8 Best Methods of Organizing Time

By Charlie Fitzgibbon, Construction Professional

April 27th 2025

Have you ever felt like there aren’t enough hours in the day? You start the morning with a clear plan, but before you know it, your inbox is overflowing, meetings have eaten up half the day, and you’re drowning in a sea of unfinished tasks. Sound familiar? You’re not alone.

The modern workday is filled with distractions, and without a solid strategy for organizing your time, it’s easy to get stuck in a cycle of busyness, but without real progress.

The good news is that you don’t have to rely on willpower alone to stay productive. There are proven methods that can help you take control of your time and get more done.

In this article, we’ll break down the five best techniques for managing and tracking your time.

Whether you’re struggling with prioritization, focus, or simply feeling overwhelmed, these methods of organizing time will give you the tools to reclaim your day.

This Article Covers:

• Why Do You Need to Organize Time?
• What Are the Risks of Not Organizing Time?
• The 8 Best Methods for Organizing Time
• How to Implement These Methods in Daily Life
• Final Thoughts

Image by Ocean Ng on unsplash.com

Image by Art Attack on unsplash.com

The 8 Best Methods for Organizing Time

Let’s dive into the best strategies that can help you take charge of your schedule and reclaim your time:

#1 The Kanban Method – Make Your Work Visible

If you’ve ever felt like your workload is overwhelming and unstructured, the Kanban method might be the perfect fix.

The Kanban method is a super simple yet effective way to keep track of all your tasks. Originally created for manufacturing, it’s all about creating a visual system to help you see your work as it moves through different stages of completion.

Here’s how it works:

• Set up your Kanban board: You’ll create a board with a few basic columns. The column furthest to the left is the starting point, such as “sales enquiries”. The column furthest to the right is the end point, such as “client hand-over”. Columns in between show each stage of a task journey in a linear, consecutive order.
• Get started: When you start a task, add it to the appropriate column to get the process started.
• Move tasks as you go: each task is represented by a card (could be a sticky note or a “digital card”, depending on what tool you’re using). These cards move from left to right as milestones are achieved, tracking the progress of each task visually.
• Keep the flow going: Kanban is all about keeping things moving. When you look at your board, you should get a clear picture of where each task stands, which helps you stay on track of progress and avoid forgetting about elements of your to-do list.
• Limit work in progress: one key rule with Kanban is to limit how many tasks are in each column at a time. If all your tasks are bunching up in one column, focus your energy on progressing those items in order to get things moving again.

By breaking your tasks into categories – such as “to-do,” “in progress,” and “done” – you can easily see what needs to be tackled next. Whether you use sticky notes on a whiteboard or a digital tools, Kanban helps prevent work from piling up and ensures you’re always moving forward.

When you see your tasks progressing, it gives you a sense of momentum and control, making work far less overwhelming.

#2 The Pomodoro Technique – Sprint, Rest, Repeat

Have you ever sat at your desk for hours, feeling like your brain is turning to mush? That’s because our attention span has limits.

Enter the Pomodoro Technique – a simple but effective way to break work into manageable chunks.

Here’s how it works: set a timer for 25 minutes and focus on a single task. When the timer goes off, take a 5-minute break. After completing four of these “Pomodoros,” reward yourself with a longer break of 15-30 minutes.

Image by Mhamed Hassan on unsplash.com

This method works because it keeps your brain engaged while preventing burnout. Instead of dragging yourself through a marathon work session, you’re doing short, focused sprints.

It’s like high-intensity interval training, but for productivity. By working in these concentrated bursts, you stay sharp and actually get more done in less time.

You can also use the Pomodoro method for studying. It works great for studying by helping you stay concentrated without burning out. After every four sessions, you take a longer break to recharge. It’s a solid way to manage your studies and keep your brain fresh.

#3 The Ivy Lee Method – Plan Tomorrow, Today

Sometimes the simplest methods are the most effective. The Ivy Lee method was developed over 100 years ago to help improve productivity within manufacturing. Today it can help you organize your time and get on top of your to-do list.

At the end of each workday, write down the six most important tasks you need to complete tomorrow. Prioritize them in order of importance, then the next day, start with the first task and work your way down the list. What you don’t get done gets rolled over into the following day.

That’s it. No complex strategies. No decision fatigue. Just a clear, focused plan.

This method works because it forces you to decide in advance what truly matters, rather than reacting to whatever feels urgent in the moment. It’s like laying out your clothes the night before – future you will be grateful for the head start.

#4 The Pareto Principle – The 80/20 Rule

Ever feel like you’re drowning in work, but only a small portion of it actually moves the needle? That’s where the Pareto Principle can help. Also known as the 80/20 rule, it states that 80% of your progress come from just 20% of your effort.

The trick is identifying which tasks fall into that crucial 20% which provides the biggest impact, and then focus more of your time and energy on those tasks, rather than the other 80% which produces less results.

What work generates the biggest impact? What activities are just busy work? Once you pinpoint where your efforts are best spent, you can start eliminating or delegating the rest.

Think of it like a chef in a busy kitchen – they know which dishes are the bestsellers and focus on perfecting them rather than wasting time on items no one orders. Apply this to your own workload, and you’ll find yourself achieving more by doing less.

#5 Maslow’s Hierarchy of Needs – Prioritize the Right Way

Maslow’s pyramid is a psychological theory that suggests we have different levels of needs, starting from basic survival to higher-level fulfillment. The idea is that we must satisfy lower-level needs before we can focus on higher ones.

However, most people stop there and don’t reflect on how this applies in practice to our daily lives. It’s also a fantastic tool and mindset for time management and productivity. The idea is simple: before you can focus on complex tasks, you must take care of the fundamental needs.

If you’re exhausted, hungry, or mentally drained, no amount of productivity hacks will help. Your priority should always be your well-being. That means getting enough sleep, eating nutritious meals, and taking breaks when needed.

Think of it like trying to build a skyscraper without a solid foundation – it won’t stand for long.

Furthermore, you must get the fundamental tasks on your to-do list done before the intricate details can be taken care of. There is no point in starting sales calls if you haven’t first decided on a sales strategy and script.

#6 The Flowtime Technique – Customize Your Focus and Breaks

Do you feel like strict timers (like in the Pomodoro Technique) don’t match your natural work rhythm? Do you feel that all these rules and methods slow you down rather than help your productivity?

If so, the Flowtime Technique might be a better choice. This method is a more flexible, personalized way to manage focus and rest.

Here’s how it works: instead of setting a rigid timer, you simply pick a task and start working on it. You work until you feel naturally fatigued or distracted, whether that’s 20 minutes or 90 minutes, it doesn’t matter. When you feel yourself slipping out of focus, that’s your signal to take a break.

During your break, you track how long you worked and how long you rest, aiming to gradually find your personal focus sweet spot.

The Flowtime Technique is all about respecting your natural energy levels. Some days you might have 90-minute deep work sessions. Other days, maybe you can only focus for 30 minutes. And that’s completely fine. It removes the pressure of fitting into a timer box and lets you build an understanding of your own natural patterns.

Imagine being a surfer, you’re not setting a timer to catch a wave, you’re feeling the rhythm of the ocean. When a wave comes, it comes. Flowtime is like that. Working with your natural productivity waves instead of fighting them.

You can use a simple spreadsheet, journal, or digital note app to log your sessions. Over time, you’ll notice patterns like when you do your best work, how long you stay focused, and when you need breaks. It’s a simple but powerful way to customize your productivity system to fit you, not the other way around.

By blending structured work with flexible timing, the Flowtime Technique helps you stay in the zone longer, reduce burnout, and truly harness your natural productivity rhythms without forcing yourself to follow rigid rules.

The downside, however, is it requires a lot of self-discipline. If that doesn’t sound like you, you may struggle.

#7 The ALPEN Method – Daily Planning Made Simple

If your to-do list feels like a never-ending battle, the ALPEN Method offers a simple, systematic approach to planning your day without the overwhelm.

Developed by German economist Lothar J. Seiwert, ALPEN is an acronym that stands for:

• Aufgaben (Tasks)
• Länge schätzen (Estimate length)
• Pufferzeiten einplanen (Plan buffer time)
• Entscheidungen treffen (Make decisions)
• Nachkontrolle (Follow-up and review)

Here’s how it works:

• List your tasks: Start by writing down everything you need to accomplish today.
• Estimate time: Next to each task, note how long you think it will take.
• Add buffer time: Life happens—so add about 20-30% extra time as a cushion for interruptions or unexpected delays.
• Prioritize and decide: Not every task is equally important. Rank your tasks and decide what needs immediate attention versus what can wait.
• Review and adjust: At the end of the day, review what you completed, adjust plans if needed, and use that insight to plan the next day better.

Think of ALPEN like packing for a trip. You wouldn’t just throw everything into a bag, you plan, estimate, leave room for extras, and check before you zip it up. The same idea applies to managing your day.

The beauty of the ALPEN method is how fast and low-effort it is. You can do the entire process in under 10 minutes each morning, and it immediately gives you a clear, realistic plan instead of an overwhelming list.

By building realistic expectations into your schedule through “buffer time”, you cut down on stress, avoid overcommitting, and stay agile when the unexpected comes knocking.

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#8 The ABC Method – Prioritize with Laser Focus

Here’s the idea: you categorize your tasks into three simple buckets:

• A tasks: Very important. Must be done today. If not, serious consequences.
• B tasks: Important but not urgent. These are tasks that should get done but can wait if necessary.
• C tasks: Nice to do, but not important or urgent. If you skip these, nothing bad happens.

Once categorized, you plan your daily to-do list with a focus on A tasks when you know you’re most productive, B tasks as a second priority, and C tasks if you have time. No bouncing around, no distractions. Only once all planned A tasks are done can you move on to B tasks, and so on.

It’s like having a VIP line for your workday. Only the most important guests (tasks) get immediate attention, while everyone else waits their turn.

The ABC Method trains you to prioritize ruthlessly. It’s easy to fall into the trap of doing what’s easiest or most enjoyable first, but that often leaves critical work undone. ABC keeps your focus where it matters most, ensuring you’re spending your limited time and energy on tasks that move the needle.

A helpful tip:

Reassess your task list midday. Sometimes, something that was a B in the morning becomes an A by the afternoon if deadlines shift or priorities change.

By constantly evaluating what truly matters, the ABC Method helps you stay laser-focused, reduce overwhelm, and finish your days knowing you tackled the most important work, not just the easiest.

How to Implement These Methods in Daily Life

The right strategies can help you stay organized, reduce stress, and make the most of your day, but with so many techniques out there, how do you know where to start?

• Start Small and Build Momentum: Trying to implement all five methods at once will be overwhelming. Instead, pick one technique that resonates with you, and commit to using it for a week. Mastering one method first will help you build consistency before layering in others to create a system that fits your work style.
• Use the Right Tools: Leverage digital tools like a productivity tracker to manage where your time is spent, a Pomodoro Timer for implementing the Pomodoro technique, or simply a journal for the Ivy Lee method to prioritize your tasks. Finding the right tool for the job makes it easier to stay consistent and stick to your time management plan.
• Reflect, Adapt, and Improve: Observe how these methods impact your productivity over a period of time. If something isn’t working, tweak your approach and keep going. Time management isn’t about rigidly sticking to one system – it’s about evolving your strategy to fit your needs and lifestyle.

Final Thoughts

Mastering different methods of organizing time isn’t about cramming every available minute with more work – it’s about working smarter, not harder. It’s about creating a system that helps you stay organized, focused, and productive without feeling overwhelmed.

When you manage your time effectively, you’re not just improving your work balance – you’re freeing up time for yourself, reducing stress, and making space for the things that truly matter.

Kanban helps you visualize your work. Maslow’s hierarchy ensures you’re taking care of the essentials first. The Pomodoro Technique keeps you energized, the Ivy Lee method simplifies your planning, and the Pareto principle ensures you’re focusing on what truly matters.

On top of that, the Flowtime Technique customizes your work sessions to match your natural rhythm, the ALPEN Method offers a practical blueprint for daily planning with built-in flexibility, and the ABC Method brings sharp prioritization to a cluttered to-do list.

Mix and match these techniques to fit your personal workflow, and you’ll find yourself with more time, less stress, and a whole lot more productivity. Because at the end of the day, time isn’t the problem – it’s how you manage it that makes all the difference.