By: Jennifer Brazer
Jennifer is the author of From Cubicle to Cloud and Founder/CEO of Complete Controller, a pioneering financial services firm that helps entrepreneurs break free of traditional constraints and scale their businesses to new heights.
Fact Checked By: Brittany McMillen
Master Time Management: 10 Essential Tips for Ultimate Productivity
Effective time management can transform the way you work and live. As the founder of Complete Controller, where we’ve spent over 15 years helping businesses organize their financial worlds, I’ve seen firsthand the difference smart time management makes. It’s not just about getting more done—though that’s nice—it’s about reducing stress, improving focus, and creating space for what truly matters to you.
Let me share 10 tried-and-true strategies for regaining control of your schedule and becoming a time management pro.
Understand Your Priorities
Here’s what I’ve learned guiding entrepreneurs over the years: Not all tasks deserve equal attention. When you try to do everything, nothing gets done well. The Eisenhower Matrix is my favorite tool for identifying priorities. It’s a grid that splits tasks into four categories:
- Urgent and important: Act on these immediately.
- Important but not urgent: Schedule these to avoid last-minute scrambling.
- Urgent but not important: Delegate.
- Neither: Cut them—they’re just distracting clutter.
I revisit this matrix every morning to sort my tasks. For example, “Prepping for an investor meeting” goes under urgent/important, while “Scrolling through LinkedIn” lands in neither box. Use this tool to see how it simplifies decision-making.
For even better results, pair this system with the approach to manage your energy, not your time. Some tasks are meant for peak-energy hours, while others are best done in downtime.
Use Time-Blocking Methods
Time blocking is a game-changer, especially when your day feels like a ping-pong match between emails, calls, and random tasks. Essentially, you assign specific chunks of time to specific tasks and refuse to multitask during those periods.
When I’m solving tricky financial workflows for clients or preparing my keynote speeches, I block out distraction-free stretches. Here’s an example:
- 8:00 to 9:00 AM: Deep-diving into client reports.
- 9:00 to 9:30 AM: Quick email check (and ONLY email).
- 9:30 to 11:00 AM: Strategic planning.
It’s no surprise that leading companies like Google have made time blocking a cornerstone of their productivity culture. You can do the same—on any scale.
Implement the Pomodoro Technique
Sometimes, you can’t muscle through a four-hour task without your focus faltering. That’s why I swear by the Pomodoro Technique. It breaks work into focused 25-minute sprints followed by short, refreshing breaks. Every fourth cycle, take a longer 15–30 minute break.
Implementing this technique has saved me from burnout during those intense tax season crunches. You’ll find it easier to stay sharp, and tasks that seem endless move faster. Plus, research shows it’s brilliant at training your brain to resist procrastination.
Minimize Distractions
For years, I underestimated how distractions undermined my productivity. Did you know the average worker is interrupted 60 times a day, with each interruption setting productivity back by 25 minutes?
Here’s what I’ve done to fight back and manage distractions effectively:
- Shut off non-essential notifications.
- Use site blockers like Freedom to keep social media in check.
- Invest in a great pair of noise-canceling headphones (arguably my best productivity buy).
These small changes can save not just hours but energy—and that’s priceless.
Leverage Technology
The right tools can make juggling tasks feel like a symphony instead of chaos. Tools like Trello, RescueTime, and Google Calendar are key players in my toolbox. Trello helps me prioritize work with a clear visual layout, while RescueTime tells me where I might be wasting precious hours.
The key? Choose tools that match your personal workflow. For additional guidance, explore other time management tools that align with how you prefer to work.
Fun fact: Companies using AI time tracking tools report 32% improved efficiency, demonstrating the power of tech in staying ahead.
Set Realistic Goals
Nothing kills productivity faster than chasing an unattainable to-do list. This is where SMART goals (Specific, Measurable, Achievable, Relevant, and Time-bound) shine.
For example, instead of a vague “Organize client records,” try this: “Sort 50 client folders by category by Friday.” Trust me, breaking big ambitions into smaller, clear steps reduces overwhelm and builds momentum. It’s all about aligning goals with reality to avoid self-sabotage.
Learn to Say No
One of the hardest lessons I’ve learned as a leader is that you can’t say yes to everything—and still expect to excel at anything. Saying no isn’t selfish; it’s strategic.
If a non-priority request lands in my inbox, my response might be, “Thanks for thinking of me. Right now, I’m deeply focused on a project.” This frees me to zero in on work that actually moves the needle, like strategic planning and client success initiatives.
Use a Task List
Without a task list, your day can feel like an endless game of catch-up. Start by listing everything on your plate—then pick out the top three must-dos for the day.
For small business owners, this system ensures key work, like small business bookkeeping, doesn’t fall through the cracks. Whether you prefer Notion or old-fashioned pen and paper, crossing off tasks brings an oddly satisfying sense of progress.
Practice Time Estimation
Most of us (myself included) tend to underestimate how long tasks will take. I’ve learned that adding a buffer of 20% more time than I’ll need prevents unnecessary stress.
Start by tracking how long typical tasks take you and adjust your expectations accordingly. You’ll quickly free yourself from frustration—and build a schedule that actually works.
Review and Adjust Regularly
Time management isn’t a “set it and forget it” kind of deal. At Complete Controller, we review workflows regularly to ensure they match our overarching goals. If something’s not working, we tweak it.
Take 15 minutes at the end of each week to review and adjust your approach. What’s working? What’s not? Adjust as needed, and make space for fresh solutions.
Top-performing teams like those at Whatfix swear by this habit to stay aligned with their big-picture objectives. You should, too.
Conclusion
Effective time management isn’t about squeezing more into your day—it’s about making room for what actually counts. From prioritizing vital tasks with the Eisenhower Matrix to leveraging smart tools and reviewing your progress regularly, these strategies are your blueprint for success.
Remember, the goal isn’t perfection but consistent progress. When you manage your time, you’re really managing your life. Ready to build a schedule that truly works? Let’s make it happen. If you want more expert business tips, explore resources from Complete Controller.
FAQ
What’s the best way to prioritize tasks?
Use the Eisenhower Matrix to sort tasks by importance and urgency. It provides clarity in seconds.
How do I prevent distractions from derailing my day?
Shut off notifications, use site blockers, and invest in noise-canceling headphones to maintain focus.
What’s the Pomodoro Technique all about?
Work for 25 minutes, take a 5-minute break and repeat. It boosts focus and prevents burnout.
Why are realistic goals so important?
Unrealistic goals lead to frustration. Breaking ambitions into achievable steps motivates you to keep going.
How often should I revisit my time management plan?
A weekly review will help keep your strategies aligned with your priorities—and ready for any adjustments.
Sources
Breeze.pm. “Time Tracking Statistics You Need to Know in 2024.” Breeze.pm, 2 Dec. 2024.
Calendar.com. “The Eisenhower Matrix for Prioritization Newbies.” Calendar.com, 9 Aug. 2024.
TechTarget. “What is Pomodoro Technique time management?” TechTarget.
Slack. “10 Effective Tips for Mastering Time Management at Work.” Slack.
Lifehackmethod. “20+ Must-Know Time Management Statistics & Facts in 2024.” Lifehackmethod, 23 Sep. 2024.
About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud platform where their QuickBooks™️ file, critical financial documents, and back-office tools are hosted in an efficient SSO environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity.
