Common Time Management Mistakes: How To Revitalize Your Schedule

If you want to revitalize your schedule and get more done in your day, you might find value in learning the most common inefficiencies that people face. According to the Harvard Business Review, 41% of workers spend time on trivial activities that do not offer satisfaction or productivity and might be better completed by others.

Ineffective time management is likely one of the culprits behind this phenomenon, as many people are not taught how to manage their time. If you can relate to this, you are not alone, and change is possible. 

What is time management? 

Time management refers to the productive planning and use of time, often in the workplace. However, it can also be relevant to studying, completing a self-care routine, maintaining a healthy lifestyle, or anything else you want to fit into your schedule. 

Time management is not only for the busiest people. Whether you have many tasks to complete in the day or are looking for a way to better your routine, understanding the potential pitfalls of time management might help you. 

What are a few common time management mistakes? 

Below are a few of the most common time management mistakes and how to overcome them and move forward. 

Multitasking unnecessarily

According to studies conducted by Stanford University, multitasking has been found to be less productive than focusing on one task at a time. It has been said that there is no such thing as multitasking, that you are simply switching between two tasks at a rapid pace.

Consider a chef in a busy kitchen, preparing multiple dishes simultaneously. If the chef keeps switching between tasks, such as chopping vegetables for one dish, stirring a pot, and checking the oven, it would lead to inefficiency. Each transition incurs a mental cost, and the chef might make mistakes or forget important steps. On the other hand, if the chef focuses on completing one dish at a time from start to finish, the workflow becomes smoother, and the chances of producing high-quality meals increase.

Sometimes, multitasking is necessary. Perhaps you are preparing dinner when someone knocks on the door — your attention will be temporarily split between the cooking food and the person on your doorstep. But with time management and appropriate scheduling, these instances can be minimized to cases of happenstance.

Not prioritizing tasks effectively 

Prioritization often proves to be an essential skill, but it can take some practice. Knowing what takes priority over other tasks is ultimately a personal decision, but it may also depend on your workplace or school. For example, if you work for a publishing agency, you might be given multiple books to edit simultaneously. When considering which book is most important to edit, you might consider the following (in no particular order): 

• Your mental capacity.
• Whether your supervisor has asked you to prioritize it.
• Estimated time needed to complete each editing job.
• Preferred deadlines.
• Page length.
• The time of day or hour of your shift.

Stalling your work on some responsibilities because you prefer to focus on others may reduce your chances of getting the necessary tasks done well. It is important to balance the priorities of your personal commitments, your professional obligations, and your well-being. 

Procrastinating

Putting off tasks can also negatively affect time management. You might procrastinate tasks due to overwhelm or anxiety about having to get them done. Instead, you might partake in self-soothing behaviors like playing video games, scrolling on social media, or talking to friends. However, this behavior acts as a distraction. 

Avoidant behaviors can occur if you are unsure or unenthusiastic about the task at hand. Pressuring yourself may also lead to procrastination, as studies show that people enjoy tasks more when told not to do them. 

To avoid procrastination, try telling yourself not to do the task you need to complete. Let yourself know it is OK if it takes time and that you are not a “bad person” for giving yourself pardon. You may find that taking the pressure off helps you to be ready to complete the task on time. 

Committing to too many projects 

It is not unusual to get excited about opportunities that become available to you. However, taking on more than you can fit into your schedule or committing to tasks at the expense of your self-care can cause mental burnout, which is a leading cause of mental conditions like depression. Ineffectively scheduling tasks can also cause you to miss one or turn in unfinished, low-quality, or late work, which can impact your work ethic and reputation. 

Instead of taking on more than you can handle and risking inconsistent performance, learn to set boundaries with your time. Communicate to people when you need a break and when you will be available again. Freeing up some time in your schedule for self-care and leisure can ensure you relax during your day and reduce the chances of burnout.

“Winging it” 

Taking risks can sometimes be healthy. Still, taking risks all the time or “winging it” during your workday is not necessarily beneficial. When you go throughout your day without a plan, you may miss essential details. Memory is imperfect, so even the most diligent people can forget tasks. 

Many studies show that writing down your goals — even once — can significantly increase the chances of keeping them and may cement them in your short-term memory. Make a list instead of trying to keep your to-do list in mind. If you do not like writing long lists, you can record an audio message for yourself or film a short video diary you can return to later to ensure you have finished all the tasks you intended to do. 

How to revitalize your schedule

Revitalizing your schedule may be difficult at first, but it is possible. In addition to using the skills mentioned above, you can try the following ways to improve your time management skills and start a healthier routine. 

Use an app

Many apps and task management software programs are specifically designed to manage distractions and optimize your time. For example, you can find apps that help you: 

• List and track your habits.
• Wake up and fall asleep at the same time each day.
• Drink enough water for your body size.
• Meal plan healthier options.
• Create a calendar, manage project milestones, or set priorities.
• Communicate with coworkers.
• Set timers, alarms, or notifications.
• Restrict social media and other distracting apps.
• Avoid procrastinating.

Some apps are designed as games to keep you engaged and entertained as you make changes. Download the apps you would like to review. You may notice that they have a positive effect on your life. 

Create lists

Writing down your goals is valuable. Create a daily and/or weekly to-do list to ensure you are on top of every task you must complete that week. If you receive a new project during your day, immediately add it to your list. You can keep your lists handy in a notepad, journal, or your phone or another electronic device. 

Some people use a calendar app with notifications to remember the tasks they must complete. Try setting an alarm for an hour before you are to start the next task to keep you on track and prepare to make a shift. You can also sync your calendar with your partner, family, friends, or workplace so everyone is always on the same page. 

Reach out for professional support

Challenges might get in the way of you managing time effectively, such as a mental health condition, stress, burnout, or a significant life event. If you encounter difficulties with implementing the above tips, you are not alone, and assistance is available. If you want support in revitalizing your schedule, consider contacting a licensed mental health professional. Counselors and therapists are available to help you manage various challenges, including those related to time management — and you do not have to have a mental health condition to seek professional guidance.

If you are busy and do not know how to fit another appointment into your schedule, you can also try online therapy through platforms like BetterHelp. Online therapy allows you to set an appointment outside of standard business hours to ensure you can attend sessions when it makes sense for you. Additionally, online sessions eliminate commute times, parking troubles, and waiting rooms. You can talk to your counselor from anywhere you have a stable internet connection. 

Four out of 10 Americans use online counseling, and studies back its effectiveness. One study found that 71% of participants believed online counseling was more effective than in-person therapy.