17 Effective Time Management Tips for New Zealand Teams

We live in a fast-paced world where balancing work, responsibilities, and personal life often feels overwhelming. With endless tasks and tight deadlines, managing time effectively has become a crucial skill. Even historical figures like Julius Caesar understood the value of efficient time management — he used every available moment wisely. While attending gladiator fights for political reasons, he didn’t let idle time go to waste, issuing orders and responding to official letters instead. Mastering time management allows us to stay productive, reduce stress, and focus on what truly matters. Let’s explore 17 proven time management tips to help you stay organised and in control.

What Is Time Management?

Time management is the process of planning and organising how to divide your time between different tasks efficiently. It helps you stay productive, meet deadlines, and balance work with personal life. Good time management ensures that you focus on important activities rather than constantly reacting to urgent but less significant tasks. Whether you're managing a business, leading a team, or working on personal projects, knowing how to manage time effectively is a key skill for success.Now, let's explore 15 time management tips to help you work smarter and achieve better results.

List of 17 Tips For Effective Time Management

1. Know How You Spend Your Time

Before improving time management, it’s essential to analyse how your time is currently spent. Without a clear picture of where your hours go, optimising them becomes difficult.Here’s how to start:

• Track Your Activities – Use a time-tracking app or keep a log of tasks for a few days. Write down everything you do, from work projects to breaks and personal distractions.
• Identify Patterns – After tracking, look for trends. Are you spending too much time on emails? Do meetings take up most of your day?
• Assess Productivity Levels – Some tasks are essential, while others are unnecessary. Eliminate low-priority activities that don’t contribute to your goals.

By understanding how you currently manage time, you can make informed decisions on how to improve efficiency.

2. Set Goals Correctly

Without goals, managing time becomes directionless. Setting clear objectives helps prioritise work, increase motivation, and measure progress.

a) Set SMART Goals

SMART goals are:

• Specific – Define exactly what you want to accomplish.
• Measurable – Establish criteria to track progress.
• Achievable – Ensure the goal is realistic given time and resources.
• Relevant – Align goals with broader objectives.
• Time-bound – Set a deadline to maintain urgency.

Example: Instead of saying, "I want to be more productive," reframe it as: “I will complete three reports per week by focusing on deep work sessions every morning.”

b) Set Up Deadlines

Even if tasks don’t have external deadlines, creating self-imposed ones keeps work structured. Deadlines prevent procrastination and help you stay accountable.

• Break larger goals into milestones – Instead of aiming to complete a big project all at once, divide it into smaller deadlines.
• Use time blocking – Assign specific time slots for different tasks to avoid distractions.
• Create buffer time – Unexpected issues can arise, so leave extra time for revisions or delays.

Goals give structure to time management, making it easier to stay on track.

3. Make A Plan: Strategies For Prioritising Tasks Effectively

Effective time management requires strategic task prioritisation. Simply listing tasks without considering urgency or importance can lead to inefficiency.

a) Create A Priority List Rather Than A To-Do List

A basic to-do list lacks structure. Instead, use the Eisenhower Matrix, which categorises tasks based on urgency and importance:

• Urgent & Important – Handle these immediately.
• Important but Not Urgent – Schedule these for later.
• Urgent but Not Important – Delegate these tasks.
• Neither Urgent nor Important – Eliminate or minimise these.

This method ensures that critical tasks are prioritised while non-essential ones don’t consume valuable time.

b) Plan Ahead At The End Of Each Day

Taking 5–10 minutes at the end of the workday to prepare for the next one saves time in the morning and prevents wasted effort.

• Review completed tasks.
• Identify pending work.
• Set priorities for the next day.

This habit ensures a smooth start every morning.

c) Automate Repetitive Tasks

Automation reduces manual work and frees up time for more valuable activities. Consider automating:

• Email responses – Use templates for common inquiries.
• Scheduling – Set up automatic meeting reminders.
• Data entry – Use software to streamline repetitive tasks.

Automation is a powerful time management solution that increases efficiency.

d) Break Down Every Task Into Small Chunks

Big tasks can feel a bit much, leading to procrastination. Breaking them into smaller, doable steps makes them easier to manage.For example: Instead of writing “Complete project,” break it down into:

1. Research information
2. Outline main points
3. Draft content
4. Edit and finalise

Small steps create momentum and make progress visible.

e) Cut Out Non-Essential Tasks/Activities

Activities that take a lot of time but offer little value can reduce productivity. Spot tasks that don’t help achieve your goals and cut them from your schedule.

• Minimise unnecessary meetings.
• Limit time scrolling through social media.
• Avoid sessions without structure.

Focusing on high-impact tasks improves time efficiency.

f) Tackle The Most Difficult Task First

Known as the Eat That Frog method, this strategy involves starting with the toughest or most crucial task first.

• Challenging tasks need more mental energy — doing them early ensures peak focus.
• Once you finish a tough task, other work feels easier.
• Less mental strain in the morning boosts productivity for the day.

Make it a habit to handle the hardest work first.

g) Work On Quick Tasks In Between Meetings Or Focus Time

Short gaps between meetings or work sessions can be used for small yet necessary tasks, such as:

• Answering quick emails.
• Organising files.
• Preparing notes for upcoming work.

This approach ensures downtime is used efficiently.

h) Batch-Process Similar Tasks

Switching between unrelated tasks reduces efficiency because of mental switching costs. Rather, batch-process similar tasks together:

• Respond to emails at fixed times instead of constantly checking.
• Schedule all calls in a single block.
• Group related tasks (like content writing and research) together.

This technique improves focus and workflow.

i) Delegate Tasks

If a task doesn't need your direct involvement, pass it to someone else. Delegation allows you to focus on higher-priority work while ensuring everything gets done.Effective delegation includes:

• Assigning tasks based on skill level.
• Providing clear instructions.
• Setting deadlines for accountability.

Delegation is one of the best time management strategies for boosting efficiency.

j) Audit Your Tasks

Regularly reviewing how time is spent helps refine productivity habits. Ask yourself:

• Are certain tasks taking longer than expected?
• Are there patterns of wasted time?
• Can anything be improved or removed?

Examining tasks helps optimise daily schedules.

k) Stick To A Daily Schedule

A structured routine creates consistency, making it simpler to manage time effectively.Tips for sticking to a daily schedule:

• Set fixed work hours.
• Set aside time for breaks.
• Follow a structured task sequence.

Consistency is key to successful time management.

4. Build A Personalised Schedule

A one-size-fits-all schedule might not work for everyone. To manage time well, create a schedule that suits your energy levels and work habits.

• Identify Peak Productivity Hours – Some of us focus best in the morning, while others do better later in the day. Schedule top-priority tasks during peak energy hours.
• Use Time Blocking – Set specific time slots for deep work, meetings, and admin tasks.
• Include Breaks – Short breaks between tasks heighten concentration and prevent burnout.

A tailored schedule maximises efficiency by ensuring work is done when you're most focused.

5. Put AI To Work For Search And Summaries

Artificial intelligence (AI) can save hours by automating research and summarising information. AI-powered tools help professionals use time wisely by reducing time spent on manual tasks.Examples:

• Summarisation tools – Convert lengthy documents into key takeaways.
• Automated assistants – Handle meeting scheduling and reminders.
• AI-based research tools – Speed up information gathering.

By incorporating AI, you can improve time management skills and focus on more strategic work.

6. Create A Calendar

A well-organised calendar prevents scheduling conflicts and helps balance tasks efficiently.

a) Set Reminders

Reminders ensure that deadlines, meetings, and important events aren't forgotten. Use:

• Calendar notifications for key deadlines.
• Task management apps for daily priorities.

b) Snooze Notifications

While reminders are useful, constant alerts can be distracting. Schedule dedicated "focus periods" where notifications are silenced. This helps you stay focused on deep work without interruptions.

7. Use Tools That Work For You

The right tools simplify time planning and task management. Choose those that fit your workflow:

• Planners – Digital or paper-based planners structure daily activities.
• Scheduling Tools – Platforms like Shifton automate shift planning and optimise employee time management.
• Note-Taking Apps – Organise information, set reminders, and track progress effectively.

Using the right tools reduces manual effort and streamlines work.

8. Practice Decision-Making

Indecision leads to wasted time and delayed progress. To make decisions faster:

• Define criteria – Set clear factors for evaluating choices.
• Avoid overthinking – Give yourself a time limit for making decisions.
• Trust experience – Rely on past knowledge and expertise.

Practising quick decision-making improves efficiency and reduces delays.

9. Learn To Set Boundaries And Say No

Taking on too many tasks leads to burnout. Learning to say no helps maintain a balanced workload.

• Assess the request – Is it aligned with your priorities?
• Be polite but firm – Decline distractions without feeling guilty.
• Offer alternatives – Suggest a later time or delegate when possible.

Setting boundaries ensures you focus on high-priority work.

10. Stop Procrastinating

Procrastination wastes time and creates unnecessary stress. Combat it by:

• Breaking large tasks into smaller steps – Small progress builds momentum.
• Using the 5-minute rule – Start a task for just five minutes to reduce resistance.
• Removing distractions – Work in a focused environment.
• Creating accountability – Set deadlines or work with a partner to stay on track.

Overcoming procrastination improves time management in the workplace and personal life.

11. Manage Time-Wasters

Time-wasters reduce productivity. Identify and eliminate common distractions:

• Handheld Devices – Limit social media usage during work hours.
• Email Overload – Check emails at scheduled times instead of constantly.
• Unexpected Visitors – Set clear availability to minimise interruptions.
• Unnecessary Meetings – Keep meetings short and focused.
• Family Obligations – Create a dedicated workspace if working remotely.

Eliminating time-wasters allows you to use time more efficiently.

12. Deal With Stress Wisely

Stress negatively affects time management skills at work. To stay productive under pressure:

• Take short breaks – Step away for fresh air or quick stretching.
• Use mindfulness techniques – Deep breathing or meditation improves focus.
• Prioritise self-care – A well-rested mind performs better.

Reducing stress boosts productivity and time efficiency.

13. Avoid Multitasking

Multitasking reduces efficiency because the brain struggles to switch between tasks. Instead:

• Focus on one task at a time – Deep work produces better results.
• Group similar tasks together – This minimises context switching.
• Set designated focus periods – Try techniques like Pomodoro (25-minute work sessions).

Avoiding multitasking leads to better time management at work.

14. Use The 20-Minute Rule

Large projects can feel overwhelming, leading to procrastination. The 20-minute rule helps overcome this:

• Set a timer for 20 minutes – Commit to working without distraction.
• Evaluate progress after time is up – Most people keep working once momentum builds.

This technique makes big tasks feel less intimidating and easier to start.

15. Take Time Off

Rest is essential for long-term productivity. Overworking leads to burnout, which reduces efficiency.

• Schedule holidays – Time away from work refreshes mental energy.
• Take short daily breaks – Even 5–10 minutes improves focus.
• Unplug from work after hours – Avoid checking emails outside working time.

Time off is essential for maintaining better time management skills in the long run.

16. Build A System And Follow It Diligently

A well-structured system creates consistency in time management. Examples include:

• The Time Blocking Method – Allocating specific time slots for tasks.
• The Eisenhower Matrix – Prioritising tasks based on urgency.
• The 2-Minute Rule – If a task takes less than two minutes, do it straight away.

Find a system that works and stick to it for better efficiency.

17. Keep Things Organised

A cluttered workspace wastes time and reduces focus. Keep things organised by:

• Decluttering your desk – A tidy space improves efficiency.
• Using digital organisation tools – File management systems prevent lost documents.
• Planning daily routines – Structure creates consistent time management habits.

Staying organised ensures workflows remain smooth and efficient.

Why Is Time Management Important?

Time management is a fundamental skill that impacts both professional and personal life. By organising tasks efficiently, individuals can reduce stress, increase productivity, and achieve their goals faster. Without proper time management, people often feel overwhelmed, miss deadlines, and struggle to maintain a healthy work-life balance.Managing time effectively allows for better decision-making, improved focus, and greater opportunities for success. Whether you're an employee, manager, or business owner, implementing time management strategies enhances efficiency and ensures long-term growth.

Benefits Of Time Management

Effective time management offers multiple advantages that directly impact work performance and personal well-being.

• Stress Relief – Knowing that tasks are under control reduces anxiety and prevents last-minute rushes.
• More Time – Improved efficiency creates extra time for personal development, hobbies, or relaxation.
• More Opportunities – Meeting deadlines and managing workloads properly enhances reputation and career growth.
• Ability To Realise Goals – Proper time management ensures that both short-term and long-term objectives are met consistently.

Implications of Poor Time Management

Failing to manage time effectively can lead to serious consequences, affecting productivity, work quality, and professional reputation.

1. Poor Workflow. Disorganised work schedules slow down processes and create unnecessary bottlenecks, making it difficult to complete tasks efficiently.
2. Wasted Time. Without structured time management, individuals spend more time on unimportant tasks, reducing overall efficiency.
3. Loss Of Control. When tasks pile up without a plan, it becomes harder to manage responsibilities, leading to decreased productivity and increased frustration.
4. Poor Quality Of Work. Rushed work due to poor time allocation results in mistakes, lower accuracy, and subpar performance.
5. Poor Reputation. Consistently missing deadlines or failing to manage workloads negatively impacts professional credibility and career advancement.

Common Time Management Challenges

Many people struggle with time management due to common obstacles that hinder productivity. Identifying these challenges is the first step toward overcoming them.

1. Poor Planning. Failing to create a structured plan leads to missed deadlines and inefficient workflows.
2. Lack Of Organisation. Cluttered workspaces and disorganised schedules make it harder to prioritise and complete tasks.
3. Feeling Overwhelmed. Too many tasks without proper prioritisation can cause stress and reduce focus.
4. Procrastination. Delaying tasks creates unnecessary pressure and often leads to rushed, low-quality work.
5. Distractions. Social media, constant notifications, and workplace interruptions reduce focus and productivity.
6. Difficulty Saying No. Taking on too many commitments leads to burnout and ineffective time management.
7. Lack of self-discipline. Without self-discipline, sticking to timetables and finishing tasks on time becomes hard.

How Shifton Can Help Improve Time Management

Shifton is a powerful cloud-based scheduling tool that helps businesses optimise time management by automating shift planning, tracking staff work hours, and organising rosters efficiently.With Shifton, businesses can:

• Eliminate manual scheduling mistakes and save time.
• Ensure fair roster distribution to improve team efficiency.
• Boost workforce productivity by reducing admin tasks.

By integrating Shifton’s advanced scheduling features, managers and staff can spend less time on planning and more time on critical work, improving overall efficiency.UPD Article 5 March 2025