The way we learn and process information differs for all of us. We explore different time management techniques to help you decide which approach might be right for you

Many of us know the feeling of facing a busy workday without knowing where to start. Important meetings, a long list of tasks, and an overflowing inbox can easily leave us feeling overwhelmed and unsure of how to prioritise workloads or stay organised. Here, we explore different time management techniques to help you find one that works best for you.

1. ‘Eat the frog’ technique

The ‘Eat the frog’ technique is a time management method popularised by author Brian Tracy. The idea is to tackle your most challenging or least enjoyable task first thing in the morning. The metaphor suggests that if you start your day by "eating a frog," you’ll have already accomplished the hardest task, making the rest of your day feel easier. Counselling Directory member and therapist Ashleigh Duncan explains more about the technique and how to apply it to daily life. 

“Eat the frog is perfect for anyone who struggles with procrastination, it’s a simple, helpful technique we can apply to daily life to improve peak productivity levels. Eating the frog means to just do it, otherwise, the frog will eat you meaning that you’ll end up procrastinating the whole day just at the thought of eating the frog. 

But once that one task is done, the rest of the day will be easier for you, you will build momentum, motivation, and a sense of accomplishment at the beginning of your day, helping you achieve what is needed early on."

To apply this technique, Ashleigh notes “Identify your frog. Consider something you need to do, perhaps the task you most dislike for that day. Do it first thing in the morning. Do not give yourself time to overthink it or put it off. Get it down. Repeat this every day. This will have a positive impact on your mental health, and overall wellbeing and improve productivity levels.”

2. Pomodoro technique

The Pomodoro technique is a time management method that helps make tasks feel more manageable by breaking them into shorter, more achievable intervals. By tackling tasks in short bursts and taking breaks in between, you can check off items on your to-do list without feeling overwhelmed by too much information at once.

  • Choose one task to concentrate on. 
  • Set a timer for 25-30 minutes and get to work until the timer goes off. 
  • When the timer rings, take a short break of two to three minutes. 
  • Repeat this process. 
  • Once you have completed this around four times, you can begin to take longer breaks (20–30 mins).

This technique is especially helpful for those who find it challenging to concentrate for long periods. The timer creates a sense of urgency and helps overcome the initial resistance to starting a task, while the short, timed sessions make it easier to stay focused without feeling overwhelmed. Allowing yourself to take breaks instead of getting distracted activates the reward system in your brain, making tasks seem more manageable and less like a chore.

In her article ‘Stress less, live more: Balancing work and life to avoid burnout’ Counsellor Jennifer Warwick notes, “Effective time management makes a huge contribution to keeping stress in check. Find productivity tools or apps that track time and tasks. The Pomodoro technique involves setting a timer and focusing on one task for that amount of time. You will be surprised at just how much you can achieve in 25 to 50 minutes of targeted and focused time.”

3. Pickle jar theory

The pickle jar theory ranks tasks in a specific order of importance. This technique helps you understand what is useful and what is not in your daily life. The idea is to imagine an empty pickle jar representing a typical day ahead of you. Now, consider filling this jar with the following components:

  • Rocks: Rocks represent your most important tasks that carry significant consequences if not completed. These are the big projects, important deadlines, and meetings. 
  • Pebbles: Pebbles are the tasks that are important but also have flexibility. They need to be done but can be scheduled around the rocks. 
  • Sand: Sand represents the less necessary tasks like phone calls, emails, and checking social media. While these are part of daily life, they shouldn’t take up a huge amount of your time. 
  • Water: Water symbolises rest, relaxation, and personal time. This is essential for keeping a healthy work-life balance and having the energy to complete tasks effectively.

Now, picture yourself filling an empty jar with rocks, pebbles, sand and water. Start by adding the rocks, which represent your most important tasks. Then, add the pebbles for tasks that are important but less urgent. Next, add the sand for lower-priority tasks. Finally, pour in the water to represent relaxation time.

This method is particularly useful for visual learners and those who struggle with procrastination. By organising your tasks in order of importance, you can focus on urgent tasks without being distracted by less important ones. It also helps those who feel overwhelmed by a long to-do list by breaking tasks into manageable categories.

Finding a technique that works for you

When it comes to managing your time, it’s helpful to recognise that different people may benefit from different types of techniques based on individual learning styles. To better understand your time management style, think about how you approach tasks and handle deadlines. Do you prioritise urgent tasks or plan carefully? Are you a single or multitasker? Do you stick to your plans or are you flexible? By asking yourself these questions, you can identify your strengths and areas of improvement, allowing you to find a technique that fits your natural way of working.

If you're struggling with time management, a coach can offer personalised support to help you keep on top and stay organised. To find out more about working with a professional, visit Life Coach Directory.