Meetings. Emails. Last-minute requests. Some days, it feels impossible to knock anything off the to-do list. If this sounds like you, you might be in need of some time management tips and tricks.  

Time management is a skill like any other, and it can be honed with practice and patience. We’re here to show you how.  

10 Time Management Strategies for Professionals 

These time management tips are designed for business professionals, team leads, and anyone tired of playing catch-up. If you’re leading a team, managing projects, or juggling both, these strategies can help you maximize your valuable time and get more done.   

1. Set SMART Goals 

SMART goals are: 

  • Specific 
  • Measurable 
  • Achievable 
  • Relevant and 
  • Time-bound 

If a goal doesn’t meet these criteria, it’s likely not worth your time. SMART goals help keep projects moving, keep professionals accountable, and ensure that you get the results you want. No more getting sidetracked by distractions that don’t move the needle.  

2. Prioritize With a To-Do List  

To-do lists aren’t revolutionary, but they work. Prioritizing your tasks is an easy way to ensure that nothing slips through the cracks. Plus, it’ll help you meet those SMART goals.   

3. Update Your Calendar Often 

Want to make the most of a 40-hour work week? You’ll need to get serious about time management. Approach your calendar like a math problem:  

It takes six hours to complete this major project, but I’ll only have four hours free on Monday, so I’ll be done with it Tuesday at the earliest.  

Map out your week with precision. That way, you’ll avoid overbooking, under-delivering, and burnout.  

4. Guard Your Time  

Block time on your calendar for high-priority tasks, and don’t let anyone steal it — not even you. There will always be small fires to put out, but unless you set a dedicated time to focus on your most pressing tasks, you’re never going to clear your to-do list.  

5. Learn to Say “No” 

Low-priority requests and unnecessary invites (e.g., this meeting could have been an email) are commonplace in business. Don’t be afraid to hit ‘em with a polite but firm “No, thank you!” Saying no can feel uncomfortable, especially if you like to go above and beyond in the workplace. But you’re going to have to (respectfully) push back on occasion to protect your time.  

6. Get Comfortable Delegating 

Delegating isn’t a sign of weakness or laziness; it’s leadership in action. By trusting their work, leaders empower their team to take ownership of projects, building morale and ensuring that goals are met even if they aren’t overseeing every step of the process.  

7. Make the Most of Meetings 

Meetings can drive progress, fuel creativity, and foster collaboration … or they can be a complete waste of time. So, make the most of yours. Here’s some suggestions: 

  • Send any helpful documents or summaries ahead of time. 
  • Use an agenda. 
  • Take meticulous notes. 
  • Start on time and end early when possible. 
  • Follow up with action items. 
  • Stick to your guns: If it could have been an email, make it an email. 

8. Let Tech Do the Heavy Lifting 

AI productivity tools and apps aren’t going anywhere, so you might as well benefit from them. Otter AI will record your meetings and provide automated meeting notes and summaries. Trello will organize your tasks into lists. ChatGPT, Copilot, Perplexity, and other AI-powered chat interfaces can handle simpler day-to-day tasks. Research the tools that might fit into your workflow and save you time to focus on what matters. 

9. Stop Multitasking 

Your brain isn’t designed to perform multiple tasks simultaneously. In reality, “multitasking” individuals are either switching between tasks or abandoning one in favor of the other. Tackle one thing at a time and finish what you start. In the immortal words of “Parks and Recreation” character Ron Swanson: Never half-ass two things. Whole-ass one thing.   

10. Start Small, Stay Consistent 

Small, consistent changes can yield incredible results, like a snowball that grows into a roaring avalanche. Tidy up your desk. Cut back on social media. Start using sticky notes. Set a timer for tasks. (We’re fans of the Pomodoro technique.) Change doesn’t happen all at once; it takes time. So be patient and trust the process. You’ll get there.  

Next Steps for Business Professionals 

Maybe it’s not your habits holding you back; it’s your work environment. If that’s the case, you’re going to need more than some time-management tips and a well-organized calendar to get ahead. You’ll need some resume-worthy management skills and a targeted degree to prove your talents and propel your career forward.  

At The University of Texas Permian Basin, we offer two online programs that will provide you with the skills and credentials you need to get more out of your career: 

Our programs are entirely online and designed to fit around your schedule. Check out our online business degrees and certificates to see if there’s an option that might work for you.  

If you do find a good fit, apply to UT Permian Basin. We promise: There’s no better use of your time than investing in yourself.  

Sources: 
https://www.indeed.com/career-advice/career-development/time-management-skills 
https://www.indeed.com/career-advice/career-development/time-management-tips-for-professionals
https://www.forbes.com/sites/jodiecook/2024/09/18/time-management-hacks-from-the-worlds-most-successful-leaders
https://www.forbes.com/councils/forbesbusinesscouncil/2023/07/13/18-time-hacks-for-busy-leaders-to-reclaim-three-to-five-hours-
week