How to Develop Time Management Skills for Success in any Career

Do you feel like you don’t have enough time on your hands? You’re definitely not alone. According to the Singapore Business Review, Singapore is one of the most overworked cities in the world. Lack of control over your time not only impacts your performance but also your mental health. A study by sociologist Phyllis Moen states, 

“Those who struggle with time management are more likely to experience stress, sleep issues, anxiety, depression, and other mental health issues. They may also start to exhibit symptoms of workplace burnout.”

Fortunately, time management is a skill that can be learned. Read on to find out how.

• What are time management skills?
• Understanding time management
• Identify time wasters and manage distractions
• Set goals and priorities
• Plan and schedule
• Delegate and outsource
• Overcome procrastination
• Time management tools and apps
• Developing time management habits
• 10 time management skills to list on your resume
• How effective communication can save time
• Have better work-life balance with time management
• Tracking progress and making adjustments
• Summary
• FAQs

What are time management skills?

Psychology Today Singapore says, “Time management is the ability to plan and control how someone spends the hours in a day to effectively accomplish their goals.” 

IBM’s Global Skills Gap Report shows a shortage in the availability of quality and productive talent. With this in mind, having stellar time management skills sets you apart in the workforce. A job seeker with this skill can show evidence of punctuality, the ability to meet deadlines, and accomplish multiple projects at a time.

Understanding time management

Time management is organising your tasks to maximise your time, resources, and efforts. There is no one-size-fits-all approach, and you may have to adjust your strategy to accommodate new situations. As a general rule, effective time management means prioritising the most urgent and important tasks first. 

Here are some known techniques for managing time effectively:

• The ABC Method - sort your tasks into three groups - A for the most important, B for the less important, and C for the least important.
• The Pareto Method - also known as the 80/20 rule, the Pareto method involves identifying your biggest setbacks, analysing their root cause, and prioritising solutions for these problems to work more efficiently.
• The Pomodoro Method - set a timer for 25-minute work increments, taking a break at the end of each cycle.
• The Eisenhower Method - create a four-quadrant matrix for your tasks. Group them by important vs non-important and urgent vs non-urgent.

Identify time wasters and manage distractions

Proper time management starts with self-awareness. Know how you are spending your time, and if you’re spending it wisely.  Here are tips on identifying time wasters and keeping them at bay: 

Limit the use of social media

Construct Digital says that more than double the global average of 34% — about 2 in 3 Singaporeans admit they have a social networking and Internet addiction. The platforms are designed to keep you addicted, exposing you to more ads and eventually buying from the businesses that support those platforms. Outsmart them and use your time wisely  by limiting time spent on social media and  building your career instead.

Combat zoning out

Have you ever caught yourself staring blankly at the screen, thinking of what to do next? It happens to all of us. This is usually caused by not setting goals or objectives for the day. Be prepared for these moments by making a to-do list that you can refer to once you find yourself doing nothing when it’s not time to rest. This way, you can cut off idle moments and efficiently use your time to tick off important tasks for the day.

Address indecision

An extension of zoning out is indecision. You may already know what you must do, but what should you do first, and how should you do it? Instead of spending time checking off items on your to-do list, you end up wasting debating which task to accomplish. Arrange the tasks on your to-do list according to the priority that matches your location, available people, and resources. For example, if you have a task that needs input from your teammates, instead of waiting for them to respond, you can prioritise work on tasks that you can immediately take action on. 

Avoid small talk

Cultivating interpersonal relationships with your colleagues is  important, but trivial chit-chats and conversations to pass the time may be wasting your potential to accomplish more essential things. When chatting with your coworkers, try to make the conversation productive by exchanging information that is relevant to your current tasks and goals. Don’t be shy to excuse yourself if you feel you could be using your time for more important things.

Find techniques for staying focused

Computer Science professor and author Cal Newport says deep work is becoming increasingly rare. Deep work is putting your entire focus on a single task with no interruptions. 

• Here are ways to stay focused: 
• Eliminate all distractions and isolate yourself until a task is complete.
• Learn to work with boredom.
• Commit to do a single task and that task alone, for a specific block of time.
• Strike a balance and provide yourself enough downtime before taking on another task.

Set goals and priorities

Now that you’ve weeded out the time wasters from your schedule, it’s good to set goals and priorities to optimise your time. Having clear goals will help you choose which tasks to prioritise.  

Have SMART Goals

Increase your chances of success and minimise the risk of wasting time and resources on unproductive activities with Specific, Measurable, Attainable, Relevant, and Time-bound goals. An example of a SMART goal is to increase sales revenue by 10% by the end of the year by implementing a new marketing strategy. You can prioritise tasks that will help you achieve this big goal.

Learn to prioritise

Setting priorities will help you manage your time efficiently when the number of tasks feels overwhelming. It’s a flexible  process that can be adjusted to your current situation. You may use the Aware, Arrange, and Adapt method to guide you:

• Aware - be mindful of how much time you need to complete tasks both in your professional and personal life.
• Arrange - schedule your tasks around your life, not the other way around. Well-being is essential to career success.
• Adapt - keep your routine flexible, allowing for any necessary changes.

Rank your tasks based on importance and urgency

If you’re finding it challenging to prioritise the tasks on your plate, you may refer to the Eisenhower Matrix below for the most appropriate action for your situation. 

If you’re finding it challenging to prioritise the tasks on your plate, you may refer to the Eisenhower Matrix below for the most appropriate action for your situation. 

Plan and schedule

Now that you have SMART goals and clear priorities, you can start scheduling your agenda. Did you know that a few minutes of planning can save you several hours of doing? We learned from  the Pareto method that 80% of your output comes from 20% of your process. Make that process work for you by making checklists and creating a workflow that will prepare you to do your tasks like clockwork. Here are some things you can do to have a more efficient schedule.

Block your time

Time blocking is one of the foundations of successful time management. Divide your time into blocks, and allot a specific activity for each block. This way, you give yourself time to do deep work with minimal distraction, allowing enough room in your day for all your tasks. You may also divide big goals into smaller, shorter-term ones you can accomplish in each block. Doing this will not only manage your time more efficiently, but also improve the quality of your outputs.

Create an effective to-do list

Page Personnel Singapore suggests listing the easy tasks first. This way, you can accomplish more tasks with less effort, motivating you to take on more challenging tasks. Doing tasks one at a time may also lead to more productivity than multitasking since you can focus entirely on one task and make sure you do it well, rather than spreading your time and energy too thin and losing your momentum by doing many tasks simultaneously.

Create a schedule that works for you

Instead of grinding until you burn out, have the mindset that you are doing your  tasks to enjoy their benefits. Have short breaks to take your mind off your tasks so that you can return to them with more focus and enthusiasm. If you organise your schedule wisely, you should have enough time for both work and play.

Delegate and outsource

Although you may initially feel guilty about giving your task to someone else, delegation is a good sign of leadership. It means that you can evaluate your and others’ abilities and determine the most effective allocation of resources to achieve your objectives.
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To delegate tasks effectively, monitor the progress of the tasks you’ve given to others, providing feedback as timely and constructively as possible. Communication is key for achieving the results you want with others carrying out your tasks. Different people have different perspectives and work styles, so aligning your expectations is important to keep your workflow in sync.
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If the task at hand needs expertise not available on your team, or if the team simply has too much  on their plate, then outsourcing could be the way to go. Outsourcing means hiring a third party to accomplish tasks for your company. Accounting, customer service, creative, and administrative tasks are commonly outsourced. 

Overcome procrastination

Procrastination steals time. If you are not mindful, all that time spent delaying tasks adds up. But don’t worry, you can get it back with the following methods:

Stick to your schedule

Taking short breaks may be productive, but know when you’re crossing the line, and return to your workflow before you waste any more time. Through consistent practice, this will turn into a habit that minimises your tendency to procrastinate in the long run.

Have the right mindset

Your  thoughts hold the key to accomplishing your goals and surpassing perceived challenges. Try to see the benefits of completing the task for you in the long term, and use that as motivation to reach your goals.

Remember your “why”

Don’t forget your motivation. Remembering your reasons for pursuing a particular task or project will help you stay committed and overcome procrastination. 

Break down bigger tasks

Instead of accomplishing a huge task in one go, divide it into smaller, more achievable tasks across a manageable time frame. This will make that one huge task seem less daunting and it will be easier for you to start once you see that you can achieve a shorter-term goal, bit by bit, until your consistency allows you to complete that enormous task.

Plan your breaks wisely

Time your breaks and work hours efficiently around your schedule. That way, you get the right amount of time for work and rest. You may use the Pomodoro method for this.

Change your working environment

Working from home can constantly remind you of household and personal tasks that may distract you from work. Also, staying at your office desk for 8 hours may feel monotonous. If work allows it, move to a more conducive location for a few minutes to refresh your mind.

Time management tools and apps

Technology can help with any task humans struggle with, and time management is no exception. When choosing a time management app, consider your specific needs and preferences. Look for apps that are easy to use, have features that align with your goals, and are compatible with your device. You can look into these apps:

• Toggl
• Workflow
• Shift
• RescueTime
• Timely
• Trello
• MyLifeOrganised
• Focus@will
• Pocket
• Todoist 
• Remember the Milk
• Harvest

Developing time management habits

Once you’ve developed a mechanism for how you manage your time, it will eventually run on autopilot, taking much less time and effort for you to implement than when you started. Consistency is key to forming habits, but don’t be too hard on yourself if you slip. Get back up and try again.

How to build better time management habits

Be realistic

If you have a habit of waking up at noon, you can’t just expect yourself to start waking up at 6 a.m. overnight. Habits take time to form, and they build up little by little. Set realistic goals that are not far from where you started, like waking up an hour earlier than you used to, increasing that time in 30-minute increments per day until you reach your ideal waking time. 

Commit to a long-term plan

It takes commitment to achieve a habit:

1. Estimate how long it will take and what you have to do within a given time frame to progress in your goal.
2. Create a timeline of your milestones and a corresponding to-do list of what you should accomplish for each stage.
3. Stick to your plan, and you should achieve the results you want.

Prioritise the most urgent habits

Transformation is a process, and you won’t accomplish one thing fully if you do it synchronously with many other things. Set a monthly goal to develop one habit, reward yourself when you’ve acquired it, and then start a new habit for the next month.

How to overcome challenges and setbacks

To err is human, and there will be times when you fall off track. Here’s how to bounce back and stay consistent:

Keep the inner critic at bay

It’s normal to feel bad if you failed at something, but criticising yourself for it hinders productivity. Rather than focus on mistakes, focus on the lessons you’ve learned. This will help you maintain confidence and positivity, knowing you can succeed again.

Evaluate yourself objectively

Observe your decisions and behaviour like an outsider. Figure out where things went wrong, and what to do to reduce or eliminate those obstacles.

Try a new strategy

Doing the same thing will often lead to the same result. Instead of repeating your last strategy and expecting yourself not to fail this time, figure out a better plan based on what you learned from your mistakes.

See challenges as an opportunity

If you’ve failed at something because you didn’t have the skills to achieve it, then this is the opportunity to improve yourself. You can perhaps enrol in short courses to improve your skills in areas where you seem lacking. Mistakes can be our greatest teacher, and the wisdom from your experiences will help guide you in achieving your goals.

10 time management skills to list on your resume

The best thing about time management skills is that they are transferable and will give you an advantage at any job you’re applying for. Here are the top time management skills you can to add to your resume:

• Task prioritisation
• Schedule management
• Time blocking
• Multitasking
• Delegation
• Goal setting
• Attention to detail
• Proactive planning
• Time tracking
• Stress management

How effective communication can save time

When communication is clear and concise, it minimises the amount of back-and-forth between you and your colleagues. Effective communication speeds up the process and eliminates the need for re-work or corrections. Here’s how you can save time by communicating effectively.

Communicate constantly

Align with colleagues at every stage of a project, so updates can be applied as soon as possible. Doing this saves everyone time from re-doing tasks due to misunderstandings.

Provide clear and concise instructions

Provide all information and be as specific as possible within the first brief for a project. That way, you save time by lessening the number of clarifications and updates.

Delegate tasks efficiently

Have a plan of distributing the workload for a project between team members so that everyone can accomplish tasks within the deadline. Make sure each member is clear on what he or she needs to deliver. Be flexible in adjusting and re-delegating the workload as necessary.

Have better work-life balance with time management

According to Randstad, due to overwhelming workload 70% of Singapore employees have a poor work-life balance due to overwhelming workload.
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Here’s how you can use time management to have better work-life balance:

• Keep work-related tasks and communication within office hours.
• Create schedules for quality time with loved ones just as religiously as you schedule time for work.
• Consider a different work arrangement that suits your needs and lifestyle, such as a hybrid or remote setup.

Tracking progress and making adjustments

As with any skill, tracking your progress is essential for improvement. That way, you can evaluate what factors led to your efficiency and what slowed you down, building a formula that gears you for success. 

Here are some techniques to measure your progress:

• Track how much time you spend on tasks and compare it to your estimated time.
• Record how many tasks you can complete within a specific time frame.
• Track your deadlines — meeting deadlines can be a good indicator of progress.

Take a moment to acknowledge your progress and give yourself a well-deserved pat on the back. Recognising your accomplishments will help you stay motivated to constantly improve by refining your techniques with the new lessons you learned.

Summary

Time management skills are essential to your personal and professional success. Effective time management helps individuals prioritise tasks, allocate time efficiently, and meet deadlines. It also reduces stress levels, increases productivity, and improves overall performance. 

By practising time management techniques such as avoiding distractions, breaking tasks into manageable chunks, setting priorities, delegating work, and maximising time management apps, you can achieve your goals efficiently and have a better work-life balance.

FAQs

1. What are time management skills?
   ⁠Time management skills refer to the ability to plan, organise, prioritise, and allocate time effectively to maximise productivity and achieve goals on time. These skills involve setting goals, creating schedules, avoiding distractions, and using tools and techniques to manage time efficiently.
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2. How do I know if I have poor time management skills?
   ⁠Signs of poor time management skills include burnout, lack of work-life balance, spending too long on certain tasks, not being in track of your to-do lists or schedules, and failing to meet deadlines.
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3. What are the benefits of effective time management?
   ⁠Benefits of effective time management include more free time, increased performance at work, clarity of goals, and feeling in control of your life.
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4. How can I improve my time management skills?
   ⁠You can improve your time management skills by setting goals, breaking down bigger goals into smaller ones, creating to-do lists, prioritising tasks, assigning tasks to time blocks, planning short-term and long-term schedules, using time management apps, and taking breaks.
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5. What are the common time wasters, and how can I eliminate them?
   ⁠Common time wasters include social media, small talk with colleagues, and indecisiveness. Eliminate them by staying aware of your schedule, and setting limits on idle time.
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6. What is the importance of goal setting?
   ⁠Setting goals builds the framework around your task list and schedule. By knowing what you want to achieve, you will be able to prioritise the most important tasks and cut out unnecessary activities.
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7. How do I create a schedule that works for me?
   ⁠You will know that a schedule works for you if it gives you reasonable time blocks to accomplish all your tasks while making space for personal life and breaks.

Ready to make your CV stand out with your time management skills? Start by creating or updating your profile on Jobstreet. Get timely Career Advice and find your dream job by downloading the Jobstreet app on the App Store or Google Play.