Time Management Techniques

Time management techniques help you decide what to work on and when. Four are described in OpenStax's College Success textbook: sorting tasks by importance and urgency (the Eisenhower matrix), picking a daily top three, working in timed intervals (the Pomodoro Technique), and tackling the task you're dreading first ("eat the frog"). Breaking large tasks into smaller pieces helps when your day has no long gaps. Try one or two and keep what works for you.

Billed publishes this page. The techniques are quoted from OpenStax, College Success, chapter 3, opened on October 30, 2026. That chapter is written for students; the business examples here are ours. For freelancer-specific habits such as time blocking and batching, see freelance time management tips.

Sort Tasks by Importance and Urgency

OpenStax's section 3.5 describes the approach: "some people make a list of the tasks they need to complete and then arrange them in a quadrant map based on importance and urgency. Traditionally this is called the Eisenhower Decision Matrix." It gives the order to work through them: "those listed in the Important and Urgent square will be the things you need to finish first. After that will come things that are “important but not urgent,” followed by “not important, but urgent,” and finally “not urgent and not important.”"

For tasks that someone else could do, see how to delegate tasks effectively.

Pick a Daily Top Three

OpenStax's section 3.7 explains: "The idea behind the daily top three approach is that you determine which three things are the most important to finish that day, and these become the tasks that you complete."

Work in Timed Intervals (the Pomodoro Technique)

Section 3.7 says: "The Pomodoro Technique was developed by Francesco Cirillo. The basic concept is to use a timer to set work intervals that are followed by a short break." It lists the steps of the original technique; the first four, quoted:

1. "Decide on the task to be done."
2. "Set the timer to the desired interval."
3. "Work on the task."
4. "When the timer goes off, put a check mark on a piece of paper."
5. If you've finished fewer than four intervals, take a 3- to 5-minute break before the next one.
6. After four intervals, which OpenStax calls "pomodoros", take a longer break of 15 to 30 minutes and start counting again.

It adds that the intervals "are usually about 25 minutes long".

Tackle the Task You're Dreading First ("Eat the Frog")

Section 3.7 explains the idea: "if a person takes care of the biggest or most unpleasant task first, everything else will be easier after that." For a business owner, that might be the overdue invoice follow-up or the tax paperwork.

Break Large Tasks Into Smaller Pieces

When there's no long gap in your week, section 3.7's approach is "to break tasks into smaller, more manageable units that do not require as much time to complete." A proposal that needs five hours can become five one-hour pieces spread over the week.

Worked Example: Sorting One Day's Tasks (sample figures)

These are sample figures for a fictional business owner, invented for this example, with 8 hours of working time today and these tasks:

• Important and urgent: finish a client proposal due today, 2.5 hours; chase an invoice that's 30 days overdue, 0.5 hours.
• Important but not urgent: plan next month's marketing, 2 hours; update the pricing sheet, 1.5 hours.
• Not important, but urgent: reply to a supplier's catalog request by tomorrow, 0.5 hours.
• Not urgent and not important: reorganize old email folders, 1 hour.

In OpenStax's order:

• Important and urgent: 2.5 + 0.5 = 3.0 hours
• Important but not urgent: 2 + 1.5 = 3.5 hours, running total 3.0 + 3.5 = 6.5 hours
• Not important, but urgent: 0.5 hours, running total 6.5 + 0.5 = 7.0 hours
• Not urgent and not important: 1 hour, which would bring the day to 7.0 + 1 = 8.0 hours

The first three groups take 7.0 of the 8 hours, leaving 1 hour for interruptions. The email folders can wait. The daily top three here are the proposal, the overdue invoice and the marketing plan.

Track Where the Time Goes

Plans work better when they rest on how long tasks really take. See time tracking best practices.

Related Guides

• Freelance time management tips
• Time tracking best practices
• How to delegate tasks effectively
• Remote work productivity tips
• What is project management?

FAQ

What is the Eisenhower matrix?

A way to sort tasks into four groups by importance and urgency. OpenStax's College Success textbook says to finish important and urgent tasks first, then important but not urgent, then not important but urgent, and finally tasks that are neither.

What is the Pomodoro Technique?

A technique developed by Francesco Cirillo: you use a timer to work in intervals followed by short breaks, and take a longer break after four intervals. OpenStax says the intervals "are usually about 25 minutes long".

What does "eat the frog" mean?

OpenStax explains it as the idea that "if a person takes care of the biggest or most unpleasant task first, everything else will be easier after that."

How do I find time for a big task in a busy week?

Break it into smaller pieces that don't need as much time each, and spread them over the gaps in your week.