How to Manage your Time? – Time Management
Today I am writing this article about “Time Management Skill” Full Guidelines . Time Management plays an essential role in corporate and helps everyone to finish off assignments on time.It is essential for an individual to value time. Time once lost never comes back, you will learn different techniques on time management skill for completion of task/work after studding this article.
In today’s competitive world it has become necessary that the person shall be able to accomplish the task in the optimum time. Also various activities shall be properly sequenced, which have to be done in the desired time period and that too appropriately. In this Article our main focus is on the purpose of Time Management, Process of Time Management, the Time Wasters, and Time Savers and how to effectively use the Time.
Objective: After reading this article you will be able to
- Basic time management strategies
- Apply the rules of time management to determine the priority of daily task
- What is Time Management?
- Time Management Process
- Time Waster
- Time Saver
What is Time Management?
Time management is a set of principles, practices, skills, tools and systems that work together to get more value out of time with the aim of improving quality of life.
Managing the use of daily schedules, for the purpose of achieving maximum throughput/productivity in life.
Managing to get specific task done in time that is allocated.
“Time is the scarcest resource of the manager, if it is not managed, nothing else can be managed”.
(Peter F Drucker)
Time Management Process
The basic four skill included into the personal time management skills:
1. Goal Setting: What you want to be:
2. Planning: How to get there?
3. Prioritizing: Listing thing that need to be done?
4. Delegating: A way of manipulating people to get them to do what you want.
Structure of Time Management Process
Planning as to how you would reach a certain position and in what time. The planning of time involves the assignment of time to the activities to be performed by setting the priorities.
The time of activities may be a day, a week and a month or specified number of days. Planning is important but you also need to think about your attitude towards the time and time management
Planning makes two contributions that brings order to your life.
- It tells you that how to get from where you are to where you want to be.
- It identifies the resources required to get you there.
“If I were given nine hours to cut a tree, I will sharpen the saw for six hours” .
(Abraham Lincoln )
It means weight-age to planning makes work performance more easy and effective.
Time management does not mean managing time. It is planning, organizing, actuating and controlling activities with respect to time effectively. Following block diagram explains key points for time management.
“Time is really the only capital that any human being has and the only thing he can’t afford to lose”.
Setting priorities is two step process:
1. Listing things that need to be done
2. Prioritizing items – ABC Method
- Priority A-(Must Do)-E.g. Today’s Class test
- Priority B-(Should Do)-E.g. registration for technical quiz
- Priority C-(Nice to Do)-E.g. cleaning of living room
I QUADRANT – URGENT AND IMPORTANT
Quadrant I shows that our task or work is ‘Urgent’ as well as it is ‘Important’ too e.g. when teachers have to assess the examination papers then it is urgent as well as important.
II QUADRANT – NOT URGENT BUT IMPORTANT
In this, the task is ‘not Urgent but it is Important’. This is an important quadrant for long- term growth of an individual. However it may happen that people may try to post-pone the activities in this quadrant and it may happen that they may fall in Ist quadrant. So always try to find some time and devote yourself to carry out tasks belonging to this quadrant.
III QUADRANT – URGENT BUT NOT IMPORTANT
The tasks falling in this category must be attended. If you fail to do these types of tasks then it may be a great loss for you e.g. unscheduled visitors comes to the college, or ringing telephone has to be urgently attended. In this case task may not be important but it is ‘Urgent’ so better attend it.
IV QUADRANT – NOT URGENT BUT NOT IMPORTANT
This refers to those tasks, which are neither urgent nor important. The achievers and savvy teachers stay away from this type of activities. Let us see some of the tasks those fall in this category. Chitchatting, gossiping, and passing the time in doing mediocre and useless activities, long talk on cell phone, or surfing on television channels without watching a single channel carefully.
“Just as you began to feel that you could make good use of time, there was no time left to you”.
There are many time wasters that will really eat into your time if you allow them to in your life. For free up your time you need to identify those time wasters, decide what you want to do about them and then take action.
There are two ways of Time Waster
A chaotic working area can slow your progress because you have to hunt around for what you need, wasting time in the process. Having a neat and clean working area can make you feel more effective and in control. The following structure shows of disorganization of work area.
The old axiom “There is a place for everything and everything at its place” is the best advice for organizing the information you have. For example
- Everything related to a project should be kept in one file folder.
- Pen and pencils should be properly kept in the pen holder.
- Working table should be clean.
Procrastination or Distraction
Procrastination is thief of time (Edward young).
We put things off because wo don’t want to do them, or because we have too many other things on our plates. The old axiom ” Hard work often pays off after time but laziness always pays off now” is best advice to remove the distraction.
Typically these items include boring, difficult, and unpleasant tasks that ultimately need completing.
The following structure shows the main causes of procrastination:
To Deal with procrastination one can do following things
- Set a deadline
- Set up a reward system
- Do it first
- Break job into small pieces
- Do it now.
Inability to say “No”
In some situations, time demands to say no to others. Of course you don’t have to do everything that everyone wants you to do, so How to say “No” is also a skill. There is a four step procedure that makes saying “No” safe and effective.
- Give a reason
- Be diplomatic
- Suggest an alternative
- Don’t put off your decision
Environmental Time Wasters”
To avoid environmental time wasters one can do following things;
- Don’t invite your visitors to be seated unless you have time
- Keep your working table away from the door
- Provide short answers to telephone calls
- Attend the meetings only when they are relevant to you.
“Nothing is a waste of time if you use the experience wisely”.
- Experiment with reducing your sleep time
- Find prime time during the day when your energy level is high
- Keep meetings short- keep the matter relevant
- Keep your desk and mind cluster free-look the idea with full attention
- Learn to delegate- don’t try to do everything
- Learn to do two things at once- Polish your shoes while watching news
- Plan ahead to avoid delays: keep books while travelling
Guidelines to use time effectively:
- Set up a daily routine
- Make a list of priority tasks
- Know your most productive task and most demanding task
- Fix a realistic deadline for all jobs and stick to them
- Analyze your interruption and avoid as possible
- Use a diary for everything