Achieving a work-life balance is possible with effective time management. Learning time management tips will not only help you manage your time better but will also increase your personal productivity. With that being said, here are 9 Types of Time Management Techniques You Can Try:
1. Pareto Analysis (also known as the 80/20 rule)
The 80/20 rule is a technique created by Italian economist Vilfredo Pareto. It is based on the idea that 20% of actions are responsible for 80% of the results. The goal of Pareto analysis is to help you prioritize tasks that are most effective in solving problems.
How it works:
- Make a list of some of the problems you are facing. For example, maybe your grades are slipping.
- Identify the root cause of each problem. Maybe your grades are slipping because you spend too much time on social media or any other distraction.
- Assign a score to each problem: assign higher numbers to more important problems.
- Group problems by cause: Group all the problems caused by spending too much time on social media.
- Add up the scores for each group: the group with the highest score is the problem you should work on first.
- 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 Pomodoro, after the tomato-shaped timer Cirillo created.
How it works:
- Choose a task that you need to complete.
- Set a timer (for example, for 25 minutes).
- Focus on the task at hand.
- When the timer goes off, mark a check on a piece of paper.
- Take a short break: Take a break of about three to five minutes. Go for a walk, have a cup of coffee, do something non-work related to give your brain a break.
- Repeat steps two through five: Once you have completed this process four times, you can begin taking longer breaks (20–30 minutes).
Types of people who will benefit from the Pomodoro technique:
- Creative thinkers
- Those who feel exhausted by work/school
The Pomodoro Technique doesn’t just teach you time management; it also teaches you how to set goals and how to achieve them. You’ll be able to stick to your daily and weekly schedule better.
3. Eisenhower Matrix
Before Dwight Eisenhower became president in 1953, he served in the U.S. Army as commander of the Allied forces during World War II. He was faced with difficult decisions every day, which 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, categorizing them by important vs. unimportant and urgent vs. nonurgent, as shown in the graphic below. Urgent tasks are those that we feel need to be done right away. 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; other tasks should be delegated or eliminated.
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 famously said, “Work expands 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 isn’t a time management technique per se. It’s a law that, when understood, can be applied as one of the most beneficial time management methods out there, but you’ll have to put in the effort. That means working more efficiently in short 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 shuts off.
- Finish early. Instead of finishing an essay at midnight, try to finish it by noon.
- Set a deadline. Give yourself a set amount of 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 more than 80 hours a week and still find time for himself. What’s his secret? Time blocking.
How it works:
From the moment you wake up, assign each block of time in your day to a task. These tasks can be anything from eating breakfast to studying for an exam. Below are the steps Elon Musk uses to block his time:
- Divide a sheet of paper into two columns. On the left, write down each hour of the day and create time blocks such as half-hour or hour-long chunks.
- Estimate the time it will take you to complete each of your tasks and fit these into your time blocks.
- Add buffer times between each time block to allow for adjustments during the day.
Types of people this works for:
- Student workers or parents
- Analytical thinkers
6. Getting Things Done (GTD) Method
Created by author David Allen, this process helps you accomplish tasks by recording them on paper and then breaking them down into actionable work items.
How it works:
- Capture the actions that have your attention: These actions are tasks that can relate to anything from work to school to personal life.
- Get clear on what they mean: Decide whether the tasks you 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.
- Organize your actions: Prioritize your to-do list based on what you need to do and when.
- Reflect: Review your action list frequently to determine your next priority. Cross off tasks you have accomplished and update your list.
- Participate: Take the smallest actions or 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 “massive action plan, purpose, result.” 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 happen.
How it works:
- Capture: Write down all the tasks you need to complete this week.
- Grouping: “Group” your tasks together by similarities. Which items are personal? School-related? Career-focused?
- Create your own RPM blocks: At the top of a new sheet of paper, make three columns: the task, the outcome you want from completing that task, and your purpose for completing it. Then, list the actions you can take to get there.
- Create an empowering role for yourself: If you are a student, you can call yourself the “Study Queen.” Anything that motivates you to complete your goal.
Types of people who will benefit from RPM:
- Student workers or parents
- People with long-term goals
8. Pickle Jar Theory
This theory helps you figure out what is useful and what isn’t 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 filled with sand, stones, and rocks. The sand is at the bottom and the rocks are at the top.
- Sand: Represents the elements that interrupt your day, such as phone calls, text messages, emails, social media, etc.
- The stones: They represent tasks that need to be completed, but can be done another day or by another person.
- The rocks: These are the most important tasks that need to be done today.
Start by thinking about how your tasks for the day would fit into the categories above. Then, make a list of tasks starting with rocks and ending with sand (if time permits). Include an honest time estimate next to each one. Try not to plan more than six hours in an eight-hour work day. This will leave buffer time for rocks 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 first thing in the morning and nothing worse will happen to you the rest of the day.” Start your day by doing the most tedious tasks first and getting them out of the way.
How it works:
- Clarify a goal. What do you most want to achieve?
- Write it down.
- Set a deadline.
- Compile a list of things you need to do to achieve your goal.
- Organize this list in order of priority. The most important items are probably the most difficult. These are your “frogs.”
- Take action. If you have more than one frog on your plate, eat the most unpleasant one first.
- Repeat this cycle every day so that you are always doing something that pushes you toward your goal.
Types of people who will benefit from the Eat That Frog technique:
- Abstract thinkers
- People with long-term goals
How to choose 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, improving your time management skills is vital to living a balanced life. If you have a habit of leaving things to 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, working more intensely in short bursts.
