how to manage your time

It’s been four years since I embarked on my journey of creating monobudget, which reached the TOP-20 financial apps in the Ukrainian App Store and was nominated for the “Choice of the Country” award in 2024, while managing a full-time job in tech. The first year was a whirlwind of anxiety; I often woke up fearing I wouldn’t be able to fit everything into the 16 hours I had each day. However, through trial and error, I’ve discovered several effective time management strategies that have helped me maximize productivity. In this article, I’m excited to share eight time management tips that have transformed my approach to work and creativity. So, how to manage your time and get everything done?

1. Create a “God’s Eye” View

This may sound grandiose, but trust me, it works. If you’re into self-improvement, you likely use a budget tracker to monitor your finances. Similarly, developing a “God’s eye” view in your life allows you to gain a holistic understanding of your circumstances. For me, this means having quick access to dashboards and spreadsheets that track my projects at work. I keep everything organized in monobudget, ensuring that I can easily identify problems and assess performance at a glance. By investing a little time upfront to create this overview, I save hours in manual calculations and data organization later on.

2. Implement Checklists

Checklists are a powerful yet simple tool used by professionals across various fields—from doctors to CEOs—to streamline their tasks and minimize errors. I have integrated three critical checklists into my daily routine:

  • Morning Routine: I use a daily planner to generate a list of six non-negotiable tasks to tackle each day. For instance, I respond to comments on my videos before moving on to the next task.
  • Weekly Planning: Every Monday, I block off time to review my ongoing projects, confirm meetings, and outline weekly snippets.
  • Video Production: For every video I upload (this is my 145th!), I follow a checklist to ensure consistent, high-quality content for my audience.

Creating checklists for the things you care about—like packing for a trip—removes uncertainty and helps you stay organized. The answer to how to manage your time is getting clear.

3. The Anti-McDonald’s Habit

Inspired by the McDonald’s habit concept popularized by productivity experts like Ali Abdaal, this tip emphasizes making use of spare moments. However, I’ve learned the importance of distinguishing between high-intensity and low-focus tasks. For example, I wouldn’t work on a significant presentation in the 10 minutes before a meeting. Instead, I’d tackle quick emails or messages, ensuring I make productive use of my time without losing focus.

4. Embrace the Inbox Zero Workflow

Managing your inbox efficiently can drastically improve productivity. The Inbox Zero approach, popularized by former Google employee Jake Knapp, involves a systematic process for handling emails. Start with the oldest emails and follow these rules:

  • Deal with emails requiring immediate action (less than two minutes) right away.
  • Label emails needing more time or delegation accordingly.
  • Archive everything else once addressed.

This system prevents important emails from slipping through the cracks while keeping your inbox clear and manageable.

5. Apply the 80/20 Rule

The 80/20 rule posits that 80% of results come from 20% of efforts. To effectively integrate this into my routine, I limit my morning habits to a 45-minute block, focusing on a few key activities: stretching, skincare, reviewing quotes, and planning my day. This method simplifies my mornings and allows me to remain consistent without feeling overwhelmed.

6. Prompt with Intention

Tools like ChatGPT can be invaluable for saving time, but they can also feel daunting if not used effectively. Rather than getting lost in endless lists of capabilities, focus on specific tasks that could benefit from AI assistance. For example, I have created prompts that help me summarize unread emails or draft video scripts. By saving and reusing effective prompts, I streamline my workflow and enhance productivity.

7. Block Recovery Time

As someone who enjoys socializing, I’ve learned the hard way that hangovers can derail my productivity. Now, I intentionally block off time for recovery on weekends, which keeps me accountable and prevents overcommitting to social events. This practice extends to travel as well, ensuring I account for time needed to adjust after long trips.

8. Capture and Organize Ideas

And the last but not least in the question of How to manage your time. I often find myself brainstorming video ideas during my commute, only to be interrupted by emails or requests. Instead of trying to manage everything at once, I quickly capture tasks in my to-do app and organize them later. This approach allows me to keep my mind clear and focused while ensuring nothing slips through the cracks.

Implementing these eight time management strategies has helped me navigate the challenges of balancing a full-time job with my passion for YouTube. While it can be overwhelming, breaking tasks down into manageable components and creating systems that work for you can lead to significant improvements in productivity and well-being. Try incorporating these tips into your routine, and you may find that you, too, can get sh*t done without the anxiety!

So, I hope that how you manage your time is not a question anymore.