IN A NUTSHELL..
Balancing career and family can feel like a juggling act, but with the right strategies – you can achieve balance. Reclaim precious hours by learning how to:
- 📃 Prioritize tasks – Tackle your top three tasks first
- 📅 Plan ahead – Reduce chaos with daily prep
- 💻 Use tech – Automate and streamline tasks
- 🚫 Set boundaries – Protect your time, say no
- ✅ Batch tasks – Group similar tasks for efficiency
- ↪ Create routine – Decision fatigue? Add structure
Time management isn’t about squeezing in more tasks—it’s about making choices that fit your values and goals. Start with one or two strategies and see what works!
For personal stories and pro tips – more details below.
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Where Is All My Time
Not feeling like there’s enough hours in a day? That’s a common feeling that many busy parents share.
In this part of the series, we will go through some time management strategies I’ve come across to help juggle your responsibilities more efficiently. Whether its at work or at home, these are some ways I save myself time, freeing up more hours in the day.
In the first part of our series, we discussed the importance of work-life balance and how finding the right balance can lead to you living a fulfilled life. I also shared the key elements that has personally helped me find that balance. If you haven’t already, check it out here.
Why Time Management Matters
In a Nutshell:
- Efficient time management frees up hours for what you want to do.
- It is key to balancing professional and personal responsibilities.
- It boosts productivity, reduces stress, and creates opportunities for meaningful moments.
Time is our most precious resource—once it’s gone, we can’t get it back. So with only 24 hours in a day, smart time management makes all the difference. Think about it- the hour you save by completing a task more efficiently could be spent playing with your kids, working on a side hustle, or simply relaxing (yes, relaxing counts as productive too!).
Good time management is one of the key elements to achieve a healthy work-life balance. It helps you meet professional responsibilities while making time for family and yourself. For me, time management is about realizing efficiencies and boosting productivity. By identifying areas in your life that can be optimized, you’re essentially earning “time currency.” And who doesn’t want more of that?
And let’s not forget about self-care—this is a major piece of the puzzle. If you’re constantly running on empty, no productivity tip will help you. We’ll touch on this more in Part 3 of the series.
6 Practical Time Management Strategies
So, how can you free up more time each day? Here are six time management strategies that have worked for me.
In evaluating each strategy, I looked at three things:
1. Effectiveness
How well the strategy helps in achieving work-life balance by boosting productivity, reducing stress, or improving efficiency.
2. Ease of Implementation
How easy it is to start and incorporate into my daily routines. What is the time commitment?
3. Satisfaction
The level of personal satisfaction or well-being gained from using it.
Here’s what I found.
Strategy 1 – Prioritize Tasks
In a Nutshell:
- Prioritize tasks to enhance focus and productivity.
- Start your day by listing and prioritizing the top three tasks, and focus on those first.
- Accomplishing set tasks provides a sense of accomplishment.
How to do it: Every morning (or the night before, if you’re ahead of the game), make a list of things you need to do. Pick your top three priorities for the day and focus on those first. If you have kids, get them involved—it’s a great way to teach them about prioritizing tasks too (maybe only when its not about your work)
Why it works: Focusing on the most important tasks first helps you avoid getting bogged down by minor distractions. You’re more productive, and you feel a sense of accomplishment early on.
| Effectiveness ⭐⭐⭐⭐⭐ | Effective in setting the tone for the day and helps you tick off important tasks. |
| Ease of Implementation ⭐⭐⭐⭐ | You’re likely to already have a mental picture of what needs to be done in your day, so it should only take 5-10 minutes to write them down and work out their priority. |
| Satisfaction ⭐⭐⭐⭐⭐ | Accomplishing small goals early in the day boosts motivation and builds momentum for the rest of the day. |
My Experience
I keep an ongoing list of tasks that I need to complete for work on my computer. It only takes me a few minutes to highlight the top three that need actioning that day. By completing these first it not only helps me stay on top of my day, but it also gives me a sense of accomplishment.
PROTIP #1
Pick the low hanging fruits
When I start my workday, I begin by checking my emails and Teams messages (before I priotitize my tasks). As I go through my emails, if there are easy ones that I can respond to in a few minutes, I tackle these first to get them off my list. This not only keeps my inbox clear but also provides a quick win to start the day.
I found that accomplishing small wins early in the day boosts motivation and builds momentum for the rest of it.
Strategy 2 – Daily and Weekly Planning
In a Nutshell:
- Planning reduces stress and improves organization.
- Plan your day the night before and review weekly goals every Sunday.
- Family planning sessions create excitement and ensure everyone knows the schedule.
How to do it: Take 5-10 minutes each evening to plan your next day. Every Sunday, review your weekly goals with your family and map out the week.
Why it works: Planning ahead takes away the guesswork and reduces those last-minute surprises. Plus, knowing what’s coming up helps you focus your energy on what matters most.
| Effectiveness ⭐⭐⭐⭐⭐ | Effective for reducing last-minute surprises and scheduling conflicts. |
| Ease of Implementation ⭐⭐⭐⭐ | It takes about 5-10 minutes each evening and 10-15 minutes on Sunday for planning. |
| Satisfaction ⭐⭐⭐⭐⭐ | Planning ahead provides a sense of control and preparedness. It also lets you plan in self-care time. |
My Experience
Every Sunday, we gather as a family to plan the week ahead. Mainly it’s my wife and I, but we try to involve the kids to get them into the swing of it. They get excited when it gets to the weekend because they get to have their say on what they want to do. We add our activities to a shared calendar to ensure we know what’s happening and when.
PROTIP #2
Use a scheduling app to track your family’s activities
If you don’t currently use a shared calendar app, check out my post here to find one that best suits your family. We found that it helps to have everything in the one place that we can all sync to our phones so we don’t miss anything important.
This routine has significantly reduced last-minute surprises and scheduling conflicts. It also means we get to see ahead where we have free time to schedule in family time. We find that with young kids that you have to be flexible, but having some structure to follow is always better than trying to wing it all the time..
Strategy 3 – Use Technology and Time-Saving Tools
In a Nutshell:
- Use technology and tools like Excel and robovacs to save time and streamline tasks.
- Easy tools exist, but proficiency with certain tools can vary implementation time. For example, robovacs are a simple tool, excel is more complicated depending on what you want to automate.
How to do it: If you’re not already, start using tools like Excel for work-related tasks (budgeting, tracking) or robovacs to clean your floors. Little things like this add up to big time savings.
Why it works: Leveraging the right tools can streamline your tasks and reduce the time spent on mundane chores. The key is finding tools that work for you and using them to your advantage.
| Effectiveness ⭐⭐⭐⭐⭐ | Effective in optimizing workflow and realizing efficiencies to free up time. |
| Ease of Implementation ⭐⭐⭐ | The type of tool required will vary depending on what you want to streamline/automate. Your proficiency level can also influence how easy it is to implement. For example, if you are good with Excel, then automating calculations, charts, and reports may be an easy task and only take 30-40 minutes to implement. If you aren’t, then you may need to spend more time looking at guides. There are however technologies that can be easily used without prior knowledge, like robovacs for cleaning. |
| Satisfaction ⭐⭐⭐⭐⭐ | Using technology can simplify task management, reduce stress, and free up more time in your day. |
My Experience
I use Excel to manage my household budget and keep track of expenses. I use to be a guesstimator but that’s proving to be harder with kids. The other upside to this is I can now see exactly how much we sink into toys for the boys..
We also have a robovac who takes care of all the vacuuming and mopping at home. This not only keeps our home clean with minimal effort, but it also frees up time that I can spend with my family or on personal activities. Check out whether a robovac is the right solution for your family here.
I’m also working on a more advanced household budgeting tool so keep your eyes out for that!
Strategy 4 – Set Boundaries and Learn to Say No
In a Nutshell:
- Create clear work and personal time boundaries and learn to say no to non-aligned commitments to minimize stress.
- Requires discipline and clear communication to implement, but enhances work-life balance.
How to do it: Set specific hours for work and stick to them. Outside of work hours, prioritize family and personal time. Be selective about commitments—if something doesn’t align with your priorities, say no.
Why it works: Clear boundaries between work and personal time help you maintain balance and prevent burnout. Saying no might feel uncomfortable, but it’s essential for protecting your time and energy.
| Effectiveness ⭐⭐⭐⭐⭐ | Effective in maintaining a healthy work-life balance and managing time. |
| Ease of Implementation ⭐⭐⭐ | Requires discipline and clear communication, but it’s manageable with practice. |
| Satisfaction ⭐⭐⭐⭐⭐ | Setting boundaries and saying no enhances personal well-being and reduces stress. |
My Experience
As I mainly work from home, I found that it was important for me to set strict work and personal time. This ensures that I don’t get the two muddled up and end up spending time on the other when I shouldn’t be. For example, I am available for work-related calls and emails from 8 AM to 4:30 PM. And unless there is a deadline that needs to be met, I try stick to this. Hours outside of this is my “home time”.
There is a degree of flexibility that you need to throw in the mix, but I try and make sure that it works both ways. If you need to work an extra hour or two to finish off an important project deliverable – do it. But when you need some extra time to look after your kids in the future, you should be able to without needing to jump through hurdles.
I also review requests and commitments against my priorities for the day. If something doesn’t align, I politely decline or delegate it. This ensures I stay focused on my most important tasks.
Strategy 5 – Batch Similar Tasks
In a Nutshell:
- Group similar tasks to improve focus and productivity by reducing context-switching.
- Planning takes effort but is straightforward.
- When a new task arrives, set it aside unless it is critical. Leave it to the end of the day when you do your scheduling to allocate time for it.
How to do it: When a new task comes up during the day, add it to your to-do list and save it for later. Set aside specific times to tackle these tasks all at once.
Why it works: The human brain works best when it focuses on one thing at a time. When you batch similar tasks together, you avoid the mental energy lost in switching between unrelated tasks.
The human brain works best when it focuses on one thing at a time. We have a certain amount of cognitive capacity and a certain amount of attention.”
Dr. Sahar Yousef, Cognitive Neuroscientist, UC Berkeley
| Effectiveness ⭐⭐⭐⭐⭐ | Effective in improving focus and productivity. |
| Ease of Implementation ⭐⭐⭐⭐ | It takes some planning, but it’s straightforward once implemented. |
| Satisfaction ⭐⭐⭐⭐⭐ | Batching tasks reduces stress and increases efficiency, leading to more free time. |
My Experience
When tasks come up during the day, I add them to my to-do list on my phone and continue with what I’m doing (unless it’s urgent). I then batch the review of these tasks with my daily planning sessions at the end of the day (Strategy 2). Batching these tasks makes sense and ensures I don’t get sidetracked by planning when I am in the middle of something.
PROTIP #2
Voice assistants are great when you need to make notes on the go
When you’re up and about its sometimes difficult to pull out your phone, open up your to-do list, then type out what needs to be done. In these situations I use my phones voice assistant to help me.
Voice assistants can do more than just take notes, they can help you create calendar events without needing to touch your phone.
Strategy 6 – Create and Maintain Routines
In a Nutshell:
- Establish daily and weekly routines for better predictability and efficiency.
- Routines reduce decision fatigue and help maintain energy levels.
How to do it: Set daily and weekly routines. This includes work, household chores, family time, and even breaks. Once you establish a routine, it becomes second nature.
Why it works: Having routines in place reduces the need to constantly make decisions, saving mental energy and helping you stay focused.
| Effectiveness ⭐⭐⭐⭐⭐ | Effective in reducing decision fatigue, increasing efficiency, and maintaining energy levels. |
| Ease of Implementation ⭐⭐⭐⭐ | It may take a bit of time to establish routines, but it becomes second nature after a while. You can rely on calendar apps to help to get into the habit of things. |
| Satisfaction ⭐⭐⭐⭐⭐ | Routines provide a sense of stability and control, enhancing work-life balance. |
My Experience
I batch the maintenance of our household gadgets to the last Saturday of every month. My current routine involves around cleaning of our robovac and the air purifier filters. This approach not only keeps the gadgets in good condition but also saves time and effort compared to dealing with maintenance sporadically.
PROTIP #3
Look into whether a robovac is right for your family
A robovac is one of the best investments I’ve made since moving out of home. Having kids and a full-time job takes a toll on your personal time, and a robovac has helped give back some of this by taking care of our floors.
If you are undecided whether a robovac is suitable for your family, check out my post here where I share my experiences.
Conclusion
Balancing career and family life is no easy feat, but with the right strategies, it’s possible to find a balance that works for you. In this second part of the series, we’ve explored time management techniques that can help you reclaim precious hours. By prioritizing, planning, leveraging technology, and setting boundaries, you can create a more structured, less stressful routine.
Remember, effective time management isn’t about adding more tasks to your day—it’s about making thoughtful choices that align with your goals. Whether it’s work, family, or self-care, make your time count.
In Part 3, we’ll dive deeper into the role of self-care in maintaining a sustainable work-life balance. Stay tuned!
I encourage you to try out these strategies, and see the results for first hand. To start, I recommend starting off with only one or two strategies to begin with. Weave them into your existing workflows at work and at home to get a feel for it. Once you are comfortable with them, slowly add another strategy and keep building on it.
Thank you for being part of this journey. Achieving balance takes effort and continuous reassessment, but the rewards are worth every step.
Sharing Corner
Let me know if you have any questions on the strategies and if any of these have made a difference for you and your family. If you have other strategies that have worked for you, please share this with the rest of us below.
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