What connects Harvard University’s endowment, the Tengiz oil field in Kazakhstan, and health insurance giant Humana, Inc.? They all clock in around $37 billion in value – a figure roughly equivalent to how much unnecessary meetings cost the United States economy lost annually due to unproductive work.

While certain meetings are undeniably crucial, a significant portion are not. Despite this, we still dedicate a whopping 35-50% of our time to meetings (and even more if you’re in senior management), often stuck in situations that could have been easily addressed with a concise email. Though completely eliminating meetings and other time-wasters from your professional life may be a tall order, numerous strategies can help you reclaim valuable time, boost productivity, and ultimately achieve more. However, a time management technique that proves revolutionary for one person might be utterly useless for another. That’s precisely why this list of time management tips is categorized to cater to diverse needs. Whether you’re a PPC aficionado or a social media guru, you’ll discover a plethora of ways to become more efficient and productive with your time.

Time Management Tips for Managers

Time Management Tip #1: Designate Meeting-Free Zones

Every week, make sure to designate a specific time slot that’s completely off-limits for meetings. It could be the first few hours on Monday morning, or towards the end of the day on Friday. Regardless of the chosen day and time, ensure that everyone on your team is aware of your unavailability for meetings during this period. This will empower you to get more done without the looming pressure of meetings. And speaking of meetings…

Time Management Tip #2: Embrace Standing (or Walking) Meetings

When scheduling a meeting is unavoidable, it’s tempting to simply book a conference room for 30 minutes to an hour and invite the whole team. While sometimes necessary, a majority of meetings can actually be concluded much faster – especially if everyone is standing or walking.

Image via NPR Standing and walking meetings inherently encourage brevity and help everyone stay laser-focused on high-priority, time-sensitive matters before returning to work. Plus, walking can be fantastic for enhancing concentration and squeezing in some steps throughout the day!

Time Management Tip #3: Define Crystal-Clear Objectives for Every Meeting

As previously touched upon, one of the biggest culprits behind wasted time in the modern workplace is unproductive or unnecessary meetings. However, when a meeting is absolutely unavoidable, ensure everyone is aligned by circulating an email to all participants requesting a concise summary of desired outcomes and a well-defined objective for the meeting. This not only minimizes wasted time by getting everyone on the same page, but also guarantees that once the clearly stated objective is achieved, everyone can promptly resume their work.

Time Management Tip #4: Experiment with an Open/Closed Office Door Policy

Exceptional managers and executives are known for their approachability and openness towards their staff. nexus-security’s CEO, Ralph Folz, embodies this by making a conscious effort to address every nexus-security employee by their first name (a remarkable feat considering the company size). However, one potential drawback of this approach is the constant urge to jump in and address every problem that lands on your plate. If this resonates with you, consider trying out an open/closed office door policy.

Communicate to your team and direct reports that an open office door signifies your availability for questions and discussions. Conversely, a closed door means you need uninterrupted time to focus. This also eliminates the need for emails or instant messages inquiring about your immediate availability.

Time Management Tip #5: Master the Art of Delegation – Knowing What and When to Let Go

The saying, “If you want something done right, you have to do it yourself” might sound familiar to many managers. Whether due to a penchant for micromanagement or a shortage of capable team members, many managers find themselves grappling with overwhelming workloads or even burnout by shouldering too much responsibility. If you find your to-do list spiraling out of control, recognize when to delegate tasks effectively. Not only does this contribute to your team’s professional growth and sense of ownership, it also frees up your valuable time to focus on more strategic initiatives. While it’s tempting to handle everything personally to ensure adherence to standards, it’s crucial to recognize when this approach becomes counterproductive.

Time Management Tips for PPC Professionals

Time Management Tip #6: Harness the Power of PPC Automation

While often likened to a marathon rather than a sprint, PPC optimization across multiple campaigns still demands a significant amount of work. If you haven’t already, consider integrating automation techniques into your workflow to alleviate repetitive tasks and free up your time.

AdWords scripts and other similar tools can automate a large chunk of the routine tasks you handle daily in your own or your clients’ accounts. You don’t need to be a coding whiz to start scripting in AdWords, and the impact it can have is immense.

Time Management Tip #7: Structure Your PPC Accounts for Optimal Efficiency

At first glance, this tip might not scream “time-saving.” However, one of the biggest time-wasters in PPC is navigating through a poorly organized account. Optimizing a well-structured PPC account regularly (which is a PPC best practice) is far more efficient than wrestling with an account that resembles a chaotic maze.

While there are multiple ways to structure an AdWords account depending on its objectives, the approach illustrated above offers an optimal structure for maximizing efficiency and relevance. Implementing these changes to an existing account might seem like a daunting task, but remember the old adage, “An ounce of prevention is worth a pound of cure.”

Time Management Tip #8: Leverage the Power of Free Software Tools

Notebooks and I are practically inseparable. I carry one with a pen almost everywhere, and while I cherish the tactile experience of writing (which also aids memorization), I rely on a variety of free, web-based software tools to streamline my work. Countless free software tools are available to PPC professionals. While we naturally gravitate towards our own suite of free tools, such as the AdWords Performance Grader, a plethora of other tools can significantly simplify your life as a PPC professional. Explore this blog post featuring 29 top-notch PPC tools, or the dedicated PPC section in our compilation of 99 online marketing tools, and see if any of them can save you time and effort. We’ve also shared our favorite productivity tools for marketers.

Time Management Tip #9: Automate Your AdWords Reporting with Scheduled Reports

Reporting in PPC can be a double-edged sword; while comprehensive reports provide invaluable insights into what’s working (and what’s not), they can also bury you under an avalanche of irrelevant data – not to mention the initial time investment required to generate them.

Consider scheduling reports in AdWords to save time. These reports can be tailored to focus on specific metrics and criteria and delivered straight to your inbox at your preferred frequency. While they might not be as exhaustive as client-facing reports, they offer a quick overview of key metrics before you delve deeper into the data that truly matters.

Time Management Tips for Content Marketers

Time Management Tip #10: Embrace the Power of “Done” Over “Perfect”

Striving for perfection in every blog post is an elusive goal. While we should always aim to deliver our best work, the constant urge to edit and refine content endlessly can become a bigger time-sink than it’s worth. Recognize when it’s time to move on to the next piece. Resist the temptation to obsess over every sentence in pursuit of “perfection,” and learn to acknowledge when a project meets your blog’s editorial standards – then shift your focus to the next one.

Time Management Tip #11: Outlines Are Your Secret Weapon

The importance of outlines cannot be overstated (as previously discussed in our post about crafting effective blog posts). Structuring your blog posts around even the most basic outline can save you an enormous amount of time in the long run. It minimizes the likelihood of going off on irrelevant tangents within the post itself and provides a clear visual representation of the final product as you write. This can be incredibly effective, particularly for lengthier or more complex pieces. While outlines might not be necessary for every single post, give them a try and witness how they can enhance your productivity and save you precious time.

Time Management Tip #12: Create a Distraction-Free Writing Sanctuary

Communication lies at the heart of content marketing, so it’s only natural that as a content creator, you’ll need to discuss content with others. This might involve brainstorming with your editor or content manager about style and tone, or understanding the content needs of potential clients. However, when it’s time to roll up your sleeves and dive into writing, it’s crucial to minimize distractions as much as possible.

The struggle is real. Of course, what qualifies as a distraction varies from person to person, with music being a prime example. While I personally prefer complete silence to focus while writing, I know many writers and content professionals who thrive in the vibrant ambiance of coffee shops or find inspiration in music playing through their headphones. Whatever works best for you, embrace it – the faster you work, the quicker you can either move on to the next project or wrap up your day.

Time Management Tip #13: Streamline Your Editorial Workflow

Content marketing, at first glance, might seem incredibly straightforward – create content, publish it, and then promote it, right? This approach works flawlessly if you’re juggling just one project at a time. However, reality often presents a different scenario where we find ourselves tackling multiple projects simultaneously. One of the most effective ways to reclaim your time as a content professional is to meticulously organize your editorial workflow. Personally, I find Trello incredibly helpful for this purpose, thanks to its panel-based, progression-style workflow that resonates with me. It provides an instant visual overview of the stage each project is at, be it research, drafting, revision, etc.

Time Management Tips for Social Media Marketers

Time Management Tip #14: Let Engagement Data Guide Your Scheduling Strategy

While it might seem obvious, using scheduling or automation tools deserves a special mention here. The key takeaway is to leverage your engagement data effectively when scheduling social media updates.

While social media scheduling and automation platforms such as Hootsuite and Buffer are incredibly powerful, automating the publishing schedule doesn’t magically create the content itself. Even crafting a single tweet takes time, and if you’re scheduling updates without considering your audience’s peak engagement times, all that effort might go unnoticed. Focus on creating and scheduling tweets and social updates for times when they’re most likely to garner higher engagement.

Time Management Tip #15: Embrace the Efficiency of Update Templates

While Facebook posts might appear more substantial compared to Twitter’s ephemeral updates, that doesn’t mean you need to pour your heart and soul into crafting literary masterpieces for every single tweet or update. In fact, if you take a moment to analyze your past posts and updates, you’ll likely notice recurring patterns and similarities. Keeping this in mind, consider building a library of social media update templates for your primary channels (more on this shortly). Think of these templates as the skeletal framework for your tweets and updates. Simply leave placeholders for time-sensitive details, relevant information, and accompanying visuals, and you’re good to go. While this approach requires an initial time investment, it can yield significant time savings in the long run.

Time Management Tip #16: Prioritize Your High-Performing Channels

Aspiring small businesses often look up to established brands as role models when it comes to social media, attempting to replicate their approach of maintaining an active presence across all major platforms. For many businesses, this isn’t just challenging – it’s counterproductive.

Contrary to popular belief, you don’t need to be present on every single social media platform. Instead, focus your efforts on those most relevant to your target audience and where they are most active. For example, nexus-security prioritizes a very active presence on Twitter because it’s arguably the go-to platform for digital marketers, PPC experts, and a significant portion of our readership – but we’re not on Pinterest simply because it doesn’t align with our content or audience needs. Concentrate your time and energy on social media channels that deliver tangible results and meaningful engagement, and avoid wasting time creating content for platforms that aren’t providing any returns.

Time Management Tip #17: Leverage the Power of Auto-Updates

Your audience deserves and anticipates personalized attention on social media. After all, the potential for genuine interaction is what makes these platforms so compelling. However, while directly engaging with your followers is essential, that doesn’t mean you can’t automate updates for your fresh content. Tools such as IFTTT can automatically update your social media accounts whenever new content is added to your RSS feed, eliminating the need for manual updates. Additionally, there are numerous plugins and extensions available for platforms like WordPress. That being said, don’t fall into the trap of automating everything – remember, your audience wants to connect with a human, not a robotic entity.

General Time Management Tips

Time Management Tip #18: Request Time Estimates for Project Completion

When assigned a new project by your manager, inquire about their estimated time frame for completion. This allows you to prioritize time-sensitive tasks over those with longer deadlines. It also helps you determine if you’ll need additional support to meet the deadline and identify potential bottlenecks that might derail the project.

Image via ux.stackexchange.com If you find yourself spending significantly more time on a project than initially anticipated, discuss with your manager if it’s still worth the effort – this prevents you from “throwing good money after bad.”

Time Management Tip #19: Outsource Specialized Projects to Freelancers or Contractors

While taking on new projects outside your comfort zone can be exciting and beneficial for professional development, sometimes these ventures can become major time-sinks.

Image via/copyright Getty Images If you’re assigned a task that falls outside your area of expertise, consider outsourcing it to a freelancer or contractor. Discuss this option with your manager if you feel overwhelmed or anticipate the project demanding an unreasonable amount of time.

Time Management Tip #20: Minimize Distractions by Closing Email and IM Apps

Maintaining seamless communication with colleagues is paramount, especially for distributed teams or when collaborating on complex projects. However, it’s sometimes beneficial to temporarily disconnect from your email and instant messaging applications to focus on the task at hand without interruptions. If you plan to do this, inform everyone involved in the project beforehand, ensuring you’re reachable in case of urgent matters.

Time Management Tip #21: Recognize When Face-to-Face Communication is Key

Have you ever sent a colleague a simple email with a quick question, only to wait an entire day for a response? Waiting for email replies can be a major time-waster, so if email or instant messaging isn’t working effectively, don’t hesitate to have a quick face-to-face conversation. Often, you can achieve more in a brief in-person interaction than a lengthy email exchange.

Time Management Tip #22: Make Room for “Unicorns” in Your Schedule

This has nothing to do with browsing internet memes. At nexus-security, our founder, Larry Kim, is well-known for his pursuit of “unicorns” – projects, techniques, or methodologies that generate exceptional results, or opportunities that often go unnoticed by most marketers.

Unicorns – make time for them. Unicorn projects can emerge unexpectedly, so don’t be afraid to reprioritize your to-do list to accommodate them – focusing on a high-impact unicorn project might yield far better outcomes than juggling multiple smaller tasks, making it a much wiser investment of your time.

Time Management Tip #23: Regularly Track Your Project Completion Times

Even the most productive day can be thrown off track by unforeseen bottlenecks. To prevent spending excessive time on specific projects, make it a habit to track how long each task takes to complete. This allows you to identify potential time-sinks before they insidiously creep into your workflow, and also helps you communicate potential roadblocks to your manager.

Time Management Tip #24: Prioritize Regular Breaks

While it might seem counterintuitive, incorporating regular breaks throughout the day can actually enhance your concentration. Aim for at least a 20-minute break every four hours, and try to step away from your desk and move around during this time.

Working hard, or hardly working? The Pomodoro Technique can also be a valuable tool. Developed by Francesco Cirillo in the 1980s, this time-management strategy involves working in focused bursts, usually for 25 minutes, followed by a short break. The amount of work accomplished in each “Pomodoro” (Italian for “tomato,” referencing the tomato-shaped kitchen timer Cirillo used while developing the technique as a student) determines the length of your breaks. Learn more about the Pomodoro Technique on Cirillo’s official website. Alternatively, if you’re feeling stuck on a particular project or task, consider taking a break from it overnight, shifting your focus elsewhere, and revisiting it the next day with a fresh perspective and renewed energy!

Time Management Tip #25: Plan Your Workday in Advance

If you’re juggling numerous tasks simultaneously, consider planning your workday ahead of time. For instance, on Sunday evening, try creating a list of tasks to tackle the next day. This gives you a clear overview of what needs to be accomplished and allows you to prioritize effectively based on estimated time requirements or whether you’ll need assistance from colleagues. However, avoid planning your day down to the minute – maintaining some flexibility is crucial for accommodating urgent requests or unexpected developments.

Time Management Tip #26: Silence Your Smartphone to Maximize Focus

Perhaps the biggest threat to your productivity lurks in your pocket – your smartphone. While revolutionizing how we navigate life, smartphones also present endless opportunities for distractions. If you find yourself constantly glued to Twitter on your phone (yes, you, Larry), try going beyond just switching to Airplane Mode or turning it off. Physically distance yourself from your phone for short periods. Relax – the world won’t come to an end if you’re briefly uncontactable, and you might even surprise yourself with how much more you can achieve.

Time Management Tip #27: Capitalize on “Productivity Moments” Throughout the Day

Being productive doesn’t always require being chained to your desk. Staying on top of work while on the go has never been easier, and countless opportunities present themselves throughout the day to tick off smaller tasks.

Find yourself stuck in line at the supermarket behind someone writing a check for a pack of gum? Catch up on a couple of emails. Need to finalize a document before work? Opt for a taxi or rideshare instead of driving yourself to the office. Similarly, “batching” smaller, quicker tasks like answering emails can be incredibly efficient. When you identify a potential opportunity to squeeze in some work, try grouping similar, small tasks together and see if it helps you maintain focus during these shorter bursts of productivity.

Time Management Tip #28: Conquer Your Inbox with the “Three-Minute Rule”

The struggle with email is real and something almost everyone can relate to. However, I rely on a simple trick borrowed from David Allen’s “Getting Things Done” productivity system – the “Three-Minute Rule” – to manage my inbox effectively. The rule is simple: If you can address an email request within three minutes or less, do it immediately, without hesitation. If it requires more than three minutes, set it aside for dedicated email time later. With time, this becomes second nature, allowing you to quickly assess whether an email is a quick distraction or a more involved task. You’ll be amazed by how impactful this simple approach can be.