Is your workload weighing you down — and you don’t have tons of time to figure out a solution? Try one or more of the quick and easy time management and prioritization strategies described below. Got more time? Explore the bonus tip featured at the end of this article.
1 — Determine Importance Levels for Your Tasks
Assess the value and importance of each task, as well as the time required to complete each one, then prioritize working on the most important items first. Understanding the time each task needs can help you fit it into your workday. Consider completing quick items first, to give you a boost of momentum.
If you have more time, use the Eisenhower Matrix or FranklinCovey’s Time Matrix® tool, to help you focus most of your time on important, high-value work.
2 — Plan Your Day Based on Your Peak Productivity Time
Determine the time of day when you are most productive and work on your most important projects and activities during that time. According to research, the most productive period is — you guessed it — earlier in the day (approximately 8:00 a.m. to 2:00 p.m.). However, age may play a role. Older workers tend to be more productive in the morning, while younger workers may achieve peak performance toward the afternoon.
If you’re interested in a more customized approach, create a log and track your personal productivity levels to pinpoint the best times of day for you to focus on specific tasks.
3 — Maintain a To-Do List
Tracking your tasks in one place can help you stay organized, and you may feel a sense of accomplishment as you cross off completed tasks. A to-do list can be as simple as a written list on a piece of paper. Or, you can use an electronic list, such as the “Task” function in Microsoft Outlook or the “To Do” tag button in OneNote.
For smartphone aficionados, you may be interested in using a to-do list app (e.g., Asana, TickTick, Todoist), as long as it is permissible by your organization.
4 — Work in Blocks of Time
Review your to-do list and the items you identified as the most important. Block off time on your calendar to work on these important, high-value items, especially for tasks that require focus. Scheduling time can help minimize interruptions and distractions that undermine focus. Aim to plan around your peak productivity times.
If you are looking for something new to try, experiment with the popular Pomodoro® Technique, where you work for 25 minutes at a time, then take a quick break before repeating the cycle.
5 — Focus on the End Result
Determine the end goal for each project or task and identify what needs to be done to reach that goal efficiently. Focus on making progress and applying effort to the most important steps, instead of trying to perfect each part of the process.
BONUS TIP — Examine Why You Have Postponed Certain Tasks
Take some time for reflection and self-examination. If certain items keep getting pushed to the bottom of your to-do list, take a moment to review those items. Determine their value and importance, reflect on why they are not getting done, and then come up with an appropriate action plan. Should you increase the importance you assigned to these items? Do you need to schedule them during a more effective block of peak productivity time? Perhaps you need to make them more visible or prominent on your to-do list.
Consider exploring additional ideas for addressing postponed items:
- 8 Effective Tools for Staying Focused and Getting Stuff Done
- 9 Ways to Improve Focus and Concentration
- 13 Ways to Focus Better at Work
- Delay, Delay, Delay: How to Manage and Overcome Procrastination So It Doesn’t Manage You
- How to Stop Scrolling and Focus at Work
- Techniques for Staying Focused at Work
Dr. Lauren Forgacs is an organizational development psychologist and applied positive psychologist, with more than six years of service in the federal government and 20 years of private-sector experience, including award-winning accomplishments with a top five management consulting firm. She provides expert guidance and customized solutions to federal leaders on organizational development and culture, change management, leadership, teambuilding, employee engagement, and psychological safety. She is an expert on human-centered leadership and recently developed a year-long, cohort-based training program to enhance enterprise-wide leadership skills, organizational effectiveness, and the employee experience. Dr. Forgacs has held several leadership positions, effectively leading and motivating remote, hybrid, and on-site teams. She is also a certified federal leadership coach and a Gallup-certified strengths coach.
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