Hey there, remote worker! As a coworking space that provides productive workspaces for professionals like yourself, our team at Strive Workspaces knows how challenging it can be to manage your time when you’re working from home.
With no clear boundaries between work and personal life, it’s easy to get sidetracked and feel like you’re constantly playing catch-up. But don’t worry, we’ve got your back!
Today, we want to share our 10 top time management techniques for remote workers. These aren’t just generic tips you’ll find in any old blog post; these are tried-and-true strategies that will help you stay focused, productive, and sane while working from home.
1. Set Clear Work Hours and Stick to a Schedule
Working remotely comes with a lot of freedom and flexibility. But without clear boundaries, it’s easy for work to bleed into your personal life and throw off your work-life balance.
Create a daily routine
The key is to set regular work hours and stick to them like glue. Pretend you’re going into your own private office. Wake up at the same time each day, get dressed (no pajamas.), and have a morning routine to get in the right headspace.
Communicate your schedule to your team
Make sure your team knows when you’re available and when you’re “off the clock.” Use shared calendars, Slack statuses, or even a quick email at the start and end of your workday. This sets expectations and boundaries.
Be consistent with your work hours
Resist the urge to keep working late into the night just because you can. Overworking leads straight to burnout city. Keeping consistent work hours is better for your mental health and productivity in the long run.
2. Create a Dedicated Workspace
When your home is also your office, it’s crucial to have a designated workspace. This helps your brain switch into work mode and minimizes distractions from your personal life.
Find a quiet space
Ideally, set up shop in a separate room with a door you can close. This could be a spare bedroom, a converted closet, or even a partitioned corner of your living room. The key is to create a physical boundary between work and relaxation.
Invest in ergonomic furniture
Don’t just plop down on the couch with your laptop. Treat yourself to a proper desk and a comfortable, supportive chair. Your back will thank you. Ergonomic furniture reduces physical strain and helps you stay focused.
Keep your workspace organized
A cluttered desk is a cluttered mind. Keep your workspace tidy and organized, with designated spots for your computer, notebooks, pens, and any other tools you use regularly. At the end of each workday, tidy up so you have a fresh start in the morning.
If you are unable to create a dedicated workspace in your home, check out our 6 Reasons to Use a Shared Office Space!
3. Prioritize Tasks with To-Do Lists
When you’re juggling multiple projects and deadlines, it’s easy to feel overwhelmed. That’s where to-do lists come in handy. They help you prioritize, stay organized, and keep that nagging feeling that you’re forgetting something at bay.
Break down large projects into smaller tasks
Staring down a massive project is daunting. Break it down into bite-sized tasks you can tackle one at a time. This makes it feel more manageable and lets you celebrate small wins along the way.
Use a task management app
There are tons of great time management apps out there, like Asana, Trello, and Todoist, that make it easy to create and organize your to-do lists. Find one that works for you and use it religiously.
Review and update your to-do list regularly
Your to-do list is a living, breathing document. Review it at the start of each day and adjust as needed. Cross off completed tasks (so satisfying.) and add new ones as they come up. This keeps you on track and ensures nothing falls through the cracks.
4. Minimize Distractions
One of the biggest challenges of working remotely is dealing with distractions. It’s easy to get sidetracked by social media, household chores, or needy pets. But every time you get pulled away, it takes an average of 23 minutes to refocus. Yikes.
Turn off notifications
Silence your phone and turn off desktop notifications for things like email and Slack. Check them periodically throughout the day instead of being at the mercy of every ping.
Use website blockers
If you can’t resist the siren call of social media, use a website blocker like Freedom or Cold Turkey to temporarily block distracting sites during work hours.
Communicate your availability to others
Let your family, friends, and roommates know when you’re working and ask them not to disturb you unless it’s an emergency. Put a sign on your door, send a quick text, or set clear “do not disturb” hours.
5. Use Time Blocking Techniques
Time blocking is a game-changer for productivity. Instead of flitting between tasks all day, you dedicate chunks of time to specific activities. This helps you stay focused, avoid multitasking, and make tangible progress.
Allocate specific time slots for different tasks
Divide your day into blocks and assign each one a specific task or category of tasks. For example, you might spend 9–11 a.m. on deep work, 11–12 on emails, and 1-3 on meetings.
Use a timer to stay on track
Set a timer for each time block, and work on that task until the timer goes off. This creates a sense of urgency and helps you avoid getting sidetracked.
Take short breaks between time blocks
Don’t forget to schedule in breaks. Take 5–10 minutes between time blocks to stretch, grab a snack, or do a quick meditation. This helps you recharge and avoid burnout.
Key Takeaway: Setting a solid routine, creating a workspace that’s just for work, breaking tasks into bite-sized pieces, and cutting down on distractions can massively boost your productivity. Use apps to keep track of tasks and block out time for focused work—your brain (and back.) will thank you.
6. Avoid Multitasking
Multitasking is a myth. Our brains aren’t wired to handle multiple complex tasks simultaneously. When we try to juggle too many things at once, our productivity takes a nosedive.
Focus on one task at a time
The key to effective time management is to give your undivided attention to a single task. Focused work allows you to complete tasks more efficiently and with fewer errors. Resist the urge to jump between projects or check emails every five minutes. Set aside dedicated time blocks for specific activities and stick to them.
Batch similar tasks together
Grouping related tasks can save time and mental energy. For example, schedule all your meetings on the same day or set aside an hour to respond to emails instead of checking your inbox sporadically. By batching, you avoid the cognitive costs of constantly switching gears. Plus, you can capitalize on the momentum you build once you hit your stride with a particular type of task.
Use the Pomodoro Technique
If you struggle with staying focused, try the Pomodoro Technique. This time management method involves working in 25-minute intervals, followed by a 5-minute break. After completing four “pomodoros,” you take a longer break of 20-30 minutes. These structured work sprints train your brain to concentrate for set periods, with built-in downtime to recharge.
7. Take Regular Breaks
When you’re in the zone, it’s tempting to power through for hours on end. However, research shows that brief diversions can significantly improve focus.
Step away from your desk
Every 60 to 90 minutes, take a 5 to 15-minute break. Leave your workspace completely. Take a quick walk outside, chat with a family member, or brew a cup of coffee. Physical and mental distance from your tasks helps you maintain perspective and return with renewed energy. Personally, I always feel more motivated after stepping away for a few minutes
Stretch or do light exercises
Sitting for prolonged periods of time can sap your energy and even negatively impact your health. Combat the effects of a remote work lifestyle by incorporating movement into your breaks. Stand up and stretch your legs, neck, and shoulders. If you’re feeling ambitious, knock out a few jumping jacks, pushups, or yoga poses. Getting your blood flowing can give you a natural boost.
Engage in a brief relaxation technique
Work can be stressful, especially when you’re staring down a daunting to-do list. Carve out a few minutes to practice deep breathing, meditation, or progressive muscle relaxation. I’m a big fan of the 4-7-8 breathing technique. You inhale for 4 seconds, hold for 7 seconds, then exhale for 8 seconds. After a few rounds, I always feel more centered and ready to tackle the next task.
8. Leverage Time Tracking Tools
One of the best ways to improve your time management skills is to track how you actually spend your time. You might be surprised by the results.
Analyze how you spend your time
Use a tool like Toggl or RescueTime to automatically track your activities throughout the day. These apps run in the background and provide detailed reports of where your time goes. You can see exactly how long you spend on specific tasks, websites, and apps. Having this data empowers you to make more informed decisions about your priorities and workflow.
Identify productivity bottlenecks
Time tracking reveals your biggest time sinks and distractions. You might discover you’re spending way too much time on email, meetings, or low-priority busy work. Armed with this knowledge, you can take steps to eliminate or streamline these bottlenecks. Maybe you set a timer for checking emails or start blocking off maker time on your calendar.
Set goals and measure progress
Tracking your time also allows you to set realistic goals and measure your progress over time. Let’s say you want to spend 20 hours per week on a particular project. Time tracking will show you whether you’re hitting that target. If not, you can course-correct and make adjustments to your schedule or workload. Remember, you can’t improve what you don’t measure.
9. Communicate Effectively with Your Team
Remote work requires extra effort to stay connected and aligned with your team. Poor communication can lead to misunderstandings, duplicated work, and missed deadlines.
Schedule regular check-ins
Touch base with your manager and colleagues on a consistent basis. Whether it’s a daily stand-up meeting or a weekly one-on-one, regular check-ins keep everyone on the same page. Use this time to share updates, ask questions, and resolve any roadblocks. Don’t be afraid to proactively reach out if you need clarification or support.
Use collaboration tools
Take advantage of technology to streamline team communication and collaboration. Tools like Slack, Microsoft Teams, and Zoom allow for real-time messaging, file sharing, and video conferencing. Project management software like Asana or Trello can help you stay organized and track progress on shared initiatives. By leveraging these tools, you can boost transparency and accountability across the team.
Be clear and concise in your communication
When you’re not face-to-face, it’s crucial to communicate clearly and concisely. Avoid jargon or ambiguous language that could be misinterpreted. Before hitting send on an email or message, reread it to make sure your points are crystal clear. If a topic is complex or sensitive, consider hopping on a quick call instead. Tone and nuance can easily get lost in written communication.
10. Establish Boundaries Between Work and Personal Life
One of the biggest challenges of remote work is maintaining a healthy work-life balance. When your home is your office, it’s all too easy for the lines to blur.
Create an end-of-work routine
Just as a morning routine can help you start the day on the right foot, an evening routine can help you wind down and disconnect from work. Choose an activity that signifies the end of your workday, like closing your laptop, going for a walk, or changing into comfy clothes. This ritual helps your brain shift gears and leave work behind.
Disconnect from work-related apps
If possible, remove email and messaging apps from your phone, or at least mute notifications outside of work hours. Constant pings make it tough to truly unplug. If you must check in, set designated times to do so, like once in the evening or on weekends. Remember, downtime isn’t a luxury – it’s essential for preventing burnout and maintaining peak productivity.
Engage in hobbies and activities outside of work
Having a rich personal life makes it easier to set boundaries with work. Pursue hobbies, spend time with loved ones, and prioritize self-care activities like exercise or reading. When you have something fun to look forward to after work, you’re less likely to let work bleed into your evenings and weekends. Plus, engaging in diverse activities boosts your creativity and problem-solving skills. A full life outside the office makes you a better worker when you are on the clock. So go ahead and sign up for that cooking class or plan that weekend getaway. Your work – and your well-being – will thank you.
Key Takeaway: Stop multitasking and focus on one task at a time to boost efficiency. Use the Pomodoro Technique for better concentration, take regular breaks to recharge, track your time to identify where you can improve, communicate clearly with your team, and set clear boundaries between work and personal life for a healthier balance.
Conclusion
Phew, that was a lot of information to take in! But trust me, these top time management techniques for remote workers are game-changers. From setting clear work hours and creating a dedicated workspace to prioritizing tasks and minimizing distractions, these strategies will help you take control of your time and be your most productive self.
Always remember: scouting out what genuinely suits you is crucial. Don’t be afraid to experiment and make adjustments as needed. And most importantly, be kind to yourself! Working remotely can be tough, but with a little planning and a lot of self-discipline, you’ve got this.
Remember, if you ever need a little extra motivation, you can always try out a free day pass at Strive workspaces!
