Genius Time Management Tips for Working Moms (that actually work)

Managing your time as a working mom can be such a struggle, especially when trying to juggle multiple priorities at once.

Not only do you have to worry about yourself, but you are simultaneously focused on your family, the house, meal planning, homework, date nights (hopefully!), etc.

On top of that, life is constantly changing and priorities shift. Throw in being a good employee and giving it your all at work and it can be overwhelming. 

These genius time management tips for working moms will help you get some time back. Figuring out ways to become more efficient in the areas that are your strengths will help you gain time for areas where you may struggle.

But How Do I Manage Tasks When There’s So Many?

Sort and Prioritize Your Tasks

Tasks are flowing into your to-do list all the time. You’re a mom. We are constantly bombarded by the needs of others and we have to learn how to sort and prioritize them the right way so we don’t waste any of our precious time. 

The key to this is the first part. As tasks come up, don’t jump to do them. You need to be in the right context and mode (more to come on that below) to effectively manage your tasks. Instead, write them down (paper or digital methods both work) in an inbox. Then, when you have time planned to review your tasks, sort and prioritize them.

Figure out where each task falls. Use my version of an Eisenhower Matrix to sort out your tasks. If you filter your tasks into the right areas, you’ll gain time back by knowing which tasks to spend time on, which to delete, which to delegate, etc. You will also be able to put them in the best task buckets for batching which will also help you gain time in your day. 

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Delegate to Eliminate & Encourage

Sure, delegation is a pretty standard idea for managing tasks. However, there’s something to be said about delegating with the intent of building someone else up.

We as moms tend to think we should or want to do things ourselves. Sometimes it’s a control thing, sometimes it’s a confidence thing. Whatever it is, let go of that shit. Seriously, by holding onto things that others are capable of doing does two things. It hinders another person from growing and it steals the opportunity for you to teach that person. 

At work, I am the do-er so yes, I completely understand wanting to do it all. And yes, I know what you’re thinking, “but if I do it myself it’ll get done right and fast”. While I’m sure that’s true, have you ever had the chance to coach a peer up to success? 

If you have, then you understand the power and importance of delegating. If you haven’t, I encourage and even challenge you to try it. You will get so much more satisfaction from watching another person grow from your teachings than you will from doing the task yourself. And, in the end, you have less tasks to do which means you can take on more and grow yourself. 

Did you know you can even delegate at home? Yah moms, it’s called chores and they are wonderful. Start your kids early and I guarantee you, they will enjoy them and do them without having to be asked. Nora is only 4 years old and she has 6 chores before bed time and 5 when she wakes up. They aren’t difficult, but do you know how nice it is not to have to worry about the shoe rack in the entryway? That’s her main chore. Just keep the shoes on the rack. Not hard, but one less thing for me to worry about. 

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Align the Tasks Context with the Mode

I’m a mom so I get it. Random tasks pop in your head all day long, right? You’re in a business meeting and you remember you need to buy milk. You wouldn’t stop right in the middle of the business meeting like, “Hey, sorry guys, I gotta jump out of here real quick and pick up some milk for the fam.”. No, you’re not in the right context to do that. You need to write down the task and forget about it until both the context and mode align.

Equally, you need to be in the right mode to maximize your efficiency. You wouldn’t work on tasks that need the most brain power when you can hardly keep your eyes open. On the flip side, you wouldn’t use valuable time to work on menial tasks like non-urgent emails or washing the dishes. You would work on those things when your brain may be a bit foggy or you’re a bit tired because those things don’t take as much mental effort.  

This is one of the biggest game changers to getting more done. Managing your time both at work and at home will become so much easier if you can figure these two things out. First, focus on paying attention to when your brain works the best (mode). For me, it’s right after I’ve really woken up and had my first cup of coffee. This is when I get the most done, the fastest. It’s also when I produce quality work and when everyone else in the house is still asleep.

Second, try not to think about all the tasks you need to get done when you’re not in the right context. Write them down on a piece of paper or use a task manager like Asana to get the task documented and move on. This can be a huge time sucker if you are constantly changing focus because you stop what you’re doing to complete a task. Time management is all about prioritizing tasks, not doing them all at once or when you think of it. 

Another thing to consider that we tend to forget is your setup when you’re getting these tasks done. Where are you when you’re the most efficient? What equipment, products and programs are you using at the time?

Pay attention to this because when you find the right context including the correct set up and you’re in the right mode, magic happens. And yes, being more efficient managing your tasks as a working mom is now what we consider magical! Welcome to #momlife.

My work calendar used to list two menial tasks right at the beginning of each day. One was email management and the other was checking on various metrics for the different departments I manage. I always had the mentality that if I focused on emails first thing in the morning I would get responses to people quickly. The reality is that as long as I check my emails at the same time each day, it doesn’t matter what time I check them. 

Specifically at home, I don’t do menial tasks when my kids are taking naps, I work on tough projects for either work or my blog. I used to take that time to clean the house, but really, I can squeeze that in while they’re awake and involve them so I’m also spending time with them.

I was however, using my most efficient hours of the day for tasks that didn’t need intense thought. Simply by moving these tasks right after lunch, when brain fog may creep in, I gained time in my day. I needed less time to work on really difficult tasks because I moved them to the beginning of my day when I’m naturally the most efficient. This simple change has been a game changer for managing my tasks as a working mom. 

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Use This to Tackle Tasks Quickly

If you aren’t using a timer to manage tasks, especially the shorter tasks or tasks you aren’t excited to do, I guarantee you’re wasting time. I find this technique works best when cleaning the house. First, make a list because it really is satisfying to mark things off. 

Next to each task I put an estimate of how long it should take me. As I start each task, I start the timer on my phone. Another thing that helps me is playing music to make it fun or I watch a show on my phone. This is usually one of the only times I let myself watch shows and it makes managing my tasks more enjoyable. 

Another thing that helps are deadlines. It’s the same concept as a timer, but if someone is coming over, you tend to be motivated to get things done quickly. Again, this works best for cleaning the house up. 

Take the time you know someone is coming over and list out all the tasks. From the time you make your list to the time your company comes over is how long you have to get all the tasks marked off. Divide up the time into chunks and get to work using your phone timer again! 

You’d be surprised how much you can get done when you feel the pressure and make it fun!

Learn to Double Dip Your Tasks

We may all be badass mamas, but that doesn’t mean we can’t get overwhelmed by having too much to do. We all have 24 hours in each day. Unfortunately, there’s no magic spell that will grant us more time. So, we have to make our 24 hours work for us, not against us.

Break your day down into chunks you can handle and outline the things you must get done. Fill in whatever hours you have left with the “should do” or “nice to have” tasks.

Here’s how I think of my day to manage my tasks as a working mom. All the underlined tasks highlighted in pink are the areas where I double-dip:

• 8 hours of Sleep: I do aim for this because I like my sleep and I commute. So, for safety reasons really, I need my sleep.
• 1.5 hours to Get Ready for Work/Clean the House: I like to do my makeup, get dressed, pack my lunch, and clean up around the house during this time. I’m the only one awake so it’s my morning routine and I can get a lot more done when everyone else is asleep. I also consider taking my time in the morning and doing my makeup/hair as a form of self care. I enjoy it and sometimes I’ll watch a show on Netflix as I’m doing my makeup.
• 1 hour to Commute to Work/Self Improvement: I double dip here and this is a time gainer, not sucker! I listen to YouTube videos or Podcasts on my drives.
• 8 hours at Work: Not much I can do here except get my job done and do it well!
• 1 hour for Lunch/Errands/Appointments/Blog: Here’s another chunk of my day where I can gain time for tasks. I can use this time to make appointments for the family, run errands (I usually pre-pay for Target pickup), or work on tasks specifically for my blog that need to get done.
• 1 hour to Commute Home from Work/Phone Calls/Self Improvement: I allow myself time to make phone calls to family, friends or co-workers during this time. If I don’t need to make any, I listen to more Podcasts or YouTube videos.
• 2.5 hours for Family Time: Both kids are usually asleep by 8:30pm and I like to be 100% focused on them until bedtime. This time usually includes dinner, cleanup, baths for everyone, sometimes a family walk or workout and then books before bed.
• 1 hour for ME! Working Out/Self Care/Hobbies

As you can see from this schedule, I am only left with 1 hour in the day to manage tasks that are not a priority. Pilates definitely needs to squeeze its way back in there. This could double as exercise and a bit of self care. 

Right now, that one hour is dedicated to my blog. My blog is just getting started so I have to spend more time on it now that I would once it’s up and running. As I learn more and things start getting easier to do, my focus will shift from one hour of working on my blog to maybe one hour of Pilates. However, I still consider this self care because it’s something I am passionate about and I find happiness in. Creating content for working moms like me to help them is fun for me!

On the weekends, obviously I have more free time and I don’t have to double dip as much. This is where I sprinkle in some self care and workouts. Another way to think of this is because I dedicate time each day throughout the week to things like cleaning my house and tidying up after each dinner, my house isn’t too bad on the weekends. I get to spend less time cleaning and more time with my family doing things we love to do together. 

The goal is to double dip as much as you can during the work week so you can free yourself for the weekend. 

A Time Management tip for Working Moms that’s all About Eating the Frog!

If you haven’t read the book, Eat That Frog by Brian Tracy you’re missing out on something so simple, yet so easy to miss. 

This concept has to do with tackling your most challenging task first so that everything that follows appears to be easier. You definitely get a different type of satisfaction from tackling your frog first rather than procrastinating to do it later. 

We all have that task we hate to do. Mine is laundry. I always try to procrastinate until the last possible minute to do the laundry. 

So, instead of putting this task off, I do it first. Every single time. I combine this method with what I like to call “Task Batching”. Getting this wretched task out of the way first and batching it all together ensures that I “Eat my Frog” and I am more efficient at the task which means I am done quicker. 

Task Batching is One of the Best Time Management Tips for Working Moms You’re Probably Not Doing

Task batching is when you save similar tasks to do at the same time. You can use this method and overlay it with some of the other concepts we’ve already covered like Eating that Frog or Aligning Task Context and Mode. 

For example, I mentioned I use this method with laundry. While I’m tackling other tasks around the house, I throw in loads of laundry in between. I pile all the clean laundry on my bed until all the laundry is done. Then I do the worst thing in the existence of ever; I fold and put away the laundry. 

This is batching. I don’t do one load at a time especially because the worst part for me is the folding, organizing and putting it away. So, I throw on a show or movie (double dipping my tasks (self care)) and I get to work. I fold it all at one time, put it all in piles and then only once all the laundry is folded, do I put it all away. 

Yes, laundry still sucks. But, I only have to do it about once a week (I never go longer because then it’s too overwhelming) and it’s the most efficient way to get it done. This means overall, I’m spending less time doing a task I hate. 

To task batch, create buckets for your tasks. Each bucket represents a group of tasks that are similar that can be done at the same time. Use the bucket examples below to categorize your own buckets. When it’s time to sort and prioritize your tasks, use these buckets to dump your tasks into. Then, make time on your calendar (paper or digital) to work on each bucket. 

This method of task batching works both at home and at work. Just think of similar items (work and home may cross over and that’s ok) and dump them into that bucket. Once it’s time to work on a particular bucket, grab from the top depending on due dates or how you feel in the moment.

Bucket Examples for Task Batching

Recurring or Duplicate Tasks

If there’s a task that you must repeat or you do on a recurring basis, it makes sense to lump those together. It wouldn’t make sense to do one load of laundry then shift your mind into another task. Once you’re in that mode, you should work through all the loads of laundry  to be the most efficient. Instead of taking a 10 minute break to fold and put away one load of laundry, take 30 minutes to do all the loads at once. This is enough time to also throw in an episode of your favorite binge worthy Netflix show. 

Mindless Work

Tasks in this batch are best done after lunch or when your brain is not functioning at its optimal level. This bucket includes mundane tasks such as responding to emails, washing dishes, wiping down your work area, dusting, scheduling your tasks, formatting documents (not content creation), collecting metrics (not analysis), etc. 

Deep Work

Work in this bucket requires intense focus such as content creation, designing, studying, solving problems, etc. These tasks are usually better performed first thing in the morning or when you’re brain performs it’s best.

Phone Calls

If you commute or drive long distances throughout the work day, utilizing time in the car can make you more efficient. These calls shouldn’t require taking notes or deep focus, but calls into the office to get an answer to a question or a quick call to confirm an appointment for your kiddo can be done handsfree. 

Browsing Bucket

We often get emails from people with articles to read or videos to watch. They may not be urgent, but are nice to make time for when extra time exists and the urgent items are out of the way. Pull from this bucket when you have some downtime. This bucket should not include things that are time suckers though. These items should still benefit you in some way (self care, self improvement, industry knowledge, etc.). 

Time Management Doesn’t Have to be Hard, but these Genius Tips will Help

Time management can be extremely overwhelming especially for a working mom. I totally get it. So, start with one of these time management tips first. Implement it slowly, then once it becomes a habit and not a chore, add another. I do all of these things on a daily and most importantly, consistent basis. Did I start with all of them at once? Hell no! Did it take me time to figure out what works for me? Totally! Do you need to do them all? Naw, girl! You do you, boo! 

I do challenge you though. I challenge you to be better tomorrow than you are today and to gain your precious time back. These time management tips are meant to be actionable things you can actually implement to make your life better. 

Let me know which of these time management tips works for you in your life. I’d love to know how the process goes.

Tell me what time management tips for working moms you may have as well that aren’t listed. I’d love to hear so we can keep adding to the list!

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