Time management is a crucial skill that looks pretty easy on paper but is much harder to achieve in real life. Effective time management skills are an essential part of being productive and keeping work and family life flowing smoothly. Luckily, you can use a few different methods and techniques to learn practical time management skills, learn how to handle free time productively, and keep heading in a positive direction.
Utilize Time Blocking
One of the first methods for learning time management skills is implementing a technique called time blocking. First, it’s crucial to spend some time recording what you do each day. Write down exactly what you do from the time you woke up until bed. Be honest—it won’t work if you’re fibbing about the activities you do during the day.
Time blocking means dividing the day into blocks of time with each block including a designated task. During the day, take notes and be as specific and detailed as possible. It’s vital to follow the time block schedule strictly. This prevents you from having an open-ended list, a.k.a. the ever-growing To-Do list that never gets done. Instead, start each day with a schedule designed to maximize the productive things you need to get done.
Designate Specific Tasks for Each Hour of the Day
To start, choose your method: either take notes with a blank piece of paper, use a smartphone calendar, or a to-do list app. Then, create time blocks for each hour of the day. Specify tasks from 15 minutes up to two hours. For example, if you want to spend half an hour in the morning doing an exercise routine, put down on your time block sheet “7:00 am to 7:30 am: go for a run and complete exercise program.” Set very specific tasks and goals that you can attain each day to start managing time better.
Set “S.M.A.R.T.” Goals
In fact, that’s one of the most important parts of time blocking: setting goals that are realistic, attainable, etc. One excellent tool to use is SMART goals, from Peter Drucker’s Management by Objectives criteria and concepts. Here’s a quick breakdown of how to develop a SMART goal.
S: The “S” in SMART goals stands for specific. Develop goals with plenty of detail, including why you’re setting it, who is included, and when you want to accomplish the goal.
M: “M” is for Measurable. Ensure that the goal is measurable, meaning it’s possible to measure the progress you’ve made. It should be clear-cut whether the goal has been met successfully.
A: “A” is for Achievable. The goal you set should be attainable and a realistic goal. You should have the skills required to achieve the goal and understand the motivation for working hard to reach it.
R: “R” stands for Relevant. Make sure the goal you’ve set is relevant to your life at the moment. Try to align the tasks and goals you set with the overall objectives you’d like to achieve in life.
T: The “T” is for Time-Bound. Be sure that the tasks and goals you set in your calendar have a clear deadline and are realistic.
Quick Example of Setting a SMART Goal
For example, setting a goal of reading ten books in a day, learning how to play chess, working, and cooking dinner is simply not realistic to attain in only 24 hours, eight of which are already spent asleep, and another eight spent working. Even with 24 hours, accomplishing all of those goals in a single day isn’t realistic. Instead, set goals of reading a few chapters or for an hour each day, or maybe spend 30 minutes learning how to play chess or practicing with somebody else before you have to make dinner for the family.
Learn Effective Time Management Skills
When it comes to having control over how you spend your day, it’s essential to set realistic (SMART) and attainable goals. This technique is used in tandem with time blocking, which is another excellent technique for effectively managing time. However, by using these two methods, you can start to grasp how you spend each slice of time in your day rather than having an open-ended list that never gets done. While it may be difficult at first, eventually, these practices will become habits. Before you know it, you’ll be accomplishing in a day everything you want and more.