A well implemented time management system enhances corporate productivity. Business owners mistakenly assume that tracking time is equivalent to managing time. But, in reality, time management requires a more systematic approach. Establishing a system makes it easier to complete tasks and meet deadlines. Moreover, it improves the performance of employees and increases organizational efficiency. However, a system is ineffective without the implementation of some essential time management principles. To help you establish a time management system in your company, this post explores helpful time management principles.
Try Stephen Covey’s Prioritization Matrix
Celebrated educator, author, keynote speaker and businessman, Stephen Covey created the prioritization matrix of time management. The prioritization matrix emphasizes the importance of undertaking work based on its priority. Using his 2X2 prioritization matrix, business owners can categorize tasks into two main groups, urgent and non-urgent. Additionally, urgent and non-urgent tasks fall under either important or unimportant categories. When you arrange tasks in this manner, it is possible to finish urgent and important tasks first. Certainly, Stephen Covey’s prioritization matrix can make your time management system effective.
This may seem counterintuitive, but you need to take breaks if you want to improve your time management and work life balance. When you trudge on through task after task, your brain burns out. Cognitively, you will be sluggish and unable to compute tasks and commands as swiftly as you would normally. Tasks will take infinitely longer to get done, which is a waste of your time. Taking a break gives your brain a chance to reset. Make sure to work some breaks into your daily schedule. Try to pick the times that you know you tend to start feeling sluggish and have difficulty concentrating. In the end, this will make you much more efficient and therefore much more productive throughout the week, which will certainly improve your time management overall.
Figure Out Your Weaknesses
If you really are serious about improving your time management, this is one of the most important time management strategies to start your journey to improvement with,whether you work in a business analyst role or a part-time dog walker job. In order to improve your time management, you need to know how you currently spend your time. For at least a week, keep track of your daily activities in a time log. Every twenty minutes or so, write down what you are doing. Once you have an idea of where your time is spent, you can determine your weakest areas most in need of improvement. Then, you can tailor your time management strategies to that particular weakness.
Learn To Set Goals
A clear vision of your goals establishes a time management system plan. In order to set time management goals, you should make a list of the ultimate objectives of your business. In most cases, the ultimate objectives are scaling the business and generating profits. Understanding the objectives of your business allows you to set goals accordingly. Then, continue to list both short term and long term goals for the company. Using a time clock software, the short term goals are to be achieved immediately. In turn, achieving the short term goals will lead towards fulfilling the long term goals. Definitely, the long term goals will be accomplished because of your time management plan laid out from the start.
Keep Distractions At Bay
Another major time management principle is minimizing the amount of distractions. If you review your entire day’s routine, you will find that several hours are wasted on unnecessary phone calls or social media status updates. Stop wasting time. Identifying these distractions will help you avoid them. As a consequence, you will find more time in hand to complete necessary tasks. Surely, with your increased focus on important tasks, the productivity of your company will increase.
Break Into Pomodoro Practice
Developed by Francesco Cirillo, Pomodoro is an innovative time management technique. Using this technique, you can break your total working hours into chunks of thirty minutes. Next, allot one task to each of these thirty minutes chunks. Then, set a timer which will go off at every thirty minute intervals. This method helps in tracking progress of work, increasing your focus. In addition, the Pomodoro technique allows short breaks in between tasks, reducing stress of workers and business travelers alike. Appropriate application of the Pomodoro technique will further enhance the efficiency of your time management system.
Do The Hardest Tasks First
Leaving harder tasks for the end of your day is not recommended for any business process. As the day passes, your energy level will decrease, making you work slower. When you are tired, finishing the harder tasks will be more difficult. On the contrary, if you finish the hardest tasks in the beginning of the day, you will feel less stressed out. Once the harder tasks are done, you will have enough time to complete the other tasks. Prioritizing difficult tasks is a useful efficient time management principle.
Focus On Communication
Any time management system works with strong focus on communication. Effective communication enables business owners to assign tasks, explain responsibilities and guide employees. Additionally, proper communication divides work through timely delegation. On top of that, communication strengthens customer relationships, raising the bottom line. To be precise, focus on communication boosts the quality of your time management system.
A time management system enables companies to make higher utilization of each working day. Using the principles in this post, establishing a time management system will improve the productivity of you and your employees. Certainly, you have the capability to implement an effective time management system in your business today.
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