Time management tools & tips – reclaim your time!

Time management tools & tips – reclaim your time!

I’ve created a list for all you busy business women out there who are in need of time-saving and time management help! I’ve even made a checklist for you to download (at the very end of this post) with the most important tips and tricks.

Thriving business with proper time management tools

Managing our time and prioritize can feel time-consuming in itself, but let me tell you: it is THE most important thing we can do for ourselves and in order for our businesses to thrive! It may take some extra time at first, but it will reward you BIG TIME in the long run (because you’ll have a properly lined-up strategy that tells you how to start and end your day).

Lucky for you this is one of my specialities – I love planning and making strategies for businesses (can you believe there are actually people out there who enjoys this?! Well, I’m one of them ;).

So, if you – after reading this – still can’t get time to work for you, it might be time to outsource some of these tasks to a Virtual Assistant! Get in touch with me here and let’s take it from there.

Now, let’s get to it and save some time!

become more successful by hiring a virtual assistant

Identify your productivity zone

Are you a morning or an evening person? Personally I prefer to do the stuff that requires focus during the morning, simply because I’m at my most productive set of mind at that time. Take some time to evaluate what time during the day works for you – it will help you in the long run!

Plan your day in advance

At the end of every work day I like to take 30 minutes to plan for the next day, so I don’t have to think too much about it and not get distracted (this will help me set working hours which I talk about more below). Sometimes I plan for the whole week on Sundays, using my digital and paper calendar.

Set daily goals

Before I even get out of bed I like to set my intentions and goals for the day. This helps my mood and creates the right mindset, which will help you get stuff done.

Set working hours and stick to them

This is SO important! You don’t want to be working from 7AM – 9PM (that’s why you searched for this list, am I right?!), so set working hours are a life saver. Write down between which hours you will be working everyday, and allocate your time accordingly.

Make lists & prioritize

I do this all day, everyday, both in my work and personal life. This helps me focus on what’s important and see the bigger picture. I know how easy it can be to get stuck in details that doesn’t really matter in the end, so to be able to prioritize is a mental health-hack. I write down all the things I need to do during the day, and put numbers next to them.

Allocate your time

Make a list of your tasks and set your hours accordingly. For example: email management 30 minutes 9-9.30, 15 minute break, calendar management 30 minutes 9.45-10.15, 15-minute break, client work 1,5 hour, 10.30-12.00, lunch 1 hour, your own work 1 hour, 13-14 etc.

Block distractions

Turn off notifications on your phone and personal e-mail – you can even block Social Media-accounts during a certain time during the days so you won’t be able to log in. If you work from home and other family member’s are around, make sure to let them know not to disturb you between certain times.

Do the hardest thing first (eat the frog)

We all have tasks and errands that we don’t like doing, so it’s not uncommon to leave them for another day. This is not a very successful approach, because chances are big that it will be left there forever and eat away at your concentration and sanity subconsciously. The best thing to do here is to just do it!  

Take regular breaks

It’s important for our brains to focus on something other than work, even if you feel like you could continue working forever. It’s not a very good approach for productivity, so make sure to get up from your desk and take a walk around the block/the house and move your body. It will refresh your mind!

Use time-tracking software

I use Toggl for this, as it helps me see how much time I spend on each task. This can help you re-prioritize, and you’ll get a better idea of how much time you actually spend on work.

Create an email management plan

I like to allocate time at the very beginning and end of my workday to sort through my inbox (about 30 minutes each). My goal everyday is to have a clean inbox, and to set sepcific times for this also helps me to not get distracted by emails that may come during my workday. I also use a folder-system for incoming emails sorted by subject (I will talk more about this in another post).

Make self-care a priority

I like to allocate time at the very beginning and end of my workday to sort through my inbox (about 30 minutes each). My goal everyday is to have a clean inbox, and to set sepcific times for this also helps me to not get distracted by emails that may come during my workday. I also use a folder-system for incoming emails sorted by subject (I will talk more about this in another post).

Delegate

Look in to outsourcing some of your tasks to a Virtual Assistant, or if you have team-members ask them to help you. You don’t need to do everything by yourself, so I would strongly reccommend that you invest in some help so that you can get back to focusing on your purpose.

Don’t multitask

This is scientifically proved to be bad for productivity, so take the time-allocating tip seriously and don’t do all the work at the same time.

Reward yourself

You’re doing great and you should always thank and reward yourself for it. It’s a great way to motivate yourself, and by doing it you’re telling yourself you’re worth it.

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