Time management is a skill that entrepreneurs need in abundance. Here is some useful information to help you stay on track:
What is Time Management?
Time Management refers to managing time effectively so that the right time is allocated to the right activity.
Effective time management allows individuals to assign specific time slots to activities as per their importance.
Time Management refers to making the best use of time as time is always limited.
Ask yourself which activity is more important and how much time should be allocated to the activity? Know which work should be done earlier and which can be done a little later.
Time Management includes:
- Effective Planning
- Setting goals and objectives
- Setting deadlines
- Say “NO”
- Ask for help
- Prioritizing activities as per their importance
- Spending the right time on the right activity
Effective Planning
Plan your day well in advance. Prepare a To Do List or a “TASK PLAN”. Jot down the important activities that need to be done against the time that should be allocated to each activity. High Priority work should come on top followed by those which do not need much of your importance at the moment. Complete pending tasks one by one. Tick the ones you have already completed. After completing your tasks review how long it has taken to complete against your allocated time. Should it have taken longer or less time than expected, make a note of this so you can allocate time better next time.
Setting Goals and Objectives
Set targets for yourself and make sure they are realistic ones and achievable. Set aside time every week/month to review how you are progressing. You will probably find it better to break larger projects into smaller, more manageable tasks. Which broken down over a few days will end up with the completed project and you still having time to complete other tasks as the same time.
Setting Deadlines
Set deadlines for yourself and strive hard to complete tasks ahead of the deadlines. Ask yourself how much time needs to be devoted to a particular task and for how many days. Use a planner to mark the important dates against the set deadlines.
Say “NO”
Learn to say “NO” at workplace. This sounds obvious, if you already have a large list of outstanding tasks but it can often be quite difficult to do. If you are working with someone who always wants things done now, remind them of what tasks they have already allocated to you and ask them what they want you to priorities. This way it takes the pressure off you having to complete all of the tasks on time.
Ask for help
Most of us are too proud to ask for help in the workplace. However, by doing so you may complete your tasks sooner and on time. This also works the other way by you asking to assist your colleagues when they are struggling you are helping them complete tasks and creating a happier working environment.
Prioritizing Tasks
Prioritize the tasks as per their importance and urgency. Know the difference between important and urgent work. Identify which tasks should be done within a day, which all should be done within a month and so on. Tasks which are most important should be done earlier. If you struggle with this ask your Manager what tasks they feel are most important to do first. They will be glad that you asked and you will learn how they view your tasks.
Spending the right time on right activity
Develop the habit of doing the right thing at the right time. Work done at the wrong time is not of much use. Don’t waste a complete day on something which can be done in an hour or so. A great example of this was when I used to schedule appointments. It would have been very easy to spend the whole day responding to emails. I found that by only allocating three hours a day (one at the start, middle and end of my shift). I could complete more tasks and still respond to everyone’s email that day.
For Effective Time Management one needs to be:
- Organized – Avoid keeping stacks of file and heaps of paper at your workstation. Throw what all you don’t need. Put important documents in folders. Keep the files in their respective drawers with labels on top of each file. It saves time which goes on unnecessary searching.
- Don’t misuse time – Do not kill time by loitering or gossiping around. Concentrate on your work and finish assignments on time. Don’t wait till the last moment.
- Be Focussed – You need to be focused for effective time management.
Develop the habit of using planners, organizers, table top calendars for better time management. Set reminders on phones or your personal computers. And take regular breaks.
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