How better time management can help your career

December 19, 2024

We live in a world with plenty of distractions, such as social media, meetings, and ads, and there are just never enough hours in the day. Tasks pile up, obligations get in the way, and sometimes, you just can't get everything done in those eight hours at work. This can be frustrating, but don't worry — it's a skill that you can improve. Better time management can help you get the most out of your days by planning more effectively. It's also an important resume skill. Let's look at what time management is and how to improve it.

What is time management?

Time management is a phrase you've probably heard before. Gurus, high-profile professionals, and teachers preach about organizing time with clients and audiences. Simply put, time management is the effective organization of your time in order to maximize what you can accomplish within a given period, whether you're completing a project, uploading a resume, or responding to emails. For example, if you want to maximize the next hour of your time, you might assign a small task every 15 minutes to tackle your to-do list.

Time management is an important skill for those in the workforce. Organizing your time can be challenging, but learning this skill can have many benefits, including helping you feel less stressed.

Why is time management important for work?

Organizing your time is an important skill to have if you're in the workforce because you probably have multiple tasks each workday that you must complete before those eight hours are up. If you're not managing your workday effectively, you might find yourself with a backlog of tasks. Soon, you're behind on your work, you're stressed, and your employer is asking why you're not finished.

Being an efficient time manager might also make you a better leader in the workplace. Not only will it help you set a helpful example of how to plan and run a workday, but it can also help you address all the little things that often pile up during the workday. You can find time to answer your email backlog, finish that pressing project, and communicate with other employees.

How to improve your time management skills

Let's look at some helpful tips for improving your time allocation skills so you can make the most of your workdays.

Recognize how you manage time

The first step to solving any problem is realizing there is one. Are you a good time manager? If the answer is "no" or "I could be better," you're on the right track. Recognizing how you manage time and where you can improve lays the groundwork for that improvement. Whether you use project management software, a physical calendar, or just hope that you'll remember everything, consider whether it's working for you and how it could work better.

Prioritize, prioritize, prioritize

Sometimes, it's the little tasks that take up most of our time. This is where prioritization becomes a necessity. By prioritizing your most important tasks, you ensure that you accomplish your most pressing tasks before addressing smaller ones. For example, you might prioritize delivering the marketing project that's taken you six weeks to complete by working on it for the first three hours of your day.

Learn from others

Someone at your workplace likely has this skill mastered and can teach you a few things about being more efficient. It's important to recognize the talent around you and learn from it. Don't be afraid to ask questions about their process. They're probably more than willing to help, and you could learn some new methods that you might not have considered. This can also be a great way to help improve workplace relationships and enhance communication.

You can also speak to your manager about prioritizing tasks and clarifying expectations. Understanding what the company leaders think is most important can help you plan your day. They may also provide resources such as interns and training programs.

Push through discouragement

Mastering a new skill won't happen overnight, and you'll probably encounter some frustration along the way. This is all part of the learning process, so it's important to push through any discouragement you feel and remember why you started. Mastering time allocation can help you think more clearly, maximize your workdays, and reduce your stress. These are all rewards that are worth a bit of discomfort. Try different approaches until you find what works, and stick with it until you've mastered it.

"Making the most out of each hour can help you achieve more and leave more time for the most important things in life."

What are 5 time management strategies?

You can use established techniques to maximize your time. Here are five options:

Pareto analysis: The Pareto analysis technique suggests that 20% of your actions are responsible for 80% of your outcomes, so you need to prioritize tasks by identifying the root cause of problems and grouping problems by cause. Then, you assign each problem a score, add up those scores, and see which groups need the most attention.
Pomodoro: The Pomodoro technique uses a timer to break down tasks into more manageable blocks of time. Set a timer for each task and once the timer rings, stop what you're doing and take a short break before continuing; there's even a Pomodoro timer available online.
Eisenhower Matrix: This method, built around urgency and importance, involves creating a matrix you can use to prioritize tasks. Create a 4x4 table with "urgent" and "not urgent" at the top and "important" and "nonimportant" on each side, then fill in your daily tasks to prioritize each one.
Parkinson's Law: This method revolves around a "law" that states the amount of time you dedicate to a project is the exact amount of time it will take to complete it. Effective use of this method means setting stricter deadlines or using unconventional techniques, such as unplugging your computer and using its battery life as your timer.
The GTD method: The GTD method, or getting things done method, is simple: You record tasks you need to accomplish, break them into smaller blocks, and tackle them one block at a time instead of all at once.

The benefits of effective organization of time

Time management offers many benefits that might inspire you to stick with it. Here are some examples:

Reducing stress: Having less stress is something all of us can appreciate. Managing your time better might help you feel less stressed about deadlines and the general sense that there aren't enough hours in the day to get everything done.
Improving performance: When you have a rigid schedule in place, you might also find that you perform better at work. A schedule may help you better understand what you can accomplish throughout the day and help you and your employer have more realistic expectations.
Accomplishing more goals: If you manage your time more effectively, you can reach your goals quicker. This can boost your personal and professional confidence, especially when you reach major goals such as completing education or training or getting a promotion.

How to highlight your time management skills

Time management is a crucial skill in any job, as it demonstrates your ability to balance priorities, meet deadlines, and maximize productivity. By effectively showcasing your time management abilities, you can demonstrate to potential employers that you're organized, reliable, and ready to handle the role's demands. Here are some ways to highlight your skills:

On your resume

On your resume, emphasize time management by showcasing results and accomplishments. Use action-oriented statements, such as "Led a team to deliver projects ahead of schedule by implementing strategic prioritization techniques" or "Managed multiple deadlines across departments, consistently achieving 100% of targets on time." Be specific about projects, deadlines, or productivity improvements, quantifying these achievements where possible.

In your cover letter

In your cover letter, expand on how time management has contributed to your success in previous roles. Share a brief example that illustrates your approach to prioritizing tasks and managing deadlines, such as, “In my previous role, I balanced competing deadlines by creating a detailed project roadmap, resulting in a 20% increase in team efficiency.” This helps hiring managers see how you could bring the same organizational skills to their team.

During a job interview

During an interview, be prepared to discuss a time when your time management skills were essential in achieving success. Use the STAR (situation, task, action, result) method to share specific examples. For instance, explain how you organized a high-stakes project by breaking down tasks, prioritizing critical deadlines, and coordinating resources to meet the goal. This demonstrates not only your time management abilities but also your problem-solving skills under pressure.

Taking the leap to improve your organizational skills will put you on a path to lower stress and greater efficiency that may benefit both your career and your personal life. Remember that time is your most precious resource. Making the most out of each hour can help you achieve more and leave more time for the most important things in life.