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Time Management Techniques for Administrative Professionals

Time management is an essential part of being an administrative professional. You must prioritize changing demands and complete tasks by the deadlines to help maintain business operations.

As a result, you must determine which time management techniques are most effective to excel in your administrative career. These strategies can help.

Choose among these time management techniques for success as an administrative professional.

Prioritize Your Tasks

Schedule your tasks according to urgency and importance:

  • Use a calendar to keep track of your tasks and deadlines.
  • Develop a to-do list.
  • Create a matrix to categorize your tasks into four quadrants: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important. Then, focus on your most critical tasks first.


Assign your team members tasks that are outside your core competencies or can be completed more efficiently by someone else. Provide adequate guidance and support to ensure the tasks are completed correctly and on time. Then, you have more time to dedicate to strategic tasks that require your skills and experience.

Examples of tasks to delegate include:

  • Scheduling
  • Filing
  • Data entry
  • Invoicing
  • Accounting
  • Reporting
  • Graphic design
  • Web development

Set Daily Goals

Develop specific, measurable, attainable, relevant, time-bound (SMART) goals for each day:

  • Consider your workload, skills, and resources.
  • Ensure you have adequate time to reach deadlines and maintain the quality of your work.
  • Schedule your tasks accordingly.
  • Include time to handle unexpected events.
  • Communicate your goals to your colleagues, manager, and other relevant stakeholders to minimize conflict.
  • Regularly review and reprioritize your tasks.

Use Technology

Automate, streamline, and simplify your tasks with technology. Examples include:

  • Project management software
  • Task management apps
  • Email management tools
  • Cloud storage devices
  • Online calendars
  • Video conferencing platforms
  • Timers

Take Breaks

Walk away from your workspace for 10-15 minutes at regular intervals. Include an hour for lunch so you can rest. You should come back refreshed and ready to produce.

Engage in relaxing activities during your breaks:

  • Have a healthy snack
  • Go for a walk
  • Meditate
  • Practice yoga
  • Read a book
  • Listen to music
  • Talk with coworkers who are on break

Are You Looking for an Administrative Role?

Staff Right Solutions offers a variety of administrative roles to fit your goals, skills, and interests. Visit our job board to apply for a role today.

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