Time Management Tips and Tricks for the Easily Distracted

Time management can be the bane of many professionals. This is especially true for those of us professionals who find themselves, let’s say, easily distracted. The truth is that there are often a million things happening at any given time, and that brings additional challenges to getting through our daily tasks.

The good news is that not all hope is lost. There are tips and tricks one can utilize to stay productive. As with any professional development, the key is to continue working on the skills. You’re not going to magically get better at time management. You certainly won’t get better overnight. But with a bit of time (pun not intended, but appreciated) and patience, you can get there. Here are a few tips to help you get started.

Create a List – No, Really!

To-do lists are a great way to figure out everything that needs to get done in a given time frame. They’re also a nice boost of serotonin. Nothing feels better than checking an item off a list, right? However, be careful not to fall down the to-do list rabbit hole!

One of the best ways to make the most of any to-do list is by adding priorities. What does that mean? List any critical tasks (things that absolutely have to get done) on the top. Below the critical tasks, you can list everything else, ideally in descending order of priority.

Once the list is complete, it’s time to work through it! This means going through the list – in order. This way, the most critical items get done first, and everything else can be pushed off to another day if necessary.

Pro Tip: Did you know that there are dozens of to-do list apps that make this process even more accessible? Not only is this a huge time saver, but it’s great for accessibility. Try a few different apps to see which one works best for you.

Don’t Multitask

For years, we were told that multitasking is the best (if not only) way of getting through a lot at once. We were lied to. Multitasking is excellent at doing one thing – wasting your time. Don’t believe me? Check out a few studies talking about how inefficient multitasking really is.

The long and short of it is this: when we multitask, we ask our brains to swap between one task and the next, only to swap back again. It takes our brains a bit to get into the rhythm of each task. So, in all likelihood, by the time your brain fully adjusts to one task, you’re moving on to the next. It’s not a great way to get things done, and it’s even worse for creating quality work.

In addition to the lack of effectiveness, there is something very stressful about multitasking. With all those balls in the air, it always feels like something is about to fall down (probably because it is). Give yourself a break and look for an alternative way to get through your workload (keep reading for a few alternatives).

Multitasking Alternatives

Timeboxing – One great alternative to multitasking is called Timeboxing. Basically, you give yourself a set amount of time to get each task done. This works best when you’re breaking down a larger project into many smaller tasks. It also requires you to have an idea of how much time you have available, in addition to knowing how much time it will take you to get the task done.

Time Blocking – Alternatively, there’s Time Blocking. Like Timeboxing, this method calls for you to set aside a locked period of time to get work done. Unlike Timeboxing, Time Blocking lets you work in more general lumps of time. For example, setting aside an hour each morning to respond to emails.

Pomodoro Method – Finally, there’s the Pomodoro Method. This is probably the most popular of the three and with good reason. As with the methods above, the Pomodoro Method calls for you to work through a task during a set period of time. But that’s where the difference ends. This method allows you to take twenty-five minutes to work on a task. This is then followed by a five-minute break before getting back to work. This cycle is great for people who need to schedule breaks. You can adjust the time accordingly but try to keep the rhythm going.

Pro Tip: These methods work better when you group like tasks with like. Your brain does a great job of sorting through relevant content, so by grouping tasks that are similar together, you’re making it easier to move from one assignment to the next.

Try Different Time Management Tools

Much like the to-do apps mentioned earlier, there are dozens (if not hundreds) of different time management tools available. In other words, there is likely a tool out there for everyone. Best of all, the variety means you can find something in your budget (even if that budget is “free”).

Time management tools cover many different services, from automation tools to ease of access and everything in between. Essentially, if it makes your work easier, it’s a time management tool!

If you’re feeling a bit lost on where to start, consider reading up on the preferred time management tools and giving a few of them a try. This will teach you much about what you prefer, which will help narrow it down further.

Learning to Say No

Saying no isn’t isn’t exactly a talent for many. We often feel like we have to say “yes” all the time, especially at work! Unfortunately, when you take on more than you can reasonably handle, all you do is ensure that you won’t get your work done. Or that if you do get it done, you’ll either be burned out or turn in poor work (or both!).

So, learn to say no. Learn what your limit is, and stick to it. That means you have to accept that you can’t always be a one-person show and that sometimes you’ll need to ask for help yourself. Likewise, remember that saying no doesn’t make you the bad guy.

Pro Tip: It may feel silly, but practice saying “no” in the mirror! The more you say it, the more comfortable it’ll feel when the time comes to put that practice to good use. This is especially important for people who habitually say “yes” without thinking.

Give Yourself a Break – Really

Above all else, you need to remember that breaks are okay. We often make the mistake of thinking of breaks as the enemy of productivity – but they’re not! We can’t keep working all of the time and expect our quality of work to remain the same. Breaks are critical for our minds, our physical well-being, and our mental health.

Don’t believe me? Think about the last time you hit a wall at work. It was likely a big problem with a hard-to-find solution, right? However, we often find those solutions once we give ourselves permission to take a break and walk away. It’s amazing what a fresh mind can spot.

Pro Tip: If you’re bad about taking breaks, add them to your calendar or as a reminder on your phone. This will ensure you take set breaks throughout the day, increasing your well-being and productivity all in one!

At the end of the day, it’s important to remember that time management is all about finding the process that works for you. There is no one-size-fits-all approach. Likewise, you may need to customize your strategy by combining multiple methods. Whatever it is, as long as it works, you’re making progress!