The ability to manage time is one of the most useful skills. Good timing helps you make the most of your time to achieve success in work and education. This article explains how to use time productively, for example by choosing the right work environment and doing tasks according to priorities. If needed, turn off your phone and social media so you don't get distracted. Get in the habit of doing activities according to a regular schedule so that you can achieve your best when living your daily life.
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Method 1 of 3: Using Time Productively
Step 1. Create a conducive work environment
Environmental conditions in the office affect work productivity. Choose or create the most suitable environment because there is no standard that determines the most appropriate work environment for you. Organize your workspace using decorations that foster enthusiasm and passion for work because that feeling makes you more focused and more productive.
- For example: buy some paintings by artists that inspire you, then display them in your workspace.
- If you can choose a work area, choose one that is free of distractions. Working while watching TV is not a useful way. Set up a work desk in the corner of the bedroom so you can work quietly.
Step 2. Make a list of tasks by priority
Before starting work, first determine the tasks that must be prioritized. Instead of just making a list, write down the daily tasks that need to be completed in order of priority and divide them into categories.
- Before making a list, write down several categories according to their urgency. For example: the "urgent" category (tasks that must be completed today), the "important, but not urgent" category (must be completed, but can still be completed tomorrow or a few days later), and the "not urgent" category (may delay).
- Write assignments according to categories. For example: if you need to complete a work report immediately, this task belongs to the "urgent" category. Other tasks that must be completed in 2 days fall into the "important, but not urgent" category. If you want to exercise after work, but only as a regular exercise, this activity falls into the "non-urgent" category.
Step 3. Prioritize important tasks
You will feel relieved if you have done a very urgent task in the morning. The success of doing what is important makes everyday life more enjoyable so that you are free from stress. Start the day by completing the tasks listed on the list one by one starting with the most important.
- For example: if you have to reply to 5 emails and check a report, do it as soon as you get to the office.
- Don't chat unnecessarily until you've completed a priority task.
Step 4. Do something while you wait
Make the most of your time by always working when you have to wait. While sitting on the bus on your way to work or college, read a report or a textbook. Use the time in line at the supermarket checkout to read emails on your cell phone. You can make the most of your time by always working on something.
If you're still in college, consider buying audiobooks or recording them while your teacher is teaching so you can listen to them again while waiting in line or on your way to campus
Step 5. Don't do multiple tasks at once
Many people think that this method is effective enough to complete daily tasks and make good use of time. In fact, this method will reduce work productivity because completing tasks takes longer because you have difficulty focusing. In order to complete tasks faster, make the most of your time by completing tasks one by one.
For example: after replying to all emails, log out of your account and then do the next task. For now, don't think about email. If you have an email to reply to, do it later when you've completed a priority task
Method 2 of 3: Reducing Distractions
Step 1. Turn off the phone
As much as possible, turn off your cell phone when you are working or studying. Sometimes, cell phones take up a lot of time that could be used more productively. When you have the opportunity to access Facebook or read e-mail, you may feel tempted to access it. However, do yourself a favor by turning off your phone if you still have work to do. If you accidentally reach for the phone, only the black screen is visible.
If you need to turn on your phone at work, place it some distance from your desk so you can stay focused because you don't have to be tempted to use it. Also, turn off the ringing of notifications that are not work-related
Step 2. Close useless browsers
These days, many people rely heavily on computers and the internet to complete tasks. However, you'll have a hard time managing the time if you use Facebook, Twitter, or other attention-grabbing websites as the background for your screen. Websites that are still open or the results of searching for information via the internet that are no longer needed tend to make you easily distracted. Get in the habit of quickly closing unused browsers and focusing only on the websites you need while working.
Challenge yourself to open only 1-2 websites at any given time
Step 3. Block social media
Sometimes, the temptation to access Facebook or Twitter is hard to beat. However, there are plenty of social media-blocking apps and websites that can grab your attention for a while.
- SelfControl is one of the free apps for Mac users as a means of temporarily blocking certain websites.
- If you prefer not to use the internet at all, use the Freedom app to block access via the internet for 8 hours.
- Use the Leechblock add-on from Firefox to restrict access to certain websites for a few hours a day.
Step 4. Avoid interruptions as much as possible
Interrupts will disrupt the workflow. If interruptions occur while working so that you have to stop to do other things, resuming the interrupted work process is not easy. Complete the current task before moving on to another task. As long as you complete a task, let the other tasks wait.
- For example: when you think you have to reply to an email while you're working on something else, don't stop working right away to read your email. Instead, take a small note as a reminder and then reply to the email after you finish the task at hand.
- Keep in mind that interruptions are sometimes difficult to avoid. For example: if someone calls you while you're busy, of course you have to answer. Do your best to avoid interruptions, but don't beat yourself up if distractions keep popping up while you're working.
Method 3 of 3: Implement the Best Daily Schedule
Step 1. Use a digital calendar
Technology is very useful as a tool for managing time and keeping track of deadlines, appointments, etc. Use the calendar app on your phone and computer. Keep track of daily tasks, appointments, and work or study schedules. Set a reminder by setting an alarm. For example: set a cell phone alarm to sound 1 week before the paper submission deadline. Make a daily schedule so that work and school assignments can be completed on time.
In addition to the digital calendar, use a regular calendar as a backup. Put the calendar on your desk or use the calendar in the agenda. It will be easier for you to remember your schedule or deadline by writing it down on paper
Step 2. Find out when you are most productive at work or study
Everyone achieves high productivity at different times. By knowing this, you can determine when you are able to use your time optimally and then use it for work or study. For example: if you feel most energized in the morning, try to complete the task in the morning. Take the time at night to relax while doing the things you love.
Finding out the energy level is not easy. Therefore, start monitoring when you feel most energized and try to monitor it throughout the day for 1 week or more. Do this to determine when you are most productive during your daily life
Step 3. Set aside 30 minutes after getting up in the morning to make a schedule of activities
As soon as you wake up in the morning, start planning activities that will be carried out throughout the day. Once you wake up, think about things to do and make a work schedule. Fulfill your responsibilities in your work and social life as best you can and don't forget to fulfill your household obligations.
- For example: You work from 8 to 4 pm. Today, you want to call Grandma to wish her a happy birthday and pick up clothes at the laundry after work. In the morning, determine in advance the order of activities you want to do throughout the day.
- If you live in a slower time zone, schedule a call after you finish work. If you call in the morning, Grandma is probably sleeping because it's still midnight there. After that, plan to stop by to pick up clothes at the laundromat.
Step 4. Set a schedule for resting and dealing with interruptions
In general, people cannot work continuously without rest or without interruptions. Set aside time to deal with interruptions and distractions as you go about your daily life by incorporating them into your schedule between tasks that need to be done. That way, interruptions won't take over and mess up your daily routine.
- Schedule long breaks or interruptions other than distractions that may occur in your daily life.
- For example: Schedule a 1 hour lunch break every day and watch 30 minutes of TV to relax after work.
- Also schedule small interruptions during your work, for example: writing a paper while checking Facebook every time you finish writing 500 words.
Step 5. Complete the tasks on the weekend
Take advantage of the weekend to rest, relax, and have fun. So don't work too hard. However, doing light tasks on the weekends has its benefits, for example: doing small tasks that have piled up and must be completed on Monday.
For example: take the time to check and read email on the weekends and then send a few email replies so that by Monday morning, the email stack will be reduced. In addition, flag emails that must be followed up on Monday morning
Step 6. Implement a nightly sleep schedule every day
A good sleep schedule is very important so that you are able to manage your time well. A night's sleep on a schedule ensures that you can wake up early and be ready to do all day activities. Stick to a bedtime schedule by going to bed at the same time every night and getting up at the same time every day, including on weekends. Implementing a consistent sleep schedule allows your body to get used to a sleep/wake cycle so you'll be sleepy at night and energized when you wake up in the morning.
