Time is arguably the most precious commodity. Successful people know how to use it wisely. In particular, high achievers, whether CEOs, entrepreneurs, or athletes, are all familiar with the value of time management. However, they work smarter, not just harder.
Here are 14 time-management secrets they use to make the most of each day.
1. Record a Time Time Log
To uncover the secrets behind time management, Laura Vanderkam interviewed numerous successful individuals, including productivity expert David Allen. In her conversation with Barking Up the Wrong Tree, she revealed a common theme among these high-achievers: they all seem obsessed with one question: “What else could I do with that hour?”
In addition to planning and tracking their time, these individuals consider the opportunity cost of their actions.
Your first step should be determining where your time is really spent. You must analyze your daily activities in depth rather than relying on vague memories to accomplish this.
2. Prioritize Ruthlessly
The ability to prioritize is one of the most important time management principles. As such, it’s common for successful people to make use of tools such as the Eisenhower Matrix to categorize tasks into four quadrants:
- Urgent and important
- Not urgent, but important
- Urgent but not important
- Neither urgent nor important
To maximize productivity, they focus on tasks in the first two categories. When they understand what truly matters, they can focus on high-impact activities, maximizing their limited time.
Known for his best-selling book Essentialism: The Disciplined Pursuit of Less, Greg McKeown warns that “if you don’t prioritize your life, someone else will.”
3. Implement Time Blocking
Most successful people swear by time blocking, where you allocate specific periods of time to different tasks. Distractions and context-switching are avoided when you focus on one task at a time. Additionally, it helps you prioritize your important tasks and maintain a balance between them.
For example, IKEA founder Ingvar Kamprad planned his day in ten-minute increments, accounting for every minute. This control helps him stay focused and avoid time sinks that can interfere with his schedule.
4. The Two-Minute Rule: Tackle Small Tasks Immediately
In his best-selling book “Getting Things Done,” David Allen developed a straightforward but effective strategy called the Two-Minute Rule. It suggests that if a task will take two minutes or less to complete, do it right away. By following this rule, successful people can avoid getting overwhelmed with small tasks and draining their mental energy.
When taken care of quickly, micro-tasks create a sense of accomplishment and momentum, whether responding to an email or filing a document. Successful people can focus more deeply on the important, more significant tasks by minimizing the number of small, unfinished tasks lingering in their minds.
5. The 80/20 Rule: Focus on the Most Impactful Efforts
According to the Pareto Principle, 80% of results are achieved by 20% of efforts. In other words, the most successful people devote their time and energy to activities that are most likely to yield the highest return. By focusing on these high-leverage tasks, they can accomplish more without feeling overwhelmed.
Richard Koch, a former management consultant and entrepreneur who has written several books about the Pareto principle (80/20 rule), says, “Identify where 20 percent of your time and effort gives you 80 percent of your returns.”
6. Overcome Procrastination by “Beating Your Future Self ”
It is generally believed that procrastination results from preferring easier tasks or a belief in future performance. In contrast, Kevin Kruse, a New York Times best-selling author, Forbes contributor, and Inc.500 award-winning entrepreneur, suggests that instead of delaying, successful people use the following “procrastination busters.”
- Act now. Do not rely on a future version of yourself to accomplish tasks. Whenever you promise to do something, do it right away.
- Visualize the outcomes. If you complete or avoid a task, consider the positive and negative consequences.
- Find an accountability partner. If you share your goals with someone else, you will feel more committed to them.
- Use rewards and penalties. Use rewards or penalties to motivate yourself or deter procrastination.
- Emulate your ideal self. To reinforce your values, adopt the behavior of your ideal self.
- Embrace imperfection. Don’t be paralyzed by the pursuit of perfection. It is okay to start good enough and work towards perfection later.
7. Learning to Say No: Guarding Their Time Relentlessly
Warren Buffett states, “The difference between successful people and really successful people is that really successful people refuse almost everything.”
It is common knowledge among high achievers that time is a scarce resource. After all, since their calendars are full, they are selective in what they agree to.
However, they do not shy away from challenges or responsibilities. Instead, they carefully assess each opportunity to ensure it aligns with their long-term objectives. Unless it does, they politely decline. By declining distractions and low-priority requests, they can devote more of their time to activities that matter to their success.
8. Rethink Meetings
It is not uncommon for corporate meetings to become endless discussions that eat up hours of valuable time. The average executive spends nearly 23 hours a week in meetings. CEOs, however, spend 72% of their time in meetings. This comes out to at least 37 weekly meetings, representing a significant portion of their workweek.
However, Sir Richard Branson, the billionaire founder of the Virgin Group, has a different approach.
“While some circumstances call for workshops and more elaborate presentations, a meeting on a single topic should rarely need to last more than 5-10 minutes,” he writes in one of his blog posts. Additionally, he advocates for standing meetings. He explains, “If you stand up, you’ll find that decisions get made pretty quickly, and no one nods off!”
Although this approach might seem unconventional, it’s based on a simple principle: efficiency. Keeping time limits encourages attendees to come prepared, stay focused, and prioritize the most important topics. However, it does not mean rushing through discussions. Instead, it’s about streamlining them to ensure every minute is productive.
9. Batch Similar Tasks
Using batching, similar tasks can be accomplished simultaneously to maximize efficiency. For example, successful people may devote one or two time blocks solely to managing their emails instead of checking and responding throughout the day. With minimum context switching, they can maintain focus and complete tasks more quickly.
According to Tim Ferriss, author of “The 4-Hour Workweek,” batching tasks like emails and meetings reduces distractions and maintains flow. Ultimately, by practicing this, you can save time and energy.
10. Let Go of the Reins and Delegate
Regardless of how efficient or organized you are, there will be times when your workload simply exceeds the hours in a day. Even Tony Robbins and other experts in personal development have faced this issue.
“I think in the very beginning, the hard thing is you think you can only do it yourself, and then there are only so many hours, and you’ve got kids and family and friends, and how do I do it all?” he explained.
“I could be doing something so productive, and I’m standing in line at the dry cleaning place… I said, ‘I’m gonna hire somebody.’ Two hours a day, that’s what I need to start with. And then it was 4 hours,” he continued. “And so my view is I don’t do anything that someone else can do better, and I don’t do anything that isn’t the highest and best use of my time.”
To put it another way, if you could have an extra hour in your day, what would you do with it? What would you be able to accomplish? Outsourcing your email, admin, and invoicing tasks helps you focus on more strategic and impactful work.
Successes know that delegation is not a sign of weakness. Using this strategy can boost productivity and efficiency. Moreover, in today’s digital world, it is possible to hire a virtual assistant for far less than you would think.
11. Use Tools to Enhance Productivity
The most successful people don’t hesitate to use technology to streamline their work schedules and workflows. Whether it’s Calendar, Trello, Asana, or Zapier, they know how to leverage technology to stay informed and on top of their game.
A significant part of this is automation. They automate repetitive tasks, set reminders, and use apps to track time, set goals, and monitor progress. As a result, they reduce manual work and have more mental space for innovation.
As Andy Stern perfectly states, “Automation is not the enemy of jobs. It frees up human beings to do higher-value work.”
12. Take Time to Pause
During her busy days, Arianna Huffington takes breaks, especially for meals.
“Take a colleague and go to a cafeteria or a table away from your desk in your office and have lunch,” Huffington says. “Even if you take 20 minutes to do that, it’s more recharging than what so many of us do, which is eating lunch while working.”
In addition to boosting productivity, “pauses” also reduce stress, she adds. “It just affects how the rest of your day goes.”
13. Practice Mindfulness
Mindfulness plays a crucial role in effective time management. Many successful people, like Oprah, Jeff Weiner, Marc Benioff, and Bill Gates, meditate to improve their focus and prioritize their time. By practicing this, they can stay grounded and maintain clarity.
14. Reflection and Adjustment: Analyzing What Works
Finally, successful people take the time to reflect. Each day or week, they evaluate what worked and what didn’t and areas for improvement. Because they continually assess themselves, their time-management strategies are continuously refined. The result is that they can identify patterns of inefficiency and distraction that lead to even greater productivity.
For example, they might schedule their most challenging tasks first thing in the morning based on their most productive time. Alternatively, they may realize certain meetings are unproductive and look for ways to streamline or eliminate them.
Conclusion
A successful person doesn’t have more time than anyone else, but he or she knows how to manage it effectively. When they prioritize their tasks, use tools like time blocking and the 80/20 rule, and say no when necessary, they ensure their efforts are focused on what matters most. Individuals can benefit from incorporating these time-management tricks and secrets into their daily routines to increase productivity and achieve their goals more quickly.
FAQs
How can I prioritize tasks effectively?
- Eisenhower Matrix. Prioritize and categorize tasks according to their urgency and importance.
- Eat the Frog. Identify the most challenging task and tackle it first.
- Pareto Principle (80/20 Rule). Determine which 20% of tasks yield 80% of results.
What are some techniques to overcome procrastination?
- Pomodoro Technique. Take short breaks between focused 25-minute intervals.
- Time Blocking. For different tasks, assign specific timeslots.
- Break down tasks. Break down large tasks into smaller, more manageable steps.
How can I manage distractions and stay focused?
- Create a dedicated workspace. Keep distractions to a minimum by working in an organized and quiet space.
- Use productivity apps. In addition to blocking websites, these tools can limit notifications as well.
- Practice mindfulness. Mindfulness techniques, such as meditation or breathing exercises, can help you improve your focus and reduce stress.
What is the importance of time management for success?
- Increased productivity. More output can be achieved when time is utilized efficiently.
- Reduced stress. It is possible to alleviate overwhelm by effectively managing your time.
- Improved work-life balance. Managing your time effectively allows you to fulfill your personal and professional goals.
How can I improve my time management skills?
- Track time. Identify areas for improvement by analyzing how you spend your time.
- Set realistic goals. Don’t overcommit, and set realistic goals.
- Learn from others. Consider seeking advice from successful individuals or reading time management books.
Image Credit: Moose Photos; Pexels
John Hall
John Hall is the co-founder of Calendar a scheduling and time management app. He’s also a keynote speaker that you can book at http://www.johnhallspeaking.com.