Mastering time management: tips for a more productive workday

In today’s world - where every minute feels packed with demands - time management has become essential for achieving professional success and the pressures of work can feel relentless.

According to Slack’s State of Work report*, 43% of employees struggle to stay motivated, 29% find it hard to focus, and 71% of business leaders feel pressure to squeeze even more productivity out of their teams.

We’ve all encountered the challenge of time management. You can start the day with high hopes, determined to hit all your deadlines, and maybe even fit in a workout.

But the day takes over, you’re pulled into unplanned meetings, and that ‘quick task’ ends up taking three times as long.

The good news? There are ways to reclaim your time. By taking charge instead of letting it slip away, you can make each day more productive and balanced. Here are nine effective time management tips to help you get started.

1. Prioritise tasks with the Eisenhower Matrix

The Eisenhower Matrix, also known as the ‘Urgent-Important Matrix’, is a powerful tool for prioritising tasks. Divide your to-do list into four categories:

• Urgent and important: do these tasks right away.
• Important but not urgent: schedule time for these tasks; they are essential for long-term goals.
• Urgent but not important: delegate these tasks if possible.
• Not urgent and not important: consider removing or minimising these tasks.

Using this framework allows you to focus on what truly matters, reducing time spent on distractions and unimportant tasks.

2. Embrace time blocking

Time blocking is a technique where you allocate specific blocks of time to complete specific tasks. For instance, if you have a report due by the end of the day, set aside a block from 10 am to 12 pm dedicated solely to that task. This technique is beneficial because it:

• Helps prevent multitasking, which can dilute focus and reduce quality.
• Creates a sense of structure, making it easier to transition between tasks.
• Ensures you reserve enough time for high-priority activities without interruptions.

Use digital calendars to set time blocks and turn off notifications to protect these slots from external disruptions.

3. Set SMART goals

One of the biggest time wasters is unclear objectives. By setting SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) goals, you create a roadmap for what needs to be accomplished and when. For example, instead of a vague goal like “work on presentation,” try “Complete the first draft of the presentation by Wednesday at noon.” This clarity keeps you focused, motivated, and on schedule.

4. Use the Pomodoro Technique

The Pomodoro Technique is a time management method that involves working in focused 25-minute intervals (known as “Pomodoros”) followed by a 5-minute break. After completing four Pomodoros, take a longer break, around 15–30 minutes. The Pomodoro Technique has several benefits:

• Increases focus by setting a short, defined work period.
• Reduces stress through regular breaks.
• Boosts motivation as the timer provides a sense of urgency.

This technique works well for tasks that require intense concentration and can help reduce the tendency to procrastinate.

5. Limit time on emails and messaging apps

Frequent checks of email and messaging apps can drain hours from your day and reduce productivity. Instead of checking your inbox or messaging app constantly, set aside specific times during the day to address these. You might check your emails at 9 am, noon, and 4 pm, for example. During these sessions, respond to high-priority messages first and file or delete irrelevant ones to maintain a clean inbox.

6. Minimise distractions with the “Two-Minute Rule”

Distractions often consume more time than we realise, especially when they turn into prolonged interruptions. Apply the "Two-Minute Rule" to quickly address minor distractions: if a task or response will take less than two minutes to complete, handle it immediately and move on. For everything else, add it to a dedicated list to tackle later during designated time blocks. Consider turning off non-essential notifications and setting a “do not disturb” status on your messaging apps to prevent frequent disruptions.

7. Master the art of saying no

It’s easy to become overcommitted by agreeing to every request or project. While it’s natural to want to help out, saying yes to too many commitments can overwhelm your schedule. Learning to politely decline or negotiate deadlines on low-priority tasks preserves time for your most critical work. For example, if a request does not align with your current priorities, explain your workload and offer to assist at a later date.

8. Use productivity tools wisely

There are many productivity apps available, such as Trello, Asana, and Microsoft To-Do, that can streamline task management and organisation. However, it’s important to avoid relying on too many tools, which can overwhelm rather than help. Choose one or two that meet your needs, and make sure to regularly update and check these tools to keep tasks organised and deadlines in sight.

9. Take breaks and recharge

Taking breaks might seem counterproductive, but regular, short breaks can actually increase overall productivity by preventing mental fatigue. Whether it’s a quick walk, a stretch, or simply a moment to close your eyes, taking time to recharge keeps your mind fresh. Longer breaks, such as a lunch break, should be used to fully detach from work to avoid feelings of stress and maintain energy for the rest of the day.

A recent LinkedIn poll that we published revealed that 65% of respondents find taking a walk or stretching to be the most effective way to relieve stress during the workday. Meanwhile, 15% shared that chatting with colleagues is their go-to stress reliever. Everyone has their own strategies for recharging and managing stress, and it’s important to prioritise those moments throughout your day to help keep your mind fresh and boost productivity.

Mastering time management is an ongoing process, but with the right techniques, you can transform your workday. Remember, effective time management is not about filling every minute with tasks - it’s about creating a balanced schedule that allows you to accomplish your goals, progress and support a healthy work-life balance. 

Do you want to learn more about boosting productivity and navigating the modern workplace?

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*https://slack.com/intl/en-gb/blog/news/state-of-work-2023