Improving Focus with Time Management Strategies

Top performers protect their time differently. Most of us lose precious hours to chaos and distraction. On the advice of my business coach, I did a time audit. What I learned changed everything. I tracked my hours for a week. Captured everything I spent time on. Now I’m working to eliminate, delegate, or automate everything that doesn’t move the needle. If you struggle to get the important things done, here are 12 productivity tools that actually work: 1. Timeboxing Divide your day into clear blocks. Give each block one purpose. Nothing else happens during that time. It's simple but powerful. 2. Pomodoro Technique 25 minutes of focus. 5-minute break. No compromise, no distractions. I was skeptical at first. Now I can't work without it. 3. Two-Minute Rule If something takes less than two minutes, do it now. Those small tasks pile up and drain your energy when ignored. 4. Kanban Board See your work move from "to-do" to "done." It's surprisingly motivating to watch progress happen visually. 5. 1-3-5 Rule Plan your day around: 1 big task 3 medium tasks 5 small tasks This creates balance and prevents overwhelm. 6. Eat the Frog Do your hardest task first thing. Everything else feels easier after that. 7. Flowtime Technique Work until your focus naturally fades. Take a short break. Learn your rhythm. 8. 80/20 Rule Focus on the vital 20% that creates 80% of your results. Be ruthless about cutting the rest. 9. Getting Things Done (GTD) Capture everything. Organize what matters. Let go of what doesn't. 10. Warren Buffett's 25/5 Rule List 25 goals. Circle your top 5. Ignore everything else. 11. Eisenhower Matrix Organize tasks by urgency and importance. It shows you what really needs your attention. 12. Task Batching Group similar work together. Your brain works better this way. The reality is simple: Time management isn't about squeezing more into your days. It's about making space for what matters most. Choose your minutes wisely. They become your life. ♻️ Find this helpful? Repost for your network. 📌 Follow Amy Gibson for practical leadership tips.

In one of my recent career coaching sessions with working professionals who have decided to pursue higher studies, a learner shared his challenge of balancing work, family, and study. He felt overwhelmed by the demands of his job, academic responsibilities, and personal life. This is a common concern, and it's essential to address it to achieve a healthy work-life balance. 𝐄𝐟𝐟𝐞𝐜𝐭𝐢𝐯𝐞 𝐓𝐢𝐦𝐞 𝐌𝐚𝐧𝐚𝐠𝐞𝐦𝐞𝐧𝐭 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐟𝐨𝐫 𝐖𝐨𝐫𝐤-𝐋𝐢𝐟𝐞 𝐁𝐚𝐥𝐚𝐧𝐜𝐞 1. 𝐏𝐫𝐢𝐨𝐫𝐢𝐭𝐢𝐳𝐞 𝐓𝐚𝐬𝐤𝐬: Begin your day by listing tasks in order of importance. Focus on high-priority tasks first to ensure critical work gets done, reducing stress later in the day. 2. 𝐒𝐞𝐭 𝐂𝐥𝐞𝐚𝐫 𝐁𝐨𝐮𝐧𝐝𝐚𝐫𝐢𝐞𝐬: Define specific work hours, study time, and personal time. Communicate these boundaries with colleagues, professors, and family members to avoid interruptions and maintain a clear distinction between different aspects of your life. 3. 𝐔𝐬𝐞 𝐏𝐫𝐨𝐝𝐮𝐜𝐭𝐢𝐯𝐢𝐭𝐲 𝐓𝐨𝐨𝐥𝐬: Leverage tools like calendars, to-do lists, and time-tracking apps to organize your day efficiently. Apps like Trello, Asana, or Google Calendar can help manage tasks and deadlines for both work and study. 4. 𝐒𝐜𝐡𝐞𝐝𝐮𝐥𝐞 𝐁𝐫𝐞𝐚𝐤𝐬: Incorporate regular breaks into your daily routine to recharge. Short breaks during work or study hours can boost productivity and prevent burnout. 5. 𝐃𝐞𝐥𝐞𝐠𝐚𝐭𝐞 𝐓𝐚𝐬𝐤𝐬: Don't hesitate to delegate tasks when possible. Sharing responsibilities at work and at home can free up time and reduce your workload, allowing you to focus on essential tasks. 6. 𝐀𝐯𝐨𝐢𝐝 𝐌𝐮𝐥𝐭𝐢𝐭𝐚𝐬𝐤𝐢𝐧𝐠: Focus on one task at a time to enhance productivity and reduce errors. Multitasking can often lead to decreased efficiency and increased stress. 7. 𝐏𝐥𝐚𝐧 𝐏𝐞𝐫𝐬𝐨𝐧𝐚𝐥 𝐓𝐢𝐦𝐞: Schedule time for hobbies, exercise, and relaxation. Prioritizing self-care is crucial for maintaining a healthy work-life balance. Implementing these time management techniques can significantly improve your ability to balance work, family, and study, leading to greater satisfaction and well-being. Remember, finding the right balance is an ongoing process, and it's okay to adjust your approach as needed. 💙 #worklifebalance #timemanagement #productivitytips #selfcare #boundarysetting #focus #stayorganized #careercoaching #professionaldevelopment #lifetips

Time Management Insights for Improving Productivity ⏰💡 I have been mentoring several people around the topic of time management. These are some pointers to help you master your time, boost productivity, and achieve more with less stress. 📈 1. Self-Assessment: Track and Analyze Your Time 📊 Track Your Time: For the next two weeks , keep a detailed log of how you spend each hour. There are tools like Toggl or RescueTime to help simplify this process.  I will put link to their sites in the comments. John Jensen also has a spreadsheet he utilizes that is a great framework for sales people. Categorize Activities: Once your log is complete, sort activities into categories such as planning, deal management, prospecting, admin tasks, internal and external meetings, and personal time.  Do you also understand what your high-impact activities are? Evaluate: Reflect on your log. Are you dedicating enough time to high-impact activities? Are personal activities getting the time they deserve? 2. Identify Areas for Improvement 🔍 High-Value vs. Low-Value Tasks: Pinpoint tasks that drive your goals forward. Delegate or eliminate low-value tasks. High-value tasks are often those that only you can do. Time Wasters: Identify activities that consume time without adding value, such as redundant meetings or excessive email checks. 3. Set Clear Priorities 🎯 Define Your Key Responsibilities: Clarify your role and responsibilities. Focus on activities that align with these and have the most significant impact. Goal Setting: Set clear, measurable goals. This will sharpen your focus and help you prioritize and delegate tasks effectively. 4. Improve Delegation 🤝 Identify Delegation Opportunities: Based on your time log and priorities, find tasks that can be handed off, freeing you to focus on high-level strategy. 5. Continuous Improvement 📈 Regular Check-Ins: Schedule regular check-ins to review your progress, discuss challenges, and adjust strategies as needed. This keeps you accountable and allows for timely adjustments. Personal Insights from My Experience 🌟 When I first started tracking my time, I was amazed at how much of it was spent on low-value tasks. By categorizing and analyzing my activities, I identified key areas for improvement and began delegating tasks that were consuming my time without significant returns. Setting clear priorities and goals was a game-changer, allowing me to focus on high-impact activities and achieve better results. Implementing these steps transformed my productivity, and I'm confident it can do the same for you! 🚀 #TimeManagement #Productivity

You don’t need more hours. You need better systems. Time isn’t the problem, attention is. These 6 time management strategies have helped me regain control, reduce burnout, and actually finish what matters. Here’s how to use them (plus how to start 👇): 1) Conduct a Time Audit Most people don’t need more time, they need more clarity on where it’s going. How to start: Track how you spend each hour for 2–3 days Group tasks into categories (work, admin, distraction, etc.) Spot time leaks and areas to optimize 2) Focus on One Thing at a Time Multitasking feels productive, but it lowers your output and increases errors. How to start: Choose one task and set a timer (e.g., 25 or 50 minutes) Turn off notifications and close unused tabs Don’t switch until the timer ends 3) Give Yourself a Reward Motivation increases when there’s a small win at the finish line. How to start: Set a reward tied to task completion (coffee break, walk, snack) Keep it small but satisfying Don’t skip the reward even for easy tasks 4) Use Apps to Block Distractions Your brain craves stimulation. Removing temptation boosts focus without willpower. How to start: Try apps like Freedom, Cold Turkey, or Forest Block distracting sites during work windows Set boundaries for phone use during deep work 5) Time Block Your Calendar What gets scheduled gets done. Time blocks turn intention into execution. How to start: Plan your day the night before Block 60–90 min chunks for deep work Include buffer time and breaks to avoid burnout 6) Set Clear Daily Priorities If everything is important, nothing is. Prioritization saves hours of indecision. How to start: Identify your top 1–3 priorities each morning Tackle them before checking email or messages Review your list at day’s end to track progress You don’t need to master all 6. Start with one. Build from there. ✨ Small shifts create major clarity.

Last week, I had presented on time management to summer associates and experienced attorneys Lowenstein Sandler LLP. This topic holds a special place for me, as time management was the very first course I taught to lawyers after getting certified in the Covey Time Management program in 1995. Since then, I've had the privilege of teaching over 9,000 attorneys practical tips and habits so they feel more in control and maximize productivity. Over the past 30 years, the ability to focus on important, not just urgent, tasks has become even more challenging. We've all heard of the 80/20 rule: 20% of our actions yield 80% of our results. For instance, out of ten items on your to-do list, which two would produce the most significant impact? Yet, it’s tough to carve out time for those critical tasks when we're constantly bombarded with reactive demands. And what about the distractions we create for ourselves? One of the habits I teach is to "Stop Interrupting Yourself!" Think about it: How many times have you sat down for an important assignment, only to distract yourself with unimportant tasks like checking texts or visiting online shopping sites? While we can't control every interruption (like an unexpected request from a client or supervisor), we do have control over the interruptions we create. Imagine if we could significantly decrease these self-generated distractions to focus more on that crucial 20% of important work. A simple yet powerful tool I share to combat self-interruptions is a "Parking Lot" sheet. I encourage attendees to keep this sheet handy when starting an important project, such as drafting a memo or report. This tool allows them to "park" all those distracting thoughts that pop into their minds, enabling them to maintain focus and complete their important work. As we enter the second half of 2025 this week, what important items have been lingering on your to-do list? Is now a good time to prioritize one of them and create the focused time you need to get it done? Could a "Parking Lot" be a helpful tool for you in eliminating self-interruptions and boosting your focus? #Timemanagementhabits #Focustime #Stopinterruptingyourself

As a PM who's consistently led multiple squads at once, I was recently asked how I manage my time. Here are the top strategies that help me stay focused and productive: 🎯 Identify Daily P0s: Each morning, list your true P0s (top priorities). Anything below the line can wait until those are done. 🤝 Delegate Effectively: Empower EMs and team leads to take ownership. They often have more bandwidth—trust them to make decisions and keep things moving. ⚖️ Apply the 80/20 Rule: Focus on the 20% of work that drives 80% of the impact. Aim for “good enough” first—polish later if there’s time. 📅 Set Clear Expectations: Be realistic with timelines. Push back when deadlines aren't feasible, and if something slips, flag it early. 🛡️ Protect Your Calendar: Meetings should serve your goals. Decline anything that doesn’t directly support your priorities or your team’s success. Would love to hear from others—how do you manage your time? Any tips or frameworks that work well for you?

I feel overwhelmed at times: - Overwhelmed by the thought of slowing down. - Overwhelmed by the fear of missing deadlines. - Overwhelmed by concerns about not being productive. - Overwhelmed by the feeling of losing control of the schedule. I rarely take time to think and reflect in the midst of balancing my packed schedule. Here are some targeted strategies to manage overwhelm and find balance: ➡ Time Blocking: Allocate specific blocks of time in your daily schedule for focused work, breaks, and personal reflection. Use a tool like Google Calendar to visually organize your day. ➡ Daily Review: Start each day by listing your top 3 priorities. Focus on completing these high-impact tasks first to maintain productivity without feeling overwhelmed by a long to-do list. ➡ Reflective Journaling: Dedicate 5-10 minutes at the end of each day to jot down your thoughts, challenges, and successes. This helps in processing your day and planning improvements. ➡ “Do Not Disturb” Periods: Implement periods during your day when you turn off notifications and avoid checking emails to concentrate fully on tasks or personal time. ➡ Use the Pomodoro Technique: Work in 25-minute intervals followed by a 5-minute break. This technique helps maintain focus and reduces feelings of being overwhelmed by breaking tasks into manageable chunks. ➡ Weekly Planning Sessions: Spend 30 minutes each week reviewing upcoming deadlines, tasks, and goals. Adjust your schedule to align with priorities and reduce last-minute stress. Incorporate one or more specific strategies might work for you and create a more balanced, reflective approach to your busy schedule. Take that needed break and Enjoy your Weekend 😊 #Timemanagement #Productivity #Balance #Reflection

I've managed several SDR teams and 1 theme always comes up... "How can I manage my time better?" Effective time management isn't just about ticking tasks off a to-do list; it's about strategically planning and prioritizing to achieve our goals efficiently. Here are a few tips that have helped me streamline my workflow: ⏰ Prioritize Ruthlessly: Identify tasks that drive the most value and focus on those. Use frameworks like the Eisenhower Matrix to distinguish between what's urgent and what's important. ⌚ Set Clear Goals: Break down large projects into smaller, manageable tasks. This not only makes the work less daunting but also helps in tracking progress more effectively. ⏱ Leverage Technology: Utilize tools for project management and scheduling. These platforms can help keep everything organized and ensure nothing slips through the cracks. ⏲ Time Blocking: Dedicate specific time slots for different activities. This can help maintain focus and reduce the stress of multitasking. 🕰 Regular Breaks: Don’t underestimate the power of short breaks. They can refresh your mind and improve overall productivity. Remember, effective time management is a continuous learning process. Share your own strategies and let’s empower each other to achieve more with less stress. What are your go-to time management tips?

Here are my top three suggestions for getting MORE done in your business in LESS time. But first, a reminder. To scale from six to seven-figures it requires two things: 1. Relentless discipline 2. Ruthless time management “Productivity killers” like: - Task switching  - Checking every time you get a new notification  - Trying to work for long periods of time without breaks  - Lack of priorities (business and personal) - A subconscious need for instant gratification - Comparing yourself to others in your industry - Over consuming content  - Staying in education mode  - Shiny Object Syndrome  - Trying to operate your business like someone who is 10 steps (or years) ahead of you ...will keep you at revenue plateaus. Here are 3 things I recommend if you want to reach the next level of growth. 1. The Eisenhower Matrix  The Eisenhower Matrix, also known as the Urgent-Important Matrix, is a time management tool used to prioritize tasks based on their urgency and importance. It is named after Dwight D. Eisenhower, the 34th President of the United States, who is said to have used this principle to organize his tasks. When working with clients, I use this tool to help them identify and prioritize tasks, focus on Quadrant II activities (the activities crucial for long-term success and growth), delegate or automate Quadrant III tasks, limit time on Quadrant IV tasks, and regularly review and make adjustments to how they are spending their time. And I see the greatest growth and success from the clients who stick with using this tool. 2. Efficiency and the Echo Dot  No, this isn’t a new invention by Bezos. But it is something that I started last year which MASSIVELY improved my time management, reduced my stress, and allowed me to see where I was wasting time and getting off track. I bought an echo dot and put it on the credenza behind my desk. I started setting timers for everything I did. You’re probably thinking that doing this would cause low-level anxiety, and you would be right. At first it did. But I stuck with the discomfort and over time I began to rely on this little device because it transformed my ability to focus and to be efficient and effective with how I was spending my time. 3. Theme Days  Everyone has heard of time blocking your calendar…but are you harnessing the power of Theme Days? Theme days are a time management and productivity strategy where each day of the week is dedicated to a specific type of work or theme. This helps in organizing tasks and activities more efficiently, ensuring that different areas of work get focused attention. By allocating days to specific themes, you can create a more structured and focused work schedule. While systems and strategy are extremely important...it's a lack of discipline and time management that will prevent you from reaching the next level of growth. Drop a 🚀 if you're ready to level up