Time Management System Examples
Success Quarterly is a tech and business blog that focuses on the intersection of Silicon Valley and Hollywood, including technology, business, mobile, entertainment, media, and related topics.
Finding time to do things can be difficult, especially when you’re in a work-hard mode most of the day. You want to enjoy your downtime but there are always deadlines and responsibilities waiting for you!
Luckily, there are many ways to manage your time efficiently. With that said, it is important to find what works best for you and learn how to make changes if needed.
This article will talk about some easy ways to organize and manage your time. What follows are some tips and tricks from professional time managers. Check out these time management system examples to see what we mean.
You may also like: How To Track Your Time Effectively – A Guide
Time management systems (also known as TM Systems) have three parts: motivation, organization, and accountability.
Motivation comes first because without it, people won’t actually use the tools you provide for them. In this case, they’ll just not stick to it.
Once you have their attention, you need to know where their priorities lie. For example, someone who has a job she loves might choose to focus more on her career over spending time with friends and family.
By using an organizational tool such as Google Calendar, you can create events or meetings for different areas of life so everyone knows WHEN something happens and WHERE. This way they don’t forget!
Accountability is another key part of any time management system.
Make a to-do list
One of the most basic time management systems is making a list of tasks and organizing them by order of importance and execution. This was one of the first ways people organized their time in the workplace, and it’s still helpful today!
By breaking down tasks into orders of priority, you can more easily identify the next steps towards completing your mission.
If you're feeling overwhelmed with all of the projects that need to be done, start with the easy assignments and move up from there. It's important to remember that not every task will matter much, so don't spend too many resources on those things unless they really push you forward towards your goal.
Create a schedule
The next step in time management is creating your schedule! This will depend on how you organize your work and what kind of job you have. If you are an entrepreneur, then this can be even more difficult as there is no set 9-5 office hours.
You will need to understand when your business has free time so that you do not overwork yourself. There may also be times when it is better to take a break and reevaluate things.
Time slots can be for both work and non-work activities – like going to the gym or taking a bath. It does not matter if you spend one hour doing homework before sleep or two nights running around trying to get everything done, either way you will end up sleeping less than eight hours every day.
It is best to allocate enough time for each task to keep you relaxed and feeling productive.
Identify your weaknesses
A good time management system starts with identifying your own personal strengths and weaknesses. You can use something like the StrengthsFinder questionnaire to do this.
Once you have determined your strong points, you should look into developing them more. If you are not very organized, then start practicing organizing every day!
It is also important to recognize what types of tasks take you longer to complete. Take some time each week to figure out how to get these done faster.
You may be able to find ways to save time by looking into how other people manage their time. There are many online resources as well as printed books that can help you learn from others’ mistakes.
Practice good management skills
A few years ago, I would have told you that time management is not important. Now, however, I will tell you something very different!
Time is one of the most valuable resources we have as human beings. In our modern society where technology seems to be advancing at a lightning speed, time becomes even more precious. We are always being urged to use our time efficiently, but how?
Practice good management skills by organizing your life and responsibilities into appropriate times and settings. This way you can maximize your efficiency while still having enough time for everything.
Start with establishing routines and patterns. Then, determine what parts of your daily or weekly workload need to be done when and who should do it. Finally, evaluate whether these tasks can be outsourced or if you’re able to do them yourself. If any of the latter is true, then you don’t need to pay extra money for labor. You are your own best employee!
The hardest part about developing this habit is remembering all of the rules. Keep a notebook or note-app program like Google Calendar easily accessible so that you won’t forget anything. Also, keep a small amount of paper and pen nearby in case you suddenly remember an appointment you had planned to make.
One of the biggest time wasters for most people is doing things manually.
You may be in the habit of checking your email, Facebook, and other apps several times a day, which can easily add up to an hour or more every day.
By automating these types of activities, you will save time! There are many ways to do this, from using an app that does it automatically for you, to creating scripts or routines for them in another app or with manual actions.
For instance, if you’re always browsing through Instagram before making lunch, you could make a quick list item on your phone calendar “Make lunch”, then create a automatic task on Google Calendar to let the computer manage it for you.
A good time management system should make breaking down your tasks into logical steps easy. By clearly defining what you need to do next, you create an empty space and start doing something else!
Breaking up your work can be done in several ways. You could use order of execution or sequence of action to break down your task. For example, you could organize your documents by type (mail, paper note, smartphone app) and then process them in that order.
Alternatively, you could use “next” as a basis for organizing your breaks. Say you are working on creating an article, you could choose to take a short break after every few paragraphs or once it is completed.
Both of these strategies help you avoid getting distracted and putting off other things until later. If you notice yourself wanting to do something unrelated, just stop and do something more productive for a minute! This will train your brain to give you adequate time to focus on one thing before moving onto the next.
Running out of time due to no plan or poor planning is a key factor in being unprepared and stressed out. Avoid this by making sure you have enough time to complete what you planned to do.
Become a digital nomad
As we already discussed, being a master time manager does not mean owning your own home and having an office space where you spend all of your days. Being able to manage your time means knowing how to allocate your time effectively for different tasks and projects and then sticking to that schedule.
With technology advancing at such a lightning speed, it is now possible to be a full-time traveler and work from anywhere in the world. With the right online services and tools, you can leave everything back home and focus solely on moving around.
This is referred to as being a “digital nomade” and has become increasingly popular over the past few years. By staying in touch with your colleagues and friends, and establishing new relationships through social media platforms, you don’t have to worry about leaving anything or anyone behind!
There are many ways to do this, but one of the most effective is using the internet to run your business. You can start by setting up dedicated email accounts and other software like Google Apps so that you never need to use another service again. This saves money and helps keep ties strong even when you aren’t physically together.
Multitasking is the devil
One of the biggest reasons why people get stuck in a rut with their time management is because they think that by doing as many things as possible, they will achieve more across the board.
This isn’t always the case! In fact, it can be quite the opposite.
By trying to do too much, you start to focus on what has to be done, not how to make the most out of your time. This can easily result in you giving up and leaving some tasks undone – which then eventually turn into another reason for you to get stressed out.
It's important to recognize that there are only so many hours in each day and you will run out of them at some stage. What we should really be thinking about is how to make the best use of our time when those times come.