Time Management Tips for Busy People: Practical Ways for Healthcare Workers to Secure Personal Time
Hello. This is Togarashi.
In your daily life working in the medical field, do you ever feel like you have things you want to do but can't find the time? Today, for those of you living such busy lives, I would like to talk about time management without overexerting yourself.
Basic Principles of Time Management for Busy People: Setting Priorities for Private Time
Many people working in the medical field have limited free time due to shift work and night shifts. That is precisely why how you use the time you have left is the key.
For that reason, I recommend the "Four Quadrants of Time Management."
This is a method introduced in Stephen R. Covey's book, 'The 7 Habits of Highly Effective People', which classifies how you spend your time into the following four categories based on the two axes of "urgency" and "importance."
Quadrant 1: Urgent and Important (e.g., family medical emergency, work problems)
Quadrant 2: Not Urgent but Important (e.g., studying for certifications, exercise, time with family)
Quadrant 3: Urgent but Not Important (e.g., requests from others, sudden calls)
Quadrant 4: Neither Urgent nor Important (e.g., aimless social media browsing, mindlessly watching TV)
Among these, the one you should be particularly conscious of is Quadrant 2. This is "time to nurture your future self," an activity that leads to long-term growth and emotional fulfillment. That said, it is difficult to control your time perfectly every day in the midst of a busy life. Even if there are days when you are tired and drift into Quadrant 4, that is perfectly fine. The important thing is to
"be slightly conscious of Quadrant 2 time whenever you can, as much as you can". There is no need to aim for perfection. "I'll rest well today," "I'll try it just once this week"—with that mindset, let's find a comfortable balance that works for you.
Time Management Tips for Busy People Utilizing Break Times at Work
In the medical field, high-quality care is required even while being chased by time.
In such situations, how you spend your break time can lead to a mental reset or positive action.
For example, how about using your time like this?
For short breaks of 15 minutes or less...
Reset your mind and body with deep breathing or stretching
Quickly check medical news
Study in spare moments using a vocabulary app
Send a quick message to family or friends
For lunch breaks of about 30 minutes...
Read casually while eating (magazines or short stories are fine)
Check out medical topics you're interested in on YouTube
Staring blankly at the scenery by the window, or taking a light walk
Trying to do just one page of a workbook
During a long break on a night shift...
Thinking slowly about your career
Immersing yourself in hobbies (favorite music, manga, embroidery, etc.)
Choosing not to push yourself and getting some solid sleep is also important!
The point is to "rest in order to do your best" and "have time where you don't have to do your best."
Choose the "just right" way to spend your time that you can manage that day, depending on your condition.
How busy people can make the most of their commute time
Commute time is actually precious "personal time."
It can be time to learn something or time to relax.
For those who commute by train or bus...
Reading just one chapter of a book you've started on Kindle
Refreshing your mood by listening to medical or hobby-related podcasts
Recording just one line of "what went well today" in a diary app
It's also okay to just zone out while looking at the scenery
For those who commute by car...
Listening to audiobooks or audio courses while driving safely
Using language apps that only require listening
Speaking your "to-do list" using voice input
Doing a complete reset with your favorite music on the way home
In a busy daily life, the feeling that "your ears are free" can settle your mind more than you might imagine. It's okay to have days where you do nothing. Deciding that "today is a time to do nothing" is also a form of excellent self-management.
Efficient Time Management for Busy People Using Digital Tools
Instead of being 'used by your smartphone,' make it your 'ally' to organize the flow of your time. While convenient, it can also be exhausting at times, so the key is finding the right balance in how you use it.
Recommended Tools
Google Calendar / TimeTree: Visualize schedules and shifts & share with family
Kindle / Podcast / Udemy: For learning in spare moments, gathering information, and refreshing your mind
Anki: Perfect for memorizing technical terms and languages
Pedometer, Sleep Apps, Household Account Book Apps: To 'tidy up' your health and daily life just a little bit
Don't try to use too many at once; just try 'one that suits you right now.'
Small habits will eventually create significant breathing room.
How Busy People Spend Their Mornings and Evenings Can Change Their Lives
A day has 24 hours. It is the same for everyone, but how you spend your 'mornings and evenings' can surprisingly change how fulfilling your day feels.
If you change your morning time just a little...
Try waking up early and having just 10 minutes of 'your own time'
Do some light stretching to wake up your body and mind
Slowly savor your favorite drink
Think roughly about what you want to prioritize today
Rather than 'doing a lot,' focus on 'starting pleasantly.'
Just a little bit of margin in the morning will gently guide your day.
Make your evening time a 'time to relax yourself'
Take a long bath to wash away the day's fatigue
Reflect on 'what went well today' using a diary or an app
Even reading just two pages of a book you've started is great
Enjoying casual conversations with family and friends
Find the "quiet, focused time" that works for you. There is no need to force yourself to become a "morning person."
Pitfalls in time management that busy people often fall into, and how to deal with them
Pitfall 1: "I can't start unless I have a large block of time"
→ Solution: "Just 5 minutes" is enough. One question, one page—that's perfectly fine.
Pitfall 2: "Feeling guilty about taking a break"
→ Solution: Taking a break is a valuable "investment." When you are tired, make sure to rest properly.
Pitfall 3: "Mindlessly scrolling on my smartphone"
→ Solution: Create structure with time limits or app timers.
Pitfall 4: "If I'm going to do it, I have to do it perfectly"
→ Solution: 60% is enough. What matters is being able to keep going.
The perspective of acknowledging what you have accomplished without blaming yourself also brings kindness to how you spend your time.
Summary: Gentle time management techniques that don't require overexertion
Even in a busy daily life, there are many ways to get one step closer to "what you want to do."
Be mindful of priorities and value your own time
Make use of spare time at work or during your commute
Incorporate digital tools without forcing it
Create time to center yourself in the morning and at night
Keep some distance from "perfectionism" and "guilt"
And above all, the most important thing is the feeling that "it's okay if there are days when you can't do it."
If you continue to practice 'ways to spend time that value yourself,' even just a little bit without overexerting yourself, you will find that you have moved a little closer to your ideal self before you know it.
May your 'step today' lead to a smile tomorrow.