TIME MANAGEMENT

Time management is the act or process of planning and exercising conscious control over the amount of time spent on specific activities, especially to increase effectiveness, efficiency or productivity. A time management system is a designed combination of processes, tools, techniques, and methods. Usually time management is a necessity in any project development as it determines the project completion time and scope.

There are many related concepts regarding time management. For instance, project management   which is commonly known as project planning and project scheduling. Time management is essential in project management. There is also what could be called attention management which is more or less related to recognizable resources meaning human resources to conduct some activities.

Moreover, there is personal time management which is related to setting personal goals. These goals are recorded and set as a project or a plan. In this plan, there are individual tasks, deadlines, and priorities as well as schedule activities. Time management is also about tasks that do not provide individual or organization value.

There are certain steps that should be taken to accomplish tasks within the right time management. These steps are as follows:

1. Set goals

Set goals, both at work and at home, to determine exactly what it is that you want to achieve. You will use these goals later to help priorities and decide what tasks and activities you should work on, and in which order.

2. Plan

One of the most important steps to improving both personal and professional time management is planning.

When planning your schedule, be realistic: what can you really achieve with each time slot during your day? Be sure not to over-commit yourself to others, which will cause unnecessary stress. There is a limit to what you can get done each day. Use your goals and priorities to ensure you have enough time for the things you absolutely must accomplish during each week.

Don’t forget to leave time each day to handle the unexpected. Things come up, and your schedule must be flexible enough to handle changes without causing additional stress.

3. Priorities

Write your goals on a list you can keep close at hand during the day, at least until you grow accustomed to your new system. Assign incoming tasks according to a priority system: 1, 2, 3 or A, B, C, or even a colour system. Use whichever you prefer, and add as many levels of importance as you think you need, without overcomplicating the system. Unnecessary complication can add to stress.

When preparing your weekly schedule, make sure the tasks you work on during the day are the ones with the highest priority. Fill in time blocks to complete these tasks first, then move to your second priority. If you still have time (keeping in mind to leave contingency space for the unexpected), then move on to your third category. If not, see if you can delegate the task to someone else. If not, avoid committing to the task.

Remember: each time you are given a new assignment, analyse it for importance and prioritize it accordingly.

If you have an existing task or to do list for this week, prioritize it now.  

4. Set deadlines

Now that you’ve got your goals, priorities, and schedule clear, review your deadlines. Chances are, you’ve already been given deadlines for most of your tasks. If not, make your own, taking into consideration your priority criteria. If you let tasks float around without being formally added to your schedule, odds are you’ll procrastinate on them and they won’t get done until you’re asked about them…and by that time, you’ll most likely be expected to deliver ASAP, causing unnecessary stress.

5. Plan for mini-breaks

You know you’re not a robot, so don’t act like you are. Everyone has natural highs and lows in energy levels, as you’ve already noted in your log. If you plod through your tasks without a single break, odd are you’ll burn out even faster, and it will take you longer to complete each task. Just a five minute break can be effective. Be sure to get up from your desk or work area once each hour (set an alarm if you need to remind yourself and don’t find it distracting, or plan to take a mini-break between task types), get a glass of water, and stretch a bit before returning to your work area. Something as simple as drinking a glass of water will rehydrate you and can give you an extra energy boost. This can make a huge difference in fully taking advantage of time by keeping energy levels at their max and reducing stress.

6. Avoid sleepiness

Be sure to get enough sleep each night. Different people require different amounts of sleep. If you’re unsure how much you need, keep a sleep log and track how much you slept each night during the week and what your energy levels and productivity were like the next day at work. Sleepiness can lead to unproductive work days and distraction, causing stress as you realise how little work is getting done.

If you’re still feeling tired at work, go outside for a walk as part of one of your mini-breaks. This will help you get some fresh air and move around, which may help increase your energy levels and productivity.

7. Watch what you eat and drink

When you don’t drink enough water throughout the day, you quickly become dehydrated, and you may not be able to think clearly and focus on your work. There are a couple of ways to stay hydrated: either keep a large water bottle on your desk, and drink it regularly throughout the day, or integrate water drinking into your hourly mini-break.

What you eat may also influence how tired you feel throughout the day. Avoid heavy lunches, and be sure to bring snacks for mid-morning and afternoon. In the same way that dehydration can lead to drowsiness, so can hunger. A small snack of fruit and nuts can bring your energy level up in a way that won’t leave you crashing later, as sugar or caffeine can.

Does all of that sound easy enough? It’s a step by step process, so it’s easy to make huge changes in time management one step at a time. Let me know if you try this system, and how it works for you. Also be sure to comment if you have any additional tips.