Time Management Tools to Enhance Your Daily Productivity

Time management can be a difficult skill to hone. It may take patience, organization, and an understanding of your boundaries and limits. However, you can use offline and online tools and strategies to improve your abilities. Learning about available resources may help you make informed decisions regarding your time management strategies. 

What does time management mean? 

According to the “Encyclopedia of Personality and Individual Differences,” time management encompasses “behaviors aimed at achieving an effective use of time while performing certain goal-oriented activities.” 

Factors that can affect time management

Managing your time can look unique to you, depending on your needs, goals, and relationships. For many people, time management involves a schedule, routine, and physical and mental health prioritization.

Ways to practice time management for improved productivity

A few ways you might practice time management include: 

• Setting aside time for self-care and leisure activities.
• Practicing yoga or healthy forms of exercise.
• Advocating for your free time.
• Spending time with people who make you feel good.
• Maintaining a work-life balance.
• Making to-do lists and prioritizing urgent tasks.
• Organizing a calendar in accordance with your to-do list.
• Arranging a work schedule that allows time to focus on other areas of life.
• Managing the urge to check work-related correspondence on your time off.

Time management tools and tips for practice

Time management tools allow you to organize your time in a way that makes sense for you. Organization can be done independently, but if you have no training in time management skills, you might be unsure of where to begin. Using a tool can offer structure, reminders, and rewards, which, in turn, can lead to building consistent habits.

Below is a mixture of online and at-home tools you can use to practice time management. If you are having difficulties incorporating these tools into your life, consider contacting a licensed mental health professional to practice them further. 

Habit tracking

Habit tracking involves creating a list of habits you would like to break and habits you would like to build. Add these and related tasks to two columns and list them from highest to lowest priority. Once you have your list made, add them to a calendar, notepad, or phone app with a checklist next to each. Every day, make a tally or check off the habits you did and the habits you avoided. You can also create a sticker chart if you like a visual representation of your accomplishments.

After a week of completing each habit, reward yourself with a snack, coffee, tea, a new shirt, or another pleasant item to remind yourself of the benefits of continuing to care for yourself. As you practice a routine, it may become easier to follow it throughout the months. 

Time management apps

Time management apps can be downloaded for iOS or Android devices. Through each device’s store, look for apps that accommodate the following goals: 

• Listing and tracking habits.
• Choosing one task to focus on at each moment of the day.
• Waking up and falling asleep at the same time each day.
• Drinking enough water and/or eating nutritious meals.
• Creating a calendar, managing projects, or prioritizing tasks.
• Communicating with coworkers.
• Setting timers, alarms, and notifications.
• Restricting distracting apps (e.g., social media apps).
• Grouping similar tasks together.

Apps may be helpful for those who have trouble organizing their thoughts on paper or setting limits for themselves in their personal life.

The “eat the frog” technique

Developed by Brian Tracy, the “eat the frog” technique involves identifying the most difficult or stressful task of the day. This most challenging task represents the “frog” in your life. To practice this tool, you “eat the frog,” or give immediate attention to the most challenging task at the beginning of your day — before any other task on your to-do list.

For example, if you have a lengthy test for your university class and five other assignments to complete that are less stressful or are due later, take the test first. Many people are most productive at the beginning of the day, so you might find it easier to complete the task (and perform better) before you get burned out from completing other assignments. It may also help you reduce the chances of procrastination: You have completed the toughest task of the day and given yourself the momentum to get through the rest of your to-do list too. 

Time blocking

Time blocking is another at-home tool to help you manage your time more efficiently. To time block, create a schedule in advance where you block out specific time frames in which you will complete each task. You can also reserve hours at the end of the day for family time, self-care, or leisurely activities. Everyone’s schedule looks different, so find blocks of time that work for you.

This tool may also be beneficial if you prefer to split large and critical tasks into smaller pieces. For those who have trouble paying attention, adding alarms to your phone to remind you of each task can keep you on schedule. 

You can also schedule fun events, appointments, or time with friends throughout your week. On your days off work, you may find it is best to focus on your well-being instead of work and responsibility. For example, you might plan a short trip or take yourself to the movies. 

Time management software

Time management software is created to help professionals, students, and individuals delegate tasks and manage their time online through a desktop or laptop computer. These programs may help you and your employer track work time, communicate about tasks, budget and track expenses, and automate business processes. 

Some people use popular project management tools like Asana or ClickUp to work on projects with their teams. These programs have built-in calendars, messaging systems, reminders, and task-sorting sections to keep your work organized teamwide. If you work remotely or as a freelancer, these apps can help you ensure your tasks are accounted for and your time is divided evenly.

Freelancing and self-employment can be challenging since you work for yourself and are not held to a standard schedule or work format. In these cases, it may be up to you to create and stick to your schedule. These software options can help you form a flexible routine.

Calendars 

You do not necessarily need fancy software or tools to make a difference in your life. Using a calendar on your phone, computer, or wall can allow you to track your daily tasks and appointments. You can sync a digital calendar with other people in your household to ensure everyone is on the same page. You can also set reminders and alarms to get notifications before an event or appointment occurs. 

For those who tend to forget what needs to be done, a calendar keeps everything in one place. However, you may have to manually enter these tasks and meetings, and it could be overwhelming if you have many tasks to complete. 

Counseling options 

Tools can give you a starting point if you are busy, having trouble with your working memory, or do not know how to organize a schedule. However, these tools do not replace the need for professional guidance if you think you might be living with chronic stress or another mental health concern. In such cases, talking to a therapist might offer relief and a way to receive personalized guidance on your schedule. 

Benefits of online therapy for productivity

Busy people can also take advantage of options like online therapy through a service provider like BetterHelp. Online platforms provide resources like journaling, webinars, and articles. You also have the ability to reach out to your therapist at any time, and they will get back to you as soon as they can. You can also schedule appointments after hours or when you most need them, which can be more flexible than face-to-face options. 

If you are unsure about the effectiveness of online therapy, it may help you to know that it has been found to be as effective as in-person therapy in treating signs of prolonged and chronic stress, as well as mental burnout and depression.