Time management is something, in life and in businesses, we put a lot of focus on. We all want to find a way to make more effective use of our time to enjoy the fruits of our efforts and labor.
Meanwhile, India’s Leading Business Transformation Leader, Hirav Shah, recommends practicing the following techniques to become the master of your own time.
Table of Contents
1. Create A Day’s Plan
Spend 10 minutes in the morning making your to-do list for the day. Yes, just 10 minutes. An effective list makes all the difference. Whether you use a simple notepad or an online task management tool like Trello or Todoist, having a clear plan sets a productive tone for the day.
Example: Arjun could plan his day by prioritizing tasks such as “Finish the presentation for the client” and “Reply to urgent emails.” This ensures he tackles the most important things first.
Hirav Shah’s Advice: “By writing down your tasks and time-blocking your day, you gain control over your time and can avoid distractions.”
2. Give Extra Time To Yourself
The key to staying calm in the storm is to build in time buffers, so you are not at the mercy of unforgiving timetables and schedules.
he key to staying calm in the storm is to build in time buffers. By not over-scheduling yourself, you avoid the stress of back-to-back meetings or tasks. Adding buffer time ensures you’re not running behind schedule when things take longer than expected.
Example: Priya adds an extra 15 minutes to her calendar between meetings, ensuring that if one meeting runs over, she won’t feel rushed for the next one.
Hirav Shah’s Advice: “Time buffers are essential for balancing unexpected delays. They help you stay calm and maintain focus, especially when external events can throw off your routine.”
3. Master Your Time – Procrastination Is Not Allowed
If you have a project, task, or assignment, finish your work early so that, even if something goes wrong, you have time to fix or adjust it. The earlier you finish, the more time you have for revisions and improvements.
Example: Arjun starts his report two days before the deadline, leaving time to edit and adjust it rather than rushing to complete it last minute.
Hirav Shah’s Advice: “Procrastination is often a result of fear or lack of clarity. Break down the task into smaller, manageable pieces and start immediately. Momentum is key to staying productive.”
4. Master Your Time – Evaluate The Important And The Urgent
Not everything that’s urgent is important, and not everything that’s important is urgent. By understanding the difference, you can better prioritize your time. Focus on what will truly help you achieve your long-term goals, rather than reacting to urgent distractions.
Example: Priya gets an email about a non-critical issue, but instead of immediately reacting, she decides to tackle her important task (finishing the report) first, and responds to the email later.
Hirav Shah’s Advice: “In both business and personal life, learn to assess urgency vs importance. Focus on what brings you closer to your goals rather than what merely keeps you busy.”
5. Use Technology For Help
Leverage technology to manage your time effectively. Tools like Google Calendar, Asana, or Slack bring structure and organization, helping you track deadlines, meetings, and tasks in one central place.
Example: Arjun uses a project management tool like Asana to keep track of his team’s tasks and deadlines. This eliminates confusion and ensures everyone is on the same page.
Hirav Shah’s Advice: “Technology helps streamline your workflow. But use it mindfully—don’t let the tools control you. Set specific time limits for checking notifications and emails.”
6. Routine Is The Key
Establish a routine. Identify tasks that are often repeated daily, weekly, or monthly, and schedule them at the same time each day or week. This routine structure helps you work more efficiently and improves your overall well-being.
Example: Priya wakes up at 6 AM every day, spends the first 30 minutes of her morning meditating, and then tackles her most important tasks. This consistency boosts her productivity and mood.
Hirav Shah’s Advice: “Routines create a sense of discipline. They reduce decision fatigue and help you achieve more by doing things automatically. Stick to your routine, and your mind will stay sharp.”
7. Review of Your Work Is Important
At the end of the day, take 10-15 minutes to review your work. Reflect on what you accomplished and prepare a new list for the next day. Prioritize tasks based on importance.
Example: Arjun reviews his to-do list at 6 PM, marking off completed tasks and adjusting the list for tomorrow based on what still needs attention.
Hirav Shah’s Advice: “Reviewing your day helps you understand where you’ve spent your time and makes you more mindful. It’s an opportunity to celebrate progress and adjust your approach.”
8. Value Your Time
People who frequently interrupt you or wander into your workspace without purpose don’t respect your time. Setting boundaries is crucial for maintaining focus and productivity.
Example: Priya sets clear boundaries by letting her colleagues know that she’s available for quick chats during specific hours, like lunchtime, and avoids random drop-ins during her focused work time.
Hirav Shah’s Advice: “Respect for your own time is the foundation of productivity. Set clear boundaries with colleagues and friends, and don’t be afraid to say no when necessary.”
9. Your Area Needs to Declutter
A cluttered workspace leads to wasted time spent searching for documents or tools. Keeping your area tidy and organized allows you to focus better and find what you need more quickly.
Example: Arjun spends 10 minutes at the end of each day organizing his desk. Files are neatly placed, and he knows where everything is, which helps him start his day smoothly the next morning.
Hirav Shah’s Advice: “An organized workspace promotes an organized mind. Clutter is a distraction that affects your mental clarity. Keep your environment tidy to improve your focus.”
10. Evaluate losses and Celebrate victories
At the end of each week, evaluate why certain tasks were delayed. Was it a lack of focus, procrastination, or a simple mistake? Understanding these reasons helps you improve in the future. Similarly, celebrate small victories to keep your morale high.
Example: After a hectic week, Priya reflects on what caused delays and adjusts her time management strategies. She also rewards herself with a relaxing weekend for completing her major tasks on time.
Hirav Shah’s Advice: “Don’t be hard on yourself for mistakes. Learn from them. And always celebrate your wins, no matter how small. Positive reinforcement keeps you motivated for the future.”
Final Thoughts
Managing time is about giving yourself a life. You absolutely can free up a majority of your time while continuing to grow your work and business activities. You just have to do the job of aligning yourself with that intent, finding the leverage over yourself, and then taking the action. It’s worthless to wait for burnout.
Don’t keep flogging yourself over tasks, processes, people, or practices that aren’t really serving you.
Remember that you can choose a more purpose-driven, abundant and joyful life. You just need to connect with your inner energy and the right people to make it happen-Concludes Hirav Shah, Renowned Business Advisor and Business Enhancement Expert.
