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Writer's pictureNicky Finlay

10 Ways To Improve Time Management

Updated: Feb 26, 2021

Despite us having more time at home, with the distractions of working and schooling from home, time seems to be even harder to manage. As a Virtual Executive Assistant here’s some top tips I’ve picked up over the years of managing multiple clients with multiple deadlines.


1. To Do Lists


Keep a To Do List be it online or on paper. Even with all the tech at our fingertips, many people that still prefer a written To Do List… there is the pleasure with a written list of being able to see on paper exactly how much you have crossed off at the end of a day!



2. Prioritise based on what is Urgent v Important.


As a big fan of any matrix, I love this one, as it really helps to identify what does need to be tackled first. Rather than being led by what interests you, this helps you see what really needs to be done urgently.


Be strict about delegating or ditching those Not Important tasks.


3. Focus on One Key Thing


When planning your day, try and schedule in one big task per day, interspersed with a number of smaller tasks, particularly if working from home and juggling home schooling.


4. Time Block


Linked to point 3, think about those times in the day when you may be able to focus on a bigger task that requires more concentration e.g after the school day has finished, utilise the other time for smaller tasks that may require less focus.


5. Manage distractions


If distracted by emails or calls, set aside times of the day to look at and deal with emails, social media and calls, this may be first thing in the morning, before lunch, mid-afternoon, just before finishing for the day. Constantly stopping tasks to deal with emails the minute they come in can be distracting and counterproductive to performance.



6. Emails – Delete, Do, Delegate, Defer


Linked to point 5 emails can take up so much time. Someone I worked with used to have the philosophy “deal with something only once" and actually they were very productive... I can see how this can work well with emails.


Try the Delete, Do, Delegate or Defer method.


Delete: If rubbish delete it immediately, and even better unsubscribe. Every so often I go through my in-box and unsubscribe those emails I don’t need in my life!

Do: If you can deal with it quickly during your allocated email time, then action it

Delegate: If someone else can deal with it for you, delegate it

Defer: If it’s a bigger job, flag it on your email system, add it to your To Do List, and action later depending on its importance.



7. Understand when you are least Productive and Plan Breaks


Are you a morning or evening person? When are you at your most productive? Also remember, you are more productive if you take some time away from the computer - plan in downtime during the day. Maybe go for a walk or run at lunchtime, or catch up online with a friend etc.



8. Understand what saps your time


Track what you do and question are you the best person to deal with that issue, could someone else in your team or a PA be able to deal with that for you. When I start working with clients I often say, track your time and tasks for a week…then think which of those tasks you could delegate to free up time.


9. Plan your day in advance


Spend a couple of minutes before finishing for the day or first thing in the morning to check your progress and plan the coming day ahead.


10. Lose the guilt and reward yourself!


If you haven’t managed to clear your list, don’t beat yourself up…reward yourself for getting through the day and remember there is always tomorrow!



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