Time Management: 4 (+1) Strategies to be more Productive, Stress-Free

Author: Federica Grieco, June 2025

---

In an increasingly frenetic world, learning to manage your time has become essential. Between work, personal commitments and digital distractions, we often find ourselves at the end of the day with the feeling of having accomplished nothing. But there is good news: with the right time management strategies, it is possible to work better, not harder.

1. The Pomodoro Method: Work in Intervals

Invented by Francesco Cirillo in the early 1990s, the name comes from the tomato-shaped kitchen timer he used to measure his work intervals. This method involves working for 25 minutes (1 pomodoro) and then taking a break for 5. After four “pomodoros,” take a longer break (15-30 minutes).

This method has proven to be effective because the awareness of having to work for a limited amount of time increases concentration and eliminates distractions, and helps combat procrastination;

A study [1] conducted on 10th grade science students showed that using the Pomodoro Method improved time management and perceived productivity. Students reported a greater ability to organize their work and reduce distractions.

2. Time Blocking: Schedule Every Hour

Time Blocking consists of dividing the day into blocks of time, each of which is dedicated to a specific activity or type of activity. Instead of working with an open to-do list, you plan when each thing will be done. It is very useful for managing priorities in a visual way.

To adopt it, you identify the activities to be done (work, study, email, break, sports, etc.). Next, you assign a specific block of time to each activity in the calendar, trying not to underestimate the hours for that activity; finally, you just need to respect the block, as if it were an appointment.

This method helps you say no: in fact, if the calendar is full, it will be easier to refuse non-priority requests. But you have to be careful: time blocking only works if it is flexible, so you don't have to make it too rigid, but leave room for possible unforeseen events.

3. Eisenhower Matrix: Urgency vs. Importance

This time management technique helps you prioritize tasks based on their urgency and importance. It is inspired by a quote attributed to President Dwight D. Eisenhower:

“What is important is seldom urgent, and what is urgent is seldom important.”

The tasks are divided into four quadrants, helping you understand what to really focus on and what to delegate or eliminate.

This method facilitates concentration on the important things, reduces stress from constant urgencies and promotes proactivity.

Credit: ioricominciodame.net_la-matrice-di-eisenhower-cose-e-come-usarla

4. E-mail Mastery System

The Email Mastery System is not a single, codified method, but rather a set of strategies and best practices to effectively manage email, reduce overload, and improve productivity. It is a structured approach to email management that aims to reduce time spent in the inbox, avoid inbox anxiety, improve communication and responsiveness, and have more time for higher-value activities.

One of the principles of this technique is to keep the inbox empty or almost empty (Inbox Zero), treating each email as an action to be deleted, delegated, responded to immediately, postponed, or archived.

This is the 4D rule:

• Delete – Delete what is not necessary

• Do – Reply immediately if it takes less than 2 minutes

• Delegate – Forward to someone who can handle it

• Defer – Defer if it takes more time

  
  

It is also recommended to avoid checking your email continuously, instead dedicating 2-3 moments a day to read and respond to emails, for example, in the morning for 30 minutes, after lunch for 15 minutes and at the end of the day for 15 minutes.

5. Find the method that works for you

There is no one-size-fits-all technique for time management; what works for one person may not work for another. The key is to experiment with different approaches and see which one best suits your work style, goals, and energy level. The key is not to be rigid; flexibility is an integral part of good organization. Give yourself time to try, adapt, and refine your own system.

Time management isn’t about filling every minute, it’s about making every minute count.

[1] Baniqued, W. B., & Ariston, C. Z. D. (n.d). The Pomodoro: Effectiveness to Grade 10 Science Students’ Time Management., QSU Research Journal, Volume 8, June 2019