Time management is the act or process of planning and
exercising conscious control over the amount of time spent on
specific activities, especially to increase effectiveness,
efficiency or productivity.
Time management may be aided by a range of skills, tools,
and techniques used to manage time when accomplishing
specific tasks, projects and goals complying with a due date.
Initially, time management referred to just business or work
activities, but eventually the term broadened to include
personal activities as well.
A time management system is a designed combination of
processes, tools, techniques, and methods. Usually time
management is a necessity in any project development as it
determines the project completion time and scope.
What are Time Management Skills
A time management skill is a technique for managing your
personal or business life. It shifts all tasks to a designated
time, person or place and encompasses a broad range of
things such as setting goals, planning and scheduling,
prioritizing, delegating, and decision making.
Integrating time management skills gives you the ability to
control your workload in your business and your personal life.
1. Setting Goals
Setting goals is an important component of time management.
Setting goals is a way to implement steps to achieve the goal.
Prepare, analyze and organize how to overcome hurdles that
could prevent you from accomplishing your goal.
Setting goals does not control you, but it improves your focus,
provides clarity and gives you a purpose.
2. Planning and Scheduling
Planning and scheduling is how you effectively meet your
goals. The two go hand in hand. Planning should include what
it will take to achieve your goal, scheduling it and execution.
Prioritizing should be the first thing you should consider when
planning and scheduling.
Some people find it easier to complete tasks by completing
the biggest job to the smallest or the easiest to the most
difficult; some like to complete easy tasks first, then tackle the
hardest. Everyone has his own method.
Whatever works for you is how you should schedule it. There
is no certain way to prioritize; you can make a list, organize it
and then reorganize based on resources available.
4. Decision Making
Making decisions is one of the hardest tasks for many people.
You should weigh the outcome of a decision, make the choice
and then move on. Do not dwell on a decision for days that
you are not going to change anyway. Good decision-making
skills are what make a good manager or business owner.
People make up reasons not to delegate. Usually the
reasons are unfounded and prevent them from
accomplishing their goal. When you delegate a
responsibility, it will free you up to move on to more
important tasks. Delegating should consist of assigning the
task, not how to accomplish the task.
How to improve Time Management Skills
The thought often occurs to us that if only we had a little more
time in the day we could do all the things we want to do.
Unfortunately, we can't stretch those 24 hours in a day to 30,
but by improving time management skills you can be more
productive and have more time for yourself and your hobbies.
There are 7 steps through which you can improve your Time
Management Skills and they are discussed in the next slides:
Step 1: Make a to-do-list
It seems corny, but actually putting down on paper the things
you have to get done, and watching the list grow shorter as
the day progresses, can be a wonderful way to boost your
Step 2: Schedule blocks of time for each
If you have not given yourself enough time to finish your
taxes, but you must move on to something else, try to make
up time with another task on your list. This way, you can get
everything done that you must, and improve your time
Step 3: Mark your list in order of priority
The most important tasks should be tackled first. There are
some things you may have to put off from one day to the
other, but the point of improving time management skills is to
get the important tasks and errands taken care of regularly.
Step 4: Be reasonable
Be reasonable about what you can accomplish each day. You
need to start by seeing where you have free time and could be
more productive in the future. It may mean that you have to
cut your television time in half, but your daily lists can become
manageable with time.
Step 5: Cut your larger projects down to
Cut your larger projects down to size. If you have a goal of
putting all of your photos into albums, but cannot find the large
quantity of time to do it all at once, try doing one event, box or
set of pictures at a time. This way you can see progress, and
by doing a bit every day you'll have it done in a matter of
Step 6: Pair things up to improve
Pair things up to improve your time management skills. Instead
of ditching your sister when she calls, use the time on the
phone with her to do a mindless task like loading the
dishwasher or sweeping the front stoop.
Staying in touch with family and friends is important, but it
doesn't mean you should sit idly by while chatting.
Step 7: Take time to relax
Take the time to relax. As you improve your time management
skills, you can carve out stretches of time in every day to do
the things you want. That is the whole point.
So, when you have done most or all of your to-do list for the
day, and you have no commitments, sit down and reward
yourself with a book, puzzle or your journal.