How to Productively Manage Your Time at Work

I will completely admit that during my studies, I was a terrible procrastinator. Online classes were no help either – the midnight deadlines meant that I could literally submit something at the last second! It got to the point where I even started some papers the day they were due (which I do not recommend). After each assignment was completed, I found myself in an endless cycle of barely submitting an assignment before the deadline and then immediately being slammed with another assignment. Sound familiar?

Starting a new job with set hours meant that my time management skills needed serious upgrading. It was up to me to complete my tasks during my working hours, since I was not getting paid to complete any of them off the clock! During my first few days at my position, I had to roll up my sleeves and discipline myself into building and strengthening healthy time management habits. They say that work-integrated learning helps you build transferable skills to take from the classroom and into the workplace, and vice-versa. The latter part of that statement is true for me! Even though I’m only two months into my work term, I really feel that the time management habits that I picked up will definitely be beneficial for when I return to my studies. Here are the best 5 strategies that have helped me shape my productivity and time management and that can hopefully help you out during both your work and/or studies.

Block out time in your calendar

Don’t underestimate the usefulness of Google Calendar! If you aren’t already using an online calendar for work, school, appointments, or plans, it is a lifesaver. It offers a convenient way to sync your calendar to all of your personal electronic devices, so you can easily view your availability and upcoming deadlines.

The next step to using your digital calendar’s full potential is to specifically block out time for specific tasks. Are you drafting a proposal? Need to edit a colleague’s work before a deadline? Whatever the task is, I have found that blocking out time in my calendar helps me stay on track and easily work towards deadlines.

I have also found it helpful that planning in advance and blocking out time in my calendar for upcoming days gives me a good idea of what my week will look like. As an added bonus this also ensures that I don’t load up my schedule and I make sure that I leave time to complete whatever task or project that I’m determined to complete!

2. Create to-do lists and/or use physical planners

Nowadays, there are countless free apps for creating a digital to-do list. Similar to using an online calendar, having your to-do lists synchronized with your personal devices is a convenient way to check on your progress and tasks no matter your location! My personal recommendations for digital to-do lists include:

MinimaList for your mobile device
Notion for both your computer and your mobile device
Apple Reminders or Google Tasks for both your computer and your mobile device

Prefer to physically write out and view your tasks on paper? That works too! Different preferences and methods work better for different people. Using coloured pens and highlighters to colour-code your to-do list can help you visually map out the order of importance. Even if you don’t have access to purchasing an agenda or a planner from a bookstore, you could simply use a notebook, or even print out a free template online! Here are some resources for free weekly and monthly planners:

3. Using Time Management Techniques

After I map everything out in my calendar and create my to-do lists, I sometimes struggle with determining the next steps! Here are some methods you can utilize to encourage yourself to take the next steps and get to work:

a. Eisenhower Matrix

I personally like doing this method on either a whiteboard, piece of paper, or a customizable online productivity app like Notion to help me customize my own time management template. Once you have all of these tasks organized by importance and urgency, that daunting list of responsibilities and projects that you need to complete will look less daunting and more reasonable. Now, you have a better idea of which tasks to prioritize and focus on one at a time.

b. Focus on one task at a time

Even with your carefully planned calendars, to-do lists and time management strategies, it can still feel

overwhelming. I get it. You likely have a dozen tasks to complete in a single day, there are projects looming

over your shoulder that you feel like you need to get started on right away, and oh no– did you just get

assigned with another task to finish by the end of the week? Gah!

While multitasking may sound like a good idea at first, or it makes you feel more productive by getting things done by killing two birds with one stone, there are plenty of sources that suggest multitasking actually makes you less productive. In fact, it may actually slow you down, distract yourself from your task(s) at hand, and could potentially lower your quality of work.

Remember when you blocked time out in your calendar, or when you created your Eisenhower Matrix list? For me, I find it helpful to stick to the plan and eliminate distractions. I do my best to close off web browser tabs for other projects, I resist the urge to multitask, or I even hide my to-do lists and calendar to prevent my mind from wandering to my other duties. It might feel weird at first, but once you are able to satisfyingly check off that task from your to-do list, it will be worth it.

c. Mindfulness

You can plan and organize your work and life and yet it all still feels so overwhelming. There might be so much going on in your life that you find it hard to concentrate on one task at a time – and that is okay! It is human to feel overwhelmed. Sometimes, taking a minute or two to quiet your mind and tame your thoughts can be the mental reset that you need to start over.

Sometimes, I find myself unable to focus on a task because there is too much going in my head. Mindfulness and meditation isn’t easy at first, but your mind is like a muscle. Once you train yourself to clear your headspace and exercise your ability to focus on your breathwork, you might find yourself more able to focus on the task at hand.

Regardless of the type of environment you work in, make sure to take your breaks! getting away from my desk for a bit, really helps me reset and feel ready to tackle the next task at hand.

This article was written by Jacklyn Rocha, the 2022-23 Arts Work Experience Communications and Program Support Intern.

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