We live in a fast-paced world with a multitude of distractions always a hand's length away, thanks to our smartphones. It can be harder than ever to say "no" to the ongoing temptation of instant gratification and staying focused. This is where experts' tips on gaining hold of your calendar and improving time management can really help.
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We've compiled the best tips out there from a variety of trusted sources, so that you can easily work them into your daily workflow. Let's dive in and start improving your productivity.
1 | Plan for end-of-day fatigue.
person in black shirt holding white paperPhoto by Ryan Snaadt on UnsplashAs you schedule calendar items, keep in mind that you're going to be losing steam by the end of the day. Northwestern University's Kellogg Insight cites a real-world study on this in which food inspectors gave out fewer violations as the day went on, likely due to fatigue. Consider this as you work on certain tasks, which may be better suited for the morning or afternoon.
2 | Pace yourself with breaks.
person holding white ceramic mugPhoto by Chad Madden on UnsplashWe all know about the importance of taking breaks, but the Neuro Leadership Institute has these pro tips to help your brain refresh: Schedule meetings for 25 or 50 minutes instead of 30 minutes or an hour, and after every three focused meetings, take a break of at least 25 minutes. They also suggest trying a walking meeting every day. These are proven ways to magically gain some time and improve productivity, but more importantly they give your brain a chance to reset so you're ready to tackle the next thing.
3 | Let due dates be your guide.
a calendar with red push buttons pinned to itPhoto by Towfiqu barbhuiya on UnsplashPut all of your due dates in a monthly calendar, then "plan backward from your due dates," says Dr. Erik Albinson, the director of the Academic Resource Center at Marquette University. This ensures you are building in enough time to complete tasks without waiting until the last minute. Keep in mind that new things will undoubtedly pop up, so staying ahead of tasks is key.
4 | Prioritize appropriately.
ShutterstockOne of the best ways to manage your time effectively is truly understanding what is urgent and what is not. "Rank the items on your 'to do list' in order of priority," advisesTravis P. Mountain, Assistant Professor at the University of Georgia. There are important tasks that are not urgent, and it's fine to push them, while other things are really important and urgent, perhaps with a firm deadline in place or real world implication. Master the art of delegation to assist with less important tasks that still need to get done.
5 | Automate what you can.
white and black typewriter with white printer paperPhoto by Markus Winkler on UnsplashThanks to modern technology like AI, there are plenty of things you can do to bring down your level of stress and become more productive. The American Institute of Stress recommends: (1) use an AI-powered calendar assistant or task management tool to organize your day, (2) automate repetitive tasks to focus on what matters most, (3) ask AI for suggestions on working through to do lists, and (4) utilize AI for deep work so you can focus on other things.
6 | Learn to work in 15-minute increments.
man sitting on concrete brick with opened laptop on his lapPhoto by Avi Richards on UnsplashWhile it doesn't sound like much time, psychological researcher Larry Rosen, Ph.D. suggests working in a 15-minute cycle of uninterrupted work, then reward yourself with a few minutes break. You'll suddenly become more productive if you do this repeatedly.
7 | Audit your time.
person holding pencil near laptop computerPhoto by Scott Graham on UnsplashWhere does the time go? Track exactly how you spend your time. Consider color-coding your schedule to more easily visualize time spent. Once you have that clear view, "you can really control your time better," says Nicholas Scheidt, a clinical psychology graduate student at Carlos Albizu University in Miami.
8 | Find what works for you.
woman sitting around table holding tabletPhoto by Brooke Cagle on UnsplashWhile all of these tips are useful, everyone is unique, so find the time management system that works best for you and focus on developing positive habits that make you more productive. Cady Block, a psychology doctoral student at the University of Alabama at Birmingham, says you should experiment with a few different schedules to find what works best.
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