How Time Management Works | The Importance of Time Management

If you’ve ever heard the term time management” but don’t know how time management works, then this article is for you. Chances are you've recently entered the working world. Are you still getting used to the whole "9-5" thing? And while it can be a bit of a change at first, there are some things you can do to make the transition a little easier. One of which is learning how to manage your time!

Time management might seem like a no-brainer. But it's surprising how many people go through their careers without ever self-reflecting. Especially when it comes to how time management works. We've all heard the saying "time is money," but what does that actually mean? And how can you use time management tools to your advantage in the workplace?

How Time Management Works

The value of time

In business, time is money. That may sound crass or cliche, but your hour is worth a certain amount depending on what you make. The more time gets lost in the shuffle, the less productive you are, and the less money your company makes as a result. That's why it's so important to learn how to manage your time well from the get-go.

Pomodoro Technique

There are a lot of different techniques out there. One of the simplest and most effective is what's known as the Pomodoro technique.

Developed by Italian entrepreneur Francesco Cirillo in the 1980s, it's quite simple. Instead of working for hours on end, you break up your work into chunks and take short breaks between. We call each chunk of work a "Pomodoro." Each Pomodoro should last for about 25 minutes. After every 4 Pomodoros, you take a longer break — usually about 15-20 minutes. When you work from home, these sorts of techniques can be great tools you can leverage to stay on-task.

Not only does this help prevent burnout, but it also keeps you focused and helps you make better use of your time. When you know you only have 25 minutes to do something, you're less likely to waste time. Or get distracted by things that aren't relevant to the task at hand *cough cough* darn you snacks.

6 Time Management Tips

1. Make a list of everything you need to do in a day. Then a week. Then a month.

By writing down everything you need to do, you'll be able to visualize how much time you need for each task. This will help prevent you from feeling overwhelmed and stressed out. And once you have a plan, it'll be much easier to stay on track. Seeing your to-do list in its entirety can help you estimate the amount of time it will take to complete it.

You can be as detail-oriented and forward-thinking as you’d like. If you like to work in broad strokes, delegate your tasks accordingly. Plan as far ahead as you can, but keep your options open. Stay open to change and be flexible as new tasks come your way. Make a blueprint and follow it as best you can as new priorities become clear. You can even use software like ClickUp or Notion to delegate tasks org-wide, or even by yourself!

2. Set aside some time each day for uninterrupted work.

This is crucial! Whether it's 30 minutes or 2 hours, make sure you have some time each day when you can focus only on getting work done. That means no checking your phone, no browsing the internet. It also means letting coworkers know that you need some time to focus. If possible, try to find a place where you can work in peace and quiet. And if that's not possible, put on some headphones and listen to some soothing music.

3. Break up big projects into smaller tasks.

Tackling a big project all at once can be daunting — sometimes downright impossible. Instead of doing too much all at once, break the project down into smaller tasks that you can complete over time. As the Pomodoro method suggests, this makes things more manageable and helps you stay motivated. As an added bonus, crossing items off your to-do list is one of the most satisfying feelings in the world!

4. Learn to say no.

There will always be people who want to take up your time. It could be a colleague with a question or your boss asking you to stay late to finish a project. While it's important to be helpful and cooperative, there will also be times when you need to say no. This is to protect your time and your pacing. You always have the right to politely decline if your plate is too full. Luckily, with all the planning you've been doing, you'll know exactly what your plate looks like. How time management works depends on knowing your limits and respecting them.

5. Take breaks!

This may sound counterintuitive, but taking breaks can actually help improve your productivity. When we focus on one task for too long, our brain can start to feel overwhelmed and fatigued. So instead of trudging through your work and getting burnt out, take 5 to 10 minutes every hour or so. Clear your head and recharge. Get up and walk around. Grab a cup of coffee. Step outside for some fresh air. Whatever helps you relax and rejuvenate works best.

6. Keep track of where your time goes

You might think you know how you spend your time, but chances are there are quite a few activities that eat up more than you realize... Doom-scroll anyone? To get an accurate picture of where your time goes, try keeping a log of everything you do for one week. Write down every single little thing and how long it takes! At the end of the week, take a look at your log and see which activities are taking up the most time. From there, see if there are any areas where you can cut back or make more efficient use of your time.

This is also a helpful tool to bring to your manager in moments when you're trying to communicate. It's much easier to ask you to re-delegate your time when you and your manager both know where it's spent. Collaborative conversations with managers can bring value to how time management works at your company.

Level up your time management skills with Uvaro

Learning how to manage your time is an important skill to have in any professional setting. While it might seem like a no-brainer at first, there's more to it than meets the eye. By understanding the value of time, and using strategies like the Pomodoro technique, you can make sure that you're always making the most of your 9 to 5. And reaping the rewards that come with it!

Become a member today and gain access to our full suite of Career Success offerings. Book time with a Career Coach as a Pro Member to help you delegate your time effectively.

Download our Career Success Catalog to learn more about how we can help you with time management today!