How to be the king or queen of time management

Modern life is full of pressure, and there are never enough hours in the day. But with our tips, you’ll rule time, rather than letting it rule you.

By Evie Prosser

Show me someone who doesn’t feel as though they’re constantly short of time and I’ll show you… well, probably a child. For most adults, modern life can feel like one long to-do list, with work, family, commitments and countless notifications competing for our attention.

The result? We can spend our days rushing from one task to another without ever feeling as though we’ve actually caught up.

But effective time management isn’t about cramming more into every minute of the day. It’s about making better choices about where you spend your time, knowing what really matters and giving yourself enough space to recharge.

1. Plan your day but leave some breathing room

The US business guru Dan S. Kennedy says that it makes sense to do as much forward planning as possible. He advocates blocking time in your diary so that important tasks don’t get bumped down the priority list by other people’s concerns.

2. Prioritise what actually matters

Everyone knows the merits of making lists. Search any website for time management advice and you’ll see that jotting down your priorities is one of the most popular tips provided.

Indeed, productivity expert David Allen has formulated an entire philosophy on list-making, in the form of his Getting Things Done® methodology. His approach is rather more sophisticated than simply writing out your priorities, but that’s definitely his starting point.

Get down on paper what you need to do, preferably in order of importance. That will make it much easier to complete each task in an orderly manner, without being distracted.

3. Take proper breaks

Taking a break might feel counterproductive when you’re busy, but regularly stepping away from your desk can actually help you work more effectively. A short walk, a coffee away from your screen or simply taking a few minutes to clear your head can give you the space to reset before tackling your next task.

The important thing is to make your breaks intentional. Constantly checking emails or scrolling through social media isn’t necessarily giving your brain the rest it needs. Instead, use your break to properly switch off, even if only for a few minutes.

You’ll often find that returning to a task with a fresh perspective makes it easier to concentrate, solve problems and get things done.

4. Know when to focus

While taking regular breaks is important, there are times when you need to focus and give a task your full attention. The key is finding a balance between being productive and recognising when you’re no longer working effectively.

Rather than simply putting in longer hours, try to make the time you have count. Set aside periods of uninterrupted time for important tasks, switch off unnecessary notifications and avoid the temptation to constantly jump between emails, messages and other distractions.

It can also help to make use of the small gaps in your day. If you’re waiting for a meeting to start or have a few minutes between appointments, use the time to catch up on reading, organise your priorities or deal with a quick task you’ve been putting off.

However, productivity shouldn’t mean being permanently switched on. Taking proper breaks and giving yourself time to recharge can help you return to work with greater focus and energy.

5. Protect your motivation and energy

You may well be familiar with Parkinson’s Law – the principle that work expands to fill the time available. Setting yourself realistic deadlines can help you stay focused and make the best use of your time.

6. Don’t be afraid to ask for help

As the poet John Donne famously wrote, “No man is an island”, and the sentiment still applies to the workplace today. As well as being a literary great, he was an MP, priest, lawyer and Dean of St Paul’s Cathedral.

While Donne’s words were not intended as a dictum about time management, he was definitely onto something. If you’re short of time, don’t be afraid to outsource some of the tasks you’re faced with.

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