time management in presentation skills

10 Powerful Tips For Time Management Presentation

• By Herwin Jose
• July 12, 2024

Key Takeaways

• Value Audience’s Time: Efficiently manage your presentation duration to demonstrate respect for your audience, ensuring they gain worthwhile knowledge within the allotted time.
• Ensure Structure and Continuity: Strategize the timing of each segment to guarantee seamless transitions, addressing all crucial points without haste or overlooking significant data.
• Involve the Audience: Foster engagement by inviting questions, feedback, and interactive components to retain audience interest and participation.
• Employ Visual Supports and Stay Brief: Utilize visual aids to emphasize key points and concentrate on core concepts, sidestepping superfluous details to improve clarity and efficacy.
• Rehearse and Stay Adaptable: Practice thoroughly to polish delivery and enhance self-assurance, and be ready to modify the presentation as required to sustain interest and tackle unforeseen obstacles.

What is Time Management Presentation

Time management in presentation refers to the ability to effectively allocate and utilize the limited time available to deliver a clear and concise message to the audience. It involves planning and organizing the content of the presentation in a way that ensures all key points are covered within the allotted time frame. This includes setting a clear agenda, prioritizing information, and practicing to ensure smooth transitions between topics.

Effective time management in presentation also involves being mindful of the audience’s attention span and adjusting the pace of delivery accordingly. It is important to strike a balance between providing enough detail to convey the message effectively and avoiding unnecessary information that may detract from the main points.

The Significance of Time Management in a Presentation

Effective time management is crucial in a presentation as it demonstrates consideration for the audience’s time. When attendees come to a presentation, they expect to receive useful information within a specific timeframe. Failing to manage time properly can result in a disorganized and chaotic presentation, leaving the audience feeling dissatisfied and frustrated. Furthermore, proper time management in a presentation helps maintain the structure and flow of the content. By carefully planning the timing of each segment, the presenter can ensure a seamless transition between topics and avoid hastily covering important points. This creates a more coherent and engaging presentation that is easier for the audience to follow.

10 Efficient Tactics for Time Management during a Presentation

Time management during a presentation is crucial for ensuring that you are able to effectively convey your message and engage your audience . Here are 10 efficient tactics to help you make the most of your time during a presentation:

1. Set clear objectives:

When preparing for your presentation, take the time to clearly define your goals and objectives. Consider what you want your audience to take away from your presentation and what actions you want them to take as a result. Having a clear understanding of your objectives will not only help you stay focused during your presentation, but it will also guide your content and delivery.

Additionally, consider the needs and expectations of your audience. Tailor your presentation to address their interests and concerns, and think about how you can engage them throughout the presentation. This will help you keep their attention and ensure that your message resonates with them.

It’s also important to have a clear structure for your presentation. Organize your content in a logical and coherent manner, with a clear introduction, body, and conclusion. This will help you communicate your message effectively and make it easier for your audience to follow along.

Practice your presentation beforehand to ensure that you are comfortable with the material and confident in your delivery. Rehearsing will help you identify any areas that need improvement and allow you to make any necessary adjustments before the actual presentation. By taking the time to prepare and plan ahead, you will be better equipped to achieve your objectives and deliver a successful presentation.

2. Create a detailed outline:

A well-organized outline is like a roadmap for your writing. It helps you to structure your thoughts and ideas in a logical order, making it easier to stay focused on your main topic. By breaking down your main points into subtopics and organizing them in a clear and coherent manner, you can ensure that you cover all the key points you want to address in your writing.

An outline also helps you to see the overall flow of your writing and identify any gaps or areas that need further development. It can serve as a guide to keep you on track and prevent you from going off on tangents or getting lost in irrelevant details.

In addition, a well-organized outline can save you time and effort in the long run. By planning out your writing in advance, you can avoid the frustration of having to backtrack or rewrite large sections of your work. It can also help you to write more efficiently, as you can easily refer back to your outline to see what points you still need to cover.

3. Practice, practice, practice:

Rehearsing your presentation multiple times is crucial for ensuring that you are well-prepared and confident when it comes time to deliver your speech. By going over the material repeatedly, you will become more familiar with the content, allowing you to speak more fluently and confidently. This familiarity will also help you anticipate any potential questions or challenges that may arise during your presentation.

In addition to improving your familiarity with the material, rehearsing multiple times will also help you refine your delivery. You will have the opportunity to work on your pacing, tone, and body language , ensuring that you are engaging and effective in your presentation. By practicing multiple times, you can identify areas where you may need to make adjustments or improvements, ultimately leading to a more polished and professional delivery.

The more you rehearse your presentation, the more comfortable and confident you will become. This will not only benefit you as the presenter, but also your audience, who will appreciate your preparedness and professionalism. So, make sure to dedicate ample time to rehearsing your presentation multiple times to ensure that you are well-prepared and ready to deliver a successful speech.

4. Use visual aids:

Visual aids such as slides or props can be incredibly beneficial when presenting information to an audience. By incorporating visual elements into your presentation, you can help to reinforce key points, make complex information easier to understand, and keep your audience engaged and interested.

Slides can be used to display important data, statistics, or visuals that support your message. They can also help to break up the monotony of a presentation and provide a visual reference for your audience to follow along with. Props, on the other hand, can add a tactile element to your presentation and help to make abstract concepts more concrete. For example, using a physical object to demonstrate a process or concept can make it easier for your audience to grasp and remember.

5. Keep track of time:

Setting a timer or using a clock during your presentation is essential for keeping track of how much time you have left. By monitoring the time, you can pace yourself accordingly and make sure that you cover all the key points within the allotted time frame. This will help you avoid rushing through your presentation or running out of time before you have finished. Additionally, having a visual reminder of the time remaining can help you stay focused and on track, ensuring that you deliver a clear and concise presentation.

6. Be concise:

When giving a presentation, it is important to stay focused on the main points and avoid going off on tangents. Tangents can distract your audience and make it difficult for them to follow your message. Additionally, including unnecessary information can clutter your presentation and make it less effective.

To keep your presentation concise and to the point, it is important to stick to the key points. This means identifying the most important information that you want to convey and structuring your presentation around those key points. By focusing on the main ideas, you can ensure that your message is clear and easy to understand.

One way to stay on track during your presentation is to create an outline or script that outlines the key points you want to cover. This can help you stay organized and ensure that you are not including unnecessary information.

7. Engage your audience:

Encouraging audience participation is a great way to keep your audience engaged and interested in your presentation. By asking questions, you can gauge the level of understanding and interest in your topic, as well as encourage critical thinking and discussion among your audience members. Soliciting feedback allows you to receive valuable input and insights from your audience, which can help you improve your presentation or address any concerns or questions they may have.

Incorporating interactive elements, such as polls, quizzes, or group activities, can also make your presentation more dynamic and engaging. These interactive elements can help break up the monotony of a traditional presentation format and keep your audience actively involved in the learning process. Additionally, interactive elements can help reinforce key points or concepts, as well as provide a fun and memorable experience for your audience members.

8. Practice active listening:

When giving a presentation, it is important to pay close attention to your audience’s reactions in order to ensure that your message is being effectively communicated. By observing their body language, facial expressions, and verbal responses , you can gauge their level of interest and engagement with the material.

If you notice that your audience is becoming disinterested or distracted, it may be necessary to adjust your presentation style or content to re-engage them. This could involve asking questions , incorporating interactive elements, or providing real-life examples to make the material more relatable.

On the other hand, if you see that your audience is highly engaged and interested in what you are saying, you may choose to delve deeper into certain topics or provide additional information to further enhance their understanding. By being attuned to your audience’s reactions, you can tailor your presentation to meet their needs and ensure that your message is effectively received.

9. Be flexible:

Being prepared to adapt your presentation on the fly is an essential skill for any presenter. It is important to be able to read the room and adjust your presentation accordingly. If you notice that your audience is losing interest, you may need to change up your delivery style, add in some interactive elements, or provide more engaging visuals.

Similarly, if you are running out of time, you may need to cut out certain sections or condense your content to ensure that you are able to cover the most important points. Being flexible and able to make quick decisions on the spot will help you keep your audience engaged and ensure that you are able to effectively communicate your message.

It is also important to have a backup plan in case of technical difficulties or other unexpected issues that may arise during your presentation. By being prepared to adapt and make adjustments as needed, you can ensure that your presentation is successful and leaves a lasting impact on your audience.

10. End on a strong note:

When wrapping up your presentation, it is important to leave your audience with a clear takeaway or call to action . This serves as a final opportunity to reinforce your message and ensure that your audience remembers the key points you have made. By providing a clear takeaway, you are giving your audience something to reflect on and take away with them after the presentation is over.

A call to action, on the other hand, prompts your audience to take a specific action based on the information you have presented. This could be anything from signing up for a newsletter, making a donation, or implementing a new strategy in their own work. By providing a call to action, you are encouraging your audience to actively engage with your message and take steps towards making a change.

Ultimately, leaving your audience with a clear takeaway or call to action at the end of your presentation ensures that your message has a lasting impact. It helps to solidify the key points you have made and motivates your audience to take action based on the information you have shared. So, next time you give a presentation, be sure to end with a strong takeaway or call to action to leave a lasting impression on your audience.

1. What does the term ‘time management slideshare’ mean?

Time management slideshare refers to a presentation or slideshow that focuses on strategies, tips, and techniques for effectively managing one’s time. These slideshows typically cover topics such as setting goals, prioritizing tasks, creating schedules, eliminating distractions, and improving productivity.

2. What is the significance of time management in a Leadership Address?

Time management is a key component of successful leadership. It allows leaders to make the most of their resources, set a positive example for their team, and maintain a healthy work-life balance. By prioritizing time management in a Leadership Address, leaders can effectively guide their team towards success.

3. Is time management considered a leadership competency?

Time management is indeed considered a crucial leadership competency. Effective leaders must be able to prioritize tasks, set goals, and allocate their time efficiently in order to achieve success. Without proper time management skills, leaders may struggle to meet deadlines, make important decisions, and effectively delegate tasks to their team members.

4. What are the four kinds of time management in a Presentation?

• setting a clear agenda and timeline for the presentation.
• pacing the presentation effectively.
• prioritizing key points and information.
• Allowing for flexibility and adaptability.

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• Interactive Presentation

Guide to Inspiring Time Management Presentation (+ Free Template) in 2024

Astrid Tran • 05 April, 2024 • 6 min read

One of the biggest challenges with time management is that there are only 24 hours in a day. 

Time flies. 

We can't create more time, but we can learn to use the time we have more effectively.

It is never too late to learn about time management, whether you are a student, researcher, employee, leader, or professional. 

So, an effective time management presentation should include what information? Should we put effort into designing a compelling time management presentation? 

You will find out the answer in this article. So let's get over it!

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Table of Contents

• Time management presentation for employees
• Time management presentation for leaders and professionals
• Time management presentation for students
• Time management presentation ideas (+ Downloadable templates)
• Time management presentation FAQs

Time Management Presentation for Employees

What makes a good time management presentation for employees? Here is some key information to put on the presentation that certainly inspires employees.

Start with the Why

Begin the presentation by explaining the importance of time management for personal and professional growth. Highlight how effective time management can lead to reduced stress, increased productivity, better work-life balance, and career advancement.

Planning and Scheduling

Provide tips on how to create daily, weekly, and monthly schedules. Encourage the use of tools like to-do lists, calendars, or time-blocking techniques to stay organized and on track.

📌 Brainstorm your planning with idea board , by asking the right open-ended questions

Share Success Stories

Share real-life success stories from employees or colleagues who have implemented effective time management strategies and witnessed positive outcomes. Hearing relatable experiences can inspire others to take action.

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Time Management Presentation for Leaders and Professionals

Presenting about time management training PPT among leaders and professionals is a different story. They are too familiar with the concept and many of them are masters in this field. 

So what can make the time management PPT stand out and attract their attention? You can learn from TedTalk to get more unique ideas to level up your presentation.

Customization and Personalization

Offer personalized time management recommendations during the presentation. You could conduct a brief survey before the event and tailor some of the content based on the participants' specific challenges and interests.

Advanced Time Management Techniques

Instead of covering the basics, focus on introducing advanced time management techniques that these leaders might not be familiar with. Explore cutting-edge strategies, tools, and approaches that can take their time management skills to the next level.

Get Interactive, Fast 🏃‍♀️

Make the most of your 5 minutes with a free interactive presentation tool!

Time Management Presentation for Students

How do you talk to your students about time management?

Students should equip themselves with time management skills in early childhood. It is not only helpful to help them stay organised, but also leads to a balance between academics and interests. These are some tips that you can make your time management presentation become more interesting:

Explain the Importance

Help students understand why time management is crucial for their academic success and overall well-being. Emphasize how effective time management can reduce stress, improve academic performance, and create a healthy work-life balance. 

The Pomodoro Technique

Explain the Pomodoro Technique, a popular time management method involving the brain working in focused intervals (e.g., 25 minutes) followed by short breaks. It can help students maintain focus and increase productivity.

Goal Setting

Teach students how to set specific, measurable, achievable, relevant, and time-bound (SMART) goals. In your time management presentation, remember to guide them in breaking down large tasks into smaller, manageable steps.

Time Management Presentation Ideas (+ Downloadable Templates)

To add more effectiveness to the time management presentation, don't forget to create activities that make it easy for the audience to retain information and engage in discussion. Here are some ideas to add to the time management PowerPoint.

Q&A and Interactive Activities

Good ideas of time management PPTs with activities can be interactive elements like polls , quizzes , or group discussions to keep employees engaged and reinforce key concepts. Also, allocate time for a Q&A session to address any specific concerns or questions they might have. Check out the top Q&A apps you could use in 2024!

Time management presentation PowerPoint

Remember, the presentation should be visually appealing, and concise, and avoid overwhelming employees with too much information. Use relevant graphics, charts, and examples to illustrate the concepts effectively. A well-designed presentation can ignite employees' interest and drive positive changes in their time management habits.

How to start a time management ppt with AhaSlides?

Leverage AhaSlides to deliver creative time management slides. AhaSlides provides all kinds of quiz templates and games that definitely enhance your slides. 

How it works:

• Log in to your AhaSlides account or create a new one if you don't have it yet.
• Once logged in, click on the "Create New" button and select "Presentation" from the options.
• AhaSlides offers various pre-designed templates. Look for a time management template that suits your presentation's theme.
• AhaSlides integrates into PowerPoint and Google Slides so you can add directly AhaSlides into your ppt.
• You can set a time limit to your questions if you tend to create interactive activities during your presentation.

Looking for time management templates? We have a time management template free for you!

⭐️ Want more inspiration? Check out AhaSlides templates right away to unlock your creativity!

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Time Management Presentation FAQs

Is time management a good topic for presentation.

Talking about time management is an interesting topic for people of all ages. It is easy to add some activities to make a presentation engaging and captivating.

How do you manage time during a presentation?

There are several ways to manage time during a presentation, for example, set a time limit for each activity that engages with participants, rehearse with a timer, and use visuals effectively

How do you start a 5 minute presentation?

If you want to present your ideas within 5 minutes , it is worth noting to keep slides up to 10-15 slides and use presentation tools like AhaSlides.

Ref: Slideshare

Astrid Tran

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Tips to Engage with Polls & Trivia

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• Delivery , Preparation

Speakers: It's About Time (and How to Manage It)

Mannerofspeaking.

• January 22, 2012

Time management is an essential skill for any public speaker. It should be part of any communications skills training course.

I previously wrote a post about why speakers should stay on time when giving a speech or presentation, and how failing to do so is a sign of disrespect. I encouraged speakers to finish on time or, if possible, before their allotted time is up.

In recent months, a few presentations that I attended ran over time (in one case, significantly over time). So I thought that I would revisit the issue of time management. After reflecting on the matter, I have put together the following list of time management tips to help you manage your time when speaking in public.

1. Practice with a timer

This is the best way to know if your material is suitable (time-wise) for the occasion. If you have 30 minutes but find that you can only cover half of your material within that time, you have a problem and need to rethink the presentation. Better to rethink it before the day of the event rather than find yourself in a difficult situation on stage.

2. Have a plan to cut material

Logistics will not always be within your control and your speaking time might be unexpectedly reduced. If you are told, 20 minutes before you begin speaking, that your scheduled one-hour presentation must now be delivered in 45 or even 30 minutes, can you adjust quickly and calmly? You should know which material to cut. If you have a slide presentation, you should also be able to open Slide Sorter (in PowerPoint) or Light Table (in Keynote) and know exactly which slides to skip.

3. Double down

Prepare two versions of your presentation, one long and one short. This way, a quick switch can be made if the situation calls for it. I especially recommend this approach if you have a speech or presentation that you deliver on a regular basis.

4. Prepare a detailed handout

Having a document (not a copy of your slides) that contains all the necessary information about your subject will allow you to focus on what is most important during the presentation. You will not feel compelled to cover every possible point.

Not only will this make for a better presentation, it will make for a shorter one as well. And if, for whatever reason, your speaking time is cut, you can simply state that although you will not be addressing Topics X and Y, they are covered in detail in the handout that you will distribute.

5. Arrive early

Make sure that the room is set up properly and that all necessary equipment is working. Having technical difficulties just before you start is not only stressful, it can also eat into your allotted time.

6. Reconfirm your speaking time

Before starting, it is always a good idea (as well as polite) to reconfirm  your speaking time  with your host or the event planner.

7. Let the audience know of any time changes

If the previous speakers have run over time and you have to cut your presentation from one hour to 40 minutes, let your audience know that in the interests of time you will keep your remarks to 40 minutes. Doing so will put many members of the audience (who will likely be annoyed at the previous speakers for going over time) at ease, especially if yours is the last presentation before lunch or a break.

Proper time management will also put you in many people’s good books. But be professional about it. Don’t mention that speakers went over time or delays the organizers had in starting the event; the audience will know anyway.

8. Monitor your time during the presentation

You should have a clear idea as to where you should be in the presentation at a couple of key points, especially half time. If you reach the half way point and are behind on time, you will need to think about cutting, which should not be too problematic if you know what to cut (Point 2) and have details on the cut material in your handout (Point 4). For ideas on how to monitor your time, see Point 9.

9. Wear a watch

The room in which you speak might not have a clock on the wall, or the clock might not be easily visible. I recognize that it is not very elegant to be checking your watch on a regular basis while speaking. However, there are a few things that you can do to be more subtle about it.

(a) If you are speaking at a lectern, or have a table to which you will return during the talk (for e xample, to pick up a prop) place your watch on the lectern or table with the face up so that you can quickly check it.

(b) If there is nowhere to place the watch, wear it with the face on the inside of your wrist. Some of the most natural hand gestures are ones in which the palms face upwards. During those gestures, the face of watch will be towards you. You will not have to turn your wrist the other way around to check the time.

(c) Be sure that the sleeve of your shirt/blouse/suit is loose enough that you don’t have to struggle to slide it over the watch. This tends to be more of an issue for men who typically have bulkier watches than women. If that’s the case, consider buying a simple watch with a thin face for your presentations. Alternatively, you can leave the sleeve of your shirt unbuttoned (provided it does not look out of place).

(d) You can also use a smartphone for which there are all kinds of timing applications. A smartphone has the advantage of having a bigger face that is easier to see from a distance. The disadvantage is that a smartphone is bigger than a watch and cannot be worn. Only use a smartphone as a timer if you can place it on a lectern or table. Taking it out of your pocket in front of the audience is cumbersome, noticeable and might give the impression that you are checking your messages.

(e) Another alternative is to have someone at the back of the room signal you at set times during the presentation (half time, 15 minutes left, 5 minutes left, etc.).

10. Allow time for questions

Some speakers encourage the audience members to interrupt with questions at any point during the presentation. This approach is good for demonstrating confidence, being responsive to the concerns of others and building rapport with the members of the audience. However, it can throw off your timing. If you are going to take this approach, be sure to build in some buffer time. If you prefer taking questions at the end, I recommend that you stop your prepared presentation just before the conclusion and entertain the questions. Then, while there is still time left, stop taking questions and finish on a strong note.

11. Invite people to approach you afterwards

If you are running out of time but there are still questions, invite people to continue the conversation with you during the next break. It’s simple, efficient and shows respect for the next speaker.

12. Seek permission to go beyond your allotted time

Sometimes, the audience will want to hear more from you about the subject. If you are one speaker among many at special event, you should not go over time. Instead, continue the conversation at the break (Point 11).

However, if you are the only speaker, the polite thing is to confirm with the organizer and audience whether continuing would be permissible and, if so, for how long. You can do this while on stage. If you do continue, allow those people who only planned for the originally scheduled talk to leave if they must. Once they have left, continue with those who have remained.

Ultimately, good time management is a sign of respect for your audience.

Like this article?

Many amens here, John. I’ll just mention two. Detailed handout (but not a copy of your slides). This is great advice! It’s not about protecting intellectual property–it’s about avoiding the slideument! Slides should support a speech, not be able to replace it. If you try to make the slide show act as a handout, it will wind up with too much detail for effective slides, but not enough detail for an effective handout. Along those same lines: I contend the “out loud” portion of a presentation works best at giving the big picture or setting context, while the handout portion (and, to some degree, the slides) work best for helping the audience master detail. Your advice aimed at controlling time fits that scheme wonderfully. In addition, a tip: there are several apps for an iPad that will display a clock or timer full screen. Change the settings so the screen won’t go dark after a time, prop it up near the edge of the stage (or just lay it flat–don’t step on it, though), and let it run. Easy to see for the speaker, and unobtrusive for the audience. You can do the same with an older laptop that you don’t know what else to use it for. 🙂 http://online-stopwatch.com has a downloadable timer just for such usage.

Many thanks for the comment, Donn. With you all the way on avoiding the dreaded “slideument”. Many thanks also for the tip about the iPad, which is the logical next step up from the iPhone or other smartphone. Funnily enough, I have often used the online stopwatch site you recommend to practice my own speeches and presentations. I should have thought of it for the post, so thanks for calling it out. John

They say great minds think alike. 🙂 I’m finding a lot of my students don’t use that Web site any more because the phone-based timers are so ubiquitous, but that simple little site has a much easier-to-use timer than most of the smart devices. 🙂

Question: If you start late because of an-over run on the agenda, should you still finish on time? Or is the total time the important objective?

It’s tricky but important question, Conor. Thanks for raising the issue. Recognizing that there are no absolutes and that each situation will present is own set of circumstances, here are my thoughts: 1. A key factor will be whether you are the only speaker or one in a series of speakers at an event. 2. If you are the only speaker (and were delayed because, for example, there was a problem with the room or the participants were delayed because of another meeting they were in) I think that you have more flexibility. Nonetheless, I would recommend confirming the time and seeking permission to go beyond the scheduled time (by the clock, not in terms of the duration of your presentation) at the outset. See Points 6 and 12. If you get the go-ahead, terrific; if not, you will have to cut material. See Points 2, 3 and 4. 3. It is a thornier issue if you are one of a series of speakers. My gut reaction is that you should finish on time; otherwise, you are just pushing the problem down the road. Cutting into the next speaker’s time or the break time is never ideal. 4. Here again, though, the situation is not black and white. If you are the main attraction of the event, I think that you will have greater leeway than if you are “one among equals”. Indeed, people might feel cheated if you don’t deliver the goods. 5. If you are going to cut your speech to finish at the scheduled time, see Points 2, 3 and 4 and let the audience know your intention at the outset (Point 7). If you get the go-ahead to speak for your total originally scheduled time, you should also let the audience know, or have the moderator let the audience know. Notwithstanding the above, I think that the sign of a true professional is someone who can adjust to the reduced speaking time without diminishing the impact of the message. You then have the double bonus of delivering a solid presentation and coming in under time. You will definitely make a positive impression on audience and organizers alike. Cheers! John

John, as far as practicing with a timer goes, one important point your readers should understand is the fact that a speaker’s practice time and actual time might differ. Of course, you must factor in the occasional question from the audience (which you address in #10), but also other interruptions like applause (hopefully!). And then there’s the very real possibility that, because of nerves, you’ll actually speak faster during your presentation than you did when practicing. Or, for whatever reason, maybe you speak faster when practicing than when on stage. It all has to be taken into consideration.

All great points, Dave. Thanks for the comment. In an ideal world, we’d get to practice under the exact same conditions as the real presentation. Of course, this is practically impossible just as it’s impossible for a sports team to replicate the championship game before they actually play it. Recognizing that how you practice might not be the same as how it “comes out in the wash” is a very valid point. John

Hi John, Thanks for these tips. I have always found the digital stopwatch software useful, it can be set as per the alloted time before presenting. This gives a visible reminder when the time ends. Another tip that I have picked up from a Productivity Guru is to note down the key slide numbers. When using PowerPoint, you can jump directly to a particular slide by pressing that number on your keyboard, rather than doing a slide forward. That way the audience will not know that you skipped slides, this definitely adds flair to your presentations.

Excellent suggestions, Chitra. Thanks for the insights. Being able to skip slides in a seamless way would certainly be a big plus. I am not a fan of numbering one’s slides on the slides themselves. (I find them distracting and they can result in some audience members keeping count instead of focusing on the message.) Still, there is no reason why a speaker cannot know the key slide numbers for each section of the presentation. And even if one has used a remote to change the slides, I think that any minor departure in having to punch in the number on the keyboard is far outweighed by the benefit of not having to flip through a bunch of slides to get where you want to go. Cheers! John

Thanks again, John. I will also try the #3 suggestion: Prepare two versions of your presentation – long and short. I think it is a good idea to be prepared with a quick and dirty version of the regular presentations.

Hi John, Thanks for these tips. I have found the digital stopwatch software useful, that can be set as per the alloted time as they start presenting. This gives a visible reminder when the time ends. Another tip that I have picked up from a Productivity Guru is to note down the key slide numbers. When using PowerPoint, you can jump directly to a particular slide by pressing that number on your keyboard, rather than doing a slide forward. That way the audience will not know that you skipped slides, this definitely adds flair to presentations. Chitra

This is a very comprehensive evaluation and I am sure it will be well received by anyone who has had to deal with this situation. I am completely with you on this. I will provide a link to this on my blog and share this with my club members. Thanks for putting this together. One question: on the event organiser side of things, what is the best protocol for notifying a speaker that they have significantly gone beyond the allotted time? Do you ever cut them off? If so, how does one do so in a gracious manner? Your input is appreciated.

Hi Paul and thanks very much for the comment. I am glad that you find the post useful and appreciate your sharing the the link on your blog. Be sure to read some of the other comments as others have contributed some great ideas. As to your question: An event organizer or moderator has an obligation to the audience (and other speakers) to ensure that the event stays on schedule. Many people think that letting a speaker go 5 or 10 minutes over time is no big deal; however, if you do this for the first three speakers, then you are already potentially a half hour behind. And then you have to start trimming breaks, adjusting schedules, etc. So the first part of my answer is never let a speaker go over time, especially not significantly over time. Let the speakers know beforehand that you will signal them at certain points to let them know how much time is remaining. If, notwithstanding all your efforts, the speaker reaches the time limit and continues to push forward, then unless it is obvious that he or she is wrapping up and will finish momentarily, you have to cut it off. It might feel uncomfortable and you might think it rude, but the reality is that you are not doing your job as moderator if you don’t stop them. It is easier to stop a speaker if he is in the middle of entertaining questions. After he finishes answering one, jump in and say that unfortunately you have to move and that the speaker can answer more questions at the break. If the speaker is still in his presentation, I would cut in and say something along the lines of “Bob, this is terrific stuff and I’m sure there is more to cover, but we have to keep to schedule so I’m going to stop you here. You can have a minute for concluding remarks if you like.” Something like that, anyway. And then make sure he sticks to that one minute! Hope this is helpful. Cheers! John

Reblogged this on JSZTest .

I couldn’t agree more with disrespect issue you bring up with regards to going over allotted time. I was recently at a conference where the first two speakers overages caused them to bump the last speaker! Can you imagine, after all that work writing and practicing and then not even getting to give the speech? I recently finished a college course on public speaking and ran into similar problems with trying to get my speeches timing right. So I wrote a speech timing app to help me practice. Its totally free. It also sends alerts to your Android Smart Watch (Wear) so you get a little vibration on the wrist letting you know where you are in your speech.

Thanks for the great post!

Thank you for the comment Patrick. What happened at that conference was unacceptable. It was disrespectful to the speaker who did not get to speak and it was disrespectful to the audience that did not get to hear the speaker. The fault lies not only with the two speakers who went overtime, but with the moderators / organizers who did not keep them in line.

Congratulations with your app. I like the feature that links to the watch. Unfortunately, I cannot use it as I have an iPhone, but I have something similar that I often use.

Please help, this is what i get when seeking you speech timing app. – We’re sorry, the requested URL was not found on this server. I do have mac and i phone. How can i get your app? I struggle with sticking to time when public speaking. i do have apple watch.

Hope to hear from you

Thanks Miroslav Australia

Hi Miroslav. I don’t have a speech timer app myself, but if you go on the App Store and search “Speech timer”, you will find several options. Good luck with your presentations!

Thank you for the very helpful tips John. I’d like to add another for those who practice with a stopwatch as you recommended. Break your entire presentation into small chapters or talking points. As you practice each chapter, record how long it takes you present that part. At the end, you will have a time stamp for each chapter. That information can help you determine what to cut or what to cut down if you have create more material than the time allotted for you to speak.

Great tip, Marc! Thanks for sharing it. I explored this issue further in another post called The Short Version , but your advice on knowing the approximate time for each section is something that will be very useful for people. Cheers!

Great tips John. Number 4 about having a detailed handout really resonated with me. For the audience, I think that would go a very long way towards making up for the fact that your time was cut.

Mind you, either having a plan cut out slides at the last minute (tip #2) or making 2 versions of the deck (#3) sound a bit risky. Readers here might not have heard of this alternative: You can prepare in advance by using custom shows to make 2 versions of your presentation but in the 1 file. (That way, there’s no need to have 2 copies of some of your slides, which could easily introduce version discrepancies.)

Thanks, Craig. I don’t see Tips 2 or 3 as being risky.

Tip 2 (knowing what you can cut) requires a mastery of your material, which every speaker should have going into a presentation.

For Tip 3 (two versions of the presentation), if you make a copy of the full slide deck, cut the desired slides and label both decks clearly, there should be no confusion or discrepancies. You then choose the appropriate version before you start once you know your time.

The “speedy” custom slide show function that you cover in your post is interesting, but based on my experience, I would bet that most people would find it technically challenging. We always have to remember that we work with presentations on a daily basis and that what is obvious to us can be confusing to others who only present rarely. In fact, I see having two versions of the presentation (my Tip 3) as a simpler way to achieve the same thing as the speedy custom slide show.

I just imagine many speakers would feel panicked if they tried to cut content from their deck at the last minute, especially as most speakers already feel nervous before a talk. So the risk of deleting the wrong content’s pretty high.

And similarly, in theory having 2 versions of the deck and clearly labelling them shouldn’t be a problem. But of course, people make mistakes – especially when they’re stressed because they have to speak in public! (Plus, if there are any late changes to the content, you have to remember to make them in both versions.)

Still, I take your point about having 2 versions of the deck as being a simpler approach for many people. In the end, I suppose each presenter can choose the approach that suits them best.

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Testimonials

John delivered a keynote address about the importance of public speaking to 80 senior members of Gore’s Medical Device Europe team at an important sales event. He was informative, engaging and inspirational. Everyone was motivated to improve their public speaking skills. Following his keynote, John has led public speaking workshops for Gore in Barcelona and Munich. He is an outstanding speaker who thinks carefully about the needs of his audience well before he steps on stage.

Karsta Goetze

TA Leader, Gore and Associates

I first got in touch with John while preparing to speak at TED Global about my work on ProtonMail. John helped me to sharpen the presentation and get on point faster, making the talk more focused and impactful. My speech was very well received, has since reached almost 1.8 million people and was successful in explaining a complex subject (email encryption) to a general audience.

CEO, Proton Technologies

John gave the opening keynote on the second day of our unit’s recent offsite in Geneva, addressing an audience of 100+ attendees with a wealth of tips and techniques to deliver powerful, memorable presentations. I applied some of these techniques the very next week in an internal presentation, and I’ve been asked to give that presentation again to senior management, which has NEVER happened before. John is one of the greatest speakers I know and I can recommend his services without reservation.

David Lindelöf

Senior Data Scientist, Expedia Group

After a morning of team building activities using improvisation as the conduit, John came on stage to close the staff event which was organised in Chamonix, France. His energy and presence were immediately felt by all the members of staff. The work put into the preparation of his speech was evident and by sharing some his own stories, he was able to conduct a closing inspirational speech which was relevant, powerful and impactful for all at IRU. The whole team left feeling engaged and motivated to tackle the 2019 objectives ahead. Thank you, John.

Umberto de Pretto

Secretary General, World Road Transport Organization

I was expecting a few speaking tips and tricks and a few fun exercises, but you went above and beyond – and sideways. You taught me to stand tall. You taught me to anchor myself. You taught me to breathe. You taught me to open up. You taught me to look people in the eye. You taught me to tell the truth. You taught me to walk a mile in someone else’s shoes. I got more than I bargained for in the best possible way.

Thuy Khoc-Bilon

World Cancer Day Campaign Manager, Union for International Cancer Control

John gave a brilliant presentation on public speaking during the UN EMERGE programme in Geneva (a two days workshop on leadership development for a group of female staff members working in the UN organizations in Geneva). His talk was inspirational and practical, thanks to the many techniques and tips he shared with the audience. His teaching can dramatically change our public speaking performance and enable us as presenters to have a real and powerful impact. Thank you, John, for your great contribution!

HR Specialist, World Health Organization

John is a genuine communication innovator. His seminars on gamification of public speaking learning and his interactive Rhetoric game at our conference set the tone for change and improvement in our organisation. The quality of his input, the impact he made with his audience and his effortlessly engaging style made it easy to get on board with his core messages and won over some delegates who were extremely skeptical as to the efficacy of games for learning. I simply cannot recommend him highly enough.

Thomas Scott

National Education Director, Association of Speakers Clubs UK

John joined our Global Sales Meeting in Segovia, Spain and we all participated in his "Improv(e) your Work!" session. I say “all” because it really was all interactive, participatory, learning and enjoyable. The session surprised everybody and was a fresh-air activity that brought a lot of self-reflection and insights to improve trust and confidence in each other inside our team. It´s all about communication and a good manner of speaking!"

General Manager Europe, Hayward Industries

Thank you very much for the excellent presentation skills session. The feedback I received was very positive. Everyone enjoyed the good mix of listening to your speech, co-developing a concrete take-away and the personal learning experience. We all feel more devoted to the task ahead, more able to succeed and an elevated team spirit. Delivering this in a short time, both in session and in preparation, is outstanding!

Henning Dehler

CFO European Dairy Supply Chain & Operations, Danone

Thanks to John’s excellent workshop, I have learned many important tips and techniques to become an effective public speaker. John is a fantastic speaker and teacher, with extensive knowledge of the field. His workshop was a great experience and has proven extremely useful for me in my professional and personal life.

Eric Thuillard

Senior Sales Manager, Sunrise Communications

John’s presentation skills training was a terrific investment of my time. I increased my skills in this important area and feel more comfortable when speaking to an audience. John provided the right mix between theory and practice.

Diego Brait

Director of the Jura Region, BKW Energie AG

Be BOLD. Those two words got stuck in my head and in the heads of all those ADP leaders and associates that had the privilege to see John on stage. He was our keynote speaker at our annual convention in Barcelona, and his message still remains! John puts his heart in every word. Few speakers are so credible, humble and yet super strong with large audiences!

Guadalupe Garcia

Senior Director and Talent Partner, ADP International

Mastering Speaking Time Management: Elevate Your Presentations

Rosie Landry

As a journalist who has delivered countless presentations, I know firsthand the importance of effective time management during public speaking engagements. It can be challenging to strike a balance between engaging your audience and staying within your allotted time frame. However, mastering speaking time management can take your presentations to the next level.

Table of Contents

In this guide, we will explore key time management strategies for speakers, the art of pacing and timing, and ways to effectively incorporate visual aids and multimedia while staying on track. We will also discuss how to handle time limitations and adjust on the fly, as well as strategies for practicing efficient time management during speech preparation.

Key Takeaways:

• Effective time management skills can improve the impact of your presentations.
• Setting clear objectives, creating a structured outline, and utilizing time management tools are practical strategies for managing time effectively.
• Pacing and timing, engagement with the audience, and dealing with unexpected changes are crucial aspects of speaking time management.
• Efficient preparation and continuous self-evaluation can help improve time management skills.

The Impact of Effective Time Management in Public Speaking

As a professional speaker, I know that time management plays a critical role in delivering a successful presentation. If you’re struggling to keep on schedule, your message may get lost, and your audience may lose interest. Effective time management skills not only help you stay within the allotted time but also give you the confidence you need to deliver a great presentation.

One of the biggest challenges speakers face is balancing the time allotted to each topic with the need to engage the audience. When you have a lot to say, it’s easy to get carried away and run out of time. Conversely, if you don’t have enough material, your presentation may feel thin and unengaging, leading to audience disinterest.

By mastering time management techniques, you can ensure that your presentation is engaging, informative, and delivered within the given timeframe. These techniques include setting clear objectives, creating a structured outline, utilizing time management tools, rehearsing, and pacing and timing your delivery correctly.

The ability to manage time effectively can make a significant impact on the success of your presentation. Not only does it help you stay on schedule, but it also demonstrates your professionalism and preparedness for the event. By keeping your audience engaged and delivering a well-organized speech, you leave a lasting impression on your listeners.

As we move forward in this guide, we’ll discuss some key time management strategies that can help you elevate your presentations and improve your overall speaking skills.

Key Time Management Strategies for Speakers

As a speaker, effective time management is essential for delivering a successful presentation. Here are some practical strategies you can use:

• Set Clear Objectives: Before starting on your presentation, establish clear objectives and time limits for each section. This will help you stay on track and avoid going over time.
• Create a Structured Outline: Organize your presentation into a structured outline. This will help you maintain a good pace and avoid getting sidetracked. Use bullet points or numbered lists to break down your ideas and ensure that each point is addressed within the allotted time.
• Utilize Time Management Tools: There are many time management tools available to help you stay on track during your presentation. For example, you can set a timer or use a stopwatch to monitor your progress. Use a countdown clock to give yourself and your audience a clear indication of how much time is remaining.
• Rehearse and Practice: Rehearsing your presentation is essential for effective time management. Practice your delivery and timing until you feel comfortable with the material. This will help you identify any sections that may need extra time or attention, and allow you to make adjustments before the actual presentation.
• Be Adaptable: Despite your best efforts, unexpected situations can still arise during your presentation. It’s important to be adaptable and make adjustments on the fly to stay within your allotted time. For example, if a question from the audience takes longer than expected to answer, be prepared to adjust the pace of your presentation to accommodate for the extra time.

By applying these time management strategies, you can deliver a more effective and engaging presentation while ensuring that you stay within your allotted time.

The Art of Pacing and Timing

As a speaker, maintaining a consistent pace and timing is essential to keeping your audience engaged and interested. However, pacing and timing can be challenging and require constant attention and adjustment. Here are some effective techniques to master the art of pacing and timing:

1. Utilize Pauses

Pauses can be a powerful tool to emphasize points, allow your audience to reflect, and create a sense of anticipation. However, overusing pauses can also lead to boredom and disengagement. Practice incorporating pauses strategically throughout your presentation, and gauge audience reactions to adjust timing as needed.

2. Gauge Audience Reactions

Pay attention to your audience’s non-verbal cues, such as body language and facial expressions, to determine if you are pacing and timing effectively. If the audience appears restless or disengaged, it may be time to speed up or change tactics. If they seem bored or uninterested, a well-placed pause or change in tone can recapture their attention.

3. Be Adaptable

Even with careful planning and preparation, unexpected situations can arise during a presentation that can impact timing. It is important to be adaptable and able to adjust on the fly while maintaining the core message. Practice flexibility in your pacing and timing to handle any situation that may arise.

Overcoming Time Pressure and Nervousness

One of the most common challenges speakers face is managing time pressure and nervousness during a presentation. While these pressures can be overwhelming, there are several effective strategies you can use to stay calm and focused.

Here are some tips to help you overcome time pressure and nervousness:

• Practice, practice, practice: The more you rehearse your presentation, the more confident you’ll feel on stage. Practice in front of a mirror, record yourself, or ask a friend to listen and provide feedback.
• Breathe deeply: Take a few deep breaths before you start your presentation to calm your nerves and clear your mind.
• Use time cues: Create a timeline or use time cues to help you stay on track during your presentation. This will help you manage time pressure and avoid going over your allotted time.
• Visualize success: Close your eyes and visualize yourself delivering a successful presentation. Imagine yourself speaking confidently and engaging with the audience.
• Be flexible: Be prepared to adjust your presentation if you encounter unexpected time constraints or issues with the audience. Stay calm and flexible to ensure a smooth delivery.

“Remember, nervousness is normal and even experienced speakers feel it. The key is to manage your nerves and be confident in your preparation.”

By applying these tips, you can manage time pressure and nervousness effectively and deliver a memorable presentation.

Incorporating Visual Aids and Multimedia Effectively

Visual aids and multimedia can be powerful tools in engaging audiences and reinforcing key messages in presentations. However, they can also consume valuable time if not incorporated effectively. Here are some tips for making the most of visual aids while also managing time:

• Choose visual aids that are relevant and enhance the message you want to convey. Avoid using excessive graphics or animations that may distract the audience.
• Prepare your visual aids early in the process to allow ample time for testing and refinement. This will help avoid unexpected technical difficulties during the presentation.
• Structure your presentation to allow for seamless transitions between visual aids and other components. This will help maintain a consistent pace throughout.
• Utilize multimedia that enhances the message without adding unnecessary complexity or length to the presentation. Keep videos and audio clips short and to the point.
• Practice incorporating visual aids and multimedia into your presentation to ensure smooth execution and timing.

By following these tips, you can successfully incorporate visual aids and multimedia without overextending your time and losing the audience’s attention.

Engaging the Audience without Overextending Time

As a speaker, engaging your audience is crucial but it can also be a challenge when it comes to managing time. To ensure that audience engagement enhances your presentation rather than consuming excessive time, here are some effective strategies:

• Be clear about the purpose of audience engagement and limit it to that purpose.
• Encourage audience participation through interactive exercises and questions that are directly related to your presentation content.
• Allocate a specific amount of time for audience engagement and stick to it. If you are receiving a lot of questions, consider asking the audience to submit their questions in writing so you can answer them all at once at the end of your presentation.
• Stay focused on your presentation goals and do not allow audience interaction to become a distraction.

These strategies will help you engage your audience effectively without overextending your time limits.

Handling Time Limitations and Adjusting on the Fly

As speakers, we always strive to deliver our message effectively within the allotted time frame. However, sometimes unexpected situations arise, such as technical difficulties, interruptions, or a shorter than anticipated speaking slot. In these cases, it’s crucial to be able to adjust on the fly while maintaining the core message.

One effective technique is to have a backup plan in case of unexpected situations. This could mean having a condensed version of your presentation prepared or being able to skip certain sections without compromising the overall message.

Another strategy is to prioritize the most critical points and deliver them first. This ensures that even if the presentation is cut short, the most important information is still conveyed. It also allows for flexibility in adjusting the remaining content to fit the time available.

It’s essential to remain calm and composed when facing time limitations and unexpected changes. Take a deep breath, assess the situation, and make quick decisions in real-time . Remember that the audience is there to hear your message, and as long as you maintain the core message, they will still benefit from your presentation.

In summary, handling time limitations and adjusting on the fly requires preparation, flexibility, and composure. By having a backup plan, prioritizing critical points, and remaining calm in unexpected situations, speakers can maintain control over their presentation while still delivering an effective message.

Practicing Efficient Time Management in Speech Preparation

As a journalist, I always make sure to allocate enough time to prepare for any speaking engagements I have coming up. Effective time management is crucial in ensuring that my presentations are well-organized, impactful, and delivered smoothly. Here are some practical tips for practicing efficient time management in speech preparation:

• Organize your research and content gathering: Start by creating an outline of the key points you want to cover in your presentation. This will help you stay focused and avoid spending too much time on irrelevant topics.
• Allocate time for rehearsal and refinement: Practice makes perfect! Be sure to schedule enough time for rehearsing your presentation and making any necessary adjustments.
• Create a structured outline: Use your outline to create a detailed structure for your presentation. This will help you stay on track and ensure that you cover all key points within the allotted time.

Remember, time management is crucial not just during the presentation itself, but throughout the entire preparation process. By following these tips and practicing efficient time management, you’ll be able to deliver a polished and impactful presentation that will leave a lasting impression on your audience.

Evaluating and Improving Time Management Skills

As with any skill, mastering speaking time management requires practice and self-reflection. Here are some tips for evaluating and improving your time management skills:

• Track your performance: Keep a record of your time management performance during presentations. Note where you succeeded and where you struggled, and look for patterns that may indicate areas for improvement.
• Seek feedback: Ask colleagues or trusted friends to provide feedback on your time management during presentations. Solicit both constructive criticism and positive feedback, and use the information to adjust your techniques.
• Experiment with new strategies: Don’t be afraid to try new time management techniques and experiment with what works best for you. Keep what works and discard what doesn’t.
• Prioritize continuous improvement: Make it a goal to continuously improve your time management skills. Use each presentation as an opportunity to test new strategies and refine your techniques.

By committing to regularly evaluating and improving your time management skills, you’ll be on your way to becoming a master of speaking time management in no time.

The Importance of Mastering Speaking Time Management

As a professional copywriting journalist, I understand the crucial role of effective time management in delivering powerful presentations. As a speaker, your ability to manage time can determine the impact and success of your message. By mastering speaking time management, you can elevate your presentations, captivate your audience, and achieve your objectives.

FAQ on Speaking Time Management

Q: why is speaking time management important in delivering effective presentations.

A: Speaking time management is crucial in delivering effective presentations because it helps speakers stay organized, maintain audience engagement, and ensure that they cover all key points within the allotted time. By managing their time effectively, speakers can enhance the impact of their presentations and deliver a clear and concise message.

Q: What are some key time management strategies for speakers?

A: Some key time management strategies for speakers include setting clear objectives for the presentation, creating a structured outline, utilizing time management tools, rehearsing and practicing, and being adaptable to unexpected situations. These strategies help speakers stay on track, maintain a consistent pace, and effectively manage their time during presentations.

Q: How can speakers overcome time pressure and nervousness during presentations?

A: Speakers can overcome time pressure and nervousness by practicing effective time management skills and implementing strategies such as staying focused, utilizing relaxation techniques, and developing a strong understanding of their content. By managing these pressures, speakers can maintain composure and confidently deliver their presentations within the allotted time.

Q: How can visual aids and multimedia be incorporated effectively without impacting time management?

A: To incorporate visual aids and multimedia effectively without impacting time management, speakers should choose and prepare visuals that enhance their message without taking up excessive time. It is also important to address potential technical challenges in advance and have contingency plans in place. By ensuring a seamless integration of visuals, speakers can effectively manage their time during presentations.

Q: What strategies can be used to engage the audience while maintaining control over time?

A: Strategies to engage the audience while maintaining control over time include effective audience interaction, managing questions and discussion efficiently, and ensuring that engagement enhances the overall presentation rather than consuming excessive time. By implementing these strategies, speakers can create a dynamic and interactive presentation while staying within the allotted time.

Q: How can speakers handle time limitations and unexpected changes during their presentations?

A: Speakers can handle time limitations and unexpected changes by adjusting the content on the fly, making effective decisions in real-time, and ensuring a smooth transition while maintaining the core message. By staying flexible and prepared for unexpected situations, speakers can effectively manage their time and deliver a successful presentation.

Q: Why is efficient time management important in speech preparation?

A: Efficient time management in speech preparation is important because it helps speakers stay organized, allocate time for research and content gathering, create a structured outline, and allocate time for rehearsal and refinement. By managing their time efficiently throughout the entire preparation process, speakers can deliver a well-prepared and polished presentation.

Q: How can speakers evaluate and improve their time management skills?

A: Speakers can evaluate and improve their time management skills by tracking and analyzing their performance, seeking feedback from trusted sources, and implementing strategies for improvement. By continuously evaluating and refining their time management techniques, speakers can enhance their skills and deliver more effective presentations.

Q: Why is self-evaluation and continuous improvement important in time management skills?

A: Self-evaluation and continuous improvement in time management skills is important because it allows speakers to identify areas for growth, track progress, and adapt their techniques to suit their individual needs. By prioritizing self-reflection and seeking opportunities to improve, speakers can elevate their time management skills and deliver more impactful presentations.

Q: What is the importance of speaking time management?

A: Speaking time management is essential for delivering effective presentations. It helps speakers stay organized, maintain audience engagement, and ensure that they cover all key points within the allotted time. By mastering time management skills, speakers can enhance the impact of their presentations and deliver a clear and concise message.

About the author

I’m Rosie Landry, your friendly guide through the exciting world of practical management here on this blog. Here, I delve into everything from practical tips to complex theories of time management, combining scientific research with real-life applications. When I’m not writing about time management, you can find me with my nose in a gripping mystery novel, creating culinary delights, or out exploring nature with my faithful golden retriever, Marley. Join me as we discover how to take control of our time and enhance our lives together. If you need to reach out, do so here.

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Mastering the Clock: 9 Time Management Tips for your Presentations

Guests and fish may stink after 3 days, but presentations start to stink already when they go over by more than 1 minute. If you want to be an impactful speaker and leave your audience wanting to hear more from you, you must make them feel appreciated. The most fundamental form of this is respecting the time frame they are expecting. These 9 time management tips will help you be a better speaker.

1. Know your time limit

This may seem obvious, but you need to know how much time you have and the absolute hard limit in case something goes wrong. Don’t accept the “around X minutes” as an answer. You need to work and plan your presentation to an exact period of time.

On the day of the presentation, please make sure to confirm with the organizer in case there are some schedule changes. If there was, you should also inform your audience of such changes. Be respectful.

2. Practice with a timer or Virtual Orator time limit setting on

Managing the presentation time is as vital as any other part of rehearsals. You need to practice it as well.

You can use a timer, a clock, or, of course, Virtual Orator . We have a couple of features that are of great help in your training.

3. Take time to prepare your message

Prepare your message carefully and as clearly as you can, and stick to it. Most of the audience will be sitting there looking at you blankly. This scares many speakers, and they start to improvise. They tend to rearrange the speech in the heat of the moment, leading to extra time spent.

Avoid this mistake by taking the time to prepare a great message. Just go to the presentation with the certainty that you have a good message. Then, deliver it in the best way possible. Keep it concise and organized.

4. Schedule ahead

When preparing a speech, you must prepare for everything, even failure. After preparing your message, divide it into introduction, 3 ideas (avoid more than 3), Q&A, and conclusion. Decide how much time you intend to spare with each of them, which helps you keep track of time.

It is tough to know if 30 minutes have passed, but you can have a more accurate idea of if 3 or 5 minutes have passed. By breaking your presentation into these parts you can maintain a feel for your timing.

Virtual Orator keeps track of how much time you spent on each slide, while you practice. This is a good way to have an idea on how much time has passed when you reach slide number X and were you can skip if you are going long.

5. Plan to cut!

Having an impeccable schedule of what you will say and for how long is amazing work, but things happen. There are interruptions or sudden interest in specific information or lots of questions. So many things can happen, and they are all normal, respectable, and not to fear – IF you have a plan in advance on what you can cut.

It is essential to listen to the audience and know what they want to hear, but you know there are essential points that can’t be left out. So plan ahead what’s vital, what can be cut in case of need, and how to do it smoothly (no one needs to know). If you have enough time, you can prepare different versions, but be sure to rehearse them all.

Again, don’t try to rearrange your speech or improve your message at the heat of the moment. Prepare, rehearse and make as many versions of your speech as you need to go on that stage confident and ready for everything.

Get a Real feel for timing

• VR provides realistic experience
• practice with a virtual audience
• time similar to how you will really perform

6. Provide a detailed hand out

No matter how good you are, your audience will not memorize more than 3 or 4 main ideas. So you must focus on what’s more important and forget the details. Yet, this doesn’t mean that your audience can’t have them.

Think of your job as a speaker as a way to ignite that spark of curiosity in them. Prepare a detailed pdf or share a QR code that links to all the information somewhere online. All details, graphics and stats – everything you’d like to say to them, you can put into the hand out. Give it to them so they can read and study at their own speed in the comfort of their homes or office.

This way, you can focus on what it’s crucial and still give them all information. Trying to “say everything” is one of the main reasons speakers can’t keep up with the time.

8. Track your time

This is a tricky one. Looking at your watch constantly may give a bad impression, but you need to have an idea of how much time you have left. Some rooms have large clocks on the wall, making it easier to look without being noticed, but this is not always the case.

If you’re in this situation, try to lay the watch on the table or lectern. If you take this choice, rehearse this way. You can also flip the clock to the inside of your wrist, and with enough practice, you can peek at it more discretely than usual.

9. Meet them!

Meeting your audience and giving them time to talk to you and ask questions is good to help you keep the actual presentation on track.

So, are there a lot of questions? That’s great. It shows they felt your presentation was interesting and want to know more. Let them know the time is over, and make yourself available to talk after the event. It can be in person, or you can give them an email or even a phone number, if you’re comfortable with it. Make yourself approachable and make them feel comfortable to come to you.

The time is YOUR problem, not theirs.

Your audience signs up for a specific time, and you must respect it. The speaker’s job is to prepare and anticipate any issue that could disrupt the presentation and make them lose track of time.

Follow these tips to help you in this challenging task, and avoid mentioning time to your audience. You want them to be delighted with your presentation, not to be thinking about if it will be too long.

Cátia Isabel Silva

Cátia is a psychologist who is passionate about helping children develop and train social skills.

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How to Effectively Manage Time During a Presentation? Short and Long Ones!

Slides are one of the best ways to engage an audience and nail a presentation. Nowadays, people use the most efficient and practical skills to make the slides clear, easy to understand. However, most people struggle to plan and manage time in their presentations.

How Many Slides are Suitable for Finishing a Presentation on Time?

The general rule says 1 to 2 slides per minute. However, it is critical to note that the presentation’s number of slides will vary according to the topic complexity, audience, available time, presentation structure and format, and goal. Good planning, rehearsal, and delivery skills are essential!

From 25 minutes to 60 minutes, you can make a considerable number of slides. Some experts recommend 1 to 2 slides per minute, but as I said before, it will depend on the topic. Imagine that one of your slides contains graphs about some work you have been doing that can take more than 2 minutes, and it is important to explain it in detail to the audience.

It all starts with planning, researching, organizing all the collected data, prioritizing your key points, and making a structure. After this exercise, it will be easier to know how many slides you will have according to your given time.

To sum this up, there is no exact rule to set a number of slides for a given time frame, and it will vary according to the topic, your research, and your presentation skills. All you have to do is to balance the slides with your speech and time.

How many Slides for a 3-minute Presentation?

A good practice for a 3 minutes presentation is to keep it clean and straightforward. Keep in mind that slides are more engaging with visuals rather than texts. And on your speech, be as brief as possible, make a 15 to 20 seconds introduction, and do the same on the conclusion.

How many Slides for a 5-minute Presentation?

Another good practice to keep your audience engaged during the whole presentation is eye contact. Using this technique, and of course, making a powerful introduction, the audience won’t take their eyes off you.

How many Slides for a 10-minute Presentation? 

The Rule of Thumb for a 10-minute presentation is having 10-12 slides. Presenters with good skills use up to 30 seconds per slide to keep it nice and engaging. This time frame is suitable for elaborately introducing the subject or topic, diving deep into it, and highlighting the key points.

How many Slides for a 20-minute Presentation?

According to  Guy Kawasaki , a 20-minute presentation should have ten slides where each slide utilizes a 30 point font. Using this rule of 10/20/30, the speaker would spend up to 1 minute per slide, which gives time for even allowing 1 or 2 questions from the audience.

In some cases, each slide has a different theme, and you will need to approach them differently. Having different themes per slide will require you to summarize each slide’s content in under a minute.

Although the Rule of Guy Kawasaki is suitable for a 20-minute presentation, you can set your own number of slides according to your subject and how much time you spend on a single slide as long as you deliver the message properly and engage your audience.

How many Slides for a 25-minute Presentation?

In this given time frame, you now have the opportunity to interact more with the audience, start with a quote, let them raise some clarification questions, and get more involved with them. 

How many Slides for a 30-minute Presentation?

But you can make more than 40 slides and still have a memorable presentation in just 30 minutes, and I will explain to you how. Well, if you want your audience to understand clearly each content of your slide, make it one paragraph or one sentence, and use more visuals.

Using this method, you will spend 1-2 seconds per slide, and the audience will understand way better seeing the visual (which counts more than text). The explanation is gradual from the beginning to the end.

How many Slides for a 45-minute presentation?

A 45-minutes presentation is in the range of long times ones, and in these cases, you have to use the slides very carefully, making them proportional to your presentation time. Consider having a wristwatch to control your time.

How many Slides for an hour Presentation?

Experts recommend 30 to 60 slides for a 60-minutes presentation. This period of time gives the speaker two main options: summarize the content in 30 slides or make a structure that allows one theme per slide. These two options also give more time to interact with the audience make a great introduction and conclusion.

Both of them are OK. But there are aspects that you have to consider; if you are preparing few slides, you will need to train how to summarize content to make sure you don’t spend too much time explaining all the points or having your audience stuck on reading your slide. 

How many Slides for a 90-minute Presentation?

As a speaker, you will also need skills to engage your audience during a presentation and set time for questions and answers. And most importantly, after 10-15 slides, make a break and double-check if the audience completely understands your presentation.

If you fail to make these pauses to double-check if the audience is on the same page with you, you will be running a risk of going back from almost the end of the slides to the first ones to explain something that the audience did not get very well.

How many Slides for a two-hour presentation?

Generally, a presentation with more than one hour of duration is for professional speakers who can deal with time management. The best way to not have your audience boring is to use the method of one idea per slide; it will make them easily understand each part of your content.

How many Slides for 2+ hours presentations?

What are the skills needed to deliver long presentations or speeches.

For long presentations, several skills are required to ensure successful delivery, such as:  

How to keep time in your presentation?

First of all, to have complete control of your time on stage, you have to write the schedule of time you will spend on each part of your presentation, something like setting time for your opening, how long time you will spend on the introduction, how long time you reserve for questions and answers, etc.

Planning is also crucial to keep time on your presentation. The main thing in the plan to deliver your message is the structure of your content. A good structure will allow you to know how much time you will spend on each point.

I have an excellent article with  a guide for outlining your speech , which should help you nail this part of the process. A  good speech outline  is key in managing presentation time.

Why do people usually fail to finish a presentation within the stipulated time?

Another session that makes speakers fail to finish the presentation in time is the question and answers. This mistake happens when the speaker does not practice enough or predict questions that may come and end up thinking about the answer when the question is raised.

Not setting time for each session of your presentation also makes you not finish on time. This mistake will cause you to take longer at one point or another, especially if you don’t have a clock to keep track of the time.

How to keep your Presentation Brief and Clear

The design is also essential to help you get a clean design. Choose a layout that comfortably suits your text and image. Another detail is the color, which has to be neutral to help the reader focus on the content only. 

For More Tips on Designing and Nailing a Presentation, open the recommended articles below.

Designing a Killer Presentation in 8 Steps

Planning and performing a presentation that meets expectations and involves the public requires a lot of care. The details involved in holding a talk will be super important to ensure her success and approval from those who participated. Therefore, we have prepared a post with a few crucial steps that you should follow to organize…

What Makes a Great Presenter? 9 Key Qualities to Look for!

Want to stand out 15 key tips for an awesome presentation.

Presentation skills are often taken for granted, and developing and practicing these skills will give you a huge advantage. There is nothing less engaging than a dispassionate speaker flipping through slides for a set amount of time. To stand out, follow these key steps and turn an okay presentation into an awesome one! The fifteen…

In conclusion, the number of slides a presentation should have for a given time depends on who is presenting and the topic or subject. And also, it varies according to the methods that you use to deliver your message. As long as it reaches the audience properly and on time, the number of slides should be the least of your concerns. 

This example shows that you can follow the standards and still have a successful presentation. the main thing you have to do, is a good planning, a good structure, and make your content brief and clear, that will help them understand and enjoy your presentation 

Speakers should focus more on Planning, structuring, and time management to have a memorable presentation. Some speakers prefer to break the content into many pieces to facilitate understanding during the presentation, and others make a structure where the content is summarized on each slide. 

https://www.soappresentations.com/how-many-slides-should-be-used-for-a-60-minute-presentation/

Brevity, Clarity and Wit: 10 Commandments for a 10-Minute Talk | Cath Lab Digest | HMP Global (hmpgloballearningnetwork.com)

How Many Slides to Use For a 5, 10, 15+ Minute Presentation (tutsplus.com)

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6 Steps to Staying On Time in a Presentation

Written by Ellie Thien

August 30, 2017

You’re moving through your presentation and notice you’re cutting it close on time. It’s probably fine just to go over a few minutes to wrap up, right? Wrong. If you’ve been given a certain amount of time to make a presentation, it is essential you stick to it. If you tend to cut it close or run over your time, learn to stay within your limits for the sake of yourself and the audience.

Why does it matter?

It’s important to stay within your allotted time if you want to show respect for your audience and those who invited you to speak. Additionally, you’ll lose the audience’s attention if you go over time or cut it too close. If you’re speaking for an hour, by minute 58, the audience is getting antsy for a wrap up. If the presentation goes over, you risk them checking out completely or even leaving. Meanwhile, you’re delivering a great takeaway that has now been missed.

So how do I stay on time?

Follow these 6 steps before and during your presentation to make sure you are staying on time and that your audience is remaining engaged and excited:

Know the time limit.

Time each section of your presentation., summarize your points. , start on time. , watch the clock..

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33 Best Time Management Tips For Work and Study

Don’t let time just pass you by. Try these 33 time management tips to maximize your productivity and transform your work day.

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There are only eight hours in the day, but time flies faster than you think. Distractions can throw us for a loop and make us unproductive. In fact, a recent study shows only 12% of employees are fully productive at work. How can you improve your productivity in the office?

Coming in with expert tips in our video below is Jenny Blake. Jenny is an author and podcaster who loves to help teams move from fiction to flow. Her third book, Free Time: Lose the Busywork, Love Your Business , is about creating opportunity by freeing up time.

What Are Time Management Strategies?

Time management strategies are techniques you employ to maximize your productivity and use your time as wisely as possible. Time management tips can transform your workday and make you a better employee.

The strategy you use can be as simple as writing down your to-do list and allotting time for each task. For example, say you work in sales. Today, you have four things to do:

• Make sales calls
• Have lunch with a client
• Attend a meeting with fellow sales associates
• Work on your presentation

Time management is handy when you put them in order and give each task an estimated time.

If you implemented time management, your schedule might look something like this:

• 9 AM-11 AM: make sales calls
• 11 AM-12 PM: have lunch with a client
• 12 PM-2 PM: sales associate meeting
• 2 PM-5 PM: work on the presentation

Why Are Time Management Skills Important?

Time management skills are vital at work, home, and every other facet of your life. Managing your time shows you have organizational skills and helps you feel like you have more control over your life.

 Implementing time management skills makes you accomplish more work during the day and helps you relax once the day is over. You’ll feel successful and more confident in yourself.

33 Tips for Effective Time Management

Everyone has a different way of being their most productive self, so find the time management tips that work for you. These strategies are effective at work, home, and other places you need to implement them.

#1 Day theme

Remember when your school had themed days during the week? You can apply the same to your work schedule. Assign a theme for each day to know what you need to do.

Use Jack Dorsey—former CEO of Twitter—as an example. Dorsey simultaneously ran Twitter and Square and assigned a theme for each day. For example, Tuesdays are for products and engineering, and Thursdays are for partnerships and developers.

Action Step: Find recurring themes and implement them in your schedule by day. For example, Mondays and Wednesdays are for sales calls. Tuesdays and Thursdays are for product development. Friday is for reflection and goal-setting.

#2 Combine complementary tasks

This time management tip may seem contradictory to what we just said. However, bear with us—there are ways to multitask and still be productive at each assignment. Combine complementary tasks, meaning you can do both simultaneously without compromising quality.

These tasks typically require minimal mental focus, so it won’t overwhelm you to do multiple things together. You can even combine complementary jobs in your home life. For example, say two of your goals today are to listen to an episode of your favorite podcast and walk for 45 minutes on the treadmill. Having a pair of headphones and an app for podcasts means you can do both.

Is there a TED talk you’ve been meaning to watch? Play it on your phone while you cook dinner. Has a coworker been asking you to hang out and talk? Ask them to join you on your mid-day walk and complete two tasks simultaneously.

Action Step: List your daily tasks and find the ones that don’t require intense focus. Combine the complementary to-do list items and see how much more work you complete. You feel more accomplished when you check stuff off the to-do list.

#3 Find your golden hour

Most Americans start work early and end their day in the late afternoon. However, only some have their most productive hour at 9 AM. You may be more of a night owl who does their best work after sunset.

If you’re on a nine-to-five shift, your boss might not let you work at midnight. However, there is value in finding your finest hour—this time during the day is when you do your best work.

When are you most productive? Many find these time blocks to be the most conducive to their workflow:

• Early AM: Some people like to get up with the chickens. You can get more done and feel more accomplished while the clock still says morning. For example, you can go to the gym, do laundry, or get started on work before you normally would.
• Late AM: Some of us aren’t morning people. We need our morning coffee and time to ease into work. You may work better in the late morning when you’ve had time to get in the groove and acclimate yourself with emails, project updates, and research.
• Nighttime: Then there are the night owls. Some people work best when the sun goes down because their energy peaks later in the day. Writers often find themselves doing their best work at night when they’re less stressed and more creative.

Action Step: Find the most productive time for yourself during the day. Use this segment to complete your best work.

#4 Set SMART goals

Most people have goals in life they want to achieve. You may say, “I want to increase my sales numbers.” In their personal lives, some people say, “I want to lose weight.” These aspirations are admirable but harder to achieve if they don’t contain specifics.

That’s where specific, measurable, achievable, relevant, and timely (SMART) goals come into play. Here’s what each word means:

• Specific: Each goal has a particular metric. For example, “I want to lose five pounds.”
• Measurable: The goals are measurable by numbers. For example, “Each day, I will run one mile.”
• Achievable: Your goals should be realistic. For example, “I want to raise my sales by 5% this quarter.” Achievable goals boost your confidence compared to tougher, discouraging standards.
• Relevant: The goal should be relevant to your work or personal life. For example, if you work in construction, set a goal to earn a certificate related to your field.
• Timely: The goal should have a specific beginning and deadline. Having a deadline creates urgency. For example, “I want to read three books in 30 days, starting today.”

Action Step: Find a goal you want to achieve at work or home and use the SMART method to motivate yourself to complete it. After satisfying one goal, continue with others in your work and personal life.

#5 Make a calendar

Studies show your retina transmits data at 10 million bits per second, nearly as fast as an ethernet cable. Use this idea with your workflow and create a calendar.

Color code your calendar and block off time segments for each task you need to complete. For example, office workers can use blue for meetings, green for phone calls, yellow for administrative duties, and red for presentation work.

Action Step: Go to your physical or digital calendar and create time blocks for next week’s duties. When the week is over, see if it manages your workflow better. A calendar makes your schedule tangible.

#6 Create time blocks

Listing your activities for the day or week promotes organization, but you can take it further. Create time blocks in your daily schedule to allot a specific amount of time for each task. Time blocking gives you power over your plans.

For example, say you’re a real estate agent with an eight-hour workday. Two hours are for researching listings. Block off two hours for property showings. The last four hours are for inspecting and staging your listed homes. Creating time slots for each task keeps your mind on track and reduces procrastination.

Action Step: Create time blocks for your work calendar. You’ll see how it divides your time wisely and empowers your time management skills.

#7 Avoid time confetti

Imagine you’ve planned your day down to the minute, but phone calls, urgent emails, and surprise meetings interrupt your day. Suddenly, your workflow becomes the victim of time confetti. This term refers to a day splintered by interruptions that mess up your workflow.

Confetti typically brings a positive connotation, but you’ll want to avoid it. Blake fights time confetti by scheduling do-not-schedule (DNS) blocks into her calendar. For example, her DNS blocks indicate she doesn’t have meetings on Mondays or Fridays. Planning DNS blocks gives you more control over your workflow.

Action Step : Make a DNS block in your calendar for the times you need to be the most productive and have zero interruptions. Give them titles like: Deep work Focus time Productivity window DNS slots are excellent for deterring your coworkers from interrupting your schedule. Only make exceptions if the task seems pressing enough to interrupt your blocks

#8 Turn off notifications

Ask yourself an important question—how often do notifications take you away from your current task? Your coworker’s email with Hawaiian vacation pictures is tempting to click on, but it can wait.

Action Step: Go to your work email and turn off notifications. Do the same for Slack, Microsoft Teams, and other instant messaging apps for work. Do you use social media on your computer or phone? Turn off notifications for them, too.

#9 Use email management tools

The inbox can quickly become cluttered and dysfunctional, but one way to clean up your email is to use management tools. These features automatically sort your inbox and disperse emails into your chosen categories.

For example, start with inbox rules. Inbox rules create a hierarchy of importance, allowing you to sort out the most pertinent emails. For example, emails from your clients could be the most important, boss emails are on the second tier, and coworker emails can fall into the third tier.

A helpful tool with emails is autoresponse. This feature allows you to have a response ready for any email from a particular sender or at a specific time. Many people use autoresponse when they go on vacation. For example, you may email a coworker only to receive a response saying, “I’m out of the office right now and won’t return until [insert date].”

 Autoresponse is an excellent tool for time management and getting into deep work. For example, you can set one up during your finest hours. If you have a two-hour block for this session, create an autoresponse saying, “My schedule is busy until [insert time]. When I have an opening, I’ll try to respond to your email.”

Action Step: Create filters that sort your emails, reducing the manual labor of scouring your inbox. These time management tips for work will lower the number of distractions while on your workflow.

#10 Train the system, then the person

Time is of the essence. We love our coworkers, but you don’t have the time to repeat yourself after giving directions on something. In this case, train the system and then the person.

Blake uses Airbnb as an example. Hosts will document everything guests need to know before staying in the house. If tenants read the guide, they’ll learn how to use the washing machine and find the Wi-Fi password. If not for the guide, Airbnb hosts would get numerous calls and emails from distraught guests asking why they can’t do laundry.

Action step : Create a frequently asked questions (FAQ) document and allow your colleagues to access it. When asked a question, tell your coworkers to refer to this document and see you have already answered the question. Add new questions if you see them arise frequently.  Pro tip: Use programs like TextExpander for shortcuts. You can type a few letters and create an entire text block, saving you time and hassle from recalling the exact instructions. 

#11 Don’t push the river

Rivers flow naturally without any disturbance. Pushing them can get you into more trouble than you care for. This metaphor is applicable to your professional and personal lives. Don’t force things if they are beyond your control, and don’t try to change course if something happens naturally. 

Blake discusses this metaphor in her book. She says everyone has a natural workflow and must stay true to themselves. Pushing the river leads to over-exertion and working harder, not smarter.

In her interview with SOP, Blake gives an excellent example. When she records a podcast, Blake says it’s best to write the intro on the same day while it’s fresh on her mind. Waiting a week or two later causes friction because you’re not in the same mindset as you were when recording. Your day might not have planned for caption writing, but it feels natural to do it that day to get the best caption possible.

Action Step: Slightly readjust your time to make room for agenda items when they feel natural. Say you’re a journalist who recorded an interview on Tuesday. You need to pull the most important quotes you’ll use, but that task isn’t on the schedule until Thursday. Why not do it now? Take advantage of the interview being fresh on your mind.

#12 Pair distractions together

Getting into deep work can be challenging if you constantly turn it on and off. When crafting your schedule, assign low-capacity tasks back to back.

For example, say you have two meetings, each expected to last an hour. One meeting is at 9 AM., and the other is at 11 AM. An hour between sessions might not be enough time to delve into deep work. Instead, push the first meeting back or move the second meeting up. Having back-to-back meetings organizes your daily schedule and optimizes for deep work.

Action Step: Find the distractions during your day and put them close to each other. Your day should include deep work sessions without distractions.

#13 Reframe Mondays

Some see Monday as the worst day of the week. In fact, 58% of Americans 1 https://today.yougov.com/topics/society/articles-reports/2021/03/15/most-and-least-favorite-day-week-poll say Monday is their least favorite day. Despite these feelings, there’s a way you can reframe the beginning of the work week and make it work in your favor.

Reshape your view of Monday and see it as a symbol for your week. Use Monday morning as your most productive time of the week. You feel rested from the weekend and are ready to start the week anew.

Action Step: Schedule long deep work sessions on Monday to promote productivity and start your week on a high note. Save the meetings for Tuesday through Thursday to get the best results from yourself.

#14 Automate small tasks

At work, you can take advantage of technology to automate particular tasks. For example, try document summarization software, such as QuillBot or TLDR This.

These tools summarize long texts, deliver key points, and highlight important sections. Using AI-like document summarization cuts down the time necessary for reading large amounts of text.

Action Step: Find menial tasks and automate them. For example, HR departments can automate payments to reduce the burden during paycheck time. Do you need to make social media posts? Use a content management system to schedule posts.

#15 Mitigate stress wisely

Stress is a common theme among employees. A 2022 American Psychological Association report showed three in five workers 2 https://www.apa.org/monitor/2022/01/special-burnout-stress have experienced adverse impacts of work-related anxiety.

If you feel stressed , talk to a trusted coworker or supervisor about your struggles to see if there are any mitigation measures. Many people use journaling or exercise as outlets for their problems. Mitigating stress is a thoughtful time management strategy because it helps you focus during deep work sessions.

Action Step: Find the best stress reducer for you and incorporate 30 minutes to an hour into your daily schedule. If your week is busy, find time on specific days. Stress relief is critical to time management.

#16 Exercise

The Center for Disease Control says you should get 150 minutes 3 https://www.cdc.gov/physicalactivity/basics/adults/index.htm of moderate movement weekly. Choose your favorite form of exercise and incorporate it into your weekly schedule. It could be running, frisbee golf, swimming, or anything that gets you moving.

How does exercise tie in with time management? It’s a terrific stress reliever. Using part of your day for movement relaxes you, taking your mind off work and personal life for a while. Afterward, you feel rejuvenated.

Action Step: Find at least two days of the week when you have openings. Use these times to incorporate 30 minutes of physical activity.

#17 Use Sunday for planning

The Sunday scaries are real, but you can’t eliminate Monday unless a holiday like Labor Day is coming up. So, how can you thwart the anxiety?

One of the best time management tips is to use Sunday for planning. On Sunday evening, plan your week both in work and personal life. Do you have any meetings? Are you going out for dinner on any night? Visualizing your week makes everything feel less intimidating.

Action Step: Use a planner to organize your week on Sunday night. Take 20 to 30 minutes to write down everything you need to do during the week.

#18 Plan at the workday’s end

Life comes at you fast. Some things may come unexpectedly, positive or negative. These events may interfere with your previously planned schedule, but you can still make it work.

 When you approach the end of your workday, plan for the next day by adding to your planner. On Monday, your boss may request a meeting at 10 AM on Tuesday. Your friend wants to take you out for dinner on Tuesday evening. These events come unexpectedly, but you can use your time management strategies wisely to account for them.

Action Step: Whether you’re excited or anxious, keep a level head when the unexpected happens. Remaining calm will help you focus and stay able to manage your time.

#19 Eat the frog

Mark Twain once said if you eat a live frog at the beginning of your day, that will be the worst thing you have to do. His words may sound odd, but Twain has a point here.

The frogs are the most pressing tasks in your schedule. If you complete them in the morning, the rest of your day will feel much less stressful.

Say you have a big presentation on Thursday. Try to schedule it for first thing in the morning. Once the presentation ends, you can rest easier knowing the job is complete.

Action Step: Find each day’s frog and schedule it for the first hour. Some frogs—like a business lunch—are out of your control because they’re typically in the middle of the day. If necessary, rank your frogs in order of importance and use that hierarchy to determine your schedule.

#20 Use the Pomodoro technique

The Pomodoro technique calls for working in 25-minute increments followed by a five-minute break. Four sessions equal two hours of deep work. After two hours have passed, take a 30-minute break.

It’s best for those who work in short sprints and is an excellent way to break up time and conserve energy throughout the day. It also allows you a short window to complete shallow tasks like checking email or social media.

Action Step: Try the Pomodoro technique next time you’re in the office. Use the 25-minute sessions and see how it affects your ability to do deep work.

#21 Try the Eisenhower matrix

The Eisenhower matrix comes from the 34th president of the United States. He used the urgent-important matrix strategy to decide how to approach his days. The method includes the following hierarchy:

• Urgent-important: The most pressing tasks of your day go here. The urgent and important items may include a performance review with your boss or a product presentation.
• Urgent-less important: This category is for tasks you need to complete, but somebody else can handle them. Delegate these tasks to a coworker. For example, you could ask an assistant to respond to emails and client requests.
• Important-less urgent: Some items on your agenda may be important, but you can schedule them for later. For example, your colleague’s birthday is next week, and you want to get them a present. The day is important, but you can wait a couple more days.
• Less important-less urgent: The last category is for less important and less urgent tasks. You want to do them, but they’re a low priority. Examples may include cleaning your inbox or reading the newspaper.

Action Step: Use the Eisenhower matrix when scheduling your day. What items are most important? What can you delegate?

#22 Implement the ABCDE method

Author Brian Tracy developed the ABCDE technique as an easy way to implement time management strategies. The idea here is simple—list the tasks you must complete in a day or week and label them A through E.

A is the most important, and E is the least important. The ABCDE method effectively creates a hierarchy and determines the order in which you do these tasks.

Action Step: Employ the ABCDE method this week to determine each task’s importance. This strategy helps you decipher the highest priority on your schedule and what can wait.

#23 Try the Pareto analysis

Imagine looking into your closet and seeing 100 shirts. How many do you wear? The Pareto analysis says you likely wear 20% of your shirts 80% of the time. The same logic applies at work. In a one-hour meeting, 80% of the decisions come in 20% of the allotted time.

In your workflow, 20% of your daily activities result in 80% of the value you do. You can call these tasks your frogs because they’ll take the longest time and create the most value. Completing your top 20% of activities increases the value of your productivity.

Action Step: When outlining your schedule, ask yourself if each task you write down contributes to your top 20% of value or the bottom 80%.

#24 Follow Parkinson’s law

Estimating time for activities can be complex. A task you could do in an hour turns into two because that’s what your schedule says, but imagine reducing the time limit to 30 minutes. Parkinson’s law says you can get it done.

Historian Cyril Northcote Parkinson says your tasks expand to fill the time you allot for them. Do you need a month to work on your presentation? Parkinson’s law says you can finish it in a week if you designate the time on your schedule.

Action Step: After creating your weekly schedule, identify spots on the itinerary where you can follow Parkinson’s law. Shortening the timeline creates urgency and makes you a more efficient employee.

#25 Get things done

In 2001, author David Allen published Getting Things Done: The Art of Stress-Free Productivity . Allen’s book created the Get Things Done (GTD) method—a popular strategy for deciding how to divide your attention if you have a cluttered mind. Allen’s GTD principles include:

• Capturing: Brainstorm the tasks you need to complete this week. Capture each item and put it on your list. It could be as big as an industry conference or a grocery store trip.
• Clarification: When you have your tasks, how will you complete them? Use actionable steps for each item. For example, your grocery store trip requires planning meals, writing down ingredients, traveling to the store, and purchasing food.
• Organization: Some jobs will have a set date, but you’ll need to spread out others throughout the week. When will you make sales calls? When will you have the coworker lunch you’ve been discussing?
• Review: You must review and adjust your schedule throughout the week. For example, your conference call could move from Tuesday to Thursday. Your yoga instructor canceled class on Tuesday, giving you an open hour. Take time to revise your list.
• Engagement: Identify the most important tasks and do those first. Do you need to research for a book you’re writing? Start with that task because it’s the most critical to your success.

Action Step: Employ the GTD method to lower your daily stress levels. Using it helps you determine what you want to do this week and adjust accordingly.

#26 Use the two-minute rule

Procrastination often gets the best of us. How can you defeat the delay? Author James Clear says to use the two-minute rule. Clear says if you can do the task in two minutes, you should do it immediately. Spending two minutes doing something now can save you 30 minutes down the line when you really need it. Clear uses the two-minute rule to encourage you to build good habits.

For example, take two minutes on Friday to clear your inbox. Doing this task once a week will save you time later when your inbox is full and needs cleaning. Also, take two minutes to reply to emails only requiring a simple response. Answering to emails now prevents a backlog of requests in your inbox.

Action Step :  Find tasks that require little attention and take care of them today. Does a document need quick edits? Take two minutes to change it. Do you need to confirm a meeting time? Make the call now because it will take two minutes or less.

#27 Try the 18-minute approach

 The days can quickly feel long with so many meetings, phone calls, emails, and more. Sometimes, you need a moment to relax and put things in perspective. That’s what Peter Bregman suggests doing with his 18 minutes approach.

In 18 Minutes , Bregman recommends three daily strategies to keep yourself focused throughout the day. If you have an eight-hour workday, you should:

• In the morning: Bregman suggests using each morning to think about how to make the day successful. Make a calendar from your to-do list items.
• Every hour: When you start work, you may become sidetracked. Bregman says to take one minute every hour to take a deep breath. Ask yourself if you were productive in the previous hour. Use each elapsed hour as motivation to keep working hard.
• In the evening: Take five minutes each evening to review your day. Reflect on your achievements to see what could have gone better. Did you impress your boss with today’s presentation? Did you miss out on closing a sale? Think about each side and how you can build moving forward.

Action Step: Use the 18-minute approach each day this week as a time management strategy. Use the one-minute breaks to refocus and the five-minute morning and evening sessions for reflection.

#28 Abide by the law of three

Good things come in threes, which applies to your time management strategies. The idea here is three activities account for 90% of the value of your business.

The law of three calls for writing down three goals you want to accomplish each day, week, month, and year. For example, what three things could I do today to contribute the most value to my job? These tasks might include securing a new client or developing a product idea.

Action Step: Use this law to make your three most significant contributions today, this week, month, and year. Focus on them the most to see how they impact your career.

#29 Employ the pickle jar theory

Imagine you’re at the beach with a pickle jar. You fill it with sand, pebbles, and rocks. Each item represents a different part of your daily time management. Prioritize your schedule based on the rocks and pebbles. Sand can fit if the other tasks are complete.

• Rocks: The rocks are your most vital tasks. Today may be the deadline for a project you’re working on. If you don’t handle the rocks, you’re in trouble.
• Pebbles: The pebbles are secondary duties. They’re vital to your workday, but you can delegate them. For example, you may need to make phone calls or social media posts.
• Sand: The sand resembles less critical tasks in your day, such as lunch with a coworker or time spent scrolling on social media.

Action Step: Use the pickle jar theory at work this week to create a hierarchy of tasks. Complete the jobs to see how productive your day is.

#30 Learn the 10/90 rule

The 10/90 rule says you should spend 10% of the time allotted for a task planning and organizing as much as possible. Then 90% is for completing the actual activity.

The objective is to save time on any project you work on. Planning brings clarity and direction to your work. You’ll be much more productive knowing what you need to get done.

Action Step: Try the 10/90 rule this week for your most important task. You’ll see how planning and outlining benefit your success and time management.

#31 Try the rapid planning method

Tony Robbins created the rapid planning method (RPM) to ask what you want and your purpose. This technique calls for four steps:

• Capturing: The first step in RPM is to capture. You must capture what’s causing your stress by writing down what you need to accomplish. Write a list of five to nine duties essential to your job.
• Chunking: Next, you’ll need to divide each task into chunks. Your daily duties may fall into business or personal desires, so split them into categories. For example, your business chunks could propose five project ideas this month, and your personal chunks could be to cook dinner more than you order takeout in a week.
• Charting: Charting involves writing down your goals into three sections—action plan, result, and purpose. For example, your desired result is three new clients this month. Your action plan to get there is to increase your cold calls and do in-person visits. What’s your purpose? It’s to grow yourself as a salesperson.

Action Step: Try the RPM method as an organizational tactic. Use the chunks to see your priorities in your personal and business life.

#32 Practice the ALPEN method

The ALPEN method comes from German economist Lothar J. Seiwert. German words comprise the ALPEN acronym, so here are the letters laid out:

• A: The first step is writing down your highest priorities. These could be finishing a project or delivering a presentation to shareholders.
• L: The second step calls for estimating how long it takes to complete the tasks. Write down a reasonable but efficient amount of time to complete each duty. For example, two jobs require two-hour blocks, and four others require one-hour blocks.
• P: Here, you’ll need to account for buffer time. Distractions will likely occur, so incorporate a buffer time of 20% longer than you need. For example, a two-hour task should get about 24 minutes of extra time if necessary.
• E: Step four is for determining priorities. You have a set of 10 tasks, so sort through and decide which ones are most important. Can you delegate any of them?
• N: The final step is examining the success of your time estimates. Did you need more time for the presentation, or did your meeting end up shorter than expected?

Action Step: Use the ALPEN method this week for your to-do list. This time management strategy is highly effective for improving your skills in estimating time and executing tasks. You’ll find more time in your schedule for other priorities.

#33 Apply the salami slice method

One task may seem daunting because it’s so large. How do you know where to begin? You divide it into slices. A large hunk of salami may seem too much to eat, but dividing it into small pieces is less intimidating. The same idea applies to time management.

Imagine you’re a scientist working on a study. The process could take months or years, and it feels overwhelming. However, if you slice it like salami, it becomes less intimidating. Your salami slices could look like this:

• Forming a hypothesis
• Doing background research
• Conducting surveys or observations
• Analyzing data
• Drawing conclusions

Action Step: Examine the biggest project on your plate and use the salami slice method to cut each step into slices. Approach each chunk like it’s a project on its own—you’ll feel accomplished checking off each box along the way.

Time Management Takeaways

You have the right skills to do a good job, but improved time management tips for work can take you to the next level. Using one of these time management strategies may initially feel odd. Still, you’ll increase your productivity as you ingrain them into your routine.

Why do you need time management skills?

Time management is crucial in numerous facets of your life. Work, school, caring for children, fitness, and other aspects require time management strategies for balance. Better time management leads to these crucial benefits:

• Better workflow: The primary benefit of time management is improving your workflow. Finding your best times for productivity means you’re in the zone and ready to tackle your tasks.
• More energy: Time management is also about energy management. Hour one is typically more productive than hour eight. Use time management strategies to allocate your energy throughout the day better.
• Less stress: Time management tips combat stress. Effectively working makes you feel less stressed and better about your work.
• Work-life balance: Balancing your work and home is critical—especially if you work remotely. Time management helps you leave work at work and focus on your personal life at home.
• Effective work: Time management increases the amount of work you complete and its effectiveness. Your product is much better when you’re doing deep work because your mind is clear of distractions.
• Deadline success: No matter your industry, deadlines are crucial. Time management skills ensure you can meet any deadline because you know how to manage your time wisely.
• Higher confidence: Time management leads to higher confidence. You feel accomplished and fulfilled when you complete work on time and effectively.
• Professional success: Others will notice your excellent work and time management skills. It’s a great way to impress your boss and advance your career.

Check out this article with 14 unique productivity tips if you want to boost your time management skills and improve your productivity. 

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Time Management Is About More Than Life Hacks

• Erich C. Dierdorff

Your productivity hinges on these three skills.

There is certainly no shortage of advice — books and blogs, hacks and apps — all created to boost time management with a bevy of ready-to-apply tools. Yet, the frustrating reality for individuals trying to improve their time management is that tools alone won’t work. You have to develop your time management skills in three key areas: awareness, arrangement, and adaptation. The author offers evidence-based tactics to improve in all three areas.

Project creep, slipping deadlines, and a to-do list that seems to get longer each day — these experiences are all too common in both life and work. With the New Year’s resolution season upon us, many people are boldly trying to fulfill goals to “manage time better,” “be more productive,” and “focus on what matters.” Development goals like these are indeed important to career success. Look no further than large-scale surveys that routinely find time management skills among the most desired workforce skills, but at the same time among the rarest skills to find.

• Erich C. Dierdorff is a professor of management and entrepreneurship at the Richard H. Driehaus College of Business at DePaul University and is currently an associate editor at  Personnel Psychology.

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• 18 time management tips, strategies, an ...

18 time management tips, strategies, and quick wins to get your best work done

Today, we’re constantly interrupted by tools, notifications, emails, social media—you name it. In our distraction economy, chaos has become the norm.

Time management templates can help you take back your time and bring more mindfulness into your daily routine. Instead of letting your to-do list dictate how you spend your time, you can use time management strategies to intentionally set your daily priorities and focus on the most relevant work.

There isn’t one right way to manage your time. In this article, we’ll cover 18 different tips, strategies, and quick wins to help you take back control of your tasks—and your time.

What is time management?

Time management is the practice of managing your work in order to ensure you’re spending your time as intentionally as possible. Time management can  increase productivity —but the biggest advantage of effective time management is the ability to better prioritize your day so you can make space for rest and self care.

The benefits of time management

Good time management strategies can help you organize and prioritize tasks so you can:

Feel like you have more time in your day.  When you’re intentional about where your time is going, you may find that you reduce unnecessary tasks, de-prioritize work that doesn’t need to get done today, and accomplish things in less time. You won’t literally have more time in your day—but you may find that you accomplish more in the same amount of time.

Establish boundaries between work and personal time.  Improving your time management isn’t about squeezing out every second of productivity you have at work. Rather, these strategies can help you get your most important work done—and identify what work can wait until tomorrow. By prioritizing the work that needs to get done today and clarifying what work you can defer to a later date, you’re also establishing boundaries between your work time and your personal time.

Reduce stress.  Without effective time management, it can feel like you never have enough time at work. You might feel like you’re running around and putting out fires—which can lead to increased stress and, ultimately, burnout. In fact, according to the  Anatomy of Work Index , 71% of knowledge workers reported feeling burnout at least once in 2020.

Improve productivity.  There are a variety of time management tips to help reduce procrastination and increase productivity. By identifying your main priorities for the day, you won’t just be more productive—you can also feel confident that you’re working on the right things each day.

Break bad habits.  No one wants to procrastinate. But over time, bad habits can pile up and get in the way of high-impact work. (Trust us, we’ve been there too.) Time management strategies can help you identify and break out of bad habits.

6 time management strategies to increase productivity

One of the easiest ways to build your time management skills is to incorporate a tried-and-true time management strategy into your daily routine. Time management strategies help you set time limits on work, tackle one task at a time, and schedule your day with more intention.

1. Timeboxing

Timeboxing  is a goal-oriented time management strategy where you complete work within “timeboxes.” This strategy is particularly effective if you aren’t sure how much time you’re spending on each task and want to approach your  to-do list  more intentionally.

Timeboxing helps you break down large tasks into smaller pieces, and then complete those pieces in a reasonable amount of time. Each task should have its own unique timebox that lasts no more than three hours. For example, if you need to write a blog post, you might create a two-hour timebox to write an outline. Then after taking a break, you can create another three hour timebox to begin the first draft. By breaking the work into smaller pieces, you can make steady progress towards your goal over the course of days or weeks.

2. Time blocking

Time blocking  is similar to timeboxing, but instead of scheduling specific time for each individual task, you’ll practice blocking off set periods of your calendar for related work. When you use time blocking to schedule your work, you’re effectively breaking the work week into discrete time slots where you can work on projects, communicate with coworkers, take a break, or even exercise. Time blocking can help you dedicate more time to flow and  deep work  by allowing you to focus without being interrupted.

To create a time block, start by figuring out your daily or weekly priorities. Then, group similar tasks so you can work on them in one time block. Finally, practice scheduling blocks of focus time on your calendar to help you stick to your time blocked schedule.

3. Pomodoro method

Similar to timeboxing and time blocking, the  Pomodoro method  helps you tackle work within short time frames and then take breaks between working sessions. The Pomodoro time management strategy is particularly helpful because it actively encourages regular breaks, which are good for intrinsic motivation —and good for your brain. In fact, research suggests that taking breaks makes people  more creative .

To use the Pomodoro method, you need a timer, a prioritized to-do list, and a “snooze” feature on your notifications. Start by setting your timer for 25 minutes, and try to spend that time exclusively working on a task—avoid checking your text messages or social media if possible. Then, once time is up, take a five minute break. Ideally, aim to do something physical during your break, like grabbing a snack or getting up to stretch—but it’s ok to check your devices or see if you got an important ping while you were focused on your task.

Repeat the process of working for 25 minutes and then taking a five minute break four times. Then, after the fourth working session, take a longer 20-30 minute break.

4. Eat the Frog

Mark Twain famously said, “If it’s your job to eat a frog, it’s best to do it first thing in the morning.” The  Eat the Frog  time management strategy takes inspiration from this quote and encourages you to tackle big or complex tasks first before working on your less important or less urgent work. This strategy is particularly helpful if you split your days between regular, daily work and high-priority tasks.

With the Eat the Frog method, you can ensure you’re getting to your most important work every day. To get started with this time management strategy, make sure you’re tracking your work and priorities in a centralized tool. Look for a way to connect your  daily tasks to company goals . That way, you can better identify which tasks to prioritize every day, and make sure you get those to-dos done first. Then, once you’ve eaten your frog for the day, you can move on to the rest of your work.

5. Pareto principle

If eating a frog first thing in the morning doesn’t sound appetizing, you might prefer the Pareto time management strategy. The  Pareto principle  is the opposite of the Eat the Frog method—this strategy encourages you to get quick tasks out of the way, so you can feel more accomplished and motivated as you head into your day.

Often called the “80/20 rule,” the Pareto principle has one fundamental rule: you spend 20% of your time on 80% of your work. If you can get those 80% of your tasks out of the way in relatively quick order, you free up your workday to tackle the 20% of your work that will take 80% of your time.

6. Getting Things Done (GTD)

The  Getting Things Done  method was invented by David Allen in the early 2000s. According to Allen, the first step to getting things done is to write down everything you need to do. By freeing up brain power and instead relying on  task management tools , you can focus on taking action—and not remembering what you need to do.

To use the GTD method, capture all of your upcoming work in one place. Then once you’ve written down everything you need to do, sort and prioritize your work. For example, you might have work you no longer need to do (that goes in the “trash”), work you want to do eventually but not right now (that goes into a “later” project or folder), work that is dependent on other tasks, and so on. The tool should capture all the details—it’s your job to take action on them.

6 time management tips to get more done

You may or may not like using an established time management strategy to organize your work. Not every time management strategy is effective for every person—that’s why there are so many of them in the first place. Instead, try these six tips to build your time management skills.

1. Connect daily work to goals

Time management isn’t always about getting all of your work done—rather, it’s about identifying and prioritizing your most important work. In order to do that, you need to connect your day-to-day work to team or company goals so you can identify the most important tasks to tackle daily. But, according to a recent  survey of over 6,000 global knowledge workers , only 26% of employees say they have a very clear understanding of how their individual work relates to company goals.

The best way to coordinate work and priorities across all levels of your organization is with a  work management tool . With work management, you can connect daily work and team projects to company objectives, so your team members always understand how their work impacts company priorities.

To ensure we’re prioritizing the right work, we use OKRs to set quarterly goals that ladder up to bi-annual goals. On a weekly cadence, our team leads make sure that the work the team is doing ladders up to these goals.”

2. Prioritize and organize your work

Whether you like the Eat the Frog method or prefer the Getting Things Done approach, it’s critical to know which tasks are important. Inevitably, you’ll have a task that shifts in priority or a deadline that gets moved up or down. If you don’t have clarity on which work is more important, you won’t be able to adapt and prioritize the right work.

Why does prioritizing work matter? You might be familiar with burnout, which impacts a growing number of global employees every year. But what’s less documented is how unclear priorities contribute to burnout. According to the  Anatomy of Work Index , 29% of the knowledge workers who reported feeling burnout cited feeling overworked from a lack of clarity on tasks and roles as a contributing factor. Knowing which tasks to prioritiz

e can help reduce that feeling and increase confidence that you’re working on the right tasks every day.

3. Plan ahead at the end of each day

The workday often feels like a scramble because we’re already behind by the time we get started. If you’re the type of person who goes through emails every morning trying to figure out what to prioritize for the day, you’re not alone. Fortunately, there’s a better way.

Instead of trying to figure out what you should be doing in the morning, spend the last five minutes of each day preparing for the next one. This can increase motivation because you know exactly what you’re doing every day before you even log on. It’s also a valuable way to make sure you’re going to get your most important work done every day. Instead of reacting to an email or request at 4:30 in the afternoon, you can make sure to incorporate that important work into the next day’s schedule.

4. Say “no” or delegate

One advantage of clarifying your priorities is that you gain an understanding of what’s less of a priority as well. It’s not always easy to say “no” to work—but it helps when you can explain that you’re saying “no” because the work doesn’t align with your current priorities. Defining priorities for yourself—and sharing those priorities with your team members—can give everyone more clarity.

If the work has to get done, but still isn’t a priority for you, see if you can delegate it to another team member . Keep in mind—delegating doesn’t mean the task isn’t important, it just means the work isn’t in line with your current priorities. It could be that this work is more relevant for someone else’s expertise—and when you reassign it to them, you’re ensuring the work is done by the best person for the job.

A strategy we have put in place to make sure our team is efficient is to be clear around what you will and won't do as a team... Having clear visibility of your work makes decisions easier around what you will focus on and what you won't focus on. If you can be very clear around that it helps drive efficiency and clarity around what our teams need to be focusing on.”

5. Audit your tasks

Similar to saying “no” to work, take some time to look through tasks you committed to a while back and are still working on. Is there anything that’s currently on your plate that no longer aligns with your team’s goals?

When you find these tasks, ask yourself if this work needs to be done at all. If it’s no longer important to your team, consider putting the work on hold. If the task still needs to be done, ask yourself if you’re the best person for the job—and if not, go through the same delegation exercise to figure out who is.

6. Ditch handwritten to-dos—use a tool

If you’re still tracking your work by hand, it’s time to upgrade to an online tool. As satisfying as it can be to take notes manually, written  to-do lists  are disorganized, prone to mistakes, easy to lose, and ineffective.

Instead, make sure the majority of your project management is happening in a dedicated tool.  Project management tools  offer a variety of features that make it easier to get the most out of your time. With a project management tool you can:

Coordinate cross-functional work and track exactly who’s doing what by when.

Communicate about work, share feedback, and  report on project status  in one place.

Track progress in real time to accurately see where work stands.

See due dates and  dependencies so you can hit your goals without scrambling.

Plus, if you think there’s nothing quite like crossing a task off your written to-do list, wait until you see a herd of  celebration creatures  fly across your computer screen.

6 time management quick wins

The time management strategies and tips we outlined above are helpful—but they take some time to implement. Looking to get started in the next five minutes? Try these six quick wins to improve your time management right now.

1. Snooze notifications

We’re constantly bouncing between apps, notifications, and tasks. In fact, the average knowledge worker  switches between 10 apps  up to 25 times per day. That’s why it’s harder to focus on the task at hand and get into a good flow—which means work takes longer.

When you can, turn off your notifications or use “Do not Disturb” features to temporarily disable notifications. That way, you can dive into deep work—while also letting your team know you’ll be getting back to them later. Most tools show that you’re temporarily snoozed, so team members know not to expect a reply from you right away. If necessary, they can usually choose to override the feature, so you’re never too far out of reach.

To be most productive, I find it helpful to block off time between meetings when I intend to work on different projects, making sure to leave time for short breaks. I also find it helpful when I (and folks around me) update Slack statuses to “Heads down” so nobody expects an immediate response.”

2. Organize your physical space

Think back to how clean your desk was when you first set it up. You likely had a computer monitor and a keyboard, maybe a notepad, but probably not much else. If you’re anything like us, that clean desk didn’t last long. Over time, you’ve inevitably accumulated papers, boxes, books, sticky notes, and stray wires.

A messy desk might not seem like much, but visual clutter can influence mental clutter, and make it hard to focus. Take a quick five minute break to organize your desk. Throw away any papers that are no longer necessary, stack your books in a neat row, and coil any stray wires that might be lying around. Then, when you get back to work, you may find that it's easier to focus.

3. Group like tasks

Every time you switch between tasks, your brain has to find the relevant context and information for that new task and bring that knowledge to the forefront of your mind. Sure, it takes mere seconds for your brain to do that—but if you’re constantly switching between tasks and projects, that means you’re forcing your brain to work overtime.

This can lead to reduced productivity—not to mention increased exhaustion at the end of the day. So instead, try to group like tasks. See if you can work on all of your tasks for one project, or all tasks for the same deliverable, in the same time block. When you do, you’ll spend less time context-switching and more time focused on getting high-impact work done.

Working in batches, especially with planning, really helps you prioritize the work while still giving you the ability to be dynamic to what's happening or what may be coming.”

4. Work on quick tasks in between meetings or focus time

You likely have a few tasks every day that take five or 10 minutes to complete. These can be quick responses to a team member, fixing a typo on a document, or submitting a work request form to another coworker.

If you have this type of work, store it somewhere that’s front and center—like a project management tool—but don’t immediately work on it. Instead, save these tasks for those five minutes between meetings or 10 minutes immediately after lunch as you get back into the swing of things. Not only will you be able to quickly tackle this work—and feel good for doing it—they also won’t take up valuable mental energy that could be spent on more complex work.

5. Stop trying to multitask

Simply put, multitasking is a myth . While it might feel like you’re doing more than one thing at the same time, when you attempt to multitask you’re actually forcing your brain to quickly switch between tasks. Every time you switch between work, your brain needs to find the information and context for that task. Not only does this take more effort than simply focusing on one to-do, it also exhausts your brain.

Instead of multitasking, aim to work on one task at a time, so you can get into flow while working.  Flow state  happens when you’re so focused that you feel like you’re “in the zone.” When you get into flow, you’re able to get more work done more efficiently, since your brain is only focusing on one task at a time.

6. Take breaks

It might seem counterintuitive, but one of the best things you can do to improve your time management is to take a break. We tend to react to feeling behind on work by just doing more of it, but your brain needs time to rest and recharge. If you’re overworked and burnt out—you won’t be able to get anything done, much less tackle your most important work.

If taking a break feels hard to do, you’re not alone. According to our research,  32% of knowledge workers  who feel burnout report not being able to switch off or disconnect as something that fuels their burnout. Because they can’t switch off, they get burnt out, and when they’re burnt out, they can’t switch off—it’s a never-ending cycle.

If you struggle to remember to take breaks, consider scheduling them into your calendar. Then when the break pops up on your calendar, force yourself to take it—even if you just stand up to stretch. Even though it might feel stressful to take that break, you’ll feel better once you do.

To help ensure you don't burn out while working remotely, find new ways in this digital world to separate yourself from your screen and to take the time that you need. Also, I highly recommend the one-minute dance party–just get up and move around.”

Take control of your time

Ultimately, time management is more of a state of mind than anything else. To effectively manage your time, prioritize your work so you know to work on each day. Instead of letting your to-do list dictate your priorities, focus your attention on your intention to really drive impact.

To get started, make sure you’re tracking work in a centralized tool. Ready to get started? Learn how Asana can help you  organize your tasks and hit your deliverables .

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Time Management: 10 Strategies for Better Time Management

The term Time Management is a misnomer. You cannot manage time; you manage the events in your life in relation to time. You may often wish for more time, but you only get 24 hours, 1,440 minutes, or 86,400 seconds each day. How you use that time depends on skills learned through self-analysis, planning, evaluation, and self-control. Much like money, time is both valuable and limited. It must be protected, used wisely, and budgeted.

• Are more productive.
• Have more energy for things they need to accomplish.
• Feel less stressed.
• Have more free time to do the things they want.
• Get more things done.
• Relate more positively to others.
• Feel better about themselves. (Dodd and Subdheim, 2005)

Finding a time management strategy that works best for you depends on your personality, ability to self-motivate, and level of self-discipline. By incorporating some, or all the ten strategies below, you can more effectively manage your time.

1. Know How You Spend Your Time

A time log is a helpful way to determine how you use your time. Record what you are doing in 15-minute intervals for a week or two. Evaluate the results:

• Did everything you needed to do get done?
• Which tasks require the most time?
• What time of day when you are most productive?
• Where is most of your time is devoted (i.e. job, family, personal, recreation)?

Identifying your most time-consuming tasks and determining whether you are investing your time in the most important activities can help you to determine a course of action. Having a good sense of the time required for routine tasks can help you be more realistic in planning and estimating how much time is available for other activities. Many apps exist to help you keep track of your time, as mentioned in Strategy 3.

2. Set Priorities

Managing your time effectively requires a distinction between what is important and what is urgent (MacKenzie, 1990). Experts agree that the most important tasks usually aren’t the most urgent tasks. However, we tend to let the urgent tasks dominate our lives. Covey, Merrill, and Merrill (1994) categorize activities into four quadrants in their Time Management Matrix: urgent, not urgent, important, and not important. While activities that are both urgent and important must be done, Covey et al. suggests spending less time on activities that are not important (regardless of their urgency) to gain time for activities that are not urgent but important. Focusing on these important activities allows you to gain greater control over your time and may reduce the number of important tasks that become urgent.

Creating a "to do” list is an easy way to prioritize. Whether you need a daily, weekly, or monthly list depends on your lifestyle. Be careful to keep list-making from getting out of control. List manageable tasks rather than goals or multi-step plans. Rank the items on your “to do” list in order of priority (both important and urgent). You may choose to group items in categories such as high priority, medium priority, or low priority; number them in order of priority; or use a color-coding system. The goal is not to mark off the most items, but to mark off the highest priority items (MacKenzie, 1990). A prioritized “to do” list allows you to set boundaries so you can say “no” to activities that may be interesting or provide a sense of achievement but do not fit your basic priorities.

3. Use a Planning Tool

When using a planning tool:

• Always record your information on the tool itself. Jotting notes elsewhere that must be transferred later is inefficient and wastes more time.
• Review your planning tool daily.
• Keep a list of your priorities in your planning tool and refer to it often.
• Keep planning tools synchronized. If you keep more than one, make sure your phone, computer, and paper planning tools match.
• Keep a back-up system.

Apps on your phone can be great planning tools. Apps typically fall into one of the following categories:

• Time Trackers – Gain an awareness of how you spend your time.
• Time Savers – Increase productivity and break time-wasting habits.
• Task Managers – Prioritize and organize tasks to improve time management.
• Habit Developers – Create healthy habits to encourage time management.

4. Get Organized

Disorganization leads to poor time management. Research has shown that clutter has a strong negative impact on perceived well-being (Roster, 2016). To improve your time management, get organized.

Set up three boxes (or corners of a room) labeled "Keep," "Give Away," and "Toss." Sort items into these boxes. Discard items in your “Toss” box. Your "Give Away" box may include items you want to sell, donate, or discard.

The next step is to improve the time you spend processing information. For example, tasks such as email can eat up your day. To combat wasted time, implement an email organization system that allows you to process the information in each email as efficiently as possible. Use folders, flagging, or a color-coded system to keep track of what’s what.

5. Schedule Appropriately

Scheduling is more than just recording what must be done (e.g., meetings and appointments). Be sure to build in time for the things you want to do. Effective scheduling requires you to know yourself. Your time log should help you to identify times when you are most productive and alert. Plan your most challenging tasks for when you have the most energy. Block out time for your high priority activities first and protect that time from interruptions.

Schedule small tasks such as drafting an email, creating a grocery shopping list, reading, watching webinars or listening to podcasts for long commutes or when waiting for a call or appointment. Capitalize on what would otherwise be time lost. Avoid nonproductive activities, such as playing games or scrolling through social media. Limit scheduled time to about three-fourths of your day to allow for creative activities such as planning, dreaming, and thinking.

6. Delegate: Get Help from Others

Delegating means assigning responsibility for a task to someone else, freeing up your time for tasks that require your expertise. Identify tasks others can do and select the appropriate person(s) to do them. Select someone with the appropriate skills, experience, interest, and authority needed to accomplish the task. Be specific. Define the task and your expectations while allowing the person some freedom to personalize the task. Check how well the person is progressing periodically and provide any assistance, being careful not to take over the responsibility. Finally, reward the person for a job well done or make suggestions for improvements if needed. (Dodd and Sundheim, 2005). Another way to get help is to “buy” time by obtaining goods or services that save time. For example, paying someone to mow your lawn or clean your house, or joining a carpool for your children’s extracurricular activities frees time for other activities. The time-savings from hiring someone for specialized projects is often worth the cost.

7. Stop Procrastinating

People put off tasks for a variety of reasons. Perhaps the task seems overwhelming or unpleasant. To help stop procrastination, consider “eating the big frog first.” A quote commonly attributed to Mark Twain says, “If it’s your job to eat a frog today, it’s best to do it first thing in the morning. And if it’s your job to eat two frogs, it’s best to eat the big frog first.” Unpleasant tasks we procrastinate completing are “big frogs.” Complete these tasks as your first action of the day to get them out of the way. Another option is to “snowball” your tasks by breaking them down into smaller segments, completing preparatory tasks, and eventually completing the larger task at hand. Whether you choose the “big frog first” or “snowball” method, try building in a reward system for completed tasks to help stay motivated.

8. Manage Time-Wasters

Reduce or eliminate time spent in these activities by implementing some simple tips.

Handheld Devices

• Take advantage of voice-to-text features such as transcribed voicemails or to make notes or draft emails and text messages when you are on the go.
• Avoid small talk. Stay focused.
• Take any necessary action immediately following a call.
• Impose screen time limits and regularly monitor your digital wellness (see Strategy 10).
• Schedule breaks from your devices.
• Set aside a specific time to view and respond to email, but don’t let it accumulate to the point it becomes overwhelming to sort.
• Turn off notifications for email.
• Handle each item only once if possible.
• Immediately delete or unsubscribe from junk emails.
• Keep address books up-to-date and organized.
• Utilize built-in shortcuts to sort email.

Unexpected Visitors

• Schedule time for face-to-face visits.
• Inform visitors of your time constraints and politely offer to reschedule.
• Set a mutually agreeable time limit for the visit.
• When someone comes to the door, stand up and have your meeting standing to help keep it brief.

In-Person and Virtual Meetings

• Know the purpose of the meeting in advance.
• Arrive early.
• Start and end the meeting on time.
• Prepare an agenda and stick to it. Use a timed agenda, if necessary.
• Don’t schedule meetings unless they are necessary and have a specific purpose or agenda.
• Use recording software or designate a note-taker.

Family Obligations

• Use and sync virtual calendars for easy sharing between busy family members.
• Make each family member responsible for consulting the master calendar for potential conflicts.
• Create a central area or agreed upon app for posting communications such as appointment reminders, announcements, and messages.

9. Avoid Multi-tasking

Psychological studies have shown that multi-tasking does not save time. In fact, the opposite is often true. You lose time when switching from one task to another, resulting in a loss of productivity (Rubinsteim, Meyer, and Evans, 2001). Routine multi-tasking may lead to difficulty in concentrating and maintaining focus. Do your best to focus on just one task at a time by keeping your area clear of distractions, including turning off notifications on your devices, and set aside dedicated time for specific tasks.

10. Stay Healthy

The care and attention you give yourself is an important investment of time. Scheduling time to relax or do nothing helps you rejuvenate physically and mentally, enabling you to accomplish tasks more quickly and easily. Be sure to monitor your screen time as a part of your digital well-being, setting boundaries to stay healthy. A study conducted by Google showed that four out of five study participants who took steps to improve their digital well-being believe their overall well-being was positively impacted as well (Google, 2019). To improve your digital well-being, set time limits or utilizing built-in software on electronic devices such as phones and tablets to help maintain your digital wellness. Blue light blockers and grayscale mode may also help you improve your digital well-being. Set a time each night to shut off all digital devices to give your mind time to relax; this can also help improve your sleep schedule.

Unfortunately, poor time management and too much screen time can result in fatigue, moodiness, and more frequent illness. To reduce stress, reward yourself for time management successes. Take time to recognize that you have accomplished a major task or challenge before moving on to the next activity.

Whatever time management strategies you use, take time to evaluate how they have worked for you. Do you have a healthy balance between work and home life? Are you accomplishing the tasks that are most important in your life? Are you investing enough time in your own personal well being? If the answer is “no” to any of these questions, then reevaluate your time management strategies and transition to ones that will work better for you. Successful time management leads to greater personal happiness, more accomplishments at home and at work, and a more satisfying future.

Previously updated by: Roxie Price, University of Georgia Extension Dana Carney, University of Georgia Extension Rachael Clews, K-State Research and Extension

Originally written by: Sue W. Chapman, retired, UGA Extension Michael Rupured, retired, UGA Extension

Covey, S. R., Merrill, A. R., & Merrill, R. R. (1994). First things first: To live, to love, to learn, to leave a legacy . Simon & Schuster.

Dodd, P., & Sundheim, D. (2005). The 25 best time management tools and techniques: How to get more done without driving yourself crazy . Peak Performance Press, Inc.

Google, Global (DE, ES, FR, IT, PL, U.K., U.S.). (2019). Digital wellbeing survey (General population, 18+ years, n=97).

MacKenzie, A. (1990). The time trap (3rd ed.). American Management Association.

Roster, C., Ferrari, J., & Jurkat, M. (2016, March 16). The dark side of home: Assessing possession ‘clutter’ on subjective well-being. Journal of Environmental Psychology , 46 , 32–41. https://doi.org/10.1016/j.jenvp.2016.03.003

Rubinsteim, J., Meyer, D., & Evans, J. (2001). Executive control of cognitive processes in task switching. Journal of Experimental Psychology: Human Perception and Performance, 27 (4), 763–797. https://doi.org/10.1037/0096-1523.27.4.763

Status and Revision History Published with Full Review on Apr 25, 2014 Published with Minor Revisions on Aug 26, 2020 Published with Full Review on Feb 19, 2024

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