Until we can manage time, we can manage nothing else.  ~ Peter F. Drucker

How well do you manage your time? If you’re like many, your response may not be very positive. Maybe you feel overloaded.  Or you work late to make your deadlines.  Perhaps you go from one crisis to another.  If you do any of these things then you are probably feeling very stressed. Many of us know that we could be managing our time more effectively.  However, it can be difficult to identify the mistakes that we’re making and to know how we could improve. Better time management skills can ease your stress.

When we do manage our time well, however, we’re exceptionally productive, and our stress levels drop dramatically. In short, we’re happier!  All time management skills are learnable.  Here are 5 key skills that anyone can do to help manage their time better.

1. Make a To Do List – the Map

“By failing to prepare, you are preparing to fail.”  ~Benjamin Franklin

People who have a To Do List get more accomplished because they can see what they have to do and feel good when they can cross something off their list.  Also, if you don’t know what needs to be done, you can’t effectively prioritize your workload.  Likewise, it is a great way to avoid forgetting something important to meet your goal.  Adding lists to your daily life is a great time management skill and easy to add.

When you are working on a project or goal make a list of all the things that need to be done and review it a few days later and you will probably have a real list if action items to formulate a successful project. 

2. Prioritize the To Do List

If you want to make good use of your time, you’ve got to know what’s most important and then give it all you’ve got.   ~Lee Iacocca

Now that you have your To Do List you need to organize it so that there is a process flow. When assigning priority, consider such factors as when each task needs to be done, how long it might take, how important it might be to others in the organization, what could happen if a task is not done, and whether any task might be interrupted by the need to wait for someone else.

The things that take more time need to be started sooner rather than later so you want to note how long an action item may take you to complete. Items that take a while to receive need to be requested as soon as possible so make note of that as well. You want to work on the foundational items first and build from there.

3. Focus – the Key to Productivity

“The essence of self-discipline is to do the important thing rather than the urgent thing. ~ Barry Werner

Give yourself time to concentrate on moving the project forward without interruptions. Multi-tasking has been scientifically proven to be less productive than focused work time.  Be sure to eliminate as many distractions as possible so that you have uninterrupted focused time to give to the project.

Work for no more than an hour before taking a 5 to 10 minute break.  Studies have shown that our brains need this break to re-energize for us to be high performers.  By giving yourself a set amount of time and focusing on the project you will accomplish much more in less time than drifting from task to task and allowing your time to get away from you.

4. Don’t Procrastinate

Procrastination is the art of keeping up with yesterday and avoiding today. ~Wayne Dyer

Since you have completed your To Do List, you have prioritized it, and you have removed some distractions you have already taken some practical steps to avoiding procrastination. 

Remember, if you require other people to be involved you need to let know well ahead of time so they can have the benefit of fitting it into their schedule. Waiting until the week the project is due may cause more work for you and the project may not be as successful as it could have been.

Knowing that you have the time to review your task list and tweak any items, the week and the day before the project is due, to improve the success of the project is what makes a great leader.

5. Communicate Effectively

Communication – the human connection – is the key to personal and career success. ~ Paul Meyer

If you are leading the project and you do not communicate then how will people know how the project is going? You need to keep everyone informed with status updates. This is also how you can check the status of items you need to move forward with the project. 

If people have to ask you questions about the status of the project that is a sign that you are not communicating effectively. Ask for help if you need it. It is not a sign of weakness but a sign of strong character when you realize your own limitations and shows your concern about the success of the project.

Productivity is never an accident. It is always the result of a commitment to excellence, intelligent planning and focused effort.  ~ Paul J. Meyer

With good time management skills you are in control of your time and your life, of your stress and energy levels. Since you are in control you no longer get overwhelmed.  You make progress, you are able to maintain balance, and you have enough flexibility to respond to surprises or new opportunities.  In using these skills you too can reduce your stress levels and enjoy life. 

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