Einstein created the theory of the relativity of time and space, but, unfortunately, it does not work as we would like, that is: increasing time when we need it most .
In fact, most of the best time management strategies are not very scientific, they are intuitive, created on a daily basis.
Of course, science can help, showing us how to reduce anxiety, feel better with small gains until you complete a big task and other tips.
But in this post, we sought advice from someone who has to deal with the relativity of time and space every day, Amanda Alvernaz , Marketing Manager at Trello in Brazil.
Her challenge is twofold: in addition to the time that runs at the same high speed as for all of us, and in the opposite direction of the tasks, she still needs to win the space, as Trello’s remote work culture imposes certain peculiarities on time management strategies .
See also: Promote collaboration with process control software
Some of the best time management strategies
A good time management strategy should be based on a few simple rules:
- View the day’s activities early in the morning
- Define the degrees of importance for each of them
- Focus your energies on those that need you most
- Know how to deal with frustration to avoid stress
- React more naturally to unforeseen events, they always happen
- Take time for your personal development
A study by Duke Medical School adds one more interesting point: you need intervals of absolute silence, from time to time, not just to focus and relax a little, but to give your brain time to develop new cells in the region responsible for memory .
With so many appointments scheduled every day, how can you still make time for breaks in absolute silence?
Let’s see what Amanda Alvernaz recommends to us, perhaps her advice and time management strategies help us in this quest for peace and productivity .
Productivity and time management tips
According to Amanda, efficient time management is crucial for you to have a balance between professional and personal life, especially when the person works from home, as is your case.
At Trello, 60% of employees work remotely, from different locations, spread across North America, South America and Europe.
Therefore, the company has developed several strategies to better manage time in team and personal routines.
Let’s check out some of them.
Shared list of team tasks for the week
Everyone on the team makes a checklist of the tasks that will be done during the week on a team board at Trello.
This is a good time management strategy for three main reasons:
- Get everyone aligned on tasks that can benefit from the collaboration of other teams on the team
- Everyone knows what the priority of each team member is
- Decreases the need to keep interrupting people about the progress of their tasks
Knowing each other’s list also helps when we have to ask for a last-minute help, as we will be more respectful of each other when visualizing how busy our co-workers’ activities are, emphasizes Amanda.
At Trello it is the custom of many in the company to define Tuesdays and Thursdays as hands-on days .
Therefore, I block times in my calendar so that no one schedules a meeting these days. This makes me much more focused to perform tasks that require more energy and more complex reasoning.
Who knows, at these times, Amanda may not take advantage of those daily minutes of absolute silence, as recommended in the study we cited?
Another tip from Amanda is to track the time you are spending on a task to see if it pays off.
If there is an excess of time spent for a non-equivalent return, she suggests delegating the task or simply eliminating it from your daily life.
Managing time for meetings
At Trello, all team meetings are held objectively with pre-established minutes.
We use a board in Trello to add cards to a list of everything that will be handled. As a rule, we don’t let anyone add a new item during the meeting. This makes everyone come prepared and aware of what will be discussed at the meeting.
A meeting leader is also chosen who coordinates each item on the agenda, directs the discussions and is careful that the pre-established time is not exceeded.