These days there are stacks of time management books showcased in airport bookstores for busy businessmen to pick up. Some of them are quick readable ones and others are detailed explanation on how to dissect 24 hours’ time to meaningful units that would help in earning more revenue. Time management and concerning subjects are best sellers read by thousands of people around the globe. Mostly, because the difference between team A, a set of people who succeed and team B, a group of people who fail is the way they perceive the meaning of the statement, “either run the day or the day runs you”. If you belong to the team ‘A’ of successful professionals or is someone searching for the ways to fit in that group, this write up is for you. This blog will show you 6 ways to manage your time efficiently. Read On.
#1 Do A Time Audit
First step to find out how to manage time better is to do a proper time audit. This will help you in understanding the tasks that eats up most of your time and determine how to be more productive. There are apps that allow a person to track time perfectly. Tools such as Scoro, Trello, Timecamp, Replicon or Toggl, will capture data promptly and is best for all who suffer to manage your daily office tasks efficiently. Organizing and prioritizing projects become super fun, flexible and rewarding with the help of these platforms. Use them to skyrocket productivity and create an action plan now.
#2 Prioritize Work
Make sure to do the most important tasks first, but how do you decide on which are the priority tasks? To help you out with this, it is important to cite an article published online by Benjamin Brandall, a marketing professional. According to him, there are 2 types of daily business tasks that needs to be listed. i.e., ‘Important’ ones and ‘Urgent’ ones. Find below his list to analyse the concept and understand the major differences between important and urgent tasks.
The ‘Important’ Checklist:
Top of Form
It will effect many people or projects if incomplete
Other tasks depend on its completion
It contributes a lot of value
It’s low effort-high results (80/20 principle)
The ‘Urgent’ Checklist:
Bottom of Form
It is overdue
It is due soon
It demands immediate attention
The consequences of not doing it are immediate
#3 Embrace Planning
One who plans well knows how much time it would take to finish a task in prior. All the top CEOs, entrepreneurs and high officials spend enough time in composing a plan for the next day, this gives clarity and tackle unexpected hurdles more effectively. An ultimately planned person knows that to use the resources better you need to first allocate them well and to create competitive advantages, one must do maximum tasks within a stipulated time. Planning contributes largely to an individual’s or an organization’s success. Recently, I was reading a book written by Michelle Obama, the former first lady of the united states of America, in which she details her life in the Whitehouse. A gripping account on how everything is charted out in prior to avoid confusion and to maintain work-life balance. She describes, “One of the things I realized is that if you do not take control over your time and your life, other people will gobble it up.” The point is that all the triumphant people in the world knows planning leads to persistence and then ultimately to fulfilment of all the goals.
# 4 Regularly Outsource
Do you feel drained? Or overwhelmed? Or worried over inability to complete priority tasks on time? Well, how to wipe clean of all the tasks off your plate? The right solution is to outsource time taking, repetitive tasks to an assistant outside the organization or to rely on an external service provider to immeasurably improve the process flow within the organization. An expert outsource team will help your organization in reducing the resources required to complete tasks and to bring down other expenses. The fact is that there isn’t anything that you cannot outsource these days with specialized agencies getting popular day by day in every nation. But first and foremost, find your reasons to outsource, there would be many from reduce/control cost, to focus on business objectives, solve capacity issues, to have an expert view on a complicated project, etc. In a reliable article published online, it is surprising to notice that outsourcing industry has reached $45.6 in 2000 to $85.6 in 2018 and the number is ever increasing.
# 5 Practice Multitasking
Perfectionists and over-performers are multitaskers. If an employee can handle multiple priorities single- headedly then his or her demand in an organization will increase tremendously. Ability to multitask successfully means more tasks are done in a short period of time. The smartness is to understand which business tasks require more concentration than the others and juggling without losing the balance. Clarity, precision, productivity, completion, etc. need to be kept in mind while multitasking. Perhaps, even outside an office environment, we all are forced to be multitaskers in this busy world. We multitask at the dinner table, while watching television, on the way to the office and even while having conversations with others. This has got its own negative aspects but let’s close our eyes and take only the positive aspects of it. What can be avoided is what experts call as heavy multitasking.
#6 Stop Tolerance
Tolerance is perhaps a great virtue, but not in a work scenario. Do not tolerate half work done by employees, do not compromise on quality, make sure there is less chance for a glitch in any of the departments, do not encourage malpractices or agree to things you would want to say ‘no’ to. From the beginning, make sure everybody in your organization is following a process, step by step and is monitored regularly. Tolerance for mediocre work often results in too much of confusion. Such organization poorly utilize time effectively. The best way to avoid mediocre work is to do performance review of the employees on a regular basis.
A personal approach to organizational time management starts form clarifying priorities and taking tiny steps towards understanding which area requires necessary improvements. Get things done on time to double the productivity.