Time Management

Time Management as a Confidence Booster and Stress Reliever!

Part ll

We looked at ways to analyze our schedule to look at how we may be wasting time. Now let`s look at some of the vital factors that you must consider when allocating your time.

There are 4 of these factors in total; let`s have a look at them.
The first thing that you have to do is to identify
how
you are spending your time at the present - both at home and at work.

Write out the tasks or activities that you must do in order for you to achieve the objectives of your job or at home.

These could include work tasks such as meetings, appraisals, E-mails, documentation and the like. Home activities could include cleaning, cooking, shopping, time with the children, watching television. Write all of them down.

After you have identified what you have to do, the next step is to schedule your work and activities.

In order for you to schedule your work there is a need to know two things.

First - You will need to know how long you will want to spend on a particular
task - this is determined by how
important
the task is.

Second - you will have to know how soon you have to get the task completed -
this is determined by how
urgent
the task is.

Now, important and urgent are not the same. An urgent task is not necessarily important. It may be urgent but trivial.

A good rule of thumb is to remember that the tasks and activities that you have written will nearly always be important ones.

The unimportant tasks are usually known as reactive tasks.

These are the everyday running problems that have to be dealt with to keep things ticking over - for example, answering the telephone and responding to E-mails.

For successful time management, you must have in your possession a diary. Once you have worked out the tasks that you have to do and their relative importance - the next step that you have to do is to schedule these activities into your diary.

In your diary, block out time for certain tasks. Also allow time for reactive tasks and regular duties, let people know when you are available and also allow time for reviewing and planning at the end of each day.

Scheduling out time for
planning
is essential on a daily basis. This should be done at the end of the working day or at night for your home duties.

Within this time for planning you should draw up your schedule and also a
TO DO
list for the next day using the techniques that I have already mentioned.

Using a diary with a day to view facility has advantages.

First, you will have more space to write, so that you will be able to schedule your activities in greater detail.

The day is also broken down more comprehensively into 15 minute blocks of time, giving you better control.

Also, more often than not, on day to view pages, there is usually space for you to write your to-do list next to the actual schedule planner.

Cross out each activity as you complete them and make sure that you complete them all.

Visual work planners are also an excellent tool to use. They illustrate, at a glance, the days that you are off, and any events that you have got planned on particular dates - I would strongly recommend that you purchase one.

The last areas that we can look at are time saving techniques. These are the things that you can do to give yourself more time.

First, by doing less, you can increase more of your available time.

I see so many people who are snowed under with their workload and agenda, these people never seem to have a minute to spare and just take on more and more work. Is this you?

Let's have a look at some other things that you can do. The first and most important question you can ask yourself is this:

Can I delegate certain activities?

You can reduce your workload by getting other people to do it for you.

You can also discourage unnecessary meetings, don't take work home, don't take responsibility for other people's problems and don't become bogged down with detail.

One of the
most
important things that you can do is just by saying NO to certain requirements and requests that are asked of you.

It is such an easy word to say in theory, but too many people don't use it in practice. Remember also that 'No' Is a complete sentence!

Secondly, another excellent time saving technique is by working faster, and by
reducing the time
for particular tasks.

Ensure deadlines are set and adhered to, keep your communications concise, and take the most important tasks when you are alert - it is more time efficient and productive. Learn how to conclude meetings and conversations. Ensure meetings are run promptly and on time - there are many others.

Another technique to reduce time is by
working more effectively.
Make sure that you plan your work, establish clear objectives, set priorities,
be realistic, draw up
TO DO
lists daily and weekly, make efficient use of a diary, plan meetings and plan agendas.

The time management techniques that I have just described will start you off in your quest to control every aspect of your life and, once you have control over your time, you will perform more effectively and have greater enjoyment in your life.

The subject of time management could take up a whole series of manuals to fully explain.

Why not get my e- book ! ONLY $24.95!


Effective Time Management Strategies
is a 101 page e-book that is designed for those people, business owners or managers who just need to find more hours in the day!

Effective Time Management Strategies
will enable you to manage your time more effectively and will get you organized freeing up your time for the important stuff!

Chapter Topics include:

The Secret of Getting More Time
Time Estimation
Plan Your Time
Take Control of Your Time
The Cleanest Dirty Word : Organization --- AND MORE!

***If time management is one of those goals you would like to have coaching support in reaching : Contact Naomi Jones RN