This article explains what is time management, how to select a tool for managing time, how to organize tasks, and common problems and solutions with time management. There are several reasons why your time needs to be managed such being organized and efficient, being able to work on what we intended and finishing it on time, and being able to incorporate some of our long-term goals into our daily lives. Improving time management can only be done if you know where your time is spent to determine where improvements can be made and if you are willing to make changes to maximize time efficiently.
Selecting a Time Management Tool
There are several tools that can be used to manage your time and your selection should be based on the volume of appointments and tasks you are trying to manage. A pocket or notebook calendar is useful if you only have a few appointments or tasks per day. If your schedule is more complicated, a simple phone calendar app may be sufficient. Most phone calendars can also be linked to your work calendar so that you keep one schedule and do not schedule work and personal appointments without looking at both time commitments.
How to Organize Tasks
Tasks should be prioritized by urgency and importance and assigning a number an help you identify when to do the task.
- Urgent and important tasks must be done today; they are critical and are also important.
- Urgent and not important tasks are something that is needed right away but is not that important.
- Non-Urgent and important tasks are not needed right away but are important to your success.
- Non-urgent and non-important tasks are not needed right away and are not important.
Common Time Management Problems
Underestimating Task Time is where you have allocated a smaller period of time to accomplish a task than it really needs. This can cause this task to be delivered late or impact subsequent tasks.
Over scheduling is when you cram several tasks into a time period that is not adequate. It is similar to underestimating except there are more than one task to manage.
Time Wasters are activities that temporarily interrupt you from what you are trying to accomplish. After a time wasting activity, you lose momentum and it takes you time to pick up where you left off.
A Crisis is an event that totally keeps you from what you have planned and becomes top priority and everything else is now less important.
Firefighting is working on task that are urgent but not important such as tasks brought to your attention by other people that suddenly need attention. If you only work on urgent tasks, you never get to those activities that you have planned.
Behavioral Issues are those personal issues that effect time management. These include procrastination, disorganization, lack of interest, burnout, stress, inability to delegate, reschedule or say “No”, worrying about the past, lack of energy and lack of enthusiasm.
Lack of Planning is a very common problem in time management. You absolutely want to schedule those things that are both urgent and important giving them adequate time and energy. Without a plan, you have no solution.
Solutions to Time Management Problems
Understanding where you spend your time is required to know where your free time is available to use for tasks that you want to schedule.
Planning is an essential activity to determine what your goals are and when you have the available time to accomplish them. Goals can be broken down into objectives that can be added to your task list and calendar.
Prioritizing is organizing your tasks based on urgency and importance. It may be that you have more tasks than time and prioritizing can help get the right tasks done first.
Developing New Time Management Habits can be the first step to making good time management decisions. Whichever time management method you choose, keep it with you at all times so that appointments and tasks can be updated regularly. Group similar tasks together such as running errands or making phone calls. Schedule difficult tasks at your peak energy period such as early morning or afternoon. Anticipate events and don’t wait for them to happen. Have a backup plan in case the original plan does not work out. Delegate tasks whenever possible and don’t be afraid to postpone or say “No”. Set deadlines for yourself and don’t forget to reward yourself for your accomplishments.
Conclusion
This article explained what is time management, how to select a tool for managing time, how to organize tasks, and common problems and solutions with time management.