May 14th, 2023
·5 min read
Time is a finite resource that we all need to manage effectively, especially those in leadership positions. As a people manager, juggling numerous responsibilities can quickly become overwhelming without effective time management techniques. In this post, we'll explore a range of strategies tailored to various working styles. You'll be equipped to optimize your time and boost your team's productivity, while fostering a healthier work-life balance.
Named after former U.S. President Dwight D. Eisenhower, this matrix helps prioritize tasks by dividing them into four categories: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important.
This technique suits managers who often find themselves torn between urgent and important tasks. It helps differentiate between what requires immediate attention (urgent and important) and tasks that contribute to long-term goals (important but not urgent). It's great for strategic thinkers who want to balance immediate needs with long-term planning.
The Pomodoro Technique breaks work into 25-minute intervals (called 'Pomodoros') separated by short breaks. After completing four 'Pomodoros,' take a longer break.
This method is ideal for those easily overwhelmed by large tasks or susceptible to burnout. It encourages focus, reduces fatigue, and keeps the mind fresh. For managers who thrive on structure and short-term goals, this method can be highly effective.
The 4Ds stand for: Do, Defer, Delegate, and Delete. This technique prompts you to decide whether to do the task now, defer it to later, delegate it to someone else, or delete it altogether.
The 4Ds are best suited to managers who are inundated with tasks, helping them effectively delegate, delay, or discard tasks to manage their workload. It's excellent for those who tend to take on too much and need a way to offload responsibilities appropriately.
Time blocking involves scheduling specific time slots for different tasks or types of work throughout the day. Each block is dedicated to accomplishing a specific task or group of tasks, and nothing else.
This method is perfect for managers who thrive on routine and find that interruptions severely disrupt their productivity. It's also beneficial for those who need to balance a variety of different types of work and want to ensure each gets the attention it requires.
The Pareto Principle, also known as the 80/20 rule, states that 80% of outcomes come from 20% of efforts. In terms of time management, it suggests that you should focus on tasks that yield the most significant results.
This technique is ideal for strategic managers who need to prioritize high-impact tasks, especially when time is limited. It encourages focusing on tasks that align most closely with team and organizational goals.
The Kanban method visualizes your workflow, often on a Kanban board divided into sections representing different stages of the process. Tasks are moved from one section to another as they progress.
This method is excellent for managers who are visual learners or those overseeing complex projects with tasks at different stages. It allows for clear visualization of the team's workload and can improve overall workflow efficiency.
SMART stands for Specific, Measurable, Achievable, Relevant, and Time-bound. This technique encourages setting clear and realistic goals within a specific time frame.
This method is perfect for managers who excel when they have well-defined targets. It provides clear direction and an easy way to measure progress and success.
This method involves categorizing tasks into five groups ranked by importance and urgency. 'A' tasks are most critical, 'B' tasks are important but not as urgent, 'C' tasks are nice to do but not necessary, 'D' tasks can be delegated, and 'E' tasks can be eliminated.
This method is excellent for managers who find prioritizing difficult, as it provides a clear hierarchy of tasks. It encourages delegation and helps identify tasks that can be removed from the to-do list entirely.
This straightforward technique involves listing six tasks at the end of each day to accomplish the next day, ranked in order of importance. You focus on the first task until it's completed before moving on to the next.
This method is best suited for managers who prefer simplicity and feel overwhelmed by extensive to-do lists. It fosters focus on one task at a time, reducing stress and enhancing productivity.
RPM stands for Results-oriented/Purpose-driven/Massive Action Plan. You start by defining what you want to achieve (Result), why you want to achieve it (Purpose), and then list all the tasks needed to reach the goal (MAP).
This technique is ideal for purpose-driven managers who need to see the bigger picture to stay motivated. It encourages goal-oriented thinking and comprehensive planning, allowing you to align daily tasks with broader objectives.
Timeboxing involves assigning a fixed time period, or 'box,' to each task. Once the allotted time expires, the task is considered done or is re-evaluated to assign more time.
This method works best for perfectionist managers who can lose track of time polishing tasks. It encourages completion over perfection and helps prevent overworking or overcommitting on a single task.
The Not-To-Do List is as simple as it sounds. You make a list of habits or tasks you want to avoid. It's a powerful way to eliminate unproductive habits and streamline your focus.
This technique is perfect for managers who get easily distracted or have a habit of taking on unnecessary tasks. It helps you stay focused on what truly matters by consciously avoiding non-productive behaviors.
Effective time management is crucial for every people manager, and the right method can differ based on individual working styles and team dynamics. By exploring different techniques, you can find the one that works best for you, enhancing your productivity, reducing stress, and ultimately leading to a more successful and balanced work life. It's all about finding the right fit for you and your team, so don't be afraid to experiment with different methods until you find your ideal match.
Remember, the objective of time management is not to squeeze more tasks into your day. Instead, it's about ensuring the tasks you do contribute meaningfully to your objectives, thereby making you more effective and less stressed. Embrace the journey of discovering your unique time management style and watch your productivity soar.
Kevin is an experienced people manager with a track record of success at startups and Fortune 500 companies. He is dedicated to creating positive workplace cultures and fostering continuous learning and growth.