Time Management
According toWard, S (2014), “time management refers to the development of
processes and tools that increase efficiency and productivity.”In simple terms
time management is all about how we utilize time effectively and efficiently
using different approaches and techniques.
There are different techniques available to manage time
effectively. Below mentioned are some tools:
1.
Mind Map
This is a simple tool which can be used to manage time. This
basically allows a user to draw out the activities or tasks he has to do and
ensures they are done. According toMindtools, (2014), it also can be used for recording information
in an effective way, summarizing data, information and can be used as a problem
solving technique.
Below mentioned diagram shows a example of a mind map:
Figure 1
Source: Mindtools, (2014)
Source: Mindtools, (2014)
One of the main key points in
managing time is by prioritizing your day to day activities in a way which helps
you identify the important urgent tasks form the usual tasks.
2.
The below table can be used in order to prioritize
your activities on a daily, monthly, yearly basis.
The below table can be used in order to prioritize
your activities on a daily, monthly, yearly basis.
Prioritizing according to
above mentioned categories will help you understand your tasks in a better
sensible way. This can be further used to rank your activities based on
importance which allows you to mange time in an effective way.
3. Use Lists
As
simple as it sounds, always organize what you have to do for upcoming days in
advance. This allows to plan out in advance and to complete tasks on time and
to utilize time in an effective way.
According
to Kennedy and Kennedy,
(2014) , the following lists can be used to organize your activities
·
My schedule – day to day plan.
·
To-do-List – Things to be done on a weekly or monthly basis
·
People to Call list – important phone calls to be jot down in
this list.
·
Conference Planner – This is maintained in order to note down
the important things to be discussed with the relevant person.
4. 80-20 Rule
This
was a rule identified by Vilfredo Pareto after observing the wealth
distribution. He identified that only 20% of the population owned nearly 80% of
the wealth. This was the foundation to become the 80-20 rule. (Pinnicle.com, 2014)
According to
Investopedia, (2009),this rule is applied in many areas such as management, manufacturing and
human resource, etc. this also can be applied in time managing as follows;
It
is evident that the first 20% time spent on an activity accounts for 80% of the
work done. By understanding this rule it helps to eliminate non value adding activities
and increase efficiency of time spent.
It
is extremely vital to analyze and find out the non value adding activities and
time wasters, and take necessary pre cautions to avoid them. According to Business-personal-coaching.com,
(2014), following are considered as the top 10 time wasters;
1.
Lack of planning, prioritizing and
focus
2.
Procrastination – You give excuses
to postpone your activities/tasks.
3.
Interruptions – unanticipated
events that interrupts your plan.
4.
Lack of delegation.
5.
Meetings – unnecessary pointless
meeting without a proper purpose
6.
Crisis management, fire fighting –
when too many tasks come at once, managing becomes ineffective.
7.
Telephone, email and Internet.
8.
Not saying 'No' – taking too many
responsibilities on your shoulder without refusing.
9.
Lack of organization and untidiness
10.
Not enough time-off or time for
yourself
