I work from home now, but I worked in the Corporate world for over 20 years. I know how difficult it can be to manage your time at work. Often times, there are other people who can or do dictate your schedule. Do your best to minimize this and take control of your own work schedule.
There are simple ways and resources to have better time management at work. Here are some of the things that have always worked for me.
1. Use The Pomodoro Technique
The Pomodoro Technique is a time management method that encourages short bursts of productivity followed by brief rest periods. You work for 25 minutes (one “Pomodoro”) followed by a 5-minute break. After completing four Pomodoros, you take a longer 15-30 minute break. This technique is highly effective for maintaining focus while avoiding burnout. It requires nothing more than a timer, making it one of the simplest and most effective minimalist tools available. It can be implemented using a physical kitchen timer or a basic app on your phone, keeping the setup minimal and hassle-free.
This is the #1 most effective tool I use to accomplish my tasks every day. This approach was life changing because it keeps me from checking email, etc. while I’m working. I feel great after completing 8 Poms in a day (which is only 4 hours). In fact, I use Pomodoro’s when writing my articles for this site! I’m using it right now as a matter of fact. 🙂
2. Time Blocking
Time blocking is another great approach that organizes your day into specific blocks of time for different tasks. Instead of multitasking, which can lead to inefficiencies, time blocking encourages deep work by dedicating uninterrupted time to a single task. (You can still use Poms during your Time Blocking).
One of the most important tasks to time block is email. It is estimated that employees can spend up to 2 hrs a day on email alone- and check 11 times an hour! This is a big disruptor on productivity. Here is a great post on saving time with email.
In addition to email, you can time block meetings (when you have control over scheduling), phone calls and project work. To time block, use the existing planning system you already have. A basic calendar, whether digital or physical, is all that’s required. The key to success here is discipline—sticking to the schedule and ensuring that each block of time is used for the task it’s intended for.
3. To-Do Lists
To-do lists are timeless productivity tools, but a minimalist twist can make them more effective. Instead of creating long, overwhelming lists, focus on the top 3–5 tasks that are most important. This forces you to prioritize and concentrate on high-impact activities rather than spreading yourself too thin. These are also known as MIT’s- Most Important Tasks. Apps like Todoist or even a basic notebook are sufficient. The simplicity of limiting tasks to the essentials aligns with minimalist principles and helps you focus on completing critical objectives.
4. Limit Digital Distractions
A key part of time management today is managing distractions, especially from digital devices. Digital minimalism is a philosophy that encourages reducing time spent on screens to maximize productivity. Tools like “Focus Mode” on smartphones or browser extensions such as “StayFocusd” can help you limit distractions by blocking social media or other distracting websites during work hours. These tools are simple, often free, and can drastically improve your ability to focus, making them perfect for minimalist time management.
5. Bullet Journaling
Bullet journaling can also help with organization and time management. With just a notebook and a pen, you can track your daily tasks, long-term goals, and even habits. The Bullet Journal system is flexible and customizable, allowing you to tailor it to your needs while keeping the setup minimal. The process of writing by hand also encourages mindfulness and intention, helping you stay focused on the tasks that truly matter.
6. Single-Tasking
Contrary to the glorification of multitasking, studies have shown that focusing on one task at a time (single-tasking) is far more efficient. Simplifying your time management techniques encourages single-tasking because it eliminates the clutter of juggling multiple tasks, allowing for deeper concentration. Single-tasking doesn’t require any special tools—just the discipline to resist switching between tasks. Combining this approach with methods like time blocking or the Pomodoro Technique can further enhance your efficiency.
7. Push Back on Meetings
In my opinion, there are way too many meetings scheduled in the Corporate world. There are meetings to discuss meetings. In the 4 Hour Work Week, by Tim Ferris he is really radical and suggests no meetings at all! I realize this is not practical for many people. Realistically, though see if you can push the envelope a bit and start saying No to SOME of the meetings you attend. OR- ask the organizer straight up, what is going to be accomplished and question why you need to be there.
8.Know How Your Role Impacts the Company
Huh? How could this be tied to Time Management? Well, I have a personal example. I was an Online Trainer for an Education Company. As the new programs were rolling out, I was still focused on the Old program. (Hey- it’s what I knew). Needless to say, this was a bad use of my time. I was known as the expert in the old version that was actually being phased out. Yeah, so you know where I’m headed with this… By the time I caught on to what was most important, it was too late. I could not learn the new Software in time to get up to speed. I was not let go, but I did find another job.
Summary
Effective Time Management at work is all about honing in and using a few selective tools and processes to focus on what matters most. Whether it’s using simple methods like the Pomodoro Technique, sticking to the essentials with to-do lists, or embracing digital minimalism, the goal is to reduce distractions and concentrate on high-impact tasks. By stripping away unnecessary tools and systems, you can streamline your workflow and ultimately achieve better results with less effort.
Thank you for sharing these helpful tips! I still struggle with time management, even at 52. I often find myself overwhelmed by tasks and distractions. I appreciate your suggestions, especially the Pomodoro Technique and time blocking. I’ll definitely give those a try. I always wear my iWatch for the timer, and it helps, but sometimes I forget to change the watch. I hope these methods will help me focus better and improve my productivity. Thanks again for the advice!
Hello AJ~ So glad to hear you found some of the techniques helpful! For the Pomodoro’s I use the build in clock on my computer. Best of luck to you moving forward!