Today we will go through some tested tips on Time Management
In
order to make more money, you must learn how to manage time effectively. There
are two major sources of value in the world of work today. The first is time and
the second is knowledge.
Today,
time is the currency of modern business. By using these 5 techniques to manage
your time, you will put yourself on the fast track to success.
1. Develop A Sense Of
Urgency
The
most important measure of time is speed. The most important quality
that you can develop with regard to time management is a “sense of
urgency.”
A
sense of urgency is the habit of moving fast when opportunity presents itself
to you. Develop a bias for action. Fast tempo is essential to success. All
successful people not only work hard, hard, hard, but they work fast, fast,
fast!
2. Stop Procrastinating
Procrastination
is not only the thief of time; it is the thief of life. You must develop the
time management habit of moving quickly when something needs
to be done. You must develop a reputation for speed and dependability.
As
a general rule, small tasks should be done immediately, as soon as they appear.
This habit of taking action quickly will enable you to get through an enormous amount
of work in a day. It will earn you a reputation for being the kind of person to
give jobs to when someone needs them done quickly.
3. Work In Real Time
Whenever
possible, do your work in “real time,” as soon as it comes up.
Stay focused and do it now. It is amazing how much time you can waste by
picking up a task and looking at it or starting it, and then putting it down
and coming back to it again and again.
General Time Management
Skills
The
preparation that you make in the evening for the day ahead will have an
enormous effect on how successful you are. Here are some general time management skills that anyone can do
that will help you get more done.
1. Always Think On Paper
Take
a piece of paper and write down everything you intend to do. Include
everything, even your plans to eat a healthy lunch and workout, prepare dinner
for you and your family, every detail.
Then
organize the piece of paper by asking yourself: “If I could only do one
thing on this list today, which one thing would it be?”
And
if I could only do two things which would be the second and the third? And then
when you start first thing in the morning, start off with number one, and
discipline yourself to work only on number one until it’s complete. Then move
on to number two.
2. Avoid Distractions Like
Email And Media
Checking
your email in the morning makes getting off track entirely too easy. It starts
with just one email, and before you know it, you’re several hours into your day
and you still haven’t started on your number one task.
Keep
your phone away from you or off to avoid distractions from your most important
task.
3. Make Your List Of
Written Tasks The Night Before
The
final way for you to make sure you have a productive next day is to make this
list of goals and tasks the night before.
Your
ability to make good plans before you act is a measure of your overall
competence. The better plan you have, the easier it is for you to overcome
procrastination, to get started and then to keep going.
By
writing down your goals before you go to sleep, you will think about the things
you need to do and mentally prepare yourself to do them before you even wake up
the next morning.
When
you plan each day in advance, organize your list by priority, and stick to your
plan, the work will go faster and smoother than ever before. You will feel more
powerful and competent. You will get more done, faster than you thought
possible. Eventually, you will become unstoppable.
Time Management Tool: Make
A To-Do-List
Make A To-Do-List For
Every Day
When
you consider how helpful planning can be in increasing your productivity and
performance, it is amazing how few people practice it every single day. And
planning is really quite simple to do. All you need is a piece of paper and a
pen.
The
most sophisticated technology, time management apps are based on the same
principle. Making a list is one of the best time management tools you can
develop.
Make Your To-Do-Lists A
Habit
Always
work from a list. When something new comes up, add it to the list before you do
it. You can increase your productivity and output by 25% or more from the first
day that you begin working consistently from a list.
Make
out your list the night before, at the end of the workday. Move everything that
you have not yet accomplished onto your list for the coming day and then add
everything that you have to do the next day.
When
you make out your list the evening or the night before, your subconscious mind
works on your list all night long while you sleep. Often you will wake up with
great ideas and insights that you can use to get your job done faster and
better than you had initially thought.
The
more time you take to make written lists of everything you have to do, in
advance, the more effective and efficient you will be.
Types Of To-Do-Lists
There
are different lists that you need for different purposes. First, you should
create a master list on which you write down everything you can think of that
you want to do sometime in the future. This is the place where you capture
every idea that comes to or every new task or responsibility that comes up.
You can then sort out the items later.
Second,
you should have a monthly list that you make up at the end of the month for the
month ahead. This may contain items transferred from your master list.
Third,
you should have a weekly list where you plan your entire week in advance. This
is a list that is under construction as you go through the current week.
Finally,
you transfer items from your monthly and weekly lists onto your daily list.
These are the specific activities that you are going to accomplish that day.
Check Off Your Completed
Tasks
As
you work through the day, tick off the items on your list as you complete them.
This activity gives you a visual picture of accomplishment. It generates a
feeling of success and forward motion. Seeing yourself working
progressively through your list motivates and energizes you. It raises your
self-esteem and self-respect. Steady, visible progress propels you forward and
helps you to overcome procrastination.
Time Management Tools For
The Office
One
of the great time management tips is to work from a clean desk, and in an
organized workspace. Just as an excellent chef cleans up the entire kitchen
before and after cooking, you should organize your workspace completely before
you begin your work.
1. Organize Your Desktop
Put
all of your documents away in the appropriate files, both physical and online.
Keep your computer desktop clean. If you cannot see your screensaver,
there is too much on your screen.
Many
people believe that they work more effectively in a messy work environment with
a cluttered desk. However, every study that has been done with these
people shows that when they are forced to clean up their work environment so
that they have only one task in front of them, their productivity doubles and
triples, usually overnight.
2. How To Organize Your
Desk With Proper Supplies
Get
organized and stay organized. Make sure your office supplies and
materials are fully stocked and available at hand. You will find that
nothing is more destructive to efficiency and effectiveness than having to
start a job and then stop, and then start again, for lack of proper preparation
or supplies.
People
who work with cluttered desks, are found to spend an enormous amount of each
working day looking for the materials they need among the clutter around them.
Psychologically, the sight of a cluttered desk or office provides visual
subconscious feedback that reinforces your perception that you are
disorganized. It leads to continuous distraction as your eyes and your
attention dart from item to item, and back again.
Time Management Tools For
Email
Keep
your inbox clean and organized. If you don’t need an email, delete it. Pick a
couple times during the day to answer all of your emails at once. Don’t just
answer them as they come.
There
are some people who are slaves to their email. They have a bell that goes off
each time a new message comes in, whatever they are doing they turn immediately
to their inbox to check it.
In
effect, they “switch tasks” and then return to what it was they were doing,
immediately losing momentum, clarity and output on their most important tasks.
You
will be much more productive if you set out time to answer all of your emails
at once than to answer them each as they come.
Answer All Of Your Emails
At The Same Time
When
answering email, bundle them all together and do them at the same time. Don’t
answer them as they come in. Do all your similar tasks at the same time rather
than doing a little bit now and a little bit later.
Batching
your tasks simply means doing similar things at the same time. There exists a
“learning curve” in everything you do. When you complete a series of similar or
identical tasks all in a row, the learning curve enables you to reduce the time
required to complete each task by as much as 80 percent by the time you
complete the fifth identical task.
Keep Your Emails Short And
Sweet
You
should make a decision not to allow your inbox to control your life, like the
tail wagging the dog. Instead, discipline yourself to use your email as a
business tool. Make your responses quick and to the point.
If
your responses are quick, it will free up more time to get through more emails
and make all correspondence easier to read.
Create Email Folders
If
you manage multiple email addresses on one account, create a filter and label
for each account. This way you will know what emails are personal and which
ones are business related. You can save personal messages for later without
having to read through them. This will leave you with your more important
tasks.
Check Your Email Twice A
Day
Manage
your email only twice a day or less. Even better, leave your email off on the
weekends and spend more time with your family and friends, and in your personal
activities.
Check
it once in the morning after you have been at work for a few hours, answer any
new emails you may have. This will free up your morning for the most important
things you have to do for the day.
Check
it once more in the late afternoon after lunch. After that, leave it alone
until tomorrow and focus on all of the other work that you have to get done.
Some
of the most productive people I know have an automatic response to their email.
It says something like, “I only answer my email twice a day because of my busy
schedule. If you have sent me an email, I will get back to you as soon as I
possibly can. If this is an emergency, call this number and speak to this
person.”
Do
you have any time management techniques that you swear by? Leave a comment
below.
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