Time management 101: How to manage time

Managing time well can turn a hectic, chaotic workweek into a productive one. These 10 time management strategies can help:

1. Triage your workload before diving in. Resist the urge to work on the first item that falls into your lap each morning. Prioritize your projects and tasks by deadline and how important each one is to your organization. Finish the most critical pieces that are due the soonest first. Then move on to critical pieces that are due later.
   
   
2. Delegate whenever possible. Identify which projects you can outsource to junior employees or vendors. Leave room in your schedule to explain any necessary details and make yourself available in case questions arise. Try to outsource routine work to the same person or team so that you don’t have to explain the details each time.
   
   
3. Plan ahead. Whenever a new project appears on your plate, set aside a little time to look over the specifications—even if you can’t get started for several days. Determine whether you have all the details you need to complete the project, and if not, where can you obtain the missing information or who you can turn to for answers.
   
   
4. Create a project schedule. Break larger projects into individual tasks, list them out, and estimate how long each one will take. Plug each task into your calendar or project tracking tool so you know when you must start and complete work on it. Identify which, if any tasks, you can delegate to your teammates or business vendors.
   
   
5. Organize your projects. Before you dive into the meat of a project, gather the contact information you’ll need for stakeholders and partners and set up the necessary files, folders, and online chat groups. A little advance legwork can save you time and stress later when the project heats up.
   
   
6. Avoid multitasking. Toggling back and forth between projects all day long breaks up your flow. Instead, focus on completing one task at a time and save similar, smaller tasks like replying to emails or filling out spreadsheet columns to tackle all at once.
   
   
7. Take time to recharge. Step away from your computer for a short while before you transition from one concentration-heavy project to another. Doing so can give you the mental reset you need to stay energized throughout the day.
   
   
8. Put caps on meetings and stick to them. Before you schedule or agree to attend a meeting, ask yourself if it’s really necessary. Schedule meetings for the shortest amount of time you think you’ll need and do all you can to avoid them running over time.
   
   
9. Minimize distractions. Turn off your phone and log out of all social media accounts unless you need them for your work. If you’re focused on a difficult or rush project and want to reduce instant messages from colleagues, don’t be afraid to use the “busy” or “do not disturb” settings of your team’s workplace chat app.
   
   
10. Set longer-term goals. Keep track of important but non-urgent projects to do throughout the year and build them into your monthly or quarterly schedule. Break down each one into stages or milestones and break each of those into smaller tasks. Goals without a roadmap don’t usually get completed.