All the "stuff" | Productivity | Small biz resources
24 May 2021
Time is said to be our greatest resource, but also our most scarce.
If you’re looking to get more from your 24 hours, then you are in the right place. We found the best tips and tricks to optimize your time and make your schedule work for you.
What is Time Optimization?
Time optimization is a form of time management where you divide your time in the most efficient and effective way between all your obligations and responsibilities. Benefits of proper time optimization include reduced stress, less wasted time, more personal time, complete more tasks and career growth. Doesn’t sound half bad, huh?
Now that you see how great time optimization can be, let’s dive into how we get there. Here are our top time optimization tips for busy people:
1. Know How Much Time You’re Spending
Take a few moments to write down your daily responsibilities and approximate the time it takes to complete them. You can use this list as a guide to visualize your day. The same process can be done for weekly and monthly tasks as well.
You can use a free tool like Clockify to make this process easier.
2. Rank Your To-Do List
Look back at the list you made that shows your daily, weekly, and or monthly tasks. Sort through and rank each of those items according to importance and deadline. That means that you should be able to number each task, most critical to least.
This process assigns value to each item and helps you decide where you should focus more time.
3. Create a Schedule and Stick to It
Use your to-do list and a calendar to create a schedule for yourself. Keep in mind both time needed to complete the task and the priority of each item.
Creating a schedule can be easy, but sticking to it can be difficult at times. Time optimization is dependent on the effort you put into it and so making sure that you stick with your plan!
Tip: Consider time blocking. Time blocking is a way to balance your calendar by breaking up your tasks into slotted time frames. For example, Task A [9:00am – 10:30am]. That means you are only working on Task A between the given time frame. Time blocking can help you focus on one item at a time and thus help you complete your to-do list.
4. Avoid Multitasking
While it is impressive to be able to do “a million things at once,” when it comes to time management, multitasking is the enemy.
Think about it: if you are writing an email, talking on the phone, and taking notes, are you retaining much? When you can put all your energy and focus into one thing at a time, you will complete tasks and be able to complete more.
Need help ditching this habit? Here are some tips on how to stop multitasking ASAP.
5. Be Comfortable with Delegating
When you are looking over your to-do list, figure out if there are any tasks that can be passed along to another team member. A great way to do this is by using a prioritization matrix like the famous Eisenhower Matrix. For tasks that are urgent but not important – delegate.
If your to-do list is not practical for one person to handle, be comfortable with asking others for help!
Lean on your team, and watch all those boxes get checked by the end of the day.
6. Reevaluate. Make a Change. Repeat
You may have new things coming your way regularly that will be added to your to-do list. You should reevaluate your priority levels to make sure that you are staying on top of your game.
Optimizing your time can be the greatest investment you can make for yourself. When you create a schedule that works for you, you stretch those 24 hours further and have more time and energy for your life after work.
Make Charli Your “Time Manager”
We have just one more tip: What if there were an app that could help do some of the time management work for you?
Say hello to Charli. Charli is an AI-powered app that helps you quickly organize your Google Drive, declutter your inbox and lighten your mental load. Get back on track and find more time by using Charli to help you as your online business assistant.