Why Time
Management is Important?
Different people
have different types of time management. Bad time management is equal to
stress. By some estimates, people waste about 2 hours per day. Signs of time wasting include; messy desk and
cluttered files, unable to find things at right place, missed appointments or
unprepared for meetings, wasteful use of social media, tired and unable to
concentrate. Being successful doesn’t make you manage your time well. Managing
your time well makes you successful. Be regular and orderly in your life so that
you may be violent and original in your work.
Time must be
explicitly managed, just like money. So in order to doing that we must handle
people and projects that waste our time. However we must be aware of specific skills and tools to save our time.
Now it is really up to us that how we
effectively manage our day to gain extra 2 hours per day through the use of principles
and strategies of effective time management.
10 Famous Principles for Effective Time Management
1. Set goals, organize and plan
Your success tomorrow starts with planning
tonight. Failing to plan is planning to
fail. Write down specific goals, clarify them and start working. Spend time in planning and organizing
goals and achieving the objectives. Plan
each day, each week, each year and every event. Move out smartly; start
with toughest assignments or biggest goals first. For that consider the following;
a. Why am I doing
this?
b. What will I
accomplish at the end?
2.
Prioritize tasks, duties and responsibilities
Break things down into small steps. You can choose the Pickle Jar
Theory, which describes to do the big and toughest things first.
For your convenience you can fill your jar with smaller things that you enjoy.
3. Use
a to-do list
Start keeping your to-do
list in four-quadrant form or ordered by priorities.
Important
|
Urgent and Important
|
Urgent but not Important
|
Genuine crisis, emergencies,
|
Mail and reports, meetings
|
|
Not important
|
Not Urgent but Important
|
Not Urgent not Important
|
Exercise, recreation, planning, relationship buildings
|
Junk mail, time waster people and activities, messaging
|
Learn to say “NO”,
to the tasks mentioned in the category not urgent not important. Don’t make a
do-it-tomorrow list, which is in fact our default response to all tasks.
4. Consider your biological prime time
Everyone has good
and bad times. Find your creative/thinking time and dead time. Defend your
creative time ruthlessly; spend it alone, maybe at home. Schedule your mundane
stuff during your dead time.
5. Conquer
procrastination
Procrastination is the thief of time. Doing
things at the last minute is much more expensive than just before the last
minute. We can avoid procrastination
by developing a sense of urgency and keeping the importance or value of tasks
in our mind. We must consider that deadlines are really important, and
though we can establish them ourselves. Conquering procrastination simply means
quit making excuses.
6.
Delegation
No one is an
island. Delegation is not dumping. Delegation groom successors, motivate
employees, develop them and save time. You
can accomplish a lot more with help. You should delegate people “until they
complain”. Grant authority with responsibility and tell them the relative
importance of tasks.
7. Office
Work Management
Clutter is death;
it leads to thrashing. So try to get rid out of clutter. You’re your desk
clear: focus on one thing at a time. A good file system can also help you to
manage your tasks and duties according to their priorities.
8. Get A PDA
(Personal Digital Assistant)
We must recognize
that most things fall under the tag of pass/fail. So getting things done is
really important. In this regard you can get a day timer or Personal Digital
Assistant (PDA). It will help you to manage your activities and perform them on
time. In your PDA write things down about when’s your next meeting? What’s your
goal to have done by then?
9. Neglect
interruptions
You must reduce the
frequency and length of interruptions to effectively concentrate on a given
task, e.g. e-mail noise on new mail is an interruption. So turn it off.
10. Reward
yourself
You need to give yourself room to breathe,
keep a clear head and stay focused on what you want to achieve. Take a break
after every hour, there is no medal for working 12 hour a day without break, do
this to recharge your batteries. Sharpen the saw, to re-energize and renewing
yourself (exercise, water, reading, planning, service, empathy, meditation).
Make time to be effective.
Good time management supports an active work
life and makes you a better leader. Apply the rule of five, take five steps. Baby
steps are fine, apply everyday and you will get there.
Hope you enjoyed reading!
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