Do you feel like to form better utilize of your time at
work? If so, you are not unaccompanied. We all would like to be more industrious
in order to get ahead in our careers; on the other hand, none of us want to waste
every waking hour at work.
Time management is actually about managing yourself. It is
about making a promise to be more organized, keep your focus and use your time
to your best advantage.
Here are some guidelines to help you become energetic and positive
with your time.
Stick to the plan
1- Maintain a to-do list
Make a to-do list and build it a habit to frequently update
it. Include very important and less important items so you will never forget or
overlook anything again. Carry your list with you at all times, either in your
iPhone or your daily agenda. Also, be sure to break down your projects and
assignments into specific action points. For instance, instead of noting
"Prepare Performance Reviews," write:
• Research
absenteeism records on employees
• Review
personal files
• Read
employee goals
• Assess
performance
• Prepare
"Performance Review" documentation
• Meet with
employees to discuss reviews
2- Allocate your time
Include an estimated time frame for each action point and
the date by which the task must be completed. If the order in which you perform
the tasks doesn't matter, you might be able to accomplish something during
unexpected pockets of free time. For instance, you could research information
on the internet while waiting in your office for a conference call to begin.
3- Set and respect deadlines
Be realistic about setting deadlines and strive to meet
them. It's true that any task takes the exact amount of time allotted to it.
Have you ever noticed how quickly you can blitz through paperwork, delegate
assignments and make decisions on the last day before your vacation? Although
we tend to get a lot done when we're under pressure, it is a lot less stressful
and considerably more professional to establish and stick to an action plan.
Avoid wasting time
4- Use your time wisely
Consider accessing your e-mail only at certain times of the
day and let your voice mail pick up your calls to give you an uninterrupted
hour or two. If possible, never touch the same piece of paper or e-mail twice.
Do not open your mail unless you have time to read it and take action on it;
that is, reply to it, delegate it, file it or discard it.
5- Get organized
Organize your desk, your hard-copy and computer files and
your e-mail folders so you can find things easily. Far too much time is wasted
searching for lost information. Benjamin Franklin said it best: "A place
for everything, everything in its place."
6- Stay on task
Have a clearly designated "in" basket so people do
not put things on your desk randomly. Have you ever returned from a meeting to
find extra files, letters and documents all over your desk? Instead of
following your own schedule, you probably became sidetracked by someone else's
priorities.
7- Avoid disruptions
If you have a door, close it occasionally. Having an
"open-door policy" for your staff is self-defeating if you don't have
the time to really listen to their questions and concerns. If a coworker comes
to your desk when you're too busy to chat, ask to set an alternate time to
meet.
Streamline teamwork
8- Collaborate and cooperate
Colleagues will expect your work to be done on time, so be
sure to avoid any delays. You'll have the same expectations of them. To be
safe, build extra time into the project time line to counteract unexpected
snags, miscommunications or missed deadlines. If your presentation date is the
25th of the month, make sure you have everything scheduled for completion by
the 23rd.
9- Avoid unnecessary follow-ups
If you pass the buck or assign work to someone else, let it
go unless it is your specific responsibility to oversee it. Too many men waste
valuable time listening to or reading reports about someone else's project. If
your colleagues' research or business responsibilities do not impact your
day-to-day work, job performance or career goals, you should only express an
interest by way of supportive conversation.
10- Cancel routine meetings
Determine if meetings are absolutely necessary. If they are,
establish an agenda and stay on track -- start and end on time. If your
presence is not essential for the entire weekly operations review meeting, ask
your boss privately if it might be appropriate for you to excuse yourself
early.
Maintain your focus
11- Keep busy
Keep your skills sharp by having at least one project on the
go at all times. Two or more is even better, as it gives you the opportunity to
switch gears and concentrate on something else for a change of pace. Working on
different projects simultaneously ensures that you always have something to
work on. It also keeps your mind active and your perspective fresh.
12- Pick your projects carefully
Make confident your work has value for the company and that
it makes the best use of your skills. There may be good reasons to decline a
request to sit on a committee or to refuse to take on an additional project;
successful business professionals know how to say "no." Ask yourself,
"Will this advance my career?" and "Am I able to commit the
necessary time to this assignment?" You will earn a lot more respect by
collaborating with a colleague whose expertise complements yours than by taking
on additional work on your own, overburdening yourself and burning out.
13- Discontinue procrastinating
It is human life to delay unlikable tasks. Schedule some of
the more fun aspects of the project to follow the negative ones. If you hate
working with figures, plan to do the accounting tasks first thing in the
morning when you're fresh and there are fewer opportunities for distraction. If
you continually put things off and miss deadlines, perhaps you should look
carefully at your current job, your career goals, your strengths, and your
interests. Habitual procrastination is often a sign of dissatisfaction.
14- Prize yourself
Time management is not entirely about occupation; it also
involves scheduling some downtime to rest and recharge your batteries. Preparation
rewards once your tasks are completed. This could mean taking a tea break as
soon as you've finished reading the engineering specifications statement or
planning a vacation once the new product has been launched.
Make time to succeed
Make your mind up to give faster attention to how you use up
your time. Observe how the business professionals you respect assign their time
and follow some of their business practices. Keep away from procrastination,
maintain your spotlight and perform good organizational skills, and you will
earn admiration and appreciation in your career. Achievement comes to those who
work hard and know how to handle their time well.