6 steps to enhance your business productivity using time management


time management


Have you ever wondered how some people seem to have enough time to do everything they want, while others are always rushing from task to task and never seem to finish anything?

Is it because the first person has fewer things to do?

The answer is no! It is much more likely that they are using their time more efficiently and practicing good time management skills at work.

Have you heard about this tool that can help with productivity within companies? Check out everything about time management, from its definition to its importance for a successful business.

What is time management?

Simply defined, it’s the management of tasks that make each person’s efforts increasingly effective, with the central idea of ​​doing the best work in less time.

Ask yourself: which activity is most important and how much time should be allocated to it? If you’re not clear about the answer, then you need to start practicing time management now.

Knowing which work should be done sooner and what can be done later is the first step to working with this tool successfully.

Time management is a simple concept, but sometimes, it can be much more difficult to put into practice.

It requires everyone to invest their efforts in prioritizing and organizing. However, once you start, you’ll find that with small adjustments, your day becomes more organized, optimizing time for everything you need to do.

Do you want to further optimize time management in your company, focusing on agility and quality? Check out this post and learn about the main agile methodologies and how they work.

How important is time management?

Peter Drucker, known as the father of modern management, has a quote about time management that portrays its importance:

“Time is the scarcest resource and unless it is managed, nothing else can be managed.”

This means that time management should always be the first step in achieving everything we set out to do to reach our goals. Therefore, it becomes an important business strategy that needs to be applied in organizations.

In practice, adopting it in our professional or personal life brings a series of benefits, such as:

  1. Makes everyone more punctual and disciplined with tasks;
  2. Produces changes that generate more effective results;
  3. Brings confidence to the daily work routine;
  4. Facilitates achieving goals faster and more consistently;
  5. Increases  productivity levels;
  6. Reduces stress and anxiety, improving quality of life.

6 steps to effective time management

Now that you know what time management is and why it’s important for your work and personal life, check out the 6 steps that will help you put it into practice.

1. Plan ahead

Plan your day in advance. Prepare a to-do list by writing down the important activities that you need to complete within a day and allocate time for each one.

High-priority work should be at the top, followed by those tasks with lower priority. You can also adopt a small checklist with your planning rules, such as:

  • Complete each pending task one by one;
  • Don’t start working unless you’ve finished your previous task;
  • Tick ​​off the completed activities;
  • Make sure you complete the tasks within the stipulated deadline;

Studies show that crossing off completed tasks in your to-do-list while managing them gives a sense of reward to your brain, increasing your motivation and productivity. Thus, it can help with your well-being and, consequently, generate better results.

2. Set goals and objectives

Working without goals in a company is like sailing a ship without a map or GPS. Therefore, set goals and objectives for yourself and commit to making them realistic, challenging and achievable.

3. Define deadlines

Set deadlines for yourself and strive to complete tasks before the deadlines. Don’t expect your superiors to do this part. 

Analyze how much time needs to be devoted to a specific task, and use a planner and productivity tools to mark important dates against established deadlines.

4. Learn to say “no”

This is the way to not do everything alone. Do not accept something that you know is difficult or will disrupt your task planning.

Roles and responsibilities must be delegated according to the interests and expertise of employees so that they can complete tasks within the deadlines.

5. Prioritize tasks

Classify tasks according to their importance and urgency. Start by knowing the difference between work that is important and urgent, which involves identifying which tasks must be performed within a day, a month, and so on. 

Most important and urgent tasks should be done first!

Learn more: How to use the process prioritization matrix?

6. Spend the right time on the right activity

You already know a lot about time management. Now it’s time to develop the habit of doing the right thing at the right time. Don’t waste an entire day on something that can be done in an hour or more.

Also, keep some time aside for active breaks and for your personal activities, like checking social media updates.

Extra tip!:

There’s nothing worse than endless and unproductive meetings to ruin your time management.

Now that you know what time management is, check out this infographic with some tips on meetings:

Generally, those who manage projects have a great difficulty in time management. And that’s where technology comes in. 

Now that it’s clear to you what time management is and how it brings more results and productivity, you should know that a good system helps you manage your time better, and be much more effective and productive in your day-to-day life.

The best way to do it is through a project management software that helps you visualize the status of your entire portfolio, allowing you to manage it and monitor the entire schedule’s progress.

With this business management system, you connect performance indicators and centralize them to facilitate decision-making for constant improvement of your performance.

And a standout management software is Stratws One, which allows you more time to plan, manage and engage your team for successful results.

This software helps you to manage your projects and meetings, in addition to identifying improvement opportunities in processes, making them more agile and less time demanding from your collaborators.

Revolutionize your company’s management with STRATWs One:

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