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Get Organized Now - Effective Time Management

By Edited Dec 11, 2015 0 0

Time management is the process of using skills, tools and methods to accomplish tasks and goals in an effective and organized manner. To get organized now, time management can be used in both our personal and our professional lives, and can help us become more efficient, focused and goal-driven, to meet achievements in a suitable time-frame.

Time management is a useful skill for anyone to learn. Managing time more efficiently helps keep motivation and focus, but also ensures free time is maximized, giving you a break from an endless work cycle. Here are some time management tips and skills to help improve your personal effectiveness.

Get organized now – Time Management Tip #1:

Forward plan. Keep a list of things to do, either on your computer or in a diary. Remember, time management needn't be complicated. Plan a master list of items to be done and then set deadlines for completing those tasks. Use a tool such as Microsoft Task Manager to set reminders for action start times and deadlines for completion.

Get organized now – Time Management Tip #2:

Build a daily list, a weekly list and a monthly list. This helps keep focus on the bigger picture and at the end of the week, clearly shows exactly how much has been achieved. Be sure to carry over any incomplete actions from the daily list to the weekly list, and the weekly list to the monthly list.

Get organized now – Time Management Tip #3:

Prioritize those list items on a scale of 1-3, where 1 is the most important/urgent. Make '1' items top priority, to be completed within the next few hours, down to level '3' items, which are not so important. Work through all your number 1 priority items for the day, before moving on to the number 2 items, and then onto number 3 items.

Get organized now – Time Management Tip #4:

Be realistic about what can be achieved in a day. While we'd all like to complete all our 'to do' activities in a day, it's inevitable that things will come up that may prevent that. Be sure to forward plan for any meetings/time out of the office and be realistic about how much time you really have to complete those action items. Also bear in mind, completing one item may lead to new action items to be added, of differing priorities.

Get organized now – Time Management Tip #5:

Build yourself a 'time cushion'. Recognize that while you can't factor for 15 incoming calls in one morning, and an impromptu conference call in the afternoon, you can ensure you have some free time built into every day to take account of these unplanned distractions.

Get organized now – Time Management Tip #6:

For large projects that involve multiple people, consider using a tool such as MS Project. This way the plan can be shared and amended by many and ensures everyone is focused on what needs to be achieved.

Get organized now – Time Management Tip #7:

Delegate where possible. Recognize that by using more people to complete the tasks, the less time you will have to spend on them. If you are delegating, be sure to factor in some time for project/people management.

Get organized now – Time Management Tip #8:

If you are juggling multiple tasks, use a checklist to cross off the completed items. The satisfaction of seeing a check against a finished item is a good motivator to go on and complete other tasks.

Get organized now – Time Management Tip #9:

Build yourself a 'time cushion'. Recognize that while you can't factor for 15 incoming calls in one morning, and an impromptu conference call in the afternoon, you can ensure you have some free time built into every day to take account of these unplanned distractions.

Get organized now – Time Management Tip #10:

Break down larger tasks into stages. Or consider splitting the activity over a number of days. This gives you variety in your work which helps keep you stimulated, plus it ensures all your other priorities and deadlines don't get lost. Try and aim for tackling a part of one large task, and completing a few smaller action items.

Get organized now – Time Management Tip #12:

Learn how to say no. When we manage our time effectively, sometimes others can see this is a reason to add to your workload (because you are so efficient!). Before taking on new projects or tasks, be sure to check your priorities and that you have time for additional tasks. Nothing is more unprofessional than failing to do something you have been asked to do. Far better you make it clear from the start that you don't have time, or may envisage some delays. If needs be, ask your manager to help you decide where your priorities should be.

Get organized now – Time Management Tip #13:

Don't dwell on the list. It's easy to get bogged down in the list itself, rather than the action items that are on it. If you are spending more than 20 – 30 minutes a day managing your list, you need to consider refocusing on getting the items completed. Try another form of time management – a pen and paper is the simplest, but also often the best. Time management should be a help to personal effectiveness, not a hindrance.

Other time management articles you may find useful:

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