“Time has an amazing way of showing us what truly matters. “
While this quote seems to be right in our real life, not so little part of the quote applies genuinely to our working life. For a long time, we have been brainwashed by the fact that managing time is all about playing in the right numbers.
But in reality, it’s all about managing time in a practical yet smarter way. For the newbie employees, it’s a tricky way to handle work and meet all the deadlines according to the company’s strategic planning.
Hence, here are the 9 time management tips that you can share it with your employees.
For effective time management at your place, the first thing is to get organised. The second step of management is all about organized. From the piles of paper spread out on your desk to the unwanted clutter. All needs to be gone.
Always keeps the things which you need on handy. A significant amount of time goes wasting in finding a misplaced item. Also, on top of everything, you become frustrated.
Create a separate filing system for the documents. Label it with a name and arrange them alphabet order. Get rid of unwanted emails by unsubscribing them. Keep the necessary items on the desk like a notepad, pen, and other things.
Make a To-Do list to Track Down and Observe the Time You Spend On It
Everyone get’s 24 hours per day; accordingly, you are assigned fixed working hours. Hence if you are going to make the most of the time, then track down all your daily activities and watch where the time is going.
Carry out this activity for a week and jot down all the tasks and how much time you spend on it. Here comes the rule of 80/20 also known as a Pareto principle.
All you need is to have a To-do list of the tasks which you need to accomplish. Consider there are ten tasks out of which two of them will be worthy of achieving other than the eight mentioned.
Once you are settled with two items that will have the significant impact throughout the day, other 80 percent tasks will become more comfortable than you can imagine. Continue doing this exercise, and you will notice a considerable change.
Take break In-between
We are humans not robots who can work continuously without a break. A part of time management includes taking a break at regular intervals. When one doesn’t close down for a short time, they tend to lose the focus.
15 minute break into your mid-morning as well as in the afternoon around 3:00 pm will shift your focus on productivity. Apply this, and you will notice the increase in the efficiency of your employees.
The act of delaying or postponing an activity or task is called procrastination. It’s the biggest enemy of time management. Generally, procrastination and laziness are tagged along together. But they are not the same.
While laziness is extending the task even being capable. Procrastination is doing other unimportant things and prolonging the important ones.
Time Management Matrix
As you are setting goals for your to-do list, it’s important to prioritise your goals. So many things but how do you make out in establishing the priority? That’s when the Stephen Covey’s time management matrix.
A quadrant matrix which states:
- Important and urgent: Having deadlines and urgency to complete. Necessary but not urgent: These are crucial but don’t need instant results. Ensure to spend time in this quadrant.
- Urgent but not important: Ones which are urgent but usually distractions.
- Urgent and unimportant: Activities that hold little value. Get rid of them quickly.
Try to create your matrix with these specific quadrants and everything will be completed.
If Bigger Tasks, Break Them Down Into Smaller Ones
When assigning a more significant task, one does become nervous and think about how they will complete. But here’s your cue for a successful time management strategy relating to more meaningful tasks.
Break them down into smaller ones and set time for it. Consider which you can do it yourself and the one you need help from others. Then think the steps to take first and later. This will help you in reaching the goal within the period.
The simplest tip of time management is to avoid multitasking. It turns out; it’s the hardest to follow. Despite what some have always said multitasking boosts up our proficiency, it’s WRONG.
In fact, you start losing time and reduce your productivity. With a mere glance at the To-Do list, one gets overwhelmed by “what to do? What not to do?” Breathe in. Breathe out. Stressing over the list won’t make it shorter. Therefore, always take one task at a time.
Set Time for Each Task
A part of your time management includes allocating time to each of the task mentioned in the To-Do list. Estimate how much time you have in a day. For instance, you have nine hours then, always consider you seven. Keep the two hours for emergency work.
Think about how much time an activity will take. Once you have spent a designated time on the task, check to mark it and move over to the next one. Remember to use your time wisely.
Interruptions always cause you to distract from the work. Consider it a phone ringing or whatever it might be anything can lead you to distraction.
Maintain focus at your job. If you are doing an important task and your friend or co-worker comes upon you, pardon them and ask them to come a minute later.
Same goes for phone calls. If it’s important then the only pickup otherwise it can surely wait. Distractions will compromise the quality of your performance and incompletion of your tasks.
By now you have understood the right way to tackle time management. Follow the above tips and don’t forget to share it with employees. Use these strategies to reclaim productivity in the day to day life.