How to Make the Most of Your Time
A Guide for Busy Executives and Homemakers
Time is our most precious asset – a limited resource that, once gone, can never be reclaimed.
But it is also something that so many people are apt to squander.
Regardless of whether you're a busy executive or a homemaker, being mindful of how we manage our time is absolutely crucial.
I would go so far as to say that mastering time management is essential for achieving personal and professional success.
It is not about being busy but being productive and making the most of every moment.
Prioritising tasks, setting clear goals, and eliminating distractions can transform how we use our time, leading to greater fulfilment and efficiency in all aspects of our lives.
Life might be short, but acknowledging and embracing its fleeting nature, while making the most of the opportunities that come our way, can lead to a more fulfilling and joyful journey.
Here’s how:
1. Set Clear Priorities
Identify Your Goals
Clearly define what you want to achieve both personally and professionally.
You need to know where you are going. Make the world react to you rather than reacting to the world.
Prove to yourself that you have agency.
Write down your goals on a timeline and regularly review them to stay focused.
Be willing and able to adapt if circumstances change.
The key is to have a VIEW. Then you can develop the PATH. And then will come the FRUIT.
This clarity will guide your decision-making and help you allocate your time effectively.
Prioritise Tasks
Make your bed: The first lesson is the importance of making your bed every day. This seemingly small task fosters discipline and encourages you to complete more tasks, reinforcing the idea that small details matter in the bigger picture of life.
Use a To-Do List: This is something I do every evening. It is very useful to offload as many tasks and ideas you have from your mind into a to-do list. Whether digital or physical, having a system to capture tasks ensures nothing gets forgotten and offers a sense of accomplishment when you check items off.
Daily Highlight: Choose one significant task to focus on each day. This ensures that at least one important task is completed, providing a sense of accomplishment and progress.
Do the Most Important Thing First: Tackle your most important task first thing in the morning when your willpower and energy are at their peak. This way, even if the rest of the day goes off track, you’ve still achieved something meaningful. Make sure to concentrate on the tasks that matter most and align with your goals.
To help with this, you could use a prioritisation matrix, such as the Eisenhower Matrix, to categorise tasks:
“I have two kinds of problems: the urgent and the important. The urgent are not important, and the important are never urgent.” — Dwight D. Eisenhower
Urgent and Important: Tasks that require immediate attention (e.g., work deadlines, family emergencies).
Important but Not Urgent: Tasks that contribute to long-term goals (e.g., strategic planning, personal development).
Urgent but Not Important: Tasks that require immediate attention but do not significantly contribute to your goals (e.g., responding to emails).
Neither Urgent nor Important: Tasks that are distractions (e.g., excessive social media use).
By systematically categorising your tasks, you can ensure that you focus on what truly matters and avoid getting sidetracked by less important activities.
Setting clear priorities helps you be more intentional with your time, reducing stress and increasing productivity.
Regularly revisiting and adjusting your priorities ensures that you stay aligned with your evolving goals.
2. Create a Structured Schedule
Create a Pre-Match Routine: Establish a morning routine that signals to your brain that it's time to start working.
Try something as simple as drinking a glass of water (with Apple Cider Vinegar) or spending a few minutes meditating to clear and focus your mind.
This comes after you make your bed!
A consistent start to your day helps you get into the right mindset for productivity. What you don't want to do is begin the day at different times and amidst chaos.
Time Blocking: Allocate specific time slots for different tasks and adhere to them. This approach helps guarantee that crucial activities receive the attention they deserve.
Training Routine: Block out time for exercise.
I enjoy starting my day with exercise. Typically, I spend 30-40 minutes on resistance training using kettlebells and calisthenics. I usually fit this in three to five times a week.
I plan my exercise routine in my training journal the night before. Additionally, I take our dog, Buddy, for a walk twice a day, with each walk lasting around 45 minutes.
During these walks, I enjoy listening to podcasts and jotting down any ideas that come to mind. I've written about this here.
Work Tasks: Set specific times for focused work, meetings, and breaks. For instance, allocate 9 AM to 11 AM for deep work, followed by a break. This is when I take a walk.
Family Time: Reserve evenings for family activities to ensure you spend quality time without distractions. Our family typically spends most evenings together and shares a meal every night.
By planning your day in blocks, you create a rhythm that helps manage your time effectively and reduces decision fatigue.
Automate Scheduling: Utilise tools such as Calendly to automate the scheduling process for meetings. This minimises the need for back-and-forth communication to find convenient times, saving a significant amount of time and effort.
Set Artificial Deadlines: Leveraging Parkinson’s Law, I prefer setting shorter, artificial deadlines to boost productivity.
This technique helps prevent tasks from taking longer than necessary by creating a sense of urgency.
Many people try to avoid a sense of urgency or stress by convincing themselves that they have all the time in the world.
Setting a deadline for yourself can provide a sense of control and make achieving your goal less stressful. In fact, you are likely to accomplish it even sooner!
Adjust the Scope, Maintain the Schedule: When circumstances prevent you from completing a task as originally planned, adjust the scope of the task while still adhering to your schedule.
For instance, if you intended to do resistance training for 50 minutes but have limited time, opt for 20 minutes instead.
The key is to prioritise consistency in following your schedule over the perfection of each task.
This approach helps to build reliable habits and ensures steady progress.
Avoid Multitasking: Focus on one task at a time to enhance productivity and the quality of work.
Single-tasking Benefits: Research shows that multitasking can reduce productivity by up to 40%. This decline in efficiency occurs because multitasking forces the brain to switch between tasks, which takes extra time and decreases overall performance.
Studies have shown that this constant task-switching can lead to mental fatigue, lower quality of work, and increased stress levels.
Focusing on one task allows for deeper concentration and better results.
3. Embrace the Power of Saying No
Protected Time: Allocate specific hours of the day as protected time when no meetings or interruptions are permitted. Many people choose mornings for this purpose, dedicating this time to focused work or personal activities without distractions.
Set Boundaries: Learn to say no to tasks and commitments that do not serve your primary goals. By setting boundaries, you protect your time and energy, ensuring they are directed towards meaningful activities that align with your goals.
Delegate When Possible: Determine the value of your time and delegate tasks that can be done by others. This can include both professional tasks and personal chores.
Delegation not only lightens your load but also empowers others by involving them in meaningful tasks. It fosters a sense of shared responsibility and teamwork.
4. Prioritise Your Wellbeing
Physical Health
Regular exercise, a healthy diet, and adequate sleep are essential components of personal well-being.
Here's how to prioritise each:
Exercise: Schedule workouts just like you would any other important appointment. Consistency is key to reaping the benefits of physical activity.
Healthy Diet: Plan your meals ahead of time to ensure they are balanced and nutritious. Incorporate a variety of fruits, vegetables, lean protein and whole grains into your diet. Avoid processed foods and excessive sugar intake.
Adequate Sleep: Prioritise getting 7-9 hours of sleep each night. Establish a relaxing bedtime routine by turning off electronic devices an hour before bed, reading a book, or practicing gentle stretches or meditation.
Consistent, quality sleep enhances mood, energy levels, and overall health. Try to go to bed and wake up at the same time each day.
I use the sleep tracker on my Whoop band to receive feedback on my sleep quality.
Mental Health
Mental well-being is just as important as physical health.
Here are some practices you might consider incorporating into your daily routine to maintain mental balance:
Mindfulness and Meditation: Practice mindfulness or meditation daily. Spend 5-10 minutes each morning and evening focusing on your breath and clearing your mind. Apps like Headspace or Calm can guide you through meditation exercises.
Relaxing Activities: Engage in activities that help you relax and recharge. This could include hobbies such as painting, yoga, gardening, or playing a musical instrument. Even simple activities like taking a leisurely walk in nature or listening to calming music can significantly reduce stress.
Regular Breaks: Take regular breaks throughout your day to avoid burnout. During a busy workday, set a timer to remind yourself to take a 10-minute break every hour. Use this time to stretch, take a few deep breaths, or step outside for some fresh air.
At my children's old school, St. James they have a practice called "The Pause”.
This is a short period of quiet reflection and stillness that takes place at the beginning and end of each lesson, at assemblies, and during lunchtime. This allows all pupils to be present, refocus, and reflect on what they have learned.
It's an excellent practice that can be applied in the workplace or to any daily task. I've incorporated it into my own routine and find it incredibly valuable.
Social Connections: Maintain healthy social connections by spending time with loved ones, even if it's virtual. Regularly connecting with friends and family can provide emotional support and reduce feelings of isolation.
5. Reflect and Adjust
Regular Reviews
Regularly reviewing your progress helps you stay on track and make necessary adjustments.
Weekly Reviews: At the end of each week, allocate 15-30 minutes to reflect on your accomplishments and obstacles. Utilise a journal or digital tool to document successful strategies and areas for improvement.
For instance, if your goal was to exercise three times a week but you only did it once, pinpoint the obstacles and brainstorm solutions.
Monthly Reviews: Conduct a more in-depth review at the end of each month. Evaluate your progress towards long-term goals and determine if your daily and weekly activities are in line with those goals. Make necessary adjustments to your plans and priorities.
Adapt and Improve
Being open to change and improvement is crucial for continuous growth.
Evaluate Strategies: If a specific time management strategy is not effective, do not hesitate to try a different approach. For instance, if you discover that time blocking is not suitable for you, consider experimenting with alternative methods such as the Pomodoro Technique or task batching.
Seek Feedback: It is beneficial to ask for feedback from trusted colleagues, family members, or mentors. They can offer valuable insights and recommend adjustments that you may not have thought of.
Stay Flexible: Life is unpredictable, and rigidity can lead to frustration. If unexpected events disrupt your plans, reassess and adapt rather than abandoning your goals altogether.
Remember, you do not want to get into a situation where your life is locked into a productivity straight-jacket.
There also needs to be spontaneity and a recognition that there are many parts of life we cannot control.
That’s why it’s so important to appreciate the areas where we have control and agency, and to use these moments wisely.
6. Use Technology
Productivity Tools
Using the right apps and tools can significantly enhance your organisation and time management.
Trello: Create boards for different projects, list tasks, and set deadlines. Trello’s visual layout it easy to track progress.
Asana: Manage tasks, set priorities, and collaborate with team members. Asana can keep everyone on the same page with project timelines and responsibilities.
Google Calendar: Schedule appointments, set reminders, and share calendars with family or colleagues to ensure everyone is aware of key dates and commitments.
Limit Distractions
Minimise time spent on non-essential digital activities to stay focused.
Set Specific Times for Checking Emails: Instead of constantly checking your inbox, designate specific times during the day for email management. This reduces interruptions and allows for more focused work periods. Use communication tools like Slack to streamline conversations and reduce email overload.
Use Apps to Limit Social Media Use: Tools like StayFocusd or Freedom block or limit access to distracting websites and apps during work hours.
Alternatively, you could also work on improving your self-discipline.
Enable Do Not Disturb Mode: Silence non-essential notifications on your phone and computer to maintain concentration during important tasks.
Using technology wisely helps you stay organised, reduces distractions, and enhances productivity. By integrating the right tools into your routine and setting boundaries on digital consumption, you can make the most of your time and achieve your goals more efficiently.
7. Focus on Continuous Improvement
Learn and Grow
Investing time in continuous learning and skill development can significantly enhance your efficiency and productivity.
Online Courses: Platforms like Coursera, Udemy, or LinkedIn Learning offer courses in various fields. Whether you want to learn project management, coding, or digital marketing, these resources can provide valuable knowledge.
If you're looking for personal or corporate coaching and mentoring in time management and goal setting, check out my daughter-in-law, Dyedra, who is an expert in this field.
Reading: It is essential to regularly read books, articles, or journals related to your field, as well as for leisure. It's kind of a no-brainer!
Celebrate Small Wins
Recognising and celebrating small achievements is essential for maintaining motivation and fostering a positive outlook.
For instance, I keep track of my fitness sets and reps to ensure I am progressing and making gains, rather than stagnating.
Seeing the outcomes of my efforts through data, rather than just guessing, helps create a positive feedback loop and supports continuous improvement.
To sum up:
Being conscious of time and using it wisely is essential for personal and professional growth.
Don't allow time restrictions to have dominion over you. Expect to produce high-quality work despite any apparent limitations.
Start each day with purpose by setting clear priorities and following a structured schedule.
Prioritise your time on activities that bring real value and progress, rather than wasting it on less important tasks.
Seek help when you need it, accept that life is sometimes unfair, but challenges are surmountable.
Take risks and strive to make a positive difference, which will help ensure a better world for yourself and for future generations.
Remember, life is fleeting, so make every moment count.
"Why, you do not even know what will happen tomorrow. What is your life? You are a mist that appears for a little while and then vanishes. James 4:14.