Time Management Tips to Enhance Productivity
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This document discusses time management and how to improve productivity. It suggests that poor time management can lead to feeling busy but unproductive and stressed. The key aspects of good time management are setting goals, prioritizing tasks, managing interruptions, avoiding procrastination, and scheduling one's time. It includes a self-assessment quiz to evaluate one's current time management skills and provides tips in areas like goal setting, prioritization, handling interruptions, and scheduling to help structure one's time more effectively. Improving time management can help reduce stress, avoid procrastination, stay motivated, build a better professional reputation, and achieve life and career goals.
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Time Management Tips to Enhance Productivity
- 1. Time Management Working Smarter to enhance Productivity Hanna Nazar HR Executive
- 2. Why Time Management Do you feel the need to be more organized and/or more productive? Do you spend your day feeling very busy and yet wondering why you haven't accomplished much? Do you wish you had a more than 24-hour day to complete all your tasks? Do you feel you rarely achieve your 100% production capability? Do you feel stressed by an ever busy schedule with no time for yourself?
- 3. • If you have answered ‘Yes’ to any of the earlier questions, then the solution to your dilemma lies in time management
- 4. Time Management • You do not manage Time !!! You Manage: Yourself Others & Work
- 5. How Good is Your Time Management
- 6. 15 Statements to answer Not at All Rarely Sometimes Often Very Often The tasks I work on are the ones with the highest priority I find myself completing tasks at the last minute, or asking for extensions. I set aside time for planning and scheduling. I know how much time I spend on each of the various task I do. I find myself dealing with interruptions. I use goal setting to decide what tasks and activities I should work on. I leave contingency time in my schedule to deal with "the unexpected"? I know whether the tasks I am working on are high, medium, or low value. When I am given a new assignment, I analyze it for importance and prioritize it accordingly. I am stressed about deadlines and commitments. Distractions keep me from working on critical tasks. I have to take work home in order to get it done. I prioritize my To Do list or Action Program. I confirm my priorities with my boss.
- 7. SCORE Question No Not at all Rarely Sometimes Often Very often 1 1 2 3 4 5 2 5 4 3 2 1 3 1 2 3 4 5 4 1 2 2 4 5 5 1 2 3 4 5 6 1 2 3 4 5 7 1 2 3 4 5 8 1 2 3 4 5 9 1 2 3 4 5 10 5 4 3 2 1 11 5 4 3 2 1 12 5 4 3 2 1 13 5 4 3 2 1 14 1 2 3 4 5 15 1 2 3 4 5
- 9. • Goal Settings- (Questions 6 & 10) • Prioritization-(Questions 1, 4, 8, 13, 14, 15) • Managing Interruptions-(Questions 5, 9, 11, 12) • Procrastination-(Question 2) • Scheduling-(Questions 3, 7)
- 10. The Process of Time Management Starts with…..
- 11. 1.Goal Setting • Why to set goals • Starting to set personal Goals • Set Smaller Goals • Your Goal is Your choice
- 12. 2.Prioritization
- 15. 4.Procrastination • Recognize that you're Procrastinating • Work out WHY you’re Procrastinating • Get over it!
- 16. Schedule your time • Identify Available time • Schedule high priority Activities • Schedule Essential Actions • Schedule contingency time
- 17. Benefits of time management • Reduce Stress • Avoiding Procrastination • Getting Motivated • Better professional Reputation • Greater Opportunity to achieve important life and career goals • Better work life balance • g
- 18. The Big Rocks of Life
- 19. If you do not know what to do with your time, others surely do Wish you all the Best
Editor's Notes
- Time management is the way that how you organize and plan certain activities how long you spend on those activities. Time management let you to work smarter not harder Benefits of tm Reduce stress Avoiding procrastination Getting motivated Better profeesional reputation Greater Poor time Management Leads to : Missed deadlines Poor Work quality Poor Professional Reputation and a stalled career High Stress level
- To start managing time effectively, you need to set goals. When you know where you're going, you can then figure out what exactly needs to be done, in what order. Without proper goal setting, you'll fritter your time away on a confusion of conflicting priorities. 1.Goal setting is a powerful process for thinking about your ideal future and helps u to organize your time to achieve the goal, and for motivating yourself to turn your vision of this future into reality. Be your own judge and your own motivator 2.Personal goal setting will fall to many categories such as career ,family ,education, financial First you create your "big picture" of what you want to achieve in each category( eg .for career where I want to reach after 5 years from now or what I want to achieve for my family ) and set goals for each of your choices seperately Then, you break these down into the smaller and smaller targets that you must hit to reach your lifetime goals. Finally, once you have your plan, you start working on it to achieve these goals. 3.People tend to neglect goal setting because it requires time and effort. What they fail to consider is that a little time and effort put in now saves an enormous amount of time, effort and frustration in the future 4.make sure that the goals that you have set are ones that you genuinely want to achieve, not ones that your parents, family, or employers might want. Make time management your tool for success
- After goal setting then we need to prioritise the goals which is do be done first which is next amd so on. Using this priority matrix we can arrange the goals as according to their importance and urgency This matrix can be used for prioritizing our lager goals or for smaller goals Eg.it can be used for prioritising our daily work / family goals Most people have a "to-do" list of some sort. The problem with many of these lists is they are just a collection of things that need to get done. There is no rhyme or reason to the list and, because of this, the work they do is just as unstructured How to use priority matrix Step 1 List the major activities that you want to or need to complete. Step 2 Score these on impact (from, say, 0 for no impact to 10 for maximum impact), and on effort involved (from, say, 0 for no real effort to 10 for a major effort). Step 3 Plot the activities on the Action Priority Matrix, based on your scores. Step 4 Prioritize appropriately, and delegate or eliminate low-impact activities. Identify Quadrant 2 activities. Write down all the Quadrant 1 and 3 activities you routinely do (all the Urgent stuff) Write down how you can prevent these things from reoccurring or from becoming emergencies in the first place: These are your new Quadrant 2 activities. B. Free up time for Quadrant 2 activities Look at all the things in Quadrant 4 and STOP DOING THEM! Look at all the things in Quadrant 3 and stop doing them too. This is more difficult as it involves saying NO to people. You should now have time to spend on Quadrant 2 C. Schedule time for Quadrant 2 Schedule time to do Quadrant 2 activities.(Put them in your calendar just like a meeting). DO THE THINGS YOU SCHEDULED! D. Reduce Quadrant 1 The beauty with spending more time in Quadrant 2 is that it should slowly chip away at all your Quadrant 1 activities. As you reduce your Quadrant 1 activities you have more time for Quadrant 2,, creating a fly-wheel effect.
- There are many obstacles to time management- disorganisation ,unclear objectives, inability to say no, Interruptions Having a plan and knowing how to prioritize it is one thing. The next issue is knowing what to do to minimize the interruptions you face during your day.. There are phone calls, information requests, questions from employees, and a whole host of events that crop up unexpectedly. Some do need to be dealt with immediately, but others need to be managed. However, some jobs need you to be available for people when they need help – interruption is a natural and necessary part of life. Here, do what you sensibly can to minimize it, but make sure you don't scare people away from interrupting you when they should.
- It’s the habit of delaying something . In fact, many people procrastinate to some degree – but some are seriously affected by procrastination that it stops them fulfilling their potential and disrupts their careers. Why Procastinating—Disorgnised, Interruptions other delays The key to controlling this destructive habit is to recognize when you start procrastinating, understand why it happens (even to the best of us), and take active steps to manage your time and outcomes better.
- Scheduling is planning your activities so that you can achieve your goals and priorities in the time you have available. Step 1: Identify Available Time you have priorities certain activities now you have to schedule your time for each ,so start by identifying the time you want to make available for work step 2: Schedule High-Priority Activities Review your to do list/ priority matrix , and schedule in high-priority and urgent activities, as well as essential tasks that cannot be delegated or avoided. Try to arrange these for the times of day when you are most productive – for example, some people are at their most energized and efficient in the morning, while others focus more effectively in the afternoon or evening. Step 3: Schedule Essential Actions Schedule for essential task and make sure that you are not wasting your time. For example, if you manage people, make sure that you have enough time available to deal with team members' personal issues, coaching, and supervision needs. Step 4: Schedule Contingency Time Next, schedule some extra time to cope with contingencies and emergencies. Experience will tell you how much to allow – in general, the more unpredictable your job, the more contingency time you'll need. (If you don't schedule this time in, emergencies will still happen and you'll end up working late.)
- One day an expert in time management was speaking to a group of business students and, to make a point, he used this illustration. As he stood in front of the group he pulled out a large wide-mouthed Mason jar and set it on the table in front of him. Then he produced about a dozen rocks and placed them, one at a time, into the jar. When the jar was filled to the top and no more rocks would fit inside, he asked, "Is this jar full?" Everyone in the class said, "Yes." Then he said, "Really?" He reached under the table and pulled out a bucket of gravel. He dumped some gravel in and shook the jar causing pieces of gravel to work themselves down into the space between the rocks. Then he asked the group once more, "Is the jar full?" By this time the class began to understand. "Probably not," one of them answered. "Good!" he replied. He reached under the table and brought out a bucket of sand. He started dumping the sand in the jar and it went into all of the spaces left between the rocks and the gravel. Once more he asked the question, "Is this jar full?" No!" the class shouted. Once again he said, "Good." Then he grabbed a pitcher of water and began to pour it in until the jar was filled to the brim. Then he looked at the class and asked, "What is the point of this illustration?“ One student raised his hand and said, “No matter how full your schedule is, if you try really hard you can always fit some more things in it!" "No," the speaker replied, "that's not the point. The truth this illustration teaches us is: If you don't put the big rocks in first, you'll never get them in at all." What are the 'big rocks' in your life? Your children; Your loved ones; Your education; Your dreams; A worthy cause; Teaching or mentoring others; Doing things that you love; Time for yourself; Your health; Your mate (or significant other). Remember to put these BIG ROCKS in first or you'll never get them in at all. If you sweat about the little stuff (the gravel, sand, and water) then you'll fill your life with little things you worry about that don't really matter, and you'll never have the time you need to spend on the big, important stuff (the big rocks). So, tonight, or in the morning, when you are reflecting on this short story, ask yourself this question: What are the 'big rocks' in my life? Then, put those in your jar first.