it all?” The truth is, it’s not easy! Time management is something I am constantly working on.  I have narrowed down my top time management tips, if you struggle in this area as well.  They’re so simple, you can start implementing them today!

The trick to time management is to work on it every day.  Like budgeting, you’re not going to be perfect right from the start.  It’s a skill you have to learn, practice, and constantly try to improve.

1. Time Blocks

I try to separate my time for each day into categories.  Some of the categories I use are marketing, returning emails, meeting with clients, staff meeting, and miscellaneous tasks.  You want to make sure you are in charge of your day, don’t let your tasks dictate how your day goes.

Pro Tip: Color coordinate your categories in your calendar.  This helps you see what your day looks like at a glance, rather than having to read each time block.  You know that pink is marketing, blue means an important meeting, etc.

2. No Multitasking

This used to be considered a great quality, but often times you end up doing a lot of things, but not really doing anything well.  Make sure you are focused on what you are doing, rather than half finishing a lot of projects.  If you focus on one task, like replying to all the emails in your inbox, you can get it done much faster than if you were replying to an email here and there in between tasks.

Pro Tip: An easy way to manage this, without spending too much time on one task, is with a timer.  I like to use this fun block timer from Amazon.  Give yourself 10-30 minutes to complete a single task.  Do not look at your phone, take calls, or allow any other distractions during this time.  When the timer goes off, you’re done and can move onto the next item on your to do list.  This is also a great tip when you have a lot of chores to do at home.  It might seem overwhelming, but if you just do 20 minutes at a time it gets done before you know it. Set a short timer and get to plugging away!

4. Learn to Say NO

This is the one that I work on the most!  It’s hard to find a balance between being a team player and a helpful leader, while also prioritizing what is most important.  When you say no, you are setting up the other person for success by not stretching yourself too thin.  As a manager, you learn quickly that you would rather someone said no to an additional task they can’t handle, rather than taking on too much and not giving you the quality of work you know they’re capable of. It’s all about setting the right expectations.

Pro Tip: Come up with a phrase or sentence that is comfortable for you to say no.  Sometimes it’s hard to say no, because you don’t want to hurt the other person’s feelings or simply don’t know what to say.  If you have a go to line you use, you will feel more comfortable.  Say something like “Thank you for thinking of me.  At this time, I am unable to give this project the attention it deserves.”  Be polite, but direct. This is a great article for more advise on how to say no.

5. Delegate

This is one of the most important skills to have when managing a team or large projects.  Play to your coworkers strengths, know what you do best what they do best, then delegate accordingly.  By allowing those around you to help, you make them feel valued, while being able to focus on what you do best.  Even outside of the workplace, your friends and family are great people to go to when you need help.

6. Unplug

This is possibly the most important!  Whether you are into meditation, watching tv, having a glass of wine, even taking a bubble bath … make time for it! Step away from your phone and your computer, and spend even just 5 minutes to focus on you and your headspace. Recharge and replug!

Pro Tip: Set a timer each night that tells you it’s time to put down your phone and close your laptop.  This will also help you sleep better!  There are even settings on your phone that will stop you from using certain apps after a specified time.

7. Daily Alarms

If you feel like your days just fly by sometimes, this will be really helpful for you as well!  I can’t tell you how many days I have been at my desk thinking its 3pm then look at the clock a realize it’s after 5!  There was so much I couldn’t get done, simply because I thought I had more time.  Set a timer on your phone to go off at separate points throughout the day, choose 3-4.  This is a way for you to check in with where you are at in the day.  Example, have a timer that goes off at 10:30, 2:30 and 4:00 every day.  This will grab your attention and allow you to adjust your day as needed form there.  Instead of reaching 5pm and realizing you didn’t check off a lot of your task list for the day.

Pro Tip: Have a fun song that goes off with your alarm.  Something that motivates you, pumps you up, or just simply makes you happy when you hear it!

I hope these tips were helpful to you.  If you have any other time management tips that are useful to you, share them with me!

Kristin Francy Insurance & Financial Services Agent

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