In this article we’re going to discuss: 

▶ What you can do today if you are struggling with chaos at work and feel like your team is always racing against the clock.

▶  Proven time management strategies to prevent tasks piling up and procrastination taking hold.

▶  How you can address cost overruns or delays due to poor time management.

▶  Techniques you can use to put an end to time inefficiency.

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In this article, we’ve created a comprehensive list of techniques to coach your team toward better time management. But even with time management techniques in place, you still need clear data to track how time is spent and verify that productivity and efficiency are actually improving. 

Also, discover how Insightful’s remote team management software and time attendance tracking work in tandem with time management techniques and show exactly how time is being spent across your team. 

Ready to transform the way your team works?
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1. Use Timeboxing for Dedicated Focus

Timeboxing is where you schedule specific blocks of time for particular tasks or activities on your calendar, promoting dedicated focus. It helps you allocate your time efficiently, reduce multitasking and distractions, and ensure that important tasks receive the attention they need.

Example: From 9:00 AM to 10:30 AM, I will focus solely on writing the project report, with no interruptions or other tasks allowed.

Who it’s best for: If your team needs structured schedules to manage their time effectively, such as professionals with multiple responsibilities, Timeboxing can improve productivity by minimizing distractions and multitasking.

Pro Tip: To more effectively eliminate distractions when Timeboxing, you can use Insightful’s employee activity monitoring software to monitor app and website usage in real time. Insightful allows you to label them as productive or unproductive, so you can quickly spot and address any distractions that pull employees away from their work. 

Want to know more? Check out our detailed guide on Timeboxing.

2. 168 Hours for Optimal Work-Life Balance

168 Hours is a time management technique where you plan your entire week (not just work) in 168-hour blocks to balance work and personal commitments, helping you stay focused. It helps you use your time wisely, find free hours, and make sure important tasks get done. 

Example: From Monday to Sunday, I split my time into 45 hours for work, 10 hours for meetings, 5 hours for emails and admin, 5 hours for commuting, 4 hours for professional development, 4 hours for exercise, 20 hours for family time, 56 hours for sleep (8 hours per night), 8 hours for hobbies/relaxation, and 11 hours for miscellaneous activities. 

Who it’s best for: The 168 Hours technique is great for teams who need to juggle multiple projects and want a better balance between work and life. It's especially helpful for managers and executives who want to plan their week efficiently and make sure both work and personal tasks get done.

Want to know more? Read our full article on how to implement 168 Hours. 

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3. Task Batching to Minimize Distraction

Task Batching is a time management trick where you group similar tasks together to cut down on distractions and work more efficiently. It helps you stay focused by reducing the mental effort of switching between different kinds of tasks, making your workflow smoother. 

Example: From 10:00 AM to 11:30 AM, I’ll focus just on answering emails and returning phone calls, without doing anything else during this time. 

Who it’s best for: Task Batching works great for teams who handle multiple similar tasks throughout the day, like professionals dealing with administrative work, marketers creating content, or anyone who wants to get more done by cutting down on time spent switching between different activities.

Want to know more? Read our article to master Task Batching like a pro.

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4. Day Theming to Optimize Focus

Day Theming is where you give each day of the week a theme to focus on specific types of work. This helps you organize your tasks by dedicating whole days to related activities, making it easier to concentrate without switching gears all the time. 

Example: On Mondays, I handle meetings and administrative tasks, while Tuesdays are all about focused project work and development activities. 

Who it’s best for: Day Theming is perfect for teams juggling various responsibilities, who find it helpful to dedicate specific days to different kinds of work, making them more productive and focused throughout the week.

Want to know more? Check out our article on how to execute Day Theming perfectly.

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5. The 90 Minute Focus Session to Maximize Attention

The 90 Minute Focus Session involves working intensely for 90 minutes, followed by a break. This method aligns with your natural attention span to maximize productivity.

Example: From 9:00 AM to 10:30 AM, I'll work on writing the project report without distractions, then take a 20-minute break to recharge before starting the next task.

Who it’s best for: This session is perfect for teams tackling complex projects, creatives needing long periods of focus, or anyone aiming to boost productivity by working in concentrated bursts with regular breaks.

Pro Tip: Insightful’s activity tracking can help you track interruptions like emails and chat messages during work periods, so you can refine communication practices and minimize disruptions during dedicated focus sessions.

Want to know more? Read our article and learn how to start sectioning your time into 90 Minute Focus Sessions.

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6. Time Tracking to Eliminate Wasted Time

Time Tracking is a technique where you keep track of how you spend your time to spot inefficiencies and get more done. It means writing down what you do all day to see where your time goes and find ways to improve. Apps like Insightful make it easy. 

Example: From 8:00 AM to 9:00 AM, I log my tasks using Insightful’s app to track time worked, then check the data at the end of the week to see where I can tweak my schedule. 

Who it’s best for: Time Tracking is great for teams who want to get a better handle on their time, like professionals looking to be more efficient, freelancers juggling multiple clients, or anyone wanting to cut out time-wasting activities.

Want to know more? Find out everything you need to know about the best employee time tracking software. 

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7. Parkinson's Law to Prevent Procrastination

Parkinson's Law is all about setting shorter deadlines to get things done faster. The idea is that work will expand to fill the time you give it, so by giving yourself less time, you can be more productive and focused. 

Example: Instead of giving myself all day to finish a report, I set a three-hour deadline to stay focused and avoid wasting time. 

Who it’s best for: This method is great for teams who procrastinate or overestimate how long tasks will take, or anyone who wants to get more done in less time by setting stricter deadlines.

Want to know more? Check out our article to get the lowdown on Parkinson’s Law.

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8. The Eisenhower Matrix for Effective Prioritization

The Eisenhower Matrix, or Eisenhower Box, helps you prioritize tasks by urgency and importance. It divides tasks into four categories: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important, helping you focus on what truly matters. 

Example: From 9:00 AM to 10:00 AM, I focus on urgent and important tasks like project deadlines, then I schedule less urgent but important tasks like long-term planning for later in the day. 

Who it’s best for: This method is ideal for teams who need a clear way to prioritize tasks, like business professionals with multiple projects, students balancing classes and activities, or anyone wanting to focus on what really matters.

Want to know more? Discover everything you need to know about the Eisenhower Matrix.

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9. Eat That Frog to Maximize Productivity

Eat That Frog is a technique where you start your day with the hardest task. This helps you beat procrastination and sets a productive tone for the rest of the day. 

Example: At 8:00 AM, I tackle the toughest report I need to complete, taking advantage of my high energy levels in the morning. 

Who it’s best for: This method works well for teams who tend to put off difficult tasks, such as professionals with complex projects, or anyone looking to boost productivity by getting the hardest tasks done first.

Want to know more? Learn how you can Eat That Frog in our detailed article.

10. Scheduled Downtime to Avoid Burnout

Scheduled Downtime is about intentionally planning breaks to avoid burnout. By regularly taking time to relax, you can stay productive and look after your well-being. 

Example: From 3:00 PM to 3:30 PM, I'll take a break to relax and recharge, stepping away from work to stay fresh and focused for the rest of the day. 

Who it’s best for: Scheduled Downtime is perfect for teams who need to balance intense work periods with rest, like professionals in high-stress jobs, or anyone who wants to maintain long-term productivity by taking regular breaks.

Pro Tip: Prevent burnout further by tracking employee workloads with Insightful’s time attendance tracking software to identify those at risk of overworking. It provides real-time insights into productivity patterns, so you can effectively balance workloads and encourage breaks, promoting a healthier work-life balance.

Want to know more? Learn how to Schedule Downtime in our detailed blog. 
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11. The Pomodoro Technique for Sustained Focus

The Pomodoro Technique is where you break work into intervals, traditionally 25 minutes in length, separated by short breaks. It promotes sustained focus and helps maintain high productivity levels. This technique helps you manage your time efficiently, reduce burnout, and give tasks consistent attention. 

Example: From 9:00 AM to 9:25 AM, I will focus solely on writing the project report, followed by a 5-minute break. After four intervals, I take a longer break of 15-30 minutes. 

Who it’s best for: The Pomodoro Technique is best for teams who need to maintain high levels of concentration, such as professionals working on complex tasks or anyone looking to improve productivity by breaking work into manageable intervals and taking regular breaks.

Want to know more? Learn everything you need to know in our article on the Pomodoro Technique.

12. Zen to Done for Productive Habit Building

Zen to Done (ZTD) is a productivity method that simplifies task management by focusing on building habits and getting things done. It emphasizes developing productive habits and systematically tackling tasks to increase efficiency. 

Example: In my ZTD routine, I start each day by identifying the three most important tasks (MITs) and focus on completing them. Today, my MITs are "Finish the quarterly report," "Call the top client," and "Plan next week's strategy meeting."

Who it’s best for: Zen to Done is great for teams who want a simple, habit-focused way to boost productivity, like busy professionals looking to get more efficient or anyone wanting to complete their tasks using straightforward methods.

Want to know more? Ready to start getting things done? Check out our article on how to go from Zen to Done.

13. The 52 / 17 Method to Keep Energy High

The 52 / 17 Method involves working hard for 52 minutes and then taking a 17-minute break. This balances work and rest to keep your energy and productivity high.

Example: From 10:00 AM to 10:52 AM, I’ll focus on drafting the project proposal, then take a 17-minute break to relax before starting the next task. 

Who it’s best for: This method is perfect for teams needing to concentrate for long periods, like professionals, creatives, or anyone wanting to stay productive with balanced work and rest times.

Want to know more? Find out exactly how to implement the 52/17 Method in our detailed article.

14. The 4D System for Streamlined Workloads

The 4D System helps you manage your tasks by deciding to Delete, Delegate, Defer, or Do them. This makes it easier to handle your workload and get things done.

Example: At the start of my day, I look at my task list and decide what to delete (unnecessary emails), delegate (give report tasks to a team member), defer (postpone non-urgent meetings), and do (finish the project proposal).

Who it’s best for: The 4D System is great for teams wanting to get organized, like busy professionals, managers looking to streamline their team's work, or anyone trying to handle their tasks more effectively.

Want to know more? Make the 4D System work for you by reading our guide.

15. Biological Prime Time for Peak Performance

Biological Prime Time means doing your most important work when you have the most energy. By working during your peak times, you can get more done and stay focused. 

Example: My energy peaks from 9:00 AM to 11:00 AM, so I schedule my toughest tasks, like strategic planning and problem-solving, during these hours. 

Who it’s best for: This method is great for teams wanting to make the most of their natural energy highs, like professionals working on key projects, creatives with big ideas, or anyone looking to be more productive by working when they feel most energized.

Pro Tip: Insightful’s workplace monitoring tools can help you identify peak productivity periods by analyzing time-tracking data, activity levels, and app usage patterns to pinpoint when employees are most focused and productive. Schedule high-priority tasks during these optimal times to maximize efficiency.

Want to know more? Check out our article to find out how to discover your Biological Prime Time.

16. 18 Minutes for Clear Focus

The 18 Minutes technique involves spending 18 minutes a day planning, refocusing, and reviewing your tasks to stay on track and make the most of your time.

Example: At the start of my day, I'll spend 5 minutes planning my tasks. Then, every hour, I'll take 1 minute to refocus and check if I'm on track, and at the end of the day, I'll spend 5 minutes reviewing what I've accomplished.

Who it’s best for: 18 Minutes is ideal for teams who want to keep a clear focus throughout the day, managers handling multiple projects, or anyone looking to boost productivity with regular planning and review.

Want to know more? Ready for clearer focus? Find out how to make 18 Minutes work for you.

Insightful: Better Time Management, Better Results

Whether you're using Timeboxing, Task Batching, or any other method, Insightful’s work timer tracker provides the data you need to prioritize tasks, set clear deadlines, and ensure your team stays focused and productive. 

Find out how Digital Estimating did it. They used Insightful for accurate time tracking and saw their productivity soar from 78% to 90% in just a few weeks. By ditching manual time tracking with Excel and reducing errors, they boosted performance, improved efficiency, and created a happier, more effective team.

Start your 7-day risk-free trial now and see how real-time insights can help you master time tracking and boost productivity like never before.

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