How to Improve Time Management: Why Your Current System is Probably Rubbish

Connect with us: SB Nation | Medium | Doodle or Die | Elephant Journal | Quora

I watched a grown man have a complete meltdown in a Brisbane cafe last month because he couldn't find his phone for thirty seconds while his coffee was getting cold. Thirty bloody seconds. This bloke was clearly one of those "productivity guru" types - you know the ones, always banging on about optimising everything while their actual lives fall apart around them.

That's when it hit me: most time management advice is absolute garbage. And I should know - I've been training people in workplace skills for seventeen years now, and I've seen every trendy system come and go like bad fashion.

The Problem With Time Management "Experts"

Here's what nobody wants to tell you about time management: it's not about managing time at all. Time keeps ticking whether you're organised or not. What you're really trying to manage is your attention, your energy, and your ability to say no to things that don't matter.

But that doesn't sell books or courses, does it? Much easier to promise people that if they just colour-code their calendar properly, everything will magically sort itself out.

I used to be one of those people pushing the "perfect system" nonsense. Had spreadsheets for everything. Colour-coded my entire life. Tried to schedule bathroom breaks, for crying out loud. Know what happened? I spent more time managing my system than actually getting work done.

The Uncomfortable Truth About Productivity

Most people who struggle with time management aren't disorganised - they're overcommitted. They're saying yes to everything because they think being busy means being important.

In my time management training sessions, about 82% of participants initially claim they need better systems. By the end, they realise they need better boundaries. It's like watching people discover they've been trying to solve a maths problem with a hammer.

The real issue? We've created workplaces where being constantly available is considered a virtue. Where "I'll get back to you immediately" has become the default response to everything, regardless of priority.

What Actually Works (And Why You Won't Like It)

Stop multitasking. I know, I know. Everyone thinks they're brilliant at it. You're not. Nobody is. Your brain literally can't focus on two complex tasks simultaneously - it's just switching back and forth really quickly, which exhausts you.

I had a client in Perth - lovely woman, marketing manager - who insisted she was fantastic at multitasking. I timed her doing three simple tasks separately, then together. Separately: 12 minutes total. Together: 23 minutes with twice as many errors. She hasn't mentioned multitasking since.

Batch similar activities. This one's actually backed by proper research, not just consultant waffle. Your brain works more efficiently when it's not constantly switching between different types of thinking.

Answer all your emails at set times instead of constantly checking. Do all your phone calls in one block. Group your meetings together instead of spreading them across the day like some sort of productivity torture device.

The Energy Management Secret

Time management without energy management is like trying to drive a car without petrol. Doesn't matter how perfectly you've planned your route if you can't make it out of the driveway.

Most people have about three hours of peak mental energy per day. THREE HOURS. Yet they spend those precious hours in pointless meetings or answering emails about nothing important.

Figure out when your brain works best - for most people it's morning, though some night owls would argue otherwise - and guard that time fiercely. Do your most important work then. Schedule your mindless tasks for when you're running on fumes anyway.

This is where those workplace organisation training principles really shine. It's not about having the perfect filing system - it's about understanding your natural rhythms and working with them instead of against them.

The Power of Strategic Neglect

Here's something that'll make your HR department nervous: sometimes you need to strategically ignore things. Not everything that lands on your desk deserves your attention, no matter how urgent it seems.

I learned this the hard way during my early consulting days. Had a client who insisted every email was "urgent" and "needed immediate attention." Spent weeks jumping through hoops for them. Know what happened when I finally pushed back? Half their "urgent" requests just... disappeared. Solved themselves. Weren't actually problems.

The Pareto Principle isn't just business school theory - 80% of your results really do come from 20% of your activities. The trick is identifying which 20%. Most people never do this analysis because they're too busy being busy.

Technology: Helper or Hindrance?

Apps and systems can help, but they're not magic bullets. I've seen people spend more time organising their productivity apps than actually being productive. It's like rearranging the deck chairs on the Titanic, except the Titanic is your to-do list and the iceberg is your inability to prioritise.

That said, some tools genuinely make life easier. Find a calendar system you actually use - whether it's Google Calendar, Outlook, or a paper diary from 1987 - and stick with it. Consistency beats perfection every single time.

The Meeting Epidemic

Can we talk about meetings for a minute? Half the meetings in Australian workplaces could be replaced with a three-sentence email. The other half shouldn't exist at all.

If you're running meetings, here's a radical idea: have an agenda. Start on time. End on time. If someone shows up late, don't restart for them - they'll learn quickly enough.

If you're attending meetings, bring something to work on. Not your phone - actual work. If the meeting doesn't need your input, you shouldn't be there. If it does need your input but only for ten minutes, leave after your bit.

Sounds harsh? Maybe. But respect for other people's time should go both directions.

The Reality Check

Look, I'm not promising you'll become some sort of productivity superhuman overnight. Old habits die hard, and workplace culture changes slowly. Some days you'll still feel like you're drowning in tasks.

But here's what I know after nearly two decades in this game: the people who actually get things done aren't the ones with the fanciest systems or the colour-coded everything. They're the ones who've figured out what really matters and aren't afraid to let everything else slide.

They've learned that perfect is the enemy of good enough. That done is better than perfect. That sometimes good enough really is good enough.

Where to Start

Pick one thing. Just one. Maybe it's checking email only three times a day instead of constantly. Maybe it's saying no to the next non-essential meeting that gets thrown your way. Maybe it's finally admitting that your current system isn't working and trying something different.

The key is starting small and building momentum. Grand productivity overhauls usually last about as long as New Year's resolutions - which is to say, not very long at all.

Change one habit. Give it a month. Then change another one.

Because here's the thing about time management that all the experts forget to mention: it's not really about time at all. It's about making choices. And the sooner you start making better ones, the sooner you'll stop feeling like you're constantly behind.

Time's going to pass regardless. Might as well make it count.

---

For more insights on professional development training and workplace effectiveness, explore our comprehensive range of courses designed for real-world application.