Hi our lovely readers💛
Today, one of our Project Managers Ani will talk about Time Management tips and strategies. So, let’s start.😊
The foundation of time management is accepting the fact that time is a limited entity. So you have to smartly distribute it between different tasks to avoid stress and boost efficiency.
The truth is; you can’t manage time because it’s out of your control. Time management is about managing yourself and aligning your goals as per the hours.
Time management is not about being busy or having too much on your plate—that’s actually the opposite. Squeezing many tasks into a single time frame is counterproductive and ineffective.
Why to manage the time? Managing time means managing your attention. When you plan your schedule, it becomes easy to magnify your attention on the task. Ultimately, it helps you in accomplishing more tasks in less time and with high quality.
Advantages of time management
More in less time– If you can manage time, you can allocate your mental resources to complete the tasks efficiently. Time management helps in extracting the maximum value from the hours. As a result, you achieve more in less time.
Allocating a specific time period, say 1 hour, to a task and sticking to your plan will have a better effect than working on a task with no predefined time slot.
Better Professional Reputation – It’s not a secret that companies prefer employees that utilize the company’s time and resources efficiently. Time management at the workplace helps in getting things done before the deadline. Whether it means delivering the project on time or meeting with a client, planning your time avoids delays in progress. All this leads to a better reputation, appreciation, recognition, and good appraisals at the workplace. When you properly manage time, you’ll enjoy the feeling of success a completed to-do list brings.
Less stress – Scheduling and blocking time slots leads to mental peace and clarity. Time management helps in building a roadmap of responsibilities for the day. When your daily or monthly tasks are sorted out, stress will fade. You’ll also gain confidence that the day is under your control.
Time works for not against you – When you’re in control, you can make time work for you–not against you. Finding your flow is easier, and tasks become effortless when you settle into a routine. When you properly manage time, you’ll enjoy the feeling of success a completed to-do list brings – you’ll see how you can live up to your expectations and in turn feel a boost of self-confidence about your abilities.
Making better decisions – When you’re pushed for time, you tend to make poor and impulsive decisions. This often comes to the detriment of your work.
Having more time on your hands allows you to contemplate things, meaning you can take a measured approach to decision-making.
It also allows to have the foresight to think ahead and create contingency plans. After all, it’s better to be proactive than reactive.
Tips to use the time more productively?
Focus on one thing at a time
Checking your phone, watching the news, listening to a podcast, and scrolling social media is common practice during the workday. Yet hearing voices through your headphones, or receiving Instagram notifications between emails, scatters your focus and means you’re never totally engaged with the task at hand.
When you multitask, you’re giving a select and limited amount of attention to each task. Your focus is transient–and the quality of your work suffers as a result. Giving your undivided attention to one task is more likely to produce a better outcome.
Set time limits for each task
Certainly, procrastinators enjoy relaxation and a better mood in the short term, but they typically feel negative consequences that include heightened stress, lower task performance, and reduced well-being as deadlines draw closer. To avoid behavioral delay is to add more immediate time pressure; create artificial deadlines for smaller subprojects and adjacent tasks.
Take regular breaks
Even the most focused individuals have a limited brain capacity. During periods of high energy, we can power through each task with relative ease. But when you feel yourself starting to slow down or get distracted, it probably means you need to take a break.
What to do when everything seems important when you don’t have time?
There comes the management matrix called Eisenhower Matrix, which is a simple system that gives you an overview of critical tasks per importance and urgency, thus there comes for categories of tasks.
The Eisenhower Matrix is also known as the time management matrix, the Eisenhower Box, and the urgent-important matrix. This tool helps you divide your tasks into four categories: the tasks you’ll do first, the tasks you’ll schedule for later, the tasks you’ll delegate, and the tasks you’ll delete.
After Categorizing apply to 4Ds approach (DO, Delay, Delegate, Drop)
So when you figure out prioritization and distribute your time wisely, your personal time management can reach a whole new level. You will know where to focus your time during those days when there simply aren’t enough hours. Time is irrevocable, use it effectively to head for a GOAL.
Thanks, Ani for this useful information😊.
We hope that it will help many people to manage their time properly.