10 TIPS FOR MANAGING TIME
EFFECTIVELY
~ By Meggie Nahabedian
Time flies – always. That makes time a variable that
can be hard to control and monitor. And once time has slipped away, you never
get it back. For companies, time lost equals dollars lost.
In a business environment where employees and skilled
professionals are hired based on their input and productivity at a set time,
it's a great time to teach them time management skills. Why? They'll not only
keep better track of time but also have the opportunity to track their progress
in projects and contribute to the company's success.
Being conscious of time will result in
self-improvement and goal achievement. That's true in both your work and
personal life. What's the best way to manage time effectively? Applying these
10 tips is a good start.
1. Have a Time Check
Know exactly how you spend your time. In an office
setting, you should know the tasks that are stealing your time. Then you can do
something about it. For example, you may be spending an hour on email instead
of completing important projects. Knowing exactly where your time is going can
help you make decisions about delegating tasks or buying software to speed up
some lower-level processes.
2. Set a Time Limit
Setting a time limit for a task can be fun. In fact,
it can be like a game. Some companies actually divide employees into groups,
and the group that finishes a project or task first gets a reward. You can
apply this principle to any task. Set a definite time limit, such as an hour or
two. Then try to finish the task within the allotted time, and feel the
excitement as you do it.
3. Use Software Tools for Time Management
Technology is more sophisticated at managing time.
Various apps even help track employees' time so that you can monitor their
check-ins and check-outs. The internet offers a variety of apps and tools, and
some are useful for business management, especially for monitoring and
assessing daily processes. For many apps, the advanced functions of the paid
versions can also give you added control and better user experience.
4. Have a To-Do List
Having a list is always a time saver. If you have a
list, you'll never have to wonder what's on the daily agenda or what to do
next. Indeed, a list keeps you focused and motivated, focused on feeling that
sweet satisfaction every time you tick off a task from your list. Lists also
let you see – and monitor – your progress. Even if you're surrounded by
distractions, your list will keep you on the right track.
5. Plan Ahead
Planning ahead is a critical part of time management.
Ideally, you should plan ahead for the week or at least the day before. When
you know exactly what needs to get done for the day or week, you'll stay
organised and focused. You can break tasks across days to see, in advance, how
much time is needed to complete a project. Even spending just a few minutes
planning ahead can transform how you work.
6. Start with Your Most Important Tasks
Do your most important tasks in the morning. All those
stressful tasks, the big bulk of your work, the hardest tasks – do them in the
morning. The reason is simple. You have the most energy in the morning, so you
will be able to tackle the tasks efficiently and competently. Plus, the feeling
of accomplishment at getting the most important stuff done first will make the
rest of the day that much better.
7. Delegate and Outsource
You can't do everything by yourself, so cut yourself
some slack and delegate. Maybe it's time for you to train someone to do some
simple processes in your work or office. That frees you up to focus on the
bigger projects or the more complicated tasks. You can even outsource the work
to an experienced freelancer and save money.
8. Focus on One Task at a Time
If you have chosen to do a task, see it through to the
end – finish it. Avoid doing half work, which means abandoning your current task
and doing something else entirely. One example of half-work is writing a report
then suddenly checking your email for no reason and writing replies. That's not
only bad time management but also bad for your concentration. You'll lose your
momentum. Focus on the task at hand, and avoid these pitfalls.
9. Make Some Changes in Your Schedule
If you feel more energised at certain times of the
day, change your schedule to embrace that. Make the most of your time. Some
people are more energised in the morning, while some are night owls. When you
choose the best time schedule for you, you'll enjoy the benefits of being able
to do more.
10. Avoid Perfection
Don't let the perfect be the enemy of the good, as
they say. Avoid overanalysing everything you do. That doesn't mean be careless,
however. Do your best – always. But perfection can drag you down, so don't
think about it. Once you've finished a task and given it your best, you have to
move on.
Effective time management is ultimately a result of
having the right attitude and commitment to your goals. Software tools can help
aid in your time management efforts, and there are plenty of calendars and
time-tracking devices available to help you manage time effectively.
Whatever tips or tools you use, use your time wisely, but also make time for rest and relaxation to keep you happy and motivated all throughout your life
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