Juggling Too Much? Try These 8 Time Management Tips to Stay on Track
Some simple techniques you can use to consistently organise your day.
I’m working on a lot of projects and initiatives for the agency right now. This morning, I opened my laptop and was greeted with a TON of different tasks that I needed to prioritise.
You know how it is.
Amongst all the unread emails from clients, I urgently needed to brief to a designer-so they weren't sitting around waiting for me. There was a writer to check in with and see if their deliverables were on track.
I had a project manager who needed me to review some legal content.
Not to mention a very large vendor assessment I spent two weeks on and needed to be submitted ASAP.
All this going on, before 9am. So where to start!?
Things DID pan out, but it made me think of some useful techniques I use to manage my time, keep things moving and get stuff done.
Techniques that help could help to prioritise both your own workload and others, and not lose your mind in the process 🙂
Manage time like a pro
Here are the 8 techniques that I'll cover:
Eat That Frog
Pomodoro Technique
Two-Minute Rule
1-3-5 Method
Eisenhower Matrix
Getting Things Done (GTD)
Pickle Jar Theory
Task Batching
First up...
1. Eat That Frog
[Great for tackling something you’ve been putting off for a while and shouldn’t have]
Brian Tracy's "Eat That Frog" says to do your hardest task first thing. Getting your "frog" done early builds momentum for the rest of the day.
To use it:
Pick your "frog" - the task you're likely to put off
Block morning time to focus only on this
Resist checking email, social media, or doing smaller tasks first
After eating your frog, celebrate and move on
2. Pomodoro Technique
[Great for when you need to get your head down on something like a time plan]
The Pomodoro Technique has you working in 25-minute focused bursts (Pomodoros) with short breaks. This helps you focus, prevents burnout, and makes steady progress.
To do it:
Pick a task
Set a 25-minute timer and work without stopping
Take a 5-minute break when the timer goes off
After 4 Pomodoros, take a longer 15-30 minute break
Repeat until done
3. Two-Minute Rule
[Great for feeling like you’ve smashed a load of your to-do list]
David Allen's Two-Minute Rule says if a task takes under two minutes, do it now. This knocks out small tasks fast, stops procrastination, and keeps your to-do list manageable.
2-minute task examples:
Quick email replies
Moving some JIRA tickets
Updating project status
Scheduling a meeting (or 3)
4. 1-3-5 Method
[Great for morning people. Like me]
The 1-3-5 Method helps prioritise daily tasks to make progress on urgent and key items. Do 1 big, 3 medium, and 5 small tasks per day.
To use it:
Start each day choosing your 1 big, 3 medium, and 5 small tasks
Tackle the big task first when you have the most energy and focus
Move to medium tasks, breaking them into smaller steps if needed
End your day with the small tasks that are quick and easy
5. Eisenhower Matrix
[Great for when a developer is feeling overwhelmed by a deadline and you’ve offered to help them prioritise]
The Eisenhower Matrix sorts tasks by urgency and importance. This shows you what needs immediate attention vs. what can wait.
The 4 quadrants:
Urgent & Important: Needs immediate action (crises, pressing deadlines)
Important, Not Urgent: Helps long-term goals (planning, development)
Urgent, Not Important: Demands attention but doesn't align with goals (some meetings, low-priority requests)
Not Urgent or Important: Little value, can be cut (web browsing, gossip)
To use it:
List all tasks
Sort into the 4 quadrants
Focus on Urgent & Important first
Schedule time for Important, Not Urgent
Delegate or delay Urgent, Not Important when possible
Eliminate Not Urgent or Important
6. Getting Things Done (GTD)
[The all-in-one, plan your whole project method]
David Allen's GTD is a full system to manage tasks, projects, and commitments. It's about capturing all to-dos externally to free your mind to focus.
The 5 steps:
Capture: Record all tasks, ideas, and commitments in one place
Clarify: Decide what each item means and what action is needed
Organise: Sort into categories like projects, next actions, or reference
Reflect: Review regularly to update and prioritise, staying aligned with goals
Engage: Act on priority tasks, focusing attention and energy on what matters most
7. Pickle Jar Theory
[Great for impressing your colleagues when you take over the team white-board]
Picture a big pickle jar as your total available time.
It's filled with:
Rocks: Most important tasks
Pebbles: Less critical responsibilities
Sand: Smallest to-dos or distractions
The lesson? Prioritise your "rocks" - tasks most key to your goals and wellbeing. Putting rocks in first ensures they always have space. If you start with sand or pebbles, you may run out of room for what matters.
To use it:
List your "rocks" - the most critical tasks for success and happiness
Schedule rocks first, blocking non-negotiable time for them
Fill in with "pebbles" and "sand" - less vital but needed tasks
Remember, not all will fit. Say no to low-value activities that don't align with priorities.
8. Task Batching
[Great if you have similar work and need to get in a zone]
Task batching groups similar tasks to do in one focused session. This reduces the mental cost of switching tasks, so you work more efficiently.
Examples of tasks to batch:
Replying to client emails
Updating status reports
QC of some artworked web pages
Checking in on progress
To implement:
Find tasks that are similar or need the same tools/mindset
Set time blocks for each batch, like an hour for email or a morning for project plans
In each session, focus only on those tasks, minimising distractions
Take breaks between batches to recharge and avoid burnout
Go forth and conquer
Remember, mastering your time takes practice. Try out these strategies, find what works for you, and REPEAT until it becomes a habit.
If this helped, share with your colleagues and friends - you never know who might benefit.
Thanks again,
Tim