6 Ways to Improve Your Time Management

The role of a publicist can be demanding on time, and we can often get pulled in many directions within a day. Over the years, colleagues and friends have asked me for advice on time management. Here are some ways I manage my time and stay focused.

1. The Vital To-Do List

It's pretty standard for me to have a couple of "to-do lists" as it is impossible to memorize everything. When I start a new project, I write down all the tasks required to complete the job. Then I put reminders and block out time in my calendar.

Every week I have an overall schedule for the week and then break this down into a daily to-do list. At the end of a working day, I review what I got done and plan for tomorrow.

2. Organizing Your Calendar

I color code my tasks/reminders to give me a quick visual: orange for events, purple for meetings, blue for PR action, yellow for important, red for very important, mulberry for personal, grey for interviews and photoshoots, and green for financials.

It's also wise to group similar tasks. Bouncing from creative writing to finances and back feels disjointed. Block out half a day for creative writing, take a break, then spend an hour on bookkeeping.

3. Prioritizing Focused Time

Block out time and set reminders to stay focused. Don't look at emails or your phone during this time. If I need to write a press release, I flip my phone over for an hour to prevent distractions.

4. Know How Long Tasks Take

Knowing approximately how long it takes to get something done is helpful. I usually block out 1.5–2 hours to write a press release. If you're unsure how long tasks take — start logging times.

I'm best at working 2.5-hour blocks and then taking 15–30 min rest.

5. Important and Urgent vs Important but Not Urgent

There is a significant difference between important and urgent compared to important but not urgent. Urgent always takes precedence. In PR, emergencies come up and can wipe your day. That's ok — reschedule the important but not time-sensitive tasks.

6. Arriving at Meetings on Time

I plan the trip on Google Maps the day before a meeting. In LA, I add an extra 15 mins for traffic. I'll even add 'LEAVE NOW' to my calendar as a reminder. Even leaving 5–10 minutes early can make a huge difference.