Section 1.04 – Time Management

What is time management?

This is a process of coordinating one’s time and tasks over a period of time. The aim is to achieve a task within a reasonable desired time.

This is a significant issue for many individuals because they don’t know how to keep control of their time. So, they quickly give up their time for minuscule unnecessary tanks. Worse still, they fit their time into others’ time schedules.

Have you ever wondered how it is that some people seem to have enough time to do everything that they want to do, whereas others are always rushing from task to task and never seem to finish anything?

It cannot just be that some people have less to do. It’s much more likely that they are using their time more effectively, in other words, showing good time management skills.

Everyone has 24 hours, it’s just a matter of priorities – Melvin Mayard

Time management is organising and planning how to divide your time between specific activities. Good time management enables you to work smarter so that you get more done in less time. Failing to manage your time reduces your effectiveness and causes stress.

But what about when you are working as productively as possible, and you still can’t get everything done? It may be better to think about time management as a combination of working productively and prioritising your time.

In other words, people who are good at time management are good at getting on and doing things. They are also, however, better at prioritising and working out what really needs doing—and then discarding the other things.

They can do this because they understand the difference between urgent and essential.

The digital age has given everyone an equal advantage to be better time managers of themselves by using their mobile phones, tablet and computer to receive reminders and task priorities.

List of Effective Time Management Suggestions

Use tools, i.e. Apps and media management software to benefit from auto reminders to stay on track and to discipline yourself with the following;

1. Set goals correctly

Set goals that are achievable and measurable. Use the SMART method when setting goals. In essence, make sure the goals you set are,

Specific
Measurable
Attainable
Relevant
Timely

2. Prioritise wisely

Prioritise tasks based on importance and urgency. For example, look at your daily tasks and determine which are:

Important and urgent: Do these tasks right away.
Important but not urgent: Decide when to do these tasks.
Urgent but not necessary, Delegate these tasks if possible.
Not urgent and not important: Set these aside to do later.

3. Set a time limit to complete a task

Setting time constraints for completing tasks helps you be more focused and efficient. Making the small extra effort to decide how much time you need to allot for each task can also help you recognize potential problems before they arise. That way you can make plans for dealing with them.

4. Take a break between tasks

When doing a lot of tasks without a break, it is harder to stay focused and motivated. Allow some downtime between tasks to clear your head and refresh yourself. Consider taking a brief nap, going for a short walk, or meditating.

5. Organise yourself

Utilise your calendar for more long-term time management. Write down the deadlines for projects or for tasks that are part of completing the overall project. Think about which days might be best to dedicate to specific tasks.

6. Plan ahead

Make sure you start every day with a clear idea of what you need to do – what needs to get done that day. Consider making it a habit to, at the end of each workday, go ahead and write out your “to-do” list for the next workday. That way you can hit the ground running the following day.

The benefits of applying the suggestions above:

A better professional reputation
Greater productivity and efficiency
Less stress
More time to spend in your daily life
More opportunities to achieve meaningful life and career goals

Failing to manage your time effectively can have some very undesirable consequences:

• Missed deadlines

• Inefficient work

• Poor quality of work

• Poor reputation and career

• Higher stress levels

Divide your day into 2-4 hourly chunks to manage your time and tasks better. It’s easier to reflect and make improvements to become more effective.

Time is the greatest commodity in life, when it’s gone, it cannot be retrieved.

“Time management is Life Management “- Melvin Mayard

Manage your time

The best way to manage personal time is to plan the tasks to be actioned at a specific time. One could divide their day for various activities and be disciplined to perform what has been planned.

Use a physical or electronic diary to plan the time of the day.

when it’s visual, it is more effective as the brain sees everything and think in pictures rather than words or sound.

Summary