Time management strategies are essential tools that help individuals and organizations optimize their productivity and achieve their goals efficiently. By implementing effective time management techniques, one can reduce stress, enhance focus, and create a balanced approach to work and personal life.
In the midst of all the daily hustle, we find ourselves frustrated by how little time we have each day. All of us, at least once, have thought this same thing, perhaps with different words, but with the same intention… to have a little more time to invest in family and in oneself.
“How good some short vacations would be!”
“When will I be able to enroll in a gym?”
“And again, I won’t be able to take a vacation!”
“I can’t miss my daughter’s graduation!”
Exploring Effective Time Management Strategies
Distributing time among the different roles of an executive, father, husband, athlete, and reader is quite a feat. Managing this effectively is crucial for people who want to achieve their goals while optimizing their productivity and, why not, their lives. It can be disheartening to not find the proper time to fill all these roles that are important to you. Certainly, time distribution significantly influences both performance and the quality of work. Finding a system that works for you is certainly ideal, but it can often be challenging.
We all must achieve our KPIs, including those of the position we hold within the company, the company itself, and those of our personal life. When these KPIs are not achieved… problems arise. First comes stress, then anxiety, and finally depression. As we discussed in earlier articles (available here and here), the outcomes of this are generally not good at all. It is crucial to find a good balance to avoid any detrimental effects on both your professional and personal well-being.
What is Time Mostly Spent On in This?
So, we must better understand how to manage time. It is important to note that less than 18% of people have or use an adequate time management system, consequently never having enough time. In fact, the average executive spends around 90 minutes daily in meetings that add little or nothing to their work. Similarly, it is estimated that 21% of work time is lost to news and social media.
On that same line, 51% of work time is dedicated to tasks that do not greatly contribute to productivity. What makes executives waste the most time is email and phone calls, mainly due to attending to unimportant communications. Time could be better utilized by focusing on more important tasks. By recognizing these time-wasting activities, individuals and companies can take steps to improve time management and enhance overall efficiency.
What I do consider a law is the conclusion of a study by the New Economics Foundation in London, which states the following:
“Satisfaction in the workplace leads to higher productivity.”
Now, based on the above, we all must seek that efficiency. But, what should we do to free up time to perform key tasks? There are at least two paths, in my opinion, that I consider to be the most viable for any small or medium-sized enterprise. Let’s dive deep into this.
Ways to Improve Time Management
Time Management Techniques
Of course, the most logical solution is to adopt time-management techniques. The firefighting technique – dealing with whatever comes up – is the least effective for time management. In contrast, those who use the Eisenhower Matrix feel very satisfied, claiming it helps them manage their time effectively in 70% of cases. The second most successful method is POMODORO, with 60% of users feeling they control their work 4-5 days a week.
TIMEBOXING is also considered among the best time management techniques. By adopting these structured methods, individuals can improve their productivity and overall job satisfaction. These approaches offer more control over work tasks, significantly enhancing time management compared to the reactive firefighting technique.
Use Virtual Assistance to Boost Your Time Management Strategies
Still, sometimes it’s not just about improving your time-management skills, sometimes you actively need to seek external help. Remote work is on the rise, and it might be worth considering this as a viable solution. There are a large number of reputable companies from different parts of the world that offer these services. A -human- virtual assistant will allow you to save personnel costs. You can delegate to them all those -important- tasks that can be done by another person.
For example, buying an airline ticket or booking a hotel, if this task requires an hour of your time that we value at one hundred dollars, the assistant will do it as efficiently as you and for much less money, perhaps a tenth or just a little more. This undoubtedly reduces operating costs.
For this reason, start by making a list, detailing the activities you perform, and what you want and need to delegate to improve your use of time. For example: reading and responding to emails, managing your schedule, paying bills, certain types of purchases, making, confirming, or canceling appointments of all kinds, and other similar tasks.
And suppose you hire a VIRTUAL ASSISTANCE SERVICE. In that case, it’s even better because you are hiring a virtual assistant and a support team behind them, which guarantees better service for less money and undoubtedly improves your time-to-market. This is about outsourcing processes or tasks to optimize results.
Moreover, your virtual assistant does not only specialize in managing your schedule, confirming or canceling appointments, or responding to emails. There are several tasks that can be entrusted to your VA, depending on your needs. Some virtual assistants specialize in marketing, while others can handle your marketing needs. There is a wide range of VAs available that can certainly provide cost-effective solutions to your problems.
Considerations for Selecting a Virtual Assistant for Time Management Strategies
When hiring an excellent company, it’s essential to consider a few valuable tips to ensure success and boost your confidence level. Firstly, ensure that the company has been established in the market for several years, as this indicates stability and experience. Look for companies that utilize platforms that give you control over the work, allowing for transparency and effective project management. Additionally, even if the service is provided from abroad, make sure the company has representation in your country to facilitate communication and support.
Time zone compatibility is crucial when working with an outsourced service. Seek a company that operates within your time zone to avoid working with teams in vastly different time zones. For bilingual support, ensure that the company’s English is neutral and without strong accents, ensuring clear and effective communication. Proper training time should be allotted to your virtual assistant. This guarantees they are well-prepared for their tasks, just as it would for an in-person assistant.
Flexibility in service offerings is another important factor. Look for a service that offers flexibility in hiring. This allows you to hire in blocks of hours like 20, 30, or 40, based on your specific needs.
Additionally, having a virtual assistant in another country allows your company to remain operational during local holidays, ensuring uninterrupted service. This setup enables your business to provide continuous support throughout the year, 24/7. Lastly, hiring a service can be convenient, helping you avoid labor conflicts and ensuring a smoother workflow.
What’s Next in Implementing Time Management Strategies?
So, having reached this point, we realize that it is indeed possible to “steal time” from the office. Not only that, but it also leads to a better quality of life. Now you can invest more time focusing on strategic activities and performing tasks that allow you to generate more. This will enable you to enjoy time with your family, engage in sports, study, or even start a new business.
Remember that you must make some kind of investment—there’s no such thing as a free lunch! You can try either of the two aforementioned points, depending on your level of discipline in using time control techniques or the number of important tasks you do that can easily be done by someone else for a much lower cost than what it costs you today. You can try either of the two aforementioned points. It depends on your level of discipline in time management or the number of cost-effective delegation tasks.
If you believe that you need extra help, consider hiring a virtual assistant service, based on our advice. Check out our services and how these can easily save you time and money while helping your business grow. Simultaneously, free yourself up to enjoy the activities that you enjoy the most.
There’s no better day than today to start implementing these practices and watch your business grow. Be more productive by delegating, and you’ll be able to enjoy your time more.
