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Table of contents

However, finding time to get all the work done is the biggest challenge. Time management is therefore an attempt to control and allocate finite time resources. The importance of managing time in the workplace is underscored by the frenetic pace of modern managerial life. This explains, partly, why many suffer from stress and complain of never having enough time. At home, you cannot plan and control future spending unless you understand your current spending habits.

The same logic applies to your time-spending habits. First, you need to create a written record—an activity log. Be sure to log every activity, even minor things such as waiting for the computer to start. Then examine the log to identify patterns of time use and where most of your day is spent or wasted. The best way to correct the problem is to develop more desirable habits. Analyze your activity log. If your e-mail and Internet use are causes of poor time management, spend a week consciously taming them.

Change will happen only by practicing a new, more effective behavior. Goals act as a compass, pointing to the things you should be concentrating your time on. Goal setting is defining the outcomes that you need to achieve. To deploy effective time management strategies , goals should be written down clearly and communicated well to every individual.

They should be time-framed, measurable, add value to the organization, aligned with organizational strategy, and challenging, yet achievable. Goals differ in time frames and importance.

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Some are short-term, and others can be achieved only over months or years. In terms of importance, there are three types of goals:. Critical goals are end points and essential to your success, and therefore must be accomplished. For example, completing a two-year project on time and within budget. Enabling goals create a more desirable business condition or take advantage of a business opportunity to fill a long-term need, that is, critical goals. For example, getting more physical space to work may not be critical but will help employees work more efficiently.


Nice-to-have goals make improvements that enhance your business, and usually make activities faster, easier, or more pleasant—for example, a more appealing cafeteria menu. By definition, something that is urgent calls for immediate attention or action. But not every critical goal is urgent, and not every urgent matter is critical to your success. Make two lists, one of the urgent tasks this week and the other of the critical and enabling goals, and compare the two.

For better time management, you must discipline yourself to differentiate between what is urgent and important and what is simply urgent. There are four steps to setting goals for better time management:. For large goals that involve more people, a work breakdown structure WBS approach can be used. A WBS is a time-management planning routine that breaks down large goals or complex tasks into many smaller tasks. Once you have a list of all the smaller tasks, prepare a time estimate for each task.

There are plenty of time-management tools available to prepare a schedule, such as to-do lists, appointment calendars, daily and weekly planners, and scheduling software and hardware. Many organizations also use calendar-scheduling software such as Microsoft Outlook to organize meetings.

A to-do list is one of the simplest and most commonly used time-management tool that helps break down your tasks into specific activities on a given day. As you compile your list, be realistic about what you can accomplish. Initially, try including half of the things you think you can do, and then make adjustments moving forward. Be diligent about keeping urgent but unimportant and low-priority tasks off the list.

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Finally, cross each task off your list as it is completed. This is bound to give you a real sense of satisfaction. Review the list at the end of the day and check if any high-priority items were left undone. Find out the reason for this and reschedule them. Create your to-do list either at the end of the day for the next day or at the very beginning of the day. Making this a practice will, in itself, help you develop a habit of time management. However, this practice may not be as useful for senior executives, where duties become less structured and every day brings unexpected problems and opportunities.

What they need is a time-management method with flexibility, which should include more free time, only the most critical tasks and deadlines, and a greater willingness to bump scheduled tasks as opportunities present themselves. To begin with, always insert your A-priority tasks first in the schedule, then accommodate your B — priority tasks using the remaining time. Remember that your days have high and low energy periods.

If afternoons are low energy for you, schedule important work in the morning and routine tasks, such as e-mails, after lunch.

18 Best Time Management Apps and Tools (12222 Updated)

Using a schedule builder , check your progress throughout the day and periodically review the effectiveness of your time-management technique. Effective time management at work is frustrated by a number of factors, such as unanticipated crises or sudden illness of a coworker. These factors may be beyond your control, however, many time-management problems originate in individual behavior and habits — self-imposed time robbers.

Procrastination is the habit of delaying or putting off doing something that should be done now. We all procrastinate to some extent. The result is that high-priority tasks are postponed or, worse, never completed, making the procrastinators feel guilty. There are generally three reasons for procrastination:. The same avoidance happens with uninteresting tasks. Here are some cures for this form of procrastination:. We all are naturally tempted to avoid a task that may lead to failure.

In most cases the best way to handle fear is to confront it directly. If you fear that you lack the training or resources to successfully complete an assignment, then get the help you need.

Time Management — Julie Morgenstern

If your fear stems from a lack of self-confidence, defuse that fear through planning all the things required to successfully complete the job. Tip 5: Create a daily plan. Use the first 30 minutes of your day to create a daily to-do list that suits your weekly plan. Tip 7: Complete your most important and demanding tasks first thing in the morning. Tip 8: Block out distractions.

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  5. When everything must be perfect, can anything ever be good enough? Probably not. Instead of indulging in perfectionism, keep the big picture in mind. Tip Schedule breaks between tasks. Tip Make the most of waiting times. It happens to everyone: we wait in lines, waiting rooms, airport terminals, train stations, etc.

    Tip Organize your email. People with cluttered inboxes spend so much time on email than others. Start Managing Your Time. Tip Train the other side of your brain.

    What You Need to Know about Time Management in 12222

    Tip Exercise often. Sports help you handle everyday stressors. Tip Sleep well.

    Effective Goal Setting

    Tip Use your calendar. A calendar is good for so much more than just scheduling meetings.