Think You’re Bad at Time Management? You Just Need These Simple Hacks
Time is the only currency we can never get back. Yet, most people spend it without a clear plan – without a system to help them achieve more in less time. Did you know that the average employee works productively for just 2 hours and 53 minutes per day? Or that 82% of people don’t have any time management system in place? This means that most people don’t reach their full potential simply because they lack the right strategies.
Effective time management is not an innate ability – it’s a skill anyone can learn. It’s not about working more, but working smarter. With the right approach, you can reduce stress, eliminate unnecessary distractions, and boost your productivity.
In this article, we will explore the best techniques to improve time management skills – proven methods that have helped many successful individuals get the most out of their day.
What is Time Management and Why is it Crucial?
If we received a euro every time we hear the phrase “I don’t have time,” we’d probably already be millionaires. But the truth is, time is not something we “have” or “don’t have” – it’s something we manage. Time management is not just about organizing tasks in a planner; it’s a strategy to consciously direct your day in order to achieve more with less stress.
shows that the average worker spends 51% of their working hours on tasks that hold little value. Meanwhile, on the other side, some individuals – entrepreneurs, scientists, top artists – achieve remarkable results within the same day. The difference? They don’t work more – they work smarter. They use effective techniques to improve time management skills that help them make the most of every minute without feeling burnt out.
When we master time management, productivity increases – stress decreases, quality of life improves, and we feel more in control of our day. Instead of constantly putting out fires and feeling overwhelmed, we can work with focus, without the sense of fighting against time.
11 Techniques to Improve Time Management Skills
1. Setting SMART goals
If you had to choose just one skill that separates successful people from those who constantly spin in a cycle of commitments, it would be the ability to set the right goals. Without clear direction, we quickly waste hours and days on things that get us nowhere. One of the most effective ways to manage time better is using the SMART method – a goal-setting system introduced by George T. Doran in 1981.
SMART means that every goal must be:
✅ Specific – instead of “I want to be more productive,” say “I will read 10 pages of a book every day.”
✅ Measurable – track your progress, e.g., “In three months, I will save 1000 euros.”
✅ Achievable – set realistic challenges. If you’ve never run before, don’t sign up for a marathon right away. Start with shorter distances.
✅ Relevant – the goal must make sense to you. Why is it important? How does it align with your values?
✅ Time-bound – without a deadline, goals turn into endless wishes. Set a date by when you’ll achieve something.
Using this method is one of the most effective techniques to improve time management skills, as it helps focus energy on what truly matters. When you clarify your goals, you minimize time-wasting and gain a stronger sense of control over your life.
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2. Eisenhower Matrix
If you’ve ever felt overwhelmed by tasks that seem never-ending, you’ve likely encountered the “all or nothing” syndrome. We live in a world where it’s difficult to separate urgent from important. This is where the Eisenhower Matrix helps – one of the best techniques to improve time management skills that allows you to put tasks into the right context.
This method, named after Dwight D. Eisenhower, the 34th President of the United States, is simple yet powerful. It helps you prioritize tasks by focusing on four key categories, ensuring you avoid the mistake of spending time on unimportant tasks while neglecting what truly matters.
- Urgent and Important: Tasks need to be done immediately as they have deadlines or are critical steps toward your goals. For example, responding to urgent emails, preparing for a meeting, or completing a project on the brink of a deadline.
- Not Urgent but Important: These tasks are key for long-term growth but don’t require immediate action. They include things like strategic planning, learning new skills, reading, or connecting with people who can help you progress. These tasks are often neglected, but they are crucial for progress.
- Urgent but Not Important: These tasks need attention now but are not essential for your long-term goals. They might include phone calls, certain emails, or administrative tasks that are better delegated or completed quickly to avoid wasting too much time.
- Neither Important nor Urgent: These tasks just steal your precious time. They secretly consume hours without adding any value. Examples include browsing social media or solving trivial issues that don’t help you achieve your goals. Simply eliminate them from your schedule.
3. Kanban
Remember when you used sticky notes to track tasks in school? Well, Kanban, a technique for improving time management, uses this simple principle but in a more structured and visual way. Toyota originally developed this method in the Japanese automotive industry, and today, various industries use it to boost productivity and manage tasks more efficiently. And you know what the best part is? Kanban helps you stay focused on the tasks at hand, preventing you from feeling overwhelmed by everything still ahead.
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To get started, simply use a large board – either physical or digital, like the popular Trello app. This keeps the sentence direct and active. Draw three main columns: To Do, In Progress, and Done. This gives you a clear overview of task progress, meaning less worrying and more focus on what needs to be done now
For each project or task, place sticky notes (or cards if you’re using the digital version) on the board. Each note represents one task you need to complete. You can also get creative – use different colors for different tasks, for example, red for urgent ones, blue for long-term goals, and green for personal projects. This way, you won’t just focus on what needs to be done but will also easily see which projects are advancing and which are still in the early stages.
4. Deep work
Do you remember when you focused completely on one task and lost yourself in it? That’s what we call deep work. This technique, developed by Cal Newport, allows you to focus on a single task while ignoring all distractions that can pull you away.
With deep work, you dedicate yourself to one task without interruptions like emails, social media, or conversations with colleagues. When you do this, you increase productivity and also improve the quality of your work. The results are often better and more fulfilling because you’re able to focus on details you would otherwise miss if you were working with partial attention. This is a way of working where quality is at the center.
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The opposite of deep work is shallow work. This is when you multitask and succumb to distractions – like answering emails or checking your phone, which constantly interrupts your concentration. Constantly switching between tasks reduces the quality of your work and leads to shallow results, which can leave you feeling frustrated as you end your day in constant motion, without true progress. Therefore, deep work is one of the most powerful techniques for improving time management skills
5. 25 Minutes for Extreme Focus
The Pomodoro Technique is a solution for our modern time challenges. Francesco Cirillo developed this simple yet extremely effective way to manage tasks and maintain attention in the 1980s.
With the Pomodoro method, you break your work into 25-minute intervals called Pomodoros. During this period, you focus exclusively on one task. Sometimes, all you need is to give yourself permission to focus on something for a while because you know you’ll soon have a short break. After each Pomodoro, take a 3-5 minute break to relax, stretch your legs, or simply rest your mind.
The Pomodoro technique works because it helps maintain high levels of concentration without feeling overwhelmed. When you know short breaks are coming, it’s easy to stay motivated and avoid burnout.
6. Time tracking
Imagine having complete control over your time. It’s not just about knowing how much time you spend working, but truly understanding how you spend it and how it affects your actions, goals, and successes. Time tracking is one of the most powerful techniques for improving time management skills, allowing you to become more productive and focused on what matters.
By using a tool like a Time Tracker (e.g., “My Hours” or a similar app), you can precisely track how long it takes to complete individual tasks. This helps you gain an overview of how you spend your day and which part of your schedule is most productive. In other words, time tracking takes you into a deep analysis of your habits, allowing you to identify unnecessary time-wasters or tasks that simply hold you back from progressing.
Sometimes, we become so focused on tasks that we forget to assess how much time they actually take. Statistics show that people who actively track their time can increase their productivity by as much as 30%. This way, you’ll be better equipped to decide when to speed up and when to slow down.
7. Getting Things Done (GTD)
Do you feel like tasks are constantly piling up but never getting finished? Imagine having a simple system that helps you break down chaos into manageable steps. That’s exactly what GTD (Getting Things Done) offers. This popular method for improving productivity is based on a thorough process that helps you maintain a calm and focused mindset when it comes to daily tasks.
GTD consists of five simple yet effective steps: capture, clarify, organize, review, and engage. Start by capturing all tasks and thoughts that come to mind and gather them in one place, called “Inbox.” No more worrying about forgetting something – everything is recorded and ready for processing. Once you have all the tasks in front of you, decide whether you can handle them immediately, or if they need to be deferred, delegated, or archived. This process ensures your mind stays free from unnecessary worries, as all tasks are clearly defined.
The next step is organization. Task lists should be systematically sorted so you know where to begin. Divide tasks into categories such as “current projects,” “next actions,” or “waiting.” This method helps you know exactly what you need to do and where, reducing time and effort wasted. Once everything is organized, it’s important to regularly review to stay on track. A weekly review can be crucial to make sure you’re not caught up in unnecessary tasks and that your priorities are always clearly defined.
Once all tasks are managed and planned, you can truly thrive with high productivity. Start with the most important tasks and use all the necessary resources to get them done. This way, you’ll always feel a sense of progress and achievement, increasing your satisfaction and motivation.
Time management techniques like these not only guide you to get things done but also teach you how to stay in control of your daily life – stress-free and with an increased sense of accomplishment.
8. Time Management Apps
Technology is evolving at an incredible rate, but don’t be confused – it can actually help improve your productivity and track your time. Time management apps have become essential tools in the fight against the endless task lists that overwhelm our everyday lives. And the best part? Most of these apps are free or offer free basic versions, meaning no special initial investment is required.
Toggl is one of the most popular time tracking apps, allowing you to easily start and stop time tracking with one click. No need to get bogged down with lengthy settings – simply turn it on when you start working and off when you finish. For those working on multiple projects at once, this is a great tool for quickly tracking different tasks.
Clockify is a free app that offers all the necessary features for time tracking, reporting, and even team collaboration. It’s an ideal solution for individuals and teams, making it easy to log time and track progress in real-time.
For those wanting more than just basic time tracking, Harvest is an excellent choice. In addition to basic features, it also offers invoicing and project management capabilities, which are particularly useful in a business environment. The app has a free version that covers basic time tracking needs.
9. ABC Method
Sometimes life feels like one long task list that never gets shorter. This is where the ABC method comes in – a simple yet highly effective technique for sorting tasks by importance, helping you focus on what truly matters.
The ABC method acts as a mental map that directs your focus. Divide tasks into three clear categories, allowing you to clarify which tasks are essential and which can wait. It all starts with A tasks, which are crucial for your progress. These tasks are the most important and urgent – if you don’t complete them, other tasks, even if doable, won’t be of any use.
B tasks are still important, but not urgent. These contribute to your long-term goals and need time, but don’t have to be done right away. Lastly, C tasks are the least important – sometimes, they can be postponed as they have little impact on your main goals. It’s important to focus on A and B tasks, as this is where you’ll make the most significant progress.
These time management techniques allow you to create space for what’s truly important and bring you closer to your goals.
10. Pareto Principle (80/20 Rule)
The Pareto Principle, also known as the 80/20 rule. Simple yet incredibly effective, this method is based on the idea that 80% of your results come from just 20% of your effort. If you understand and apply this correctly, you’ll save time and increase your productivity.
Using the Pareto Principle, you start by analyzing your tasks. Which moments or tasks have had the biggest impact on your projects? This isn’t always obvious, but by remembering past successes, you’ll quickly identify which key moments brought the most value. Once you recognize that 20% that gives you the greatest result, you can integrate it into your daily routine and devote more time to it.
Focusing on this 20% allows you to achieve the greatest effect with minimal effort. And what about the remaining 80%? For these less important tasks, you’ll need to ask how you can optimize them. You can combine them, delegate them, or reduce their impact on your actions. With fewer tasks but greater impact, you’ll manage your to-do list with less stress and more productivity. The Pareto Principle is one of those time management techniques that allows you to focus your energy where you’ll achieve the best results.
11. Eat That Frog
The Eat That Frog method, a simple yet incredibly effective time management technique, helps you take control of your day right away. The basic principle of this method is simple: start your day with the most challenging task – the one that worries you the most or causes you the most stress. This way, you’ll feel less tension and more achievement by the end of the day.
Start by identifying the task that weighs most on you – that’s your “frog.” It may be something you’ve been procrastinating on for a long time or a task that completely drains you. But once you identify it, tackle it first. By focusing on it right after you begin your day, you’ll complete it when you’re still fresh and full of energy, without getting overwhelmed by other less demanding tasks. Once you finish that “frog,” you’ll feel extremely productive and can easily continue with the rest of the day, knowing that the hardest part is already behind you.
Techniques to improve time management skills like this allows you to take control of your day without waiting for the “right moment” or perfect conditions.
