Time Management

Table of Contents

Time Management – The Meaning and the significance.

It is true that “Time does not wait for anybody”. One must understand the value of time to succeed in every area of his life. People who do not value time will fail to create self identity.

What exactly is Time Management?

  • Time Management is about managing time efficiently to allocate the right amount of time for a right task.
  • Effective time management permits individuals to allocate specific time slots to certain activities according to their urgency and importance.
  • Time Management refers to making the most efficient use of time since it is LIMITED.
  • Consider which task is most important and how much time is allotted to that? Consider which tasks must be completed earlier and which work can be completed later.

Time Management plays a very significant role, not just in the workplace but also in private life.

Time Management is comprised of:

  • Effective Planning
  • Set goals and establish objectives
  • Setting deadlines
  • Transfer of responsibility
  • Prioritizing tasks according to their importance
  • Making the most of your time by engaging in the correct task

Effective Planning

Plan your day ahead of time. Make a To-Do List or a “TASK PLAN”. Please write down the essential tasks which must be accomplished within a day and compare them against the amount of time allotted to each task. Prioritized work should be at the top, followed by those that do not require your attention right now. Finish pending tasks one by one. Do not start a new task until you’ve completed the previous task. Check the ones that you’ve already completed. Make sure you complete the tasks within the specified timeframe.

Setting Goals and objectives

The absence of goals and objectives within an organization is similar to when the captain of the vessel is lost in his way at sea. You’d be lost. Set yourself goals and ensure they’re achievable, realistic and doable.

Establishing Deadlines

Set deadlines and work hard to finish tasks before the timeframes. Do not wait for superiors to inquire every time. Take charge of your work. The person with the most power to define deadlines is yourself. Consider what time must be dedicated to a certain task and the number of days. Use a planner to note the important dates against the timeframes you have set.

Delegation of Responsibilities

Learn to say “NO” in the workplace. Don’t try to do all the things on your own. There are others too. It is not a good idea to accept hard things initially. The responsibilities and roles must be assigned according to the interests and expertise of employees for them to complete tasks on time. Anyone who does not know anything about something requires more time than one knowledgeable about the subject well.

Prioritizing Tasks

Prioritize tasks according to the importance of their tasks and how urgent they are. Learn the distinction between urgent and urgent tasks. Find out what tasks need to be completed in a single day, what tasks must be completed in the next month, and then on. Important tasks must be completed sooner.

Making the most of your time by engaging inappropriate activities

Make it a habit to do the right action at the appropriate time. If you do something wrong, the time isn’t of much use. Set aside time for your calls or check your status through Facebook and Twitter. Human beings are not computers.

Read our page on List of key Time Management soft skills

Always use Eisenhower’s Importance/Urgent Principle

Critical work timelines are among the most widespread causes of pressure in the workplace. We are overwhelmed by the huge number of tasks at hand and so little time to complete. How can you overcome this stress and do the necessary things for better job performance?

Eisenhower’s Importance/Urgent Principle can help you consider your priorities and decide what tasks are essential and which are, in essence, distractions.

Dwight D. Eisenhower was the 34th President of the United States from 1953 until 1961. Before his presidency, Eisenhower was a general within the United States Army and the Allied Forces Supreme Commander during World War II.

 He was also the first NATO supreme commander. Dwight was forced to make difficult decisions on the numerous tasks he needed to be focusing on each day. 

The result was that he would create the world-renowned Eisenhower principle, which is still in use today. Allows us to prioritize tasks based on urgency and importance.

He realized that good time management is about being efficient and productive. We should concentrate our efforts on tasks that matter and those that require immediate attention. To do this, and also to reduce the stress that comes with having too many deadlines that are too tight, We must understand the difference:

How to Apply Eisenhower’s Principle for effective time management

Utilizing this method to help you, write down all the tasks and projects you believe you must accomplish. Make sure to include all tasks that take up your time at work, no matter how it isn’t important.

Eisenhower’s Importance/Urgent Principle assists you in identifying the areas you need to concentrate on and those that you ought to avoid.

When you utilize this tool to organize your time, you’ll be able to tackle urgent issues while working towards your essential, longer-term objectives.

To make use of the tool, you must list all your tasks and activities and then place them into one of the categories below:

  • Important and urgent.
  • Important, but not urgent.
  • Not Important, but urgent.
  • Not important and not urgent.

Then, schedule activities and tasks according to their importance and priority.

Time Management Matrix

Important and Urgent – Do it first

Two distinct kinds of important and urgent tasks, one of which is something you might not have anticipated or those that you’ve put off until the final minute.

It is possible to avoid last-minute obligations by planning and avoiding procrastination.

But, it’s impossible to be prepared or stay clear of certain problems and emergencies. In this case, the best strategy is to allow some time in your schedule to deal with unexpected problems and essential tasks. (If an emergency occurs, it is necessary to reschedule other activities.)

If you’re dealing with many important and urgent tasks, consider which you might have anticipated and consider how you can schedule similar activities in advance to avoid them getting urgent.

Important but not urgent – Do it next

These are the tasks that will assist you in achieving your goals in your career and personal life and finishing important work.

Be sure to have enough time to complete these tasks on time to ensure that they don’t turn into a major issue. Remember to allocate sufficient time to handle unexpected issues. This can increase your chances of staying on the right track and help avoid stress caused by tasks becoming more pressing than is necessary.

Not important, but urgent – You can delegate

Tasks that are urgent but not essential are tasks that can hinder you from reaching your objectives. Think about whether you could shift them or delegate them.

The most common cause of these actions is the behavior of other people. Sometimes, it’s acceptable to tell “no” to people politely or to motivate them to tackle the issue by themselves. 

An effective way to do this is to set up regular meetings with people who are often interrupting you so that you can handle all their concerns simultaneously. Then you’ll be able to focus on your primary work for longer.

Not important and not urgent. – Avoid or trash it

These activities are merely an excuse to distract you – stay clear of these activities if you can.

You could disregard or deactivate a lot of them. But, there are some actions that people would want to be doing even if they don’t bring about your intended outcomes. Also, you should tell them “no” in a polite manner, if possible, and then explain why you can’t perform it.

If others find you aware of your goals and limits, they will generally refrain from asking you to perform “not essential” things in the future.

For effective Time Management, one needs to be:

Be organized

Do not keep piles of files and papers on your desk. Discard anything you don’t use. Place important documents in folders. Place the documents in drawers with labels placed on the top of each file. This saves time on unnecessary searches.

Do not waste your time

Don’t waste your time doing anything but chatting or talking. Focus on your task and complete your assignments punctually. Keep in mind that your employer isn’t paying you to play games on your computer or peeking into the cubicles of other employees. Start by completing your work, and then go about what you like to do. Do not wait until the last minute.

Concentrate: One has to be focused on achieving effective time management.

Get into the habit of using planners, organizers and tabletop calendars to improve your time management. Make reminders for your smartphones or personal computers.

What are the advantages of Time Management:

Time Management ensures that an individual is punctual and disciplined

You learn to work and become more productive because of efficient time management. To make the best use of time, employees need to create a “TASK PLAN” or a “TO Do” List before the beginning of each day. It is good to write down tasks that need to be completed on a specific day, based on their importance and urgency, with the exact time slots assigned to each task. A Task Plan provides people with an understanding of the direction they should take at work. A person is aware of what his day will be and follows it, increasing productivity.

One is more organized because of effective Time Management

Ensuring things are in their correct places reduces the time spent searching for important documents, papers and folders, stationery, etc. People should keep their workspaces, study areas and cubicles, and meeting spaces tidy and well-organized to better manage their time. People can manage their work effectively with Time Management.

Effective Time Management boosts an individual’s self-esteem and makes him feel confident.

Because of Time Management, individuals accomplish tasks within a timeframe, making them popular with their company and colleagues. Those who are aware of the importance of time can stand out from the rest of the pack. People who complete their work in time are admired by other people and are the center of attention wherever they go.

The people who adhere to a schedule are those who achieve their goals and objectives in the shortest time frame.

Effectively managing time helps employees meet their targets ahead of schedule and complete tasks.

Effective Time Management helps an employee reach the peak of achievement quickly and remain steady at the top for a longer time. Someone who works to show is not able to make an impact and is not considered a serious employee in the workplace. Time management is an important aspect of increasing productivity for an individual. 

Better Time Management helps in better planning and, ultimately, better forecasting.

People learn to plan their lives effectively and understand where they will be in five years from today.

Researchers have found that people who complete their tasks within the timeframe are less susceptible to anxiety and stress.

Keep in mind that there is no sense in wasting time or making excuses later. Complete any work that is pending in time, and you will have plenty of time to spend with your r friends, family and colleagues.

Time Management allows an individual to prioritize activities and tasks at work.

It’s a bad idea to take all the burden on your head and only select tasks as per your skills. Be skeptical of every single thing that comes in your way.

Time Management helps individuals follow a structured approach in their daily lives and improve their personal and professional relationships.

Source & inspiration

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