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University of St. Augustine for Health Sciences

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Time management-how we choose to use and organize our time-is something many of us struggle with. Effective time management allows us to make the most of our day, accomplishing tasks more quickly and prioritizing those that will make the most impact.

Different people need different effective time management strategies. If you're a graduate student, you may choose to manage your time in a different way than someone who is a working mother. If you're a visual person, you may prefer a color-coded calendar over a written to do list .

Figuring out a process that works for you, whatever that may be, is key to creating your most efficient life. To help you improve poor time management, we've explored nine popular techniques, from the 80/20 rule to the "eat that frog" method. We've outlined what they are, how to implement them, and the types of people who most benefit from them. And, check out our infographic below that includes a flowchart to help you decide which time management process will work the best for you.

9 Types of Time Management Techniques

Achieving work life balance is possible with effective time management . Learning time management tips will not only help you manage your time better but also boost personal productivity . With that said, here are some time management strategies you can try:

1. Pareto Analysis (a.k.a., the 80/20 rule)

The 80/20 rule is a technique created by the Italian economist Vilfredo Pareto. It's the idea that 20% of actions are responsible for 80% of outcomes. The goal of Pareto analysis is to help you prioritize tasks that are most effective at solving problems.
How it works:

1. List some of the problems you are facing. For example, maybe your grades are slipping.

2. Identify the root cause of each problem. Maybe your grades are slipping because you spend too much time on social media or any other sort of distraction .

3. Assign a score to each problem: Assign higher numbers to more important problems

4. Group problems together by cause: Group together all the problems caused by spending too much time on social media.

5. Add up the score of each group: The group with the highest score is the issue you should work on first.

6. Take action.

Types of people who will benefit from Pareto Analysis:

Problem solvers

Analytical thinkers

2. Pomodoro Technique

The Pomodoro Technique was created by entrepreneur and author Francesco Cirillo. This technique uses a timer to break down your work into intervals. Each interval is known as a named after the tomato-shaped timer that Cirillo created.
How it works:

1. Choose a task you need to get done.

2. Set a timer (e.g., for 25 mins).

3. Focus on the task at hand.

4. When the timer rings, put a checkmark on a piece of paper.

5. Take a short break: Take a break for about three to five minutes. Go for a walk, grab a cup of coffee, do something non-work-related to give your brain a break.

6. Repeat steps two to five: Once you have completed this process four times, you can begin to take longer breaks (20-30 mins).

Types of people that will benefit from the Pomodoro Technique:

Creative thinkers

Those who feel burnt out from work/school

The Pomodoro technique doesn't just teach your time management; it also teaches you in setting goals and how to achieve them. You'll be able to better stick to your daily schedule and weekly schedule .

3. Eisenhower Matrix

Before Dwight Eisenhower became president in 1953, he served in the U.S. Army as an Allied Forces Commander during World War II. He was faced with difficult decisions every day that led him to invent what is now called the Eisenhower matrix , or the urgent-important matrix .
How it works:
Organize your task list into four separate quadrants, sorting them by important vs. unimportant and urgent vs. not urgent, as shown in the graphic below. Urgent tasks are those we feel need to get done immediately. Important tasks are those that contribute to your long term goals or values. Ideally, you should only work on tasks in the top two quadrants-the other tasks, you should delegate or delete.
Types of people who will benefit from the Eisenhower Matrix:

People in leadership positions

Critical thinkers

4. Parkinson's Law

British historian Cyril Northcote Parkinson became famous for the phrase "work expands so as to fill the time available for its completion." In other words, the amount of time you give yourself to complete a specific task is the amount of time it will take you to complete that task.
How it works:
This is not a time management technique . It's a law that, when understood, can be applied as one of the most beneficial time management methods out there-but you will have to put in the work. That means working more efficiently in shorter bursts of time. Here are some time management tips:

Try working without a computer charger. This will force you to finish a project before your computer dies.

Get it done early. Instead of finishing an essay by midnight, try to get it done by noon.

Set a deadline. Give yourself a set time to do something-and then cut it in half.

Limit time for tasks. Give yourself only 20 minutes in the morning to answer emails.

Types of people this works for:

Procrastinators

People who work well under pressure

5. Time Blocking Method

Inventor Elon Musk is known for being productive. He manages his time so efficiently that he can work over 80 hours a week and still make time for himself. What's his secret? Time blocking.
How it works:
From the moment you wake up, assign each time block in your day to a task. These tasks can be anything from eating breakfast to studying for a test. Below are the steps Elon Musk uses to block his time:

1. Divide a piece of paper into two columns. On the left, write down each hour of the day and create blocks of time such as half-hour or hour chunks.

2. Estimate the time it's going to take to complete each of your tasks and fit them into your time blocks.

3. Add buffer times in between each time block to allow for adjustments during the day.

Types of people this works for:

Working students or parents

Analytical thinkers

6. Getting Things Done (GTD) Method

Created by author David Allen, this process helps you get things done by recording tasks on paper and then breaking them down into actionable work items.
How it works:

1. Capture the actions that have your attention: These actions are tasks that can relate to anything from work to school to your personal life.

2. Clarify what they mean: Decide whether the tasks that have your attention are actionable or not. If an item is not actionable, ignore it for now. If the item is actionable, do it, delegate it, or set it aside.

3. Organize your actions: Prioritize your to do list according to what you need to get done when.

4. Reflect: Review your list of actions frequently to determine your next priority. Cross off tasks you have accomplished and update your list.

5. Engage: Take the actions or smaller tasks you can complete right now.

Types of people who will benefit from the GTD method:

People who struggle to focus on one thing at a time

People who feel overwhelmed in their daily lives

7. Rapid Planning Method (RPM)

"RPM" stands for "rapid planning method" or "result, purpose, and massive action plan." It was developed by motivational speaker Tony Robbins as a way to train your brain to focus on a vision of what you want so you can make it real.
How it works:

1. Capturing: Write down all the tasks you need to accomplish this week.

2. Chunking: "Chunk" your tasks together by commonalities. Which items are personal? School-related? Career-focused?

3. Create your own RPM blocks: On the top of a new sheet of paper, make three columns: the task, the result you want from completing that task, and your purpose for completing it. Next, list the actions you can take to get there.

4. Create an empowering role for yourself: If you're a student, you might call yourself the "Study Queen." Anything that will get you jazzed about completing your goal.

Types of people who will benefit from the RPM:

Working students or parents

People who have long-term goals

8. Pickle Jar Theory

This theory helps you figure out what is useful and what is not useful in your daily life. It allows you to plan tasks with time to spare and set priorities for your day.
How it works:
Imagine a pickle jar full of sand, pebbles, and rocks. The sand is at the bottom and the rocks sit at the top.

1. The sand: This represents disrupting elements of your day, such as phone calls, text messages, emails, social media, etc.

2. The pebbles: This represents tasks that need to be completed, but can be done on another day or by someone else.

3. The rocks: These are the most important tasks that need to get done today.

Begin by thinking about how your tasks for the day would fit into the above categories. Then make a task list starting with the rocks and ending with sand (if time permits). Include an honest time estimate next to each. Try not to plan more than six hours of an eight-hour working day. This will leave buffer time for the pebbles and sand.
Types of people who will benefit from the Pickle Jar theory:

Visual people

Concrete thinkers

9. Eat That Frog Technique

This technique is named after a Mark Twain quote: "Eat a live frog the first thing in the morning and nothing worse will happen to you the rest of the day." Start your day by doing the most onerous tasks first and getting them out of the way.
How it works:

1. Get clear on a goal. What do you want to achieve most?

2. Compile a list of things you need to do to achieve your goal.

3. Organize this list in order of priority. The most important items are probably the most difficult. These are your "frogs."

4. Take action. If you have more than one frog on your plate, eat the nastiest one first.

5. Repeat this cycle every day so that you're always doing something that will push you toward your goal.

Types of people who will benefit from the Eat That Frog technique:

Abstract thinkers

People with long-term goals

Choosing a Time Management Technique That Works for You

Whether you're a full-time student, a working student or a parent going back to school, better time management skills are vital to living a balanced life. If you have a habit of leaving things until the last minute, try using Parkinson's Law or the eat that frog method. If you have a hard time focusing on the task at hand, try the Pomodoro technique of working more intensely in short intervals.

Mastering time management will set you up for success in all areas of your life and will help you avoid test anxiet y when finals roll around. At USAHS, we emphasize supporting our students in their personal and professional lives. We help you develop the tools and additional resources you need to succeed in our graduate degree programs .

Sources:
Allen, Jennifer. "10 Methods of Time Management At Work." BusinessPundit. February 19, 2018. https://www.businesspundit.com/methods-of-time-management-at-work/ Accessed: January 26, 2022

Tay, Daniel. "10 Popular Time Management Techniques." Boost. September 9, 2014. https://www.brightpod.com/boost/10-popular-time-management-techniques Accessed: January 26, 2022

Johnson, Eric. "Full Q&A: Tesla and SpaceX CEO Elon Musk on Recode Decode." Vox. November 5, 2018. https://www.vox.com/2018/11/2/18053428/recode-decode-full-podcast-transcript-elon-musk-tesla-spacex-boring-company-kara-swisher Accessed: January 26, 2022

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9 Popular Time Management Techniques and Tools | USAHS

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Looking for a way on how to manage your time better? Read on as we cover nine popular time management tips to help you find which one is effective for you.

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25 time-saving hacks that will add hours back to your week

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From your beauty routine to running errands to getting dinner on the table, employ these tricks to complete everyday tasks in a fraction of the time.

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You hate cleaning your room, but now that you need to study for that big Chemistry test, you're suddenly set on making your room sparkle. You told yourself that you'd pull an all-nighter for your AP English class, but now those ridiculous late-night infomercials seem incredibly captivating. If these scenarios sound familiar, you understand procrastination. Here's how to fight it and get more done.

Procrastination can take some interesting forms. It can also have very serious effects on students. According to Psychology Today , students who procrastinated were shown to generally have lower grades and reduced well-being. Yikes. Whether your procrastination technique is "Netflixing", online shopping, napping, or cleaning, you should work on strategies to overcome it and manage your time wisely. Keep reading to learn some practical ways for how to stop procrastinating.

1. Admit that you're procrastinating

The first step to overcoming procrastination is to admit that you are avoiding the tasks that you are supposed to be doing. Perhaps you are even reading this article as a way to procrastinate on doing your homework. (If that's the case, do your homework first, and then finish reading the rest of this article.) Some students procrastinate because they have a fear of failure , but the simple truth is that unless you acknowledge that you aren't being as productive as you need to be, you may not see any improvements in your time management skills. After you recognize which procrastination problem you're experiencing, you will hopefully have the right mindset to be more productive.

Although it's tempting, curling up with a blanket on your bed is not the best place for doing your school work. Ideally, you want your study spot to be somewhere with good lighting and a clear surface with plenty of room to spread out your materials and laptop. You also want to have one or two designated study locations that you go to consistently . If possible, these locations should be a place where you don't do any other activities, like napping or watching TV. Soon enough, your brain will catch on when you go to this particular location that you are going to focus on your school work.

Have you ever tried to study but found yourself getting distracted by people coming to talk to you or by every social media notification that shows up on your phone? This happens to almost everyone if you don't try to hold yourself accountable. After you find a location that works for you, you need to eliminate distractions, such as turning off or silencing your phone. Also, for some students, listening to classical music or listening to white noise can help drown out other distractions and help them focus.

4. Set Goals You can Reach

Many people procrastinate because the task at hand seems too large for them to tackle or they don't know which task to start with. Dividing your homework into small tasks can make an assignment seem less daunting, like constructing an outline for a term paper or studying for a test in chunks. You can also set a timer for a specific period of time to help you stay focused. For example, you might consider clearing all distractions and studying for 15 to 20 minutes and then getting or a snack as a reward, and then doing it again. Setting small goals that you can easily accomplish can make you feel more in control and productive and enable you to break the cycle of chronic procrastination.

If you lack the willpower to regularly study alone, knowing that you have to pull your weight in a study group can be a great way to dive in and face procrastination head on. The study group's peer pressure and your sense of responsibility toward the group will help ensure that you complete your assigned tasks on time. You're also less likely to skip a study session if your study group sets a specific date and time to meet. The group will help keep you accountable toward your school work, and you may even discover some tricks to help you learn and retain the course material.

Overcoming procrastination doesn't happen overnight. It takes a series of good behaviors, like working ahead in your classes and finishing your homework in a reasonable time frame, to form a habit. It also requires some discipline and self-control. When you finish an important task before the due date, you shouldn't be afraid to reward yourself for doing a job well done. Getting ice cream, going for a run, or taking a nap can all be good ways to refresh and get ready for your next task. With the use of rewards, you can train your brain to develop those healthy study habits. However, it is important to note that you shouldn't use rewarding yourself for your hard work as an excuse to procrastinate or put off your next task.

Although it seems backwards, taking a break can actually boost your productivity. Now, you may be thinking, "Isn't procrastinating the same as taking a break?" The answer is no. The reason you're able to take a break and not be considered procrastinating is intent. If you are intentional about your break by setting a certain amount of time to be away from your important task, it is different than just putting off the task until the last possible minute. If you struggle to hold yourself accountable after your breaks, try the Pomodoro method for studying or other important activities. This involves using a timer to track your study sessions and breaks.

8. Hold Yourself Accountable

Holding yourself accountable for completing your assignments on time, studying for tests and getting good grades is not only an important survival skill for high school and college , it's another tip to avoid procrastination. While it is easy to find reasons not to study and take unnecessary or extra-long breaks , catch yourself before this happens. Remember that you are responsible for the assignments you complete or don't complete, the tests you ace or don't do so well on, and your grades. If you need help holding yourself accountable, tell a friend or family member and ask them to check up on your goals, deadlines, and accomplishments.

It's okay to put things off from time to time, but it's important to note that long-term procrastination could potentially have a negative effect on your health and body. Even if you've been procrastinating without consequence since high school, it's time to overcome the negative habit that could affect your sleep schedule and work quality. Your work and other responsibilities don't go away over time, so put away your phone and stop web-surfing . Go forth and use these tips for how to avoid procrastination now (not later).

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Many students at some point in high school have procrastinated in starting their homework, completing a project or studying for a test. Procrastination is also common among college students. You probably know what you should be doing but you just don't want to do it.

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Undoubtedly, technology has allowed us to connect, perform, improve, and leverage our resources beyond what was once imaginable, and one of the biggest ways is through time management apps. But with so many apps to choose from, how do you know which ones to use?

The best way to identify an app is to look at your current challenges with time management. Do you get distracted too easily and never complete a task? Or perhaps you end the day without achieving much, wondering where all your time went?

We all have challenges when it comes to being more productive. The best time management apps around vary depending on your needs. That's why we've put together a list of 15 of the best time management apps to help you with the most common challenges.

If you're not taking advantage of some of the hundreds of time management tools , you're missing out.

Let's dive straight into the list.

15 Time Management Apps You Need To Try

1. Rize - Use Your Time Wisely

If you don't know what you did all day or feel that you haven't accomplished much at the end of the day, you will be excited to know about . Rize not only tracks your time but also gives you valuable insights to improve your productivity, build better habits and increase your focus. The highlight is that you don't need to constantly input information, this is automatically done for you.

You can see how many hours you have worked, how much of that time is focus time, how much time you spend context switching, and which websites distract you most, among many other features. Tracking and managing your time efficiently has never been easier.

2. Notion - Keep on Top of All Your Tasks

Think of Notion as a single platform with different productivity apps, helping you keep your notes and work in one place. You can collaborate, share documents and notes, and create a central knowledge base for your team, supporting you in all your project management needs.

You can use Notion to replace your to-do lists, project management, note-taking apps, spreadsheets, etc. It saves you time and money and helps you keep on top of your time management and organization.

3. Forest - Boost Motivation to Complete Tasks

is a unique reinvention of time management apps. This unique and fun app helps you stay focused and incorporates the Pomodoro technique, breaking work into chunks with short intervals. The concept is simple: If you stay focused during this time, your virtual tree will grow. If you lose focus, the tree will die. As the app's name implies, you can grow multiple trees to create a virtual forest!

On top of this particular time management tool being really fun, it reinforces the need to focus on the task. Go ahead and build a wonderful and colorful virtual forest to use as proof to you that you can focus!

Pro tip: Staying focused all the time isn't easy, especially when distractions are everywhere these days! Try the Time Flow System and learn how to sharpen your focus!

4. Spark - Finally Reach Inbox 0

Even with hundreds of communication tools available to us, email use continues to grow. Whether your job is based largely on emails or not, managing your email and staying on top of it is key to productivity. You will be shocked to see how much time can be wasted with email by not having structure or automation to support you in staying on top of your game.

According to a survey by Adobe, people spend at least 3.1 hours checking and reading emails at work. Spark has many features, from removing distractions to only notifying you of important emails to snoozing emails. You can also send an email to your Task Manager to add to your to-do's, reply quickly with templates, as well as get reminded to follow up on emails and schedule to reply to certain emails later.

Finally, reach inbox 0 with Spark.

5. Serene - Focus on Tasks at Hand

One of the biggest time wasters is giving in to distractions, multi-tasking, and not completing tasks because of this. Serene takes productivity to the next level in three easy steps and helps you to get more done in your day.
It helps you to:

1. Plan your day - Define your goals and tasks for the day and when you want to do them.

2. Block Distractions - When starting a task, Serene blocks websites, updates your statuses (ie. unavailable on Slack), and eliminates distractions overall.

3. Focus Enhancers - It helps you to stay focused on the task with timers, music, breaks, etc.

It is an all-in-one time management tool you want in your kit.

6. Fathom.Video - Zoom Is Your Minute Taker

Since COVID-19, the Zoom app has been downloaded 485 million times in 2020. Although Zoom has been a huge contribution to productivity, so much time is wasted capturing notes and important information, never mind losing focus on what is being said.

Fathom is an excellent time management tool for meetings and super easy to use. During your meeting, you can highlight important moments, such as decisions, questions, action items, etc. These are sent to you after your meeting with a transcription of the meeting and highlights. This tool syncs your notes to Hubspot, Salesforce, and other CRM platforms accordingly and automatically.

7. MyLifeOrganized (MLO) - Manage Your To-Do Lists Effectively

Excellent time management techniques entail to-do lists and having a system to manage your tasks. However, even with various apps and methods, they can be overwhelming for people. This is where MyLifeOrganized comes in.

This task management software helps you target what you should be focusing on to reach your objectives. MyLifeOrganized is one of the best time management apps for focused work. It automatically generates to-do lists with priority actions for your immediate attention so that you can track your progress methodically.

8. 1Password - Have All Your Passwords Remembered

How much time do you spend looking for login details or having to reset passwords? 1Password is still a must-have time management app as it allows you to keep all your passwords in one encrypted database - protected by one password.

According to research, more than half of Americans have had to reset five passwords each month on average. This saves you time when you forget your passwords and need to retrieve them and also allows you to use various passwords for different accounts so you don't compromise on security.

9. Alarmy - Joyful Alarm Clock

Waking up early to have time for yourself and set yourself up for the day is the ingredient to mastering your day. Alarmy makes it impossible to sleep in or snooze by giving you a few options of challenges to complete before the alarm turns off.

You can play memory games, do math, take photos, squat, and many more. By the time you have completed the challenge, you are already awake, and your mind is active. There are other great features, such as personalizing your sounds and recording how you feel, to gain insights. Get more out of your day with Alarmy.

10. Focus@Will - Boost Your Attention Span

This amazing app combines neuroscience and music to boost your productivity. According to the developers, it's possible to increase your attention span by up to 400% using Focus@Will, making this one of the best time management apps available, which is why it stays on our list.

Focus@Will is ideal for those who find it difficult to focus while studying, working, or reading. It also helps you control your ADD.

11. Alfred - Interact With Your Computer in a Smart Way

Alfred is a small and simple tool that lets you launch your documents, project files, folders, and bookmarks with just a few keystrokes. This is one of the greatest time management techniques as it removes the need for searching through multiple folders to find what you need. The only downside is that it's only available for macOS.

12. Habitica - Gamify Your Habits

Having the right habits can either save you hours of time or waste hours, and how productive you are, depends on your habits. The challenge is that the initial excitement and motivation to develop new habits wears off quickly, and when there is no consistency in building the new habit, it will never replace the old.

This is where Habitica becomes your partner in success. Track your goals, to-dos, and habits. Stay accountable for achieving your goals with features such as rewards, punishments, and streaks. Finally, have fun getting things done!

13. Quire - Unfold Your Ideas

Quire is another excellent and innovative time management app that boosts your team's productivity. The strength of this app is in its features for collaboration and ease of sharing. Through the various time management techniques this app offers, you can streamline and adjust your workflow based on your team's needs and preferences.

14. Doodle - Scheduling Has Never Been Easier

It can be quite frustrating going back and forth spending more time than needed coordinating a day and time that works for everyone to get together. Doodle comes to the rescue here.

Whether you're planning a meeting or a party, Doodle sends everyone options and times and tracks the time that works best for everyone to schedule. It keeps everyone up to date with all current and upcoming events and also syncs with Zoom, Google Meet, Outlook, Microsoft teams, and Zapier for easier collaboration.

15. Dropbox - Store and Send Large Files Easily

Dropbox stays on the list of the top apps that allow you to transfer content from your computer to other devices and access it anywhere. It is free, and it is easier to use than the others.

With the Dropbox app, you can even access and share important files on the go. It is an easy way to share your files and documents with others for improved productivity.

Final Thoughts

The above list covers what we consider to be the very best time management apps and tools available. And the good news is that many of them are completely free of charge! So, what are you waiting for? Select the ones that will be the most valuable to you, and begin boosting your productivity now!

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15 Best Time Management Apps and Tools (2023 Updated) - LifeHack

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With hundreds of apps and tools to choose from, you may not know where to start. Here're 15 best time management apps for productivity.

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Did you know that microbusinesses (one to nine employees) spend 15 hours every week on administrative work? That's according to Starling Bank's " 2020 Make Business Simple " report. Solopreneurs fare even worse, spending 31% of their weekly time sorting finances. If you're a business owner or manager, you know that admin and financial housekeeping is just one of many important tasks that have to be done, which underscores how critical it is to manage your time.

How to better manage your time at work

Time management is planning how to efficiently use and deliberately control the time you spend to maximize productivity. In short, get more done in less time. Other upsides include:

Better work quality

Less stress

More time to work on strategic or creative projects

Less procrastination

More self-confidence

Here's how to get started:

1. Know how you're spending your time

If your productivity is measured by output over a certain period, lost time can mean dollars out the window. Just like creating a budget, you have to track what you're actually spending your time on to reveal any areas or habits that are blocking you from reaching your goals.

Start with a time check. Time-tracking tools like RescueTime can tell you, based on the categories you set up, how many hours you're productive in a day versus how much time you're spending on non-work-related activities, such as browsing social media or shopping.

2. Stick to a daily schedule

Go beyond "I have eight hours to do XYZ." Create a daily schedule with allotted time blocks for different tasks. Sticking to it is the key to success.

Create realistic timelines. People overestimate their capacity to get things done, a phenomenon scientists call "planning fallacy," which usually results in overly optimistic delivery estimates. Add time buffers between tasks so that even if one goes over the time limit, the overall schedule stays intact.

Give your undivided attention. Avoid sneaking to non-work-related sites (or whatever it is you're not supposed to be doing) during work hours. Close all those "for later" browser tabs. Turn off your phone or stow it out of reach until it's time for a scheduled break. Again, self-discipline is your best friend here.

3. Prioritize

To-do lists can be productivity lifesavers. But if you're not careful, they can get so big and overwhelming that you don't know where to start. A tool known as the Eisenhower Matrix can help you decide what to prioritize according to importance and urgency. Using this decision matrix, you can break down your list by:

Do immediately: Important tasks with defined deadlines, or ones you've put off for so long they're now overdue

Schedule for later: Important tasks with no defined deadlines

Delegate: Tasks that someone else can do

Delete: Tasks you can eliminate because they're not critical to your goals or mission

4. Tackle the most difficult task first

Distractions happen to all of us, whether it's a phone call, a favor from a colleague or that pile of dirty dishes. Next thing you know, the day is gone. It's time to "eat that frog."

The Eat That Frog productivity method devised by leadership expert Brian Tracy works well for people who tend to procrastinate or have trouble avoiding distractions. It recommends tackling the biggest, most difficult and most important task first-the one you're likely to put off for later. Only move on to other things once you've "eaten that frog."

5. Batch-process similar tasks

Batching, or batch processing, means grouping similar tasks so you can work on them together. Group them by objective or function.

For example:

Client meetings on Wednesdays and Thursdays

Respond to emails from 10 to 11 a.m. only

Generate reports first thing in the morning, and distribute

6. Set reasonable time limits

Parkinson's law states that, "Work expands to fill the time allotted to complete it."
If you have a full day to complete two tasks that should take only three hours, you'll probably still spend the whole day on those two tasks. If you give yourself a smaller window, chances are you'll still meet the earlier deadline.

7. Learn when to say no

We have only so much energy in a day, and it wanes with the hours. To avoid half-baked work, know your limits and be willing to say no. Recognize your strengths and weaknesses. Focus on what you're good at and, if possible, delegate what can be done better and faster by other people.

8. Avoid multitasking

The science is clear on multitasking: It cuts efficiency and can even be dangerous. According to the American Psychological Association, mental juggling involves "switching costs" that slash productivity. Although task switching might cost only a few seconds per switch, it adds up if you multitask frequently. Your risk for error also soars.

9. Keep things organized

You might need an organization makeover if any of these have happened to you:

Late to a meeting you're leading

Forgot to print out a report your boss needed for a presentation

Had to ask IT for your username or password more than once

The good news is that organization is a skill that can be learned. Start with the basics.

Maintain a clean work desk. National Geographic reports that psychologists and neuroscientists link the effects of clutter on cognition, mental health and behavior. Visual clutter can increase stress levels and anxiety, triggering a fight-or-flight response. For better decision-making, toss any papers that can be shredded or recycled. Clear out nonessentials and put daily tools within easy reach.

Coordinate your computer files and shared drives. File naming is key to organizing digital files. Create a system that allows you and your colleagues to locate items quickly and easily.

Use a calendar. Organize your calendar by life buckets, such as "personal," "professional" and "commitment." Try color-coding to quickly differentiate categories or by urgent versus non-urgent.

10. Use time management tools

Leverage these productivity and automation tools designed to boost productivity:

Slack for keeping team communications in one central space organized by channel. No more slogging through endless email threads for project details.

Dropbox or OneDrive for storing, sharing and backing up files. Authorized team members can access cloud-based files 24/7.

Google Calendar and Outlook Calendar for staying on top of daily, weekly and monthly schedules. Integrate them with Slack to get automatic alerts and reminders directly in related channels.

Canva and Lucidchart for designs and diagrams. They help even the design-challenged create professional-looking templates.

Master time management to boost productivity

Most high-performing teams have figured out how to maximize their time. Take back your workday with these time management best practices, and get your productivity up and stress levels down.

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10 tips for mastering time management at work

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Time management at work is key to optimizing productivity. Here are 10 tips for how to stay on top of your game.

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Attending classes, studying for exams, making friends, and taking time to relax and decompress can quickly fill up your schedule. If you often find yourself wishing there were more hours in the day, this guide will offer time management tips for students so you can accomplish what you need to get done, have fun with your friends, and gain back some valuable time for yourself.

1. Create a Calendar

Don't be caught by surprise by an important paper due two days from now or a dinner with your family the same night you planned for a group study session. Create a calendar for yourself with all your upcoming deadlines, exams, social events, and other time commitments well in advance so you can see what's coming up.

Keep your calendar in a place where you can see it every day, such as in your planner or on your wall above your desk. If you prefer a digital calendar, check it first thing every day to keep those important events fresh and top-of-mind. For greater efficiency, make sure you can integrate it with your other tools, such as your email.

Digital calendar options include:

2. Set Reminders

After you've created your calendar, give yourself periodic reminders to stay on track such as to complete a study guide in advance or schedule a meeting for a group project. Knowing deadlines is important; however, staying on top of the micro tasks involved in meeting those deadlines is just as important. You can set an alarm on your phone, write it down in a physical planner, or add an alert to your digital calendar. The reminders will help to prevent things from slipping through the cracks during particularly hectic days.

Make sure you've allotted enough time to study for that big test or write that final paper. Time management is all about setting yourself up for success in advance and giving yourself the tools to accomplish tasks with confidence.

Read our blogs, Your Guide to Conquering College Coursework and Top 10 Study Tips to Study Like a Harvard Student, for more suggestions.

3. Build a Personalized Schedule

Each person's day-to-day is different and unique to them, so make sure your schedule works for you. Once you've accounted for consistent commitments such as classes or your shifts at work, add in study sessions, extracurriculars, chores and errands, and social engagements.

Consider your personal rhythm. If you typically start your day energized, plan to study or accomplish chores then. If you fall into an afternoon slump, give yourself that time to take a guilt-free TV break or see friends.

Having a schedule that works for you will help maximize your time. Plus, knowing exactly when your laundry day is or when your intramural volleyball practice is every week will help you avoid trying to cram everything in one day (or running out of clean socks!)

4. Use Tools That Work For You

Just like your calendar and schedule, the tools you use to keep you organized should be the right fit for you. Some students prefer physical planners and paper, while some prefer going totally digital. Your calendar can help you with long-term planning, but most of these tools are best for prioritizing from day to day.

Explore what best suits your needs with some of the following suggestions:

Planners

Planners can help you keep track of long-term deadlines, such as important essay deadlines, upcoming exams, and appointments and meetings. They often provide a monthly overview each month, as well as day-to-day planning sections, so you can stay ahead.

Scheduling

If your schedule is jam-packed and you have trouble figuring out what to do and when, scheduling day by day-and sometimes even hour by hour-can help you slot in everything you need to do with less stress.

Note Taking

From class to study sessions to errands, keeping track of everything can feel overwhelming. Keeping everything in one place, whether on the go or at your desk, can help keep you organized.

5. Prioritize

Sometimes there really is too much to do with too little time. In these instances, take just a few minutes to evaluate your priorities. Consider which deadlines are most urgent, as well as how much energy you have.

If you are able to complete simple tasks first, try getting them out of the way before moving on to tasks that require a lot of focus. This can help to alleviate some of the pressure by checking a couple things off your to-do list without getting bogged down too early.

If you are struggling to fit everything in your schedule, consider what you can postpone or what you can simply say no to. Your friends will likely understand if you have to meet them for coffee another time in order to get in a final library session before a challenging exam.

6. Make Time to Have Fun - And For Yourself

Time management isn't just about getting work done. It's also about ensuring that you can put yourself and your mental wellbeing first. Consistently including time for yourself in your schedule helps to keep your mental health and your life in balance. It can also be helpful to have things to look forward to when going through stressful periods.

Whether it's going for a bike ride along the river, spending time with your friends and family, or simply sleeping in on a Sunday, knowing you have space to relax and do things you enjoy can provide better peace of mind.

7. Find Support

Preparation and organization can sometimes only get you so far. Luckily, you have plenty of people rooting for your success. Keep yourself and your classmates on task by finding an accountability partner or study buddies. Remind your roommates when you need extra space to work on a paper.

Your school's academic resource center is also there to support you and point you in the right direction if you need additional help. Getting-and staying-organized is a collaborative effort and no one can do it on their own.

8. Be Realistic and Flexible

Sometimes unforeseen circumstances will come up or you simply may not be able to get to everything you set out to do in a given day. Be patient with yourself when things don't go exactly to plan. When building your calendar, schedule, and priorities list, be realistic about what you can accomplish and include buffer time if you're unsure. This can help to reduce obstacles and potential friction.

Time management isn't just about sticking to a rigid schedule-it's also about giving yourself space for change.

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8 Time Management Tips for Students - Harvard Summer School

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If you often find yourself wishing there were more hours in the day, this guide will offer time management tips for students.

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This is sometimes called the Eisenhower matrix.