7 Best time management methods and techniques to boost productivity

All right, so here’s the deal: you only have 24 hours to work, sleep, visit with friends, see your family, eat and have leisure time. Life is busier than ever before, and you need some kind of guiding compass to help you make the most of your 24 hours and avoid time wasters.

That’s where the best time management methods come in. Time management is about structuring your day in a way that optimizes efficiency and focus. It helps you allocate time effectively to different tasks, ensuring that you work smarter—not harder.

Time management is for you if:

• It seems like you can’t get through your to-do list.
• You’re missing deadlines.
• You feel like your business is getting away from you.
• You lean towards procrastination.

Since 60% of people have a hard time with work-life balance (which is even harder with remote work), learning effective time management techniques can be a game-changer. Not only will it reduce stress, but it will also help you improve productivity, stay organized, and set boundaries to avoid burnout.

So, which time management strategies actually work? Let’s break down seven of the best time management methods you can use to take control of your schedule.

There are dozens of time management techniques for you to try. Since everyone’s brain is different, you’ll likely need to try a few different time management strategies to find the right one. Check out these 7 examples of good time management strategies to preserve your sanity and get you to your goals faster.

1. Time blocking

Did you know that multitasking reduces productivity by 40%?

Instead of doing all the things, use time management techniques like task batching and time blocking to unitask.

With task batching or time blocks, you batch together similar tasks and do them all at once. That means checking your email, conducting meetings, or doing deep work all within a set block of time. This minimizes context switching and enables deep work, so you focus more deeply on one type of task before switching gears.

Once you’ve batched smaller tasks together, do them during specific time blocks every day. For example, maybe you check email only at 9 am and 4 pm every day. Plug these time blocks into your Google Calendar so you stay accountable.

2. Use a CRM

If you run a service-based business, you're constantly juggling client interactions, project updates, and administrative tasks. Without an organized system, it’s easy to get overwhelmed and lose track of important details. That’s where a customer relationship management (CRM) platform like Copper comes in—it helps you manage your time effectively by keeping everything in one place and automating repetitive tasks.

Since people waste nearly 20% of their time at work looking for information, a CRM is one of the best time management methods to streamline your workflow. Instead of scrambling through emails or spreadsheets, Copper gives you instant access to all customer and project details, helping you stay focused on high-value work.

Copper’s deep integration with Google Workspace means you can manage your time more effectively without constantly switching between platforms. Instead of juggling multiple apps, you can access everything you need—emails, calendar events, tasks, and client details—all in one place.

Here’s how Copper helps you improve time management:

• Automated Tasks & Reminders: Never miss a follow-up or deadline with built-in automated tasks and reminders feature that keeps you on track.
• Google Calendar Integration: Schedule meetings, add notes, and see all relevant client details directly in your calendar—no more switching between apps.
• Seamless Communication: With Copper’s Gmail integration, you can manage emails, contacts, and sales pipelines without leaving your inbox.
• Centralized Information: Keep all project updates, client interactions, and sales activities in one place to eliminate wasted time.

By reducing admin work, Copper lets you focus on what really matters—growing your business. Want to see how it works? Try Copper free for 14 days and take control of your time.

3. The 4 D’s of time management

Are you staring down the barrel of a long, seemingly impossible to-do list? Use the four D’s of time management to take action on each task:

• Delete it: Ask yourself if the task really needs to get done. For example, do you really need to organize your Google Drive? Does it matter? If it isn’t deserving of your attention, take it off of your task list.
• Delegate: Business owners waste 19% of their time on admin tasks that they could outsource. Translation: you’re wasting an entire day each week on things you don’t need to do. If an individual task is important but you don’t have time to do it, try delegating. It might mean hiring a contractor and training them to do that task. Yes, that’s time you’ll need to invest up front, but it will really save your bacon later, especially when it comes to recurring tasks.
• Delay: This isn’t about procrastination; delaying a task means scheduling time to do an important task at a later date. If a task is important but not high-priority, plug it into a task tracker like Asana to tackle it when you have time.
• Do it now: If it’s a task you can’t delete, delegate, or delay, do it right now. Procrastination just makes your to-do list get even longer. If you’re dreading doing something, dig in and do it now. We promise you’ll feel better!

4. Track your time

Only 20% of people audit how they spend their time, but doing so is one of the most effective time management techniques to identify inefficiencies and optimize your schedule. If you want to stop the poor time management and manage your time better, you need to understand how you’ve been spending it.

Use a time-tracking tool to create categories for common tasks in your job, or for specific projects. Make sure you track your time as accurately as possible.

Every Friday afternoon, sit down and look at your time-tracking data. Can you find ways to save time? If you see that you spend too much time on email, that might mean it’s time to hire a virtual assistant.

Time tracking might sting a little at first, but it will help you find inefficient areas in your business processes that need fine-tuning.

5. 80/20 rule

Also known as the Pareto Principle (no, not the Pomodoro technique!), the 80/20 rule says that you should spend your time on the things that get you the most results.

An example of how to apply this time management strategy is:

• Identify the top 20% of tasks that drive results.
• Focus on high-impact activities like lead generation, relationship building, and strategic planning.
• Eliminate or delegate low-impact tasks that don’t contribute to your goals.

Use your time tracking data to see which efforts get you the most results. If you’re spending your time on tasks that don’t have a lot of payoff, that’s your cue to redesign your workflow.

6. Pomodoro technique

The Pomodoro method or technique uses a cyclical timer where you do short bursts of work and break in between each burst. For example, it’s common to do 30 minutes of work with a short break (5 minutes or so) in between each work sesh.

All of these breaks might sound like a waste of time, but 87% of professionals say breaks actually increase their productivity. If you do deep work, or your brain needs breaks to function, Pomodoro is a great time management skill to develop. We like it because it gives you time to deal with distractions like emails, checking your phone, or grabbing a quick snack.

Use a free tool like TomatoTimer to try the Pomodoro method for yourself — it lets you customize the length of your sprints, as well as notification sounds.

This effective time management technique keeps your brain fresh and prevents burnout while maximizing productivity.

7. Minimize (and maximize) meetings

If you’ve ever been stuck in a directionless, meandering meeting from hell, you know how much of a time-waster meetings can be. In fact, 67% of workers say that meetings hurt their productivity.

This time management technique is all about minimizing how long you’re in meetings while maximizing their value. That means:

• Hosting shorter meetings. Seriously, keep them to 15 - 30 minutes, max.
• Only inviting relevant people to the meeting.
• Creating an agenda for the meeting.
• Cutting people off if they go on a tangent.
• Mandating meeting-free days so you have time for focused work.

Time is your most valuable resource, and mastering the best time management methods can transform your workday, boost productivity, and create a better work-life balance.

But sometimes you need a little help getting across the finish line, and that’s where Copper comes in. Copper is the Google-recommended CRM designed to manage your small business from within Gmail. Try Copper free for 14 days.