5 Benefits with Effective Time Management

by | Nov 22, 2015 | HR Management

Time management refers to the way you organize and plan how long you spend on specific activities.

It may seem counter-intuitive to dedicate precious time to learning about time management, instead of using it to get on with your work, but the benefits are enormous:

• Greater productivity and efficiency.
• A better professional reputation.
• Less stress.
• Increased opportunities for advancement.
• Greater opportunities to achieve important life and career goals.

The biggest and most destructive myth in time management is that you can get everything done if only you follow the right system, use the right to-do list, or process your tasks in the right way. That’s a mistake. We live in a time when the uninterrupted stream of information and communication, combined with our unceasing accessibility, means that we could work every single hour of the day and night and still not keep up. For that reason, choosing what we are going to ignore may well represent the most important, most strategic time-management decision of all.

The next immediate process post analyzing the potential risks, is preparing or planning the risk responses to the identified risks.

Practice the following techniques to become the master of your own time:

1. Carry a schedule and record all your thoughts, conversations and activities for a week. This will help you understand how much you can get done during the course of a day and where your precious moments are going. You’ll see how much time is actually spent producing results and how much time is wasted on unproductive thoughts, conversations and actions.

2. Any activity or conversation that’s important to your success should have a time assigned to it. To-do lists get longer and longer to the point where they’re unworkable. Appointment books work. Schedule appointments with yourself and create time blocks for high-priority thoughts, conversations, and actions. Schedule when they will begin and end. Have the discipline to keep these appointments.

3. Plan to spend at least 50 percent of your time engaged in the thoughts, activities and conversations that produce most of your results.

4. Schedule time for interruptions. Plan time to be pulled away from what you’re doing. Take, for instance, the concept of having “office hours.” Isn’t “office hours” another way of saying “planned interruptions?”

5. Take the first 30 minutes of every day to plan your day. Don’t start your day until you complete your time plan. The most important time of your day is the time you schedule to schedule time.

6. Take five minutes before every call and task to decide what result you want to attain. This will help you know what success looks like before you start. And it will also slow time down. Take five minutes after each call and activity to determine whether your desired result was achieved. If not, what was missing? How do you put what’s missing in your next call or activity?

7. Put up a “Do not disturb” sign when you absolutely have to get work done.

8. Practice not answering the phone just because it’s ringing and e-mails just because they show up. Disconnect instant messaging. Don’t instantly give people your attention unless it’s absolutely crucial in your business to offer an immediate human response. Instead, schedule a time to answer email and return phone calls.

9. Block out other distractions like Facebook and other forms of social media unless you use these tools to generate business.

10. Remember that it’s impossible to get everything done. Also remember that odds are good that 20 percent of your thoughts, conversations and activities produce 80 percent of your results.

To manage time more efficiently, here’s a short online course to help you. Visit 25-hours-a-day

Satish Rajagopalan, CISA, ITIL Foundation
CEO & Founder at Spearhead EduOnline Pvt Ltd. (the company that owns and operates ApnaCourse.com). He holds a btech in Computer Science, an MBA in Strategy and Entrepreneurship and a post graduation in Finance. Read More.

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