Working from home is liberating. A little too liberating, perhaps.
You now have the freedom to design your own schedule (especially if you work for yourself). But this also places the full weight of time management on your shoulders. The absence of a conventional office to report to means no supervisors monitoring your progress or coworkers holding you accountable. It’s up to you to stay on track.
Time management isn’t just about ticking off tasks on a to-do list. It is about developing a comprehensive approach to managing your work. Good time management improves efficiency and productivity in any setting. But when you work from home your ability to manage your time effectively will ultimately define your entire WFH lifestyle.
Research published in 2023 in BMC Public Health found that working from home was associated “with greater volume and intensity of work and thus a longer and heavier workday compared to conventional work.” It’s easy to mistake working A LOT for working productively. Manage your time poorly and your work will quickly start spilling into your personal time. No one is going to turn the lights off and tell you to go home – you’re home already.
Overworking actually leads to decreased productivity and, eventually, to a stressed-out, burned-out mind and body. In short, poor time management can rapidly transform the liberating experience of working from home into an experience as oppressive as working under the eagle eye of a micromanaging boss.
Good time management, on the other hand, will help you meet deadlines with less stress, carve out time for self-improvement and hobbies, and be present in your personal life without the nagging thought of unfinished work. In other words, good time management will help you achieve the healthy work-life balance that was likely a big part of the reason you wanted to work from home in the first place.
So, mastering time management is key. But don’t expect it to be easy – it hasn’t been for me. There’s no way to anticipate everything you will find to be true about doing your job from home until you start doing it. And then it takes trial and error to identify the time-management strategies that best suit the specific demands of your job … and your life. And then those demands change.
Making working from home work entails a concerted and ongoing effort to implement effective and sustainable time-management strategies. Let’s get started.
Time management and working from home.
• Understanding time management
• Becoming your own project manager
• Creating a daily routine
• Common time traps
• Tools & techniques for time management
Understanding Time Management
“Time management” is one of those terms that’s so familiar that we all assume we know what it means.
But let’s double check and be sure. Being clear about what we are pursuing will help us get off to a good start and improve our odds of achieving our goals.
Here’s the Wikipedia definition of time management:
Time management is the process of planning and exercising conscious control of time spent on specific activities — especially to increase effectiveness, efficiency, and productivity.
The Cambridge Dictionary defines time management as:
[T]he practice of using the time that you have available in a useful and effective way, especially in your work.
And this is Psychology Today’s definition of time management:
Time management is the ability to plan and control how someone spends the hours in a day to effectively accomplish their goals.
Take a moment to reflect on these definitions, considering them in the context of your work.
Becoming Your Own Project Manager
Time management is integral to project management. To paraphrase/cite the UK-based Association for Project Management (APM), project management is “the application of processes, methods, skills, knowledge and experience” to achieve the objectives of an endeavor which has defined “outputs, outcomes or benefits.” Distinguishing project management from the “ongoing process” of managing “business-as-usual activities,” the APM writes:
Project management has final deliverables that are constrained to a finite timescale and budget. … Time, cost and quality are the building blocks of every project.
The APM’s definition of project management conjures images of corporations with multi-employee project teams. But let me assure you, becoming a good project manager is an essential part of working from home even if you are a one-person outfit.
To help you understand project management in a WFH context, let me give you an example from my work.
Become your own project manager.
As a WFH writer the majority of my work is project-based. The more writing projects I can complete in a given time, the more money I can make.
Writing projects have deadlines. While I have considerable freedom when it comes to choosing projects, once I take on a project it is my responsibility to meet that deadline. While $$$ might tempt me to greedily grab writing assignments, I don't want to fail to meet even one deadline. That's unprofessional and damaging to my reputation.
On the other hand, I don't want to give myself more of a time cushion than I actually need, leaving money on the table. That's damaging to my bank account.
To improve my ability to set aggressive but achievable deadlines, I invest time analyzing how long it takes me to complete different writing projects. I break my projects into smaller components and determine how long it takes me to complete each part. I also pay attention to the skills and tools required for each part - Does it involve free writing? Does it involve research? Does it involve editing? Do I need a notebook? My laptop? There are certain tasks I do best in the morning; with others, time-of-day matters less.
Once I understand a writing project's component parts, I have a clearer idea of how much of the project I should be able to complete in a given amount of time and also how best to arrange my workday. Because these parts add up to one big project, I also now have a good sense of how long it takes to complete the entire thing. I can put multiple projects on my calendar without fear of overcommitting. I can plan ahead, scheduling my work for the week or the month.
When I invest in understanding and discretizing my work, I manage my projects and my time more effectively. I get more work done. I make more money. And do so within a comfortable, well-bounded workday. When I don't, I find myself working longer hours and accomplishing less.
Think about the projects that compose YOUR WFH job. Think about how you might go about managing those projects. Becoming a good project manager – your own project manager – is essential to time management when working from home.
Creating a Daily Routine
The component parts of your projects can be thought of as the building blocks that fill your workday.
A routine, on the other hand, is the framework that structures and circumscribes your work.
When I decided to finally cut the waitressing cord and transition to working full-time from home I read a number of books designed to help me organize my life and career as a WFH writer, among them How to Make a Living with Your Writing and Productivity for Authors by Joanna Penn.
Penn, a New York Times bestselling author and creator of www.thecreativepenn.com, describes herself as driven by a desire to leave her “soul sucking, creativity-destroying” job as an IT consultant. (Amen sister!) Determined to change her life, Penn pursued freedom and the opportunity to build her own business for five years (while still holding down her day job) finally achieving her dream of becoming a full-time “author entrepreneur.”
While she describes her current work as something meaningful that she loves and herself as much happier, in How to Make a Living with Your Writing Penn says this about her first year working from home.
[I]n the first year, it was difficult to find a routine. After 13 years of commuting and office work, it was hard to adapt to working from home alone.
Penn solved her routine difficulties by creating her own “office hours.” She decided to work from a library that she commuted to daily. She put in a regular workday, even taking coffee and lunch breaks, just as she might have at her IT consultant job.
Learning how to effectively manage your projects is critical. But it’s not enough. When it comes to time management and working from home, you also need to develop a daily routine.
Here are some basic strategies to help you create a routine for any WFH job.
Set a schedule and stick to it. A consistent start time signals the beginning of your workday. Unless your remote work requires you to be available at specific times – and some jobs do – whether you start your work day at 7 AM or 10 AM is up to you. That’s the beauty of working from home – you can shape your schedule around your personal rhythms and non-work commitments.
But shaping your schedule doesn’t mean foregoing a schedule. In the classic, On Writing Well, William Zinsser has this to say about his profession, which like Penn’s (and mine) is writing. “There are all kinds of writers and all kinds of methods,” writes Zinsser, but …
[T]he professional writer must establish a daily schedule and stick to it. … [W]riting is a craft, not an art, and … the man who runs away from his craft because he lacks inspiration is fooling himself. He is also going broke.
You may not be a writer, but if you work from home creating and sticking to a schedule will still be essential. If you want to achieve your professional goals AND avoid “going broke,” it will be up to you to hold yourself accountable.
It’s best to start your workday at the same time every day. This habit tells your brain it’s time to start working, jump-starting your focus and productivity. Strive to end your workday at the same time each day too. This habit prevents you from overworking and reinforces work-life boundaries, preventing your work from impinging on personal and family time.
Take breaks. Breaks prevent burnout and help you maintain concentration. Be sure to schedule a number of short breaks throughout your day. If your WFH workday is a conventional 8 or 9 hours, schedule one or two longer breaks, like the lunch break taken by Penn. Whether it’s for a walk, a stretch, or a bite to eat, stepping away from your work is healthy.
The key words here are “break” AND “schedule.” Break time during your workday should be intentional. Don’t mistake distractions or procrastination as breaks or you will soon find the boundaries between your work and your personal life breaking down and your workday growing longer.
Plan ahead. In anticipation of busy periods or lighter workloads, you can tweak your routine. If a big project is on the horizon, set-aside more blocks of focused work time in advance. On the flip side, if you foresee a quiet week, it might be the perfect opportunity for professional development or tackling less urgent but important tasks.
If you have something upcoming in your personal life, plan ahead for this too. Use your project management skills to set your schedule. Because you ARE a good project manager, you can feel confident that overall you are working efficiently and productively and carve out that personal time.
A word about flexibility. Speaking of personal time … how about personal errands or unexpected tasks?
Everyone has to permit themselves some wiggle room for when life happens. And flexibility is one of the perks of working from home – it’s easier to handle life’s fluctuations. But too much flexibility can quickly upend a schedule and leave you wondering at the end of the day: What happened to all the things I meant to accomplish?
So, be careful that changing your schedule at the last-minute doesn’t become a productivity-derailing habit. It’s up to you to ruthlessly distinguish between what can’t wait and what can. Give the unanticipated this litmus test: Would your old boss have let you leave work to handle it? If the answer is “No” it can and should wait until your WFH workday is over. (Unless you had a really mean boss.)
Make a to-do list.
Yes, I know I said that time management isn't about ticking off tasks on a to-do list, but when it comes to crafting your daily routine making a to-do list will help.
In Productivity for Authors, Joanna Penn suggests this helpful process. (It works for anyone, not just writers.)
Make a list of EVERYTHING you have to do - work AND life.
Label each item on your to-do list as important, busy, or urgent.
Important work. Important work is work that moves you toward your professional goals - your projects, for example.
Busy work. Busy work is what the APM described as the “ongoing process” of managing “business-as-usual activities.” Busy work is something you have to attend to as part of your job, but unlike your "important work," busy work is not deadline driven and isn't paramount to your professional goals.
For example, you may need to answer emails or do some work on social media, but you can set this "busy work" aside the last hour of your workday instead of reflexively responding.
Urgent work. Urgent work is a crisis - something that requires immediate attention. There should be nothing or next to nothing labeled "urgent" on your to-do list. If something urgent comes up in your work - an unexpected deadline - or life - a medical emergency - handle it and get back to your important work.
The items you labeled important on your to-do list take priority. Build your workday and routine around the work that helps you reach your professional goals most quickly. Omit or put off until later what does not.
Your daily routine should reflect the unique demands of your work and your life. While to be productive you need to create and adhere to a daily routine, this doesn’t mean your schedule has to be set in stone. What worked one month many need tweaking the next. Periodically review your routine and adjust accordingly.
Remember, the goal isn’t to be rigid, but rather to create a sustainable approach that supports both your productivity and your overall quality of life.
Common Time Traps
When you work from home, the boundaries between personal time and work time easily blur. Without the external structure of an office environment, you have to put a little extra effort into avoiding time traps that can sabotage your productivity.
Here are a few common time saboteurs.
Distractions. Clutter, kids, housework, finding out what happens on the Netflix limited series you’ve been watching … working from home means negotiating a minefield of distractions. Set clear boundaries for yourself and others. Specify when you are at work and when you are off work.
Digital distractions are a noteworthy trap. Social media platforms are designed to be addictive, with notifications that can interrupt your focus. To overcome this, consider keeping your phone on silent during work hours and using apps that limit your time on social media.
Overcommitment. Overcommitment is another pitfall. The flexibility of working from home often leads others to assume you’re always available. This can result in taking on more than you can handle. To prevent this, clearly communicate your availability and set expectations.
Make a NOT-to-do list.
Not doing is as important a time-management skill as doing. So, in addition to making a to-do list, Penn suggests creating a NOT-to-do list. Make a list of things in your work and/or life that you are NOT going to do.
This can be tough because you may find yourself setting aside things that feel important. But your goal is to set boundaries and prioritize what helps you reach your professional goals. By identifying the things you won't be doing in advance, you give yourself permission not to do them. Not doing things - or at least taking some time off from them - will help you take charge of your WFH schedule.
Procrastination. Procrastination can sneak up on you when you work from home. Without the immediate accountability of in-person supervisors and peers, delaying tasks becomes easier.
Breaking large projects into smaller tasks as described above is a good way to counter procrastination. Smaller tasks require less time and seem more achievable, so there’s less reason to put them off. Plus, you’ll encourage continued momentum as you accomplish frequent, albeit smaller, milestones. Assign each task a deadline. Meeting those deadlines, even if they are arbitrary, will keep you moving forward throughout your workday.
By recognizing and avoiding these common time traps, you will achieve your professional goals more efficiently and quickly.
Tools & Techniques for Time Management
There are many tools designed to enhance your ability to manage your time.
- Project management apps like Trello or Asana offer visual boards to track progress on tasks, and apps like Todoist can help prioritize your daily items.
- Time tracking software such as Toggl or Clockify provides insights into how much time you actually spend on various tasks, improving your ability to estimate effort for similar tasks in the future.
In addition to using apps and tools, you can test out different time-management techniques to see which one best fits your job (and your approach to it).
- Time blocking is one effective technique, where you divide your schedule into blocks of time dedicated to specific tasks or types of work. Time blocking promotes deep focus and mitigates the temptation to multitask. It also helps practitioners realistically evaluate what they can accomplish in a day and structure their work accordingly.
- The Pomodoro Technique, created by Francesco Cirillo, is another popular method with some similarity to time blocking. Cirillo’s technique involves learning to work in 25 minute intervals, each interval followed by a 5-minute break. Through practice and self-assessment, the practitioner minimizes interruptions and maximizes concentration improving productivity.
There are Pomodoro Technique apps, such as Pomodor and the apps Todoist and Asana make use of time blocking. But beyond simply adopting apps, I’d suggest doing a little reading. Reading will help you to better understand and implement the principles underpinning these time-management tools.
I read The Pomodoro Technique by Francesco Cirillo. It does take practice to master Cirillo’s technique and I’d be lying if I told you I had fully and effectively implemented it. But reading Cirillo’s book did help me figure out how to go about managing my writing projects (as described above). So, yeah, it was useful. And I wouldn’t have gotten what I got from the book by simply adopting an app.
Another recommended book is Deep Work: Rules for Focused Success in a Distracted World by Georgetown University computer science professor and bestselling author Cal Newport. Newport makes use of time blocking to help readers cultivate their ability to focus. Deep Work has sold over 2 million copies (at least one to Joanna Penn) and the audio book version is currently the number three Best Seller in “Time Management” on Amazon (outranked by two other Cal Newport works).
To further improve your time management skills, you may also want to check out The 7 Habits of Highly Effective People by Stephen R. Covey and Atomic Habits: An Easy and Proven Way to Build Good Habits and Break Bad Ones by James Clear.
Final Thoughts
Self-awareness is key to mastering time management.
If you feel your control over your time slipping, pause and self-reflect. In moments like this you may be feeling frustrated or anxious so, as Cirillo suggests, “be gentle with yourself.”
And as Penn suggests, remind yourself of your “why.” What drove you to want to work from home and what are your professional (and personal) WFH goals?
Reminding yourself of your “why” will help you refocus. Reassess your to-do list. Is what you’re currently doing serving your “why?” Probably not.
Writing this post took me much longer than I intended. Toward the end, I was getting really frustrated. What was taking me so long??
Then I realized that I had lost sight of my “why” for Work From Home Wiser. Yes, I wanted to share what I have learned in my first year working from home. But I also wanted to experiment with working collaboratively with an AI writer. This post is almost all me; I benched my AI writing partner. While I’m reasonably pleased with the outcome, it took me twice as long to write and I accomplished only half of my goal.
I will be using my new-found awareness to gently refocus.
How are your time-management skills? PLEASE SHARE your frustrations or tips in the comments below.