10 Time management skills examples to improve productivity

What are time management skills?

Time management skills are the techniques and strategies used to maximize productivity and efficiency in your daily life. These skills involve prioritizing tasks, creating structured schedules, and setting achievable goals. 

According to a meta-analysis,² effective time management significantly enhances job performance and overall well-being. At Marlee, our extensive research into human motivations, including the crucial "Time" motivation, underscores the importance of these skills in achieving personal and professional success. 

Top 10 time management skills with examples to help you improve

1. Planning and prioritization

Effective and strong time management skills start with planning and prioritization. Set clear, realistic goals to align your tasks and activities.

Use tools like daily to-do lists and the Eisenhower Matrix to prioritize tasks based on importance and urgency. 

The Eisenhower Matrix divides tasks into 4 quadrants: 

• Urgent and important 
• Important but not urgent 
• Urgent but not important 
• Neither urgent nor important 

In a Reddit thread³ discussing the Eisenhower Matrix, one user shared their experience using the tool. 

“I use this all the time for work, especially since every email someone sends seems “urgent” from their perspective (I’m in marketing/PR). I use it as a time management tool, especially when I have limited time in a day. It’s also a good gauge for me to tell people “no” at work or push it off…”

Example: Start by listing daily tasks, then categorize them using the matrix. Focus on quadrant 1 tasks first, schedule quadrant 2 tasks, delegate tasks in quadrant 3 if possible, and eliminate or minimize quadrant 4 tasks. 

Remember, time management techniques are an ongoing process. Regularly review and adjust your plan of action to stay agile and focused on what matters most.

Source: Eisenhower Framework Template

📊 Discover your motivation for Structure. Answer questions on what motivates you to uncover your level of energy for planning, organizing, and ordering tasks.

2. Scheduling and organization

Effective scheduling and organization are crucial time management skills that help you stay on track with tasks and goals. Here's how to improve: 

Example: Use digital planners like Google Calendar to schedule meetings, set deadlines, and create reminders.

In a Quora thread⁴, CEO John Rampton says:

"There are so many benefits to using an online calendar. I think my favorite benefit would have to be the fact I can access it wherever I go, as well as collaborate with others."

He offers these tips:

• Block out specific times for tasks, breaking larger projects into manageable chunks 
• Use Google's Time Insights Tool to analyze how you spend your time and identify areas for improvement 
• Experiment with different time management software to learn what works best for you 

Source: Timing Blog Google Calendar Time Insights

Founder and CEO of Designity, Shahrouz Varshabi, reports that using a digital planner helps him stay on top of his schedule and meet client deadlines more effectively. 

Remember, scheduling isn't just about work tasks. Include personal activities and breaks to maintain a healthy work-life balance. 

By mastering scheduling and organization, you'll manage your time more wisely, identify potential obstacles, reduce stress levels and boost productivity.

3. Focus and concentration

In our distraction-filled world, focus and concentration are essential time management skills. With 65% of employees⁵ reporting that frequent meetings interrupt their workflow, mastering these skills is crucial for productivity. 

Examples of effective focus techniques: 

• Pomodoro Technique: Work in 25-minute intervals with 5-minute breaks. One Redditor says the Pomodoro Technique is highly valuable in helping them stay focused.⁷

“…The Pomodoro technique is an indispensable tool when performing Deep Work during the day…The essential part of the Pomodoro Timer is that it actually motivates you to SIT DOWN for more than 10-15 minutes every session, and it allows you to sink into your brain for some "Slow" thinking…”

• Single-tasking: Focus on completing one task before moving to the next, reducing cognitive load and improving work quality. 
• Distraction-free environment: 
• • Designate a specific workspace 
  • Use noise-canceling headphones 
  • Turn off non-essential notifications 
  • Set boundaries with colleagues or family members 
• Deep work sessions: Allocate specific times for focused, uninterrupted work. Gradually increase duration as you improve. 
• Meeting management: Use staff meeting agendas⁶ to prevent unnecessary distractions and keep discussions on track. 

By implementing these focus and concentration techniques, you'll enhance your time management skills and boost overall productivity.

🤷🏽‍♀️ Are you more productive when working independently or in groups? Answer questions on what motivates you to find out.

4. Delegation and outsourcing

Effective delegation is a crucial technique for time management that improves efficiency, supports stress management, and allows you to focus on high-priority tasks. Here's how to master it: 

Steps to effective delegation: 

• Identify tasks that don't require your specific expertise or are time-consuming 
• Assess team members' skills and availability 
• Match tasks with appropriate team members 
• Clearly communicate expectations and provide necessary resources 
• Follow up and provide guidance as needed 

Tips for successful delegation: 

• Regularly assess your workload to identify delegation opportunities 
• Use collaboration platforms like Blink, Staffbase, or Beekeeper to streamline communication and task organization. Read about 8 other alternatives to Meta Workplace⁸
• Conduct a team dynamics workshop to identify motivational strengths in your team 
• Consider outsourcing tasks to external professionals when appropriate 

🔥 Ignite your ability to empower your team with our Multiply Your Impact online coaching program. Boost your time management skills and productivity levels.

Example: from a Former Senior Director at Salesforce about his experience delegating work as a people manager.⁹

“I start with the mindset that I should delegate absolutely everything. First, I consider whether this problem is an important strategic decision, a personnel management issue, or a team leadership project. If so, it can’t be delegated. If it can be delegated, I ask myself: Are there people on the team with sufficient skill and expertise to tackle the problem? Are there any who could stretch and grow to do it? Do any of them actually have the time to do it? Who would find it most interesting to work on? Once I’ve identified the person in a 1:1 or email, I describe the project for them and ask if they’re interested in taking it on. They almost never say no, but they do usually have questions, which I answer. I send them any documentation and connect them to any partners. After that, it’s their project to work on. I’ll check in periodically and provide guidance as appropriate for their seniority and the difficulty of the project. Usually, that happens in our 1:1.”

Remember, delegation isn't about offloading work. It's about optimizing team productivity and fostering growth opportunities to meet organizational goals. 

By mastering delegation, you'll significantly improve your time management skills, overall team efficiency and job satisfaction.

5. Time blocking and batching

Time blocking and batching are powerful time management strategies that help you allocate specific periods for different activities, minimizing context-switching and boosting productivity. 

How to implement: 

• Divide tasks into categories (e.g., emails, meetings, focused work, breaks) 
• Assign specific time blocks to each category 
• Group similar tasks to minimize context-switching, a process that can sap your productivity.

Example: Designate a 2-hour time block for answering emails and returning phone calls. 

Key points: 

• Start small: Begin with blocking mornings, then expand to full workdays 
• Avoid over-planning: Time blocking the entire week can lead to perfectionism 
• Be flexible: Continually refine your time blocks based on energy levels and productivity 
• Balance: Create personal time and keep evenings and weekends free to avoid burnout 

A Reddit poster from the Monthly Method Podcast has this to say about time blocking:¹⁰

“I time block one day at a time. I usually do it in the morning, but some clients do it…the night before. I found that time-blocking the entire week leads to unneeded perfectionism (color-coding the heck out of the calendars, overoptimizing things that shouldn’t be overoptimized, overthinking, etc.). For beginners, I recommend time blocking your mornings only from M to F. Then slowly transition to time blocking your workdays (9-5 M-Fr). You might add a time-blocked morning to the mix later on (optional), but that’s where I would stop. No need to become a robot here.”

Remember, time blocking is a tool, not a rigid system. Adapt it to your needs and lifestyle for optimal time management results. 

By mastering time blocking and batching, you'll significantly improve your focus and overall productivity.

6. Goal setting and tracking

Effective goal setting and tracking are crucial time management strategies. Use the SMART goals framework to create goals that drive productivity:

• Specific: Define clear, concrete objectives for your time management efforts. 
• Measurable: Establish metrics to quantify your progress and time savings. 
• Achievable: Set realistic goals that challenge you without overwhelming your schedule. 
• Relevant: Ensure goals align with your broader time management strategies and productivity aims. 
• Time-bound: Set time frames that create urgency and maintain focus.

Practical tips for goal setting and tracking in time management: 

• Break long-term time management goals into weekly or daily milestones. 
• Use time-tracking apps or simple tools like Post-it notes to monitor daily progress. 
• Regularly review and adjust your goals based on changing priorities and time constraints. 
• Celebrate small wins to stay motivated in your time management journey. 

Example: A Reddit user shares their experience using different goal-tracking tools.¹¹

“I use Trello to keep track of large projects with a million little subtasks. I make a “goals for the week” post in the notes app on my phone, and then every morning, I write out a to-do list for the day on a post-it note. I find this system works really well for me. The post-it note is key for me cause if I’m writing more than can fit on a standard post-it, I know I’m probably being too ambitious.”

By mastering goal setting and tracking, you'll improve your organizational skills as well as your time management skills.

🎯 Try Marlee's Goal Catcher online coaching program. Inspire yourself and others to see and achieve grand visions and goals.

7. Procrastination management

Procrastination can really hamper your time management efforts. So, identify and address your biggest time management challenges and the root causes of procrastination. 

Here's how: 

Identify procrastination triggers:

• Recognize what causes you to delay tasks (e.g., task complexity, lack of motivation, fear of failure). 
• Track when and why you procrastinate to spot patterns

Break down large tasks: 

• Use the "2-Minute Rule": If an individual task takes less than 2 minutes, do it immediately 
• Divide bigger projects and difficult tasks into smaller, manageable steps to reduce overwhelm 

Prioritize and schedule:

• Use time management tools such as Motion to help you plan your daily tasks automatically using the power of AI. 
• Schedule challenging tasks during your peak productivity hours 

Create accountability:

• Share your goals with a colleague or friend 
• Use time tracking apps such as a free online time clock¹² or journal to monitor your productivity levels and identify time-wasters

Reward progress:

• Develop a system of small rewards for completing tasks on time. Choose rewards that genuinely motivate you (small treats, breaks, activities you enjoy)
• Celebrate milestones to maintain motivation and reinforce good time management strategies 

By actively managing procrastination, one of the biggest time management challenges, you'll boost overall productivity and make it easier to power through daily activities.

8. Effective communication

Strong communication skills are essential for efficient time management. Here's how to leverage communication to save time and boost productivity levels:

Be clear and concise:

• Use precise language to make efficient decisions and convey messages quickly and accurately 
• Avoid unnecessary details that can waste time or cause confusion 

Choose the right communication channel:

• Use email for non-urgent matters that require documentation 
• Opt for quick chats or instant messaging for high-priority tasks 
• Schedule meetings only when necessary for complex discussions 

Practice active listening:

• Pay full attention to reduce misunderstandings and prevent time-wasting errors 
• Summarize key points to ensure clarity and alignment 

Implement regular check-ins:

• Schedule brief, focused team meetings to align priorities and prevent miscommunication 
• Use these sessions to clarify daily tasks, address issues, and set clear expectations 

Utilize agendas and meeting minutes:

• Prepare and distribute agendas before meetings to keep discussions on track 
• Share concise meeting minutes to document decisions and action items 

Establish communication protocols:

• Set guidelines for response times to different types of communications 
• Create a system for flagging urgent vs. non-urgent messages 

By honing your communication skills, you'll reduce time lost to misunderstandings, reduce unnecessary meetings, and streamline collaboration.

These are all crucial elements of effective time management.

Example: In a Quora post asking how team meetings can be more productive, one project manager shares their own experiences.¹³

“One of the most efficient companies I worked at had a weekly team brief. The head of the admin department kept minutes (a log of what was discussed) of all departments attended, and anyone who wanted to raise an issue at the meeting [could do so]. The meeting would last for about an hour, but it was a good use of time because everyone was kept up to date with each department; the right hand always knew what the left hand was doing! Meetings need structure - there need to be written points, and each has to be treated with equal importance - if there’s a list of what needs talking about and a person to moderate other people’s waffle and ability to digress, then it’s about time management and damage control.”

9. Flexibility and adaptability

Good time management is also about being open to changes and adjusting plans when necessary.

Don’t be afraid to embrace new tools and techniques to improve time management. Always be willing to step out of your comfort zone and embrace new challenges. 

This means dedicating time to continuous learning and development. As a result, you can keep your skills up-to-date and adaptable to changes.

One example of being flexible and adaptable could be by quickly learning a new project management tool your company introduces.

10. Self-awareness and reflection

Regularly assess your time management habits and identify areas for improvement. Learn from past experiences and apply lessons to future situations. Seek feedback from others and be open to constructive criticism. 

Conducting a weekly review is a great way to stay self-aware and reflect on your strengths and weaknesses. It can also help you identify potential obstacles.

Doing this will help you evaluate progress and set goals for the upcoming week.

When and how to review your week? Here’s what one Redditor has to say:¹⁴

“I’ve been keeping an Excel spreadsheet that has a few goals listed for each day. I write the next week’s goals on Saturday, and as I’m doing that, I sort of ask myself, “Is this working?” For me, those are daily exercise, 20-minute reading, and some goals for personal projects and work. Four categories. I just take a minute to reflect on whether those four things are working. Is the exercise too much/not enough? Does the book I chose still interest me 3 hours in? Am I being productive enough at work? Is my personal projects still meaningful to me? Etc.”

At Marlee, time is one of our 48 motivational traits. Answer questions on what motivates you to help you understand what drives you, including your motivation for “Time.”

How to showcase effective time management skills on your resume

Well-versed in time management? Here are some tips to incorporate these valuable skills into various sections of your resume and showcase your experience to potential employers.

Providing solid examples of time management strategies will boost your chances of landing a job interview. Use the STAR method to craft your resume.

• In the Achievements section of your resume, include a key achievement that resulted from your strong time management abilities.
• In the Work Experience section, use bullet points to highlight specific examples and business achievements as a result of time management. Whenever possible, quantify the results you achieved through effective time management.
• In the Skills section, include relevant time management tools and techniques. List relevant soft skills like scheduling, prioritization, goal setting, and delegation.
• Mention any digital tools you use for time management, such as collaboration platforms, time tracking, digital calendars or software for project management.
• Note any recognized time management techniques you use, such as the Pomodoro Technique or the Eisenhower Matrix.

Take control of your time and improve your productivity

Developing your time management skills is crucial for personal and professional success. These transferable skills enable you to prioritize effectively, build a productive workplace, minimize stress, and achieve organizational goals efficiently.

Through developing excellent time management skills, you maximize each day's potential, completing high-quality work on schedule. 

Ready to transform your daily routine but unsure where to begin? Marlee offers personalized guidance via AI coaching to enhance your time management skills, helping you take control of your schedule and unlock your full potential. Start your journey to better time management today.

Frequently asked questions

What are the 5 Ps of time management?

The five Ps of time management are prioritize, plan, prepare, pace, and persist.

Why do I have poor time management skills?

There could be many reasons why it’s difficult to manage your time properly. You could be overwhelmed with too many high-priority tasks at once. Or, maybe you’re easily distracted, procrastinate, or don’t use the right tools to maximize task completion rates. The best way to find out where your motivation for "Time" sits, is to answer our evidence-based questions on what motivates you.

What is one common time management mistake?

A common time management mistake is failing to keep a to-do list. Not creating a list of tasks makes meeting deadlines harder and can make it more difficult to track what you need to accomplish for the day. This makes it easier for distractions to seep in.

What is the 1440 rule?

The 1440 rule suggests realizing that there are only 1,440 minutes each day. So, invest your time—your most valuable currency—wisely. Accept that some things just won’t be able to be done in one day and use your energy on tasks you can achieve.

What is the 1-3-5 rule of time management?

According to the 1-3-5 rule of time management, choose one big task, 3 medium tasks, and 5 small tasks to focus on daily.