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time management techniques

Today managers are overwhelmed with the demands on their time. One urgent thing after another, the day goes on like a marathon. Time Management techniques listed in this article are meant to help you organize your day better and prioritize your work.

Learning what time management techniques to apply for change is also important. But the change in itself and implementing the necessary adjustments is a big and lengthy step.

Each new behavior needs to become part of your overall plan to become more efficient and effective. 

You may also find that doing the “right” things may well mean that you’re not doing more, you’re just doing what’s most important. Remember, you are working toward the twin goals of efficiency and effectiveness. 

As you go through the below tasks , you need to give serious consideration to 2 aspects:

  1. what plans you might need to adopt, 
  2. how you are going to make these new activities part of your regular routine.

Learning this step by step process is important, but practice is what make it effective.

Prioritize your daily tasks

There are six steps to effectively prioritizing your tasks:

  • List all of your “to-do” tasks;
  • Rate each task according to a three-point priority system; 1 (high), 2 (medium), and 3 (low);
  • Break large tasks into shorter, concrete action steps;
  • Put all tasks on a calendar, noting any deadlines.
  • List separately any tasks that can be completed in less than ten minutes.
  • Update your list every afternoon before you leave work.

One thing you need to pay attention to here. Daily priorities might change. You need to confirm your understanding of high-priority tasks with your manager to be sure everyone agrees on what is most important to work on.

Discover daily patterns

Although crises can arise at any time and no day is the same, you may be surprised to discover that some parts of the day really are less hectic than others.

Try to determine when phones are generally ringing off the hook or when your colleagues are most likely to be stopping by with questions.

If you can make some fairly accurate predictions, then you can reduce your stress by anticipating the very busy periods and planning to do the more complex projects during the quieter times. You might even find it necessary to establish a quiet hour or two several times a week.

Form new habits

In order to become more efficient ,effective and happier, you need to change some of the ways you do things and some of the things you do.

It’s a lot easier to talk about time management techniques than it is to change behavior! One necessary step is to break old habits and form new ones. Otherwise, you’re likely to remain frustrated with your situation.

Here are some guidelines to help you in the process of forming new habits

  • Launch into the new behavior and practice it as much as possible right away;
  • Never let an exception occur until the habit is firmly formed.
  • Use the first chance to act on your new resolution.
  • Reward yourself at some designated point for your perseverance.

You can start with acquiring easier habits like those associated with the way you organize your work. By consolidating and segmenting tasks, for instance, you may be able to save yourself at least fifteen-twenty minutes each day

Consolidate similar tasks

One way to “take some time” is simply to consolidate similar tasks and to do them at one time. Rather than running back and forth to the copier or to another office, write down a note to yourself and save up your questions or your tasks. Making two trips instead of five will save you a lot of time and energy.

Break large tasks into smaller segments

 Sometimes, large tasks may seem overwhelming. To make these jobs friendlier and easier to tackle, break them down into smaller segments.

Perhaps gathering all the required information is the first step. Or maybe that step is too big; you may need to:

  • talk with your colleagues in another department as one step;
  • make several phone calls as a second step.

The more manageable and straightforward the steps are, the more likely it will be that you carry them out in a timely manner.

Estimate length of time for each step

Once you have broken jobs into steps, estimate the length of time you’ll need to accomplish each step.

Keep a list of the shorter (ten to fifteen minute) tasks readily available so that, whenever you have gaps in between your regular activities, you can pull out your list and identify an efficient way to use that time. In this way, you can avoid the time robber discussed earlier.

Know your “good time”

In addition to finding “slower” periods during a given day, you might also discover that you are more efficient during particular times of the day. Perhaps you’re a morning person; as soon as you arrive at work you’re anxious to get as much accomplished as possible

It’s during your peak times that you need to tackle your most complex or most difficult tasks. Remember, too, that if you’re tired or upset—it’s NEVER a good time.

Manage your environment

You know it when you have it—a comfortable, highly functional work environment. But do you always realize when this supportive and efficient environment is missing? And, importantly, have you considered what you might do to optimize your current work situation?

The wonderful thing about furniture, most equipment, and other objects in the work environment is that they are moveable. You’d be surprised at how much difference rearranging just a few pieces of furniture can make.

You can adjust the level of privacy you enjoy, the ease with which you access files and other paperwork, the traffic flow around your desk or workspace, just by making some simple changes in your work environment.

As you contemplate the changes you might make in your office or workspace space, keep the following in mind:

  • .Are your equipment and supplies in the best possible location?
  • Is your desk too cluttered?
  • Do you have paperwork on your desk that you won’t get to for several days?
  • Is the next task to be done obvious from looking at the piles of papers on your desk?
  • Can you easily reach your garbage can–and do you use it effectively?
  • What other messages does your workplace send regarding your openness and availability?

Although you want to communicate your interest in information-sharing and provide ample opportunities to interact with your colleagues and staff if time management is your major concern you will need to balance accessibility with control of your time.

So, there you have it. 8 most effective time management techniques!. Which one are you tempted to start with?