Time management
- 2010 Vitae Researcher Development Framework descriptor B2.3
- What is time management?
- Why is time management important for careers in research?
- How can I improve my time management skills?
What is time management?
Effective time management involves allocating your time wisely to the right activities. It includes using helpful tools and techniques to plan your tasks, adjusting to new demands, and delivering projects on time.
It’s about prioritising what’s most important, staying flexible when necessary, and guiding others in managing their time effectively.
Why is time management important for careers in research?
As a researcher, you often juggle multiple projects, teaching, supervising, administrative duties, and meetings. The sheer number of tasks can make it feel impossible to manage everything. But good time management helps you regain control, focus on what matters most, and boost productivity.
By planning your time well, you can see exactly what needs to be done and when. This clarity allows you to prioritise important tasks, avoid distractions, and meet deadlines. Even when unexpected tasks arise, having a plan in place helps you respond thoughtfully and stay on track.
A strong time management strategy not only builds trust with your colleagues and funders but also helps you maintain a healthy work-life balance. By delivering what you’ve committed to on time, you become a role model for others and contribute to a positive, productive work culture.
How can I improve my time management skills?
Clarify your priorities
Understanding what to focus on is the first step in effective time management. Make sure you have clear goals for your research, career development, and any other responsibilities. Regularly check in with your line manager to ensure you are prioritising the right tasks. A good line manager will help you balance long-term ambitions with short-term needs.
Track your time and identify distractions
Spend a few days logging your activities to spot where your time goes. You might be surprised how much time is spent on emails, meetings, or social media. Setting specific time blocks for tasks, like checking emails, can significantly boost productivity.
Recognise the difference between urgent and important tasks
Not every task that feels urgent is important. To decide if a task deserves your attention, ask yourself: Is this helping me achieve my research goals or career ambitions? If the answer is no, it may not be as urgent as it seems. The key is to focus on important tasks before they become urgent.
Use your peak energy times
Everyone has times during the day when they are more focused and productive. Identify when you’re at your best—whether in the morning or evening—and tackle challenging tasks then. Save more routine or less mentally demanding tasks for when your energy is lower.
Set achievable goals and learn to say ‘No’
Having clear goals helps you stay on track. When additional tasks come your way, take a moment to assess whether you can realistically add them to your schedule. If necessary, negotiate deadlines or seek help from peers. In some cases, saying “no” is the best option for managing your workload effectively.
Find time management strategies that work for you
There are many time management tools available—Gantt charts, to-do lists, and project management software, to name a few. Experiment with different approaches to see what suits your workflow. If a strategy improves your productivity, make it a regular part of your routine.
Time management checklist
- Identify your priorities
- Set clear objectives for each area of your work
- Devote time to planning as well as doing
- Work backwards from deadlines. Identify key stages and split large tasks into manageable sections
- Record your daily/ weekly plan on a calendar that’s easy to access
- Don’t let other activities get in the way of your priorities
- Develop a good filing system so that you don’t waste time looking for information. Keep your working area tidy
- Don’t respond to email as soon as it arrives. Check email at set times of the day and accommodate any incoming tasks into your plan
- Manage other people’s expectations of you. Learn to say ‘no’
- Do one thing at a time
- Reserve activities that require most brainpower for your best time of day. If you are not a morning person, use the morning for more routine or physical activity
- If motivation is a problem, give yourself small incentives to help you tackle important tasks
Examples of Evidence
Statement
I have developed my own time management system, consistently delivering projects on time and adapting when necessary.
Situation
I noticed that my workday was often scattered with distractions, and I wasn’t making the most of my time. I wanted to improve my efficiency and get more out of my work hours.
Task
My goal was to find and implement time management strategies that would fit my working style and help me stay on track.
Action
To kickstart this, I attended a one-day time management workshop. I then tracked my activities over two days using a time log. This gave me clear insight into where my time was slipping away—email, social media, and unplanned coffee breaks were major time drains. Based on this, I introduced some self-imposed rules. I dedicated the last two hours of the day for handling emails instead of constantly checking them throughout the day. I also gave myself structured half-hour breaks for coffee and allowed myself to check social media during these slots, rather than letting these distractions eat into my productive time.
Result
The result was a noticeable shift in my productivity. I felt more focused during work hours, was able to address emails more efficiently, and found that I had more time to concentrate on important tasks. The structured breaks also gave me the refreshment I needed without interrupting my workflow.
Statement
I have developed strong time management skills, provide guidance to others in this area, and serve as a role model for effective time management.
Situation
I was overseeing a high-pressure, four-year research project with a team of four researchers. With tight deadlines and expectations to deliver results on time to our project sponsors, managing time efficiently was critical to our success.
Task
I needed to find ways to help my team manage their time more effectively and ensure we met our deadlines without sacrificing quality.
Action
To tackle this, I introduced a new approach during our weekly team meetings. I used our project plan as a central tool to set clear weekly priorities and objectives for both the team as a whole and for each individual. Each team member was responsible for reporting back on their progress at the following meeting. This approach created a sense of accountability and ensured everyone was aligned on what needed to be accomplished.
Result
As a result, each team member gained a clearer understanding of how their individual contributions impacted the overall success of the project. This motivated them to stay focused and avoid getting sidetracked by less important tasks. By prioritising effectively, we were able to stay on track and meet our project milestones, ensuring that the project remained on schedule and met sponsor expectations.
Final takeaways
By taking control of your time, you can improve both your productivity and well-being, ensuring you meet deadlines, manage your projects effectively, and achieve your research goals. Effective time management is not just about fitting everything in; it’s about being intentional with your time to achieve what matters most.