5 Tools to Help You Optimize Your Time Management

April 29, 2022
65 / 100

Whether you’re a freelancer, remote employee, or project manager, you’re bound to be juggling multiple tasks at any given time. Your typical workday can easily take a chaotic turn if you don’t manage your time properly. That’s why time management is one of the essential soft skills for everyone.

However, not everyone is managing time the way they should. According to a time management survey, 18% of respondents admitted to having a proper time management system, and 82% didn’t have.

So, if you’re struggling to keep things in order and beat deadlines, this article will show you different tools to help you optimize your time management. We’ll also tell you why and how they can help.

Time Tracking Apps

Whether you work alone, are part of a team, or manage a workforce, a time tracker makes life and work easier. Clock in and clock out apps have evolved from their origins to contain many helpful features.

You can now use time trackers to quantify staff capability, check where you have to improve and understand how to allocate resources. While many of these apps don’t come cheap, freelancers and startups can use free time tracking software equipped with advanced features.

They can help enhance your time management in different ways:

Calculate Billable Hours

A time tracker calculates billable hours accurately, ensuring you avoid invoicing and payroll mistakes and taking the extra work off your hands.

According to a study conducted by Aptitude Research Partners, a US analyst and advisory firm, companies using payroll and timekeeping systems have a 44% chance of having 2% or lower payroll error. And since another survey found that 49% of employees will leave after experiencing payroll issues twice, time trackers can help you keep employee turnover low.

Improve Productivity

By recording how much time you or your staff spend on each task, you can identify your strong suits and areas for improvement. This way, you can maximize productivity by assigning specific tasks to employees that excel at them and conducting training in areas where they need to improve.

Eliminate Distractions

Most time trackers record time spent on apps and websites, showing you what takes up time and interrupts work. This way, you know how to get rid of time wasters and avoid distractions.

Distribute Tasks Efficiently

One of the crucial things in time management is knowing when to pick a suitable period for a task. With a time tracker, you can find out when you or your coworkers are more energized to work during the day. With that information, you can assign or schedule critical and challenging tasks when they can be best handled.

Project Management Apps

Project management tools help you save time and money. You no longer have to track project and task progress using excel sheets and pen and paper. You can automate the process and focus on other important jobs instead of monitoring employees manually.

Resourceful Planning

Project management applications come with robust features that allow you plan a project’s entire journey. Things you can put in place include:

  • Time-based milestones
  • Task-specific deadlines
  • Budgeting
  • Manpower
  • Project delivery

Once you’ve gone through the planning, you can determine how much time the project will consume, what to bill your clients, and how many employees to use for the job. It also helps know how to time plan resource allocation.

Allocate Resources Efficiently

You can use project management tools to put your time management strategies and data to good use. For example, once your time tracking data shows you where an employee excels, you can easily assign a batch of similar tasks to them. This way, you’re making sure the jobs are executed efficiently and in time.


Project management tools make scheduling easier. After using these tools, you can quickly work out scheduling plans to iron out details like project milestones, job roles, and resource allocation.

Improve Workflow

Your workflow involves the steps you need to execute a project successfully. Without a defined and well-planned system, you’ll experience conflicts, confusion, and chaos.

Thankfully, some project management tools use additional resources like Kanban boards and Scrum methodology to visualize and improve workflow. This way, team members know what to do and when to do it, synergize better, and work more efficiently, saving time and resources.

To-Do List Solutions

To-do lists have come a long way from their notepad origins. You can now use advanced features and integrations to better plan and optimize your daily schedules.

While many project management tools have basic to-do list features, standalone to-do list software programs provide extensive capabilities. These advanced features include:

  • Kanban board view
  • Setting sections and subtasks
  • Recurring due dates
  • Setting priority levels
  • Reminders

Other significant capabilities include:

  • Using filters and labels
  • Adding comments and calendar feeds
  • Viewing activity history and archives
  • Uploading videos and audio
  • Delegating tasks and collaborate with colleagues
  • Time mapping
  • Calendar integrations

Using these tools, you can quickly switch between tasks and not waste time figuring out what to do next.

Workflow Management Application

Workflows are sequences of defined steps followed to execute a task or project. They are the paths that every task follows from start to finish and represent how data transitions from raw to processed.

Outlined and well-organized workflows allow you to optimize your time management, increase employee engagement, and boost work quality. It also ensures you deliver projects in time without failing to meet deadlines.

As you know, most projects have different stakeholders and moving parts. In addition, tasks are delegated to various team members who have to work together to execute the entire project. So, an optimized workflow facilitates collaboration and communication and eliminates any barriers to synergy.

Businesses from every industry are now turning to workflow management solutions. These applications help you save time by automating repetitive workflow management tasks.

For instance, the application can manage how tasks are handed from employees to supervisors and project managers. This way, project managers no longer have to manually transition project progress from start to review to finish.

Let’s break down some of the benefits of workflow management apps

Frees Up Time

Whether any manager agrees or not, workflow management is time-consuming without automation. Once you automate repetitive tasks, you and your staff can focus on other important things.

Reduces Errors

By automating processes, you’re not prone to human errors. Instead, it will help you discover and correct problems early. And this way, the mistakes won’t repeat, preventing you from spending time troubleshooting and resolving the same error repeatedly.

Accountability and Transparency

Time is more manageable when everything is transparent. Using a workflow management system, you see every data entry throughout a task’s process. This way, you can save time whenever you want to pull any logged information.

Handle Multiple Tasks Simultaneously

Since the workflow management app automates task movements, you don’t have to worry about waiting for a task to finish before starting another. As a result, team members can work on multiple tasks simultaneously without the risk of chaos or confusion.

Productivity Tools

Some time trackers and project management solutions come with productivity features. However, standalone productivity apps can help you boost your time management in more ways.

If you don’t want to go for one such app, make sure your time tracker or project management tool has the needed features.

Productivity applications help you measure how long you spend on each task, website, and app. This way, you are equipped with all the data you need to optimize your schedules and manage time properly.


Using these tools, you can now optimize your time management process to get more out of your workday. Thankfully, you can easily find free applications with all the features you need as a freelancer or small business.


More Posts:

6 Ways to be a SUPER Mom

Mothers are the strongest. They carry a child, bear the pain of birthing, bring children up, fulfill all responsibilities, play several roles, and make it look oh so easy. That’s why we have given mothers the title of super mom. Society expects mothers to be...

Simple Ways to Deal with Stress at Work

It doesn’t matter what you do, how old you are, and where you work - feeling stressed out at work is one of the most natural things in the world right now. This is something we all feel from time to time, and it’s almost impossible to find a job that’s completely...

Time Management Tips That Can Get You Success As A College Student

Time flies when you’re have fun, and college is one of the places where there is a lot of fun to be had. However, you still need to study, attend classes, and make excellent grades in college. There is no doubt that time management skills are essential if you want to make the most of your college years.

How to Manage Efficiently While Remote

Remote operations have become a familiar feature of our digital landscape. What can managers do to help balance both the advantages of remote work while maintaining high efficiency?

Working Remotely or Remote Work? Best Practices to Ensure Maximum Productivity

The pandemic has resulted in a huge rise in the number of remote workers. Working from home is obviously not a new concept, but a lot of people have only recently encountered it for the first time, and most of them have had an initial positive attitude towards this shift.

How CRM Can Help Your Business?

CRM, a short form for customer relationship management, is software used by business teams or individuals to optimize communications with customers. But what does CRM do? The software enhances relationship building and management for better customer experience from the first interaction to purchase and return.

3 Things Leaders Do To Make Sure To Sleep Well

Sleep is one of the most important things people need to survive and thrive in life. With this being the case, getting the right amount of high quality sleep is so important to your well-being as a leader.

3 Tools To Manage Your Productivity As a Leader

A productive individual is one whose effort achieves the purpose of trying out an endeavor in the most effective way possible. I always put an effort to know more about ways to make myself more productive in every area of my life, and since you’re reading this, I’m pretty sure that you’re also putting in an effort to learn ways to be productive.

The Definitive Guide To Making High-Performance OKRs For Your Company

OKRs stands for Objectives and Key Results, a goal management system created by CEO of Intel Andy Grove that keeps workers on track to achieving project aims. OKRs are designed to align the goals of individuals and teams with the company’s, prioritize actions, improve team communication and engage employees in running successful projects.

How to Increase Your Credit Score

Your credit score is more important today than potentially anytime in the past. A great score can help you to borrow money at a reduced cost, qualify for mortgages, valuable credit cards, and can even help you get a job. There are myriad reasons why you want to have a high credit score.

The Definitive Guide To Making High-Performance OKRs For Your Company

The Definitive Guide To Making High-Performance OKRs For Your Company

OKRs stands for Objectives and Key Results, a goal management system created by CEO of Intel Andy Grove that keeps workers on track to achieving project aims. OKRs are designed to align the goals of individuals and teams with the company’s, prioritize actions, improve team communication and engage employees in running successful projects.

All Categories

Business Operations

Entrepreneur Interviews

Marketing, Networking, & Social Media

Self Care & Personal Development

Working Moms

Business Software and Technology

Entrepreneurship & Small Business

Organizing Tips


Career Building

Family Businesses


Starting Your Own Business

Work-Life Balance


Hiring Help

Management & Leadership

Time Management & Priorities

Women in Leadership

Recent Posts

How to Expand Your Hiring Pool

How to Expand Your Hiring Pool

A diverse workforce can bring fresh perspectives, increased innovation, and a range of skill sets to your business. To create a more dynamic team, consider expanding your hiring pool in unconventional ways.  Hire From Outside Your Industry Hiring employees with...

Tips for Starting a Dog Park Business

Tips for Starting a Dog Park Business


Starting a dog park business can be very rewarding, but it requires careful planning in areas like design, safety, marketing, and community engagement.

By providing an enjoyable environment for both dogs and their owners and actively involving the community through events and partnerships, you can create a thriving dog park that meets a need for Colorado Springs residents.

With dedication and a focus on safety, maintenance, and the needs of visitors and their canine companions, your dog park can become a treasured community hub for years to come.

Elements That Should Be Part of Your Company Retreat

Elements That Should Be Part of Your Company Retreat

A company retreat is an excellent opportunity for team-building, learning new skills, and fostering relationships between colleagues. Whether your team is large or small, a well-planned retreat can be an invaluable investment in your company's success. We will explore...

How to Make Employee Health a Priority

How to Make Employee Health a Priority

Prioritizing employee health is crucial for creating a healthy and productive work environment. By investing in the health and wellbeing of your employees, you can improve morale, reduce absenteeism, and build a positive company culture. Here are some tips on how to...

Why You Should Run Your Business on the Latest Technology

Why You Should Run Your Business on the Latest Technology

In today's fast-paced business environment, keeping up with technological advancements is essential for success. Implementing the latest technology can offer numerous benefits, such as improved productivity, enhanced data security, and reduced costs.  Improve...