Time Management: simple ways to be organized

The rule of 6 “P” reads the proper prior planning prevents poor performance.

The rhythm in which most of us live can hardly be called calm and measured. Lack of time, turmoil and being under time pressure are the challenges not everyone is able to surmount.

Emotional stress block performance, it leads to fatigue and apathy. Therefore, to avoid becoming a victim of stress or, even worse, chronic fatigue syndrome, let’s talk about time management and ways to be more organized.

All successful people do it

All successful people are very productive. They work a lot and manage to do a lot as well. By productivity, we primarily mean the result rather than the process. If you intend to improve your productivity, without any hesitation decide to do it. People spend time in vain because they have not decided to improve their productivity. A lot of businessmen, students, busy women as well use sources that help them to complete some assignments that can be done by anybody else. Such people use essay services or cleaning services as well as other.

The techniques of time management

Eisenhower Matrix is a time management technique for prioritization. It allows you to highlight the important and essential things and decide what to do with the rest. It is believed that 34th US President Dwight D. Eisenhower proposed this technique, and it was the standard of his work. Eisenhower highlighted 4 categories of cases according to the criteria – importance and urgency.

  • Objectives A. Important and urgent. For instance, critical situations, projects with “burning” for a period. Problems of this type should be performed without delay.
  • Objectives B. Important and not urgent. For example, strategic planning, business, personal development. For problems of this type timelines should be set.
  • Tasks C. Unimportant and urgent. For example, spontaneous requests or orders “to do something now, and quickly,” do not relate to your direct responsibilities, etc. If possible,having such requests you should refuse, or delegate.
  • Tasks D. Unimportant and not urgent. Here we would place trifle little things that are time-consuming (smoke breaks, “empty talks”, “talks” on the phone, watching soap operas and others. Time-absorbers). You should try  to eliminate these things from your life.

Pareto’s Principle (or Pareto’s Law, or the principle of 20/80) is a rule of thumb, proposed by the sociologist Vilfredo Pareto, in the most general form it sounds like this “20% of the effort give 80% of the results, and the remaining 80% of the effort – only 20% of the results.” To apply this rule within our time management discourse this rule is as follows: 20% of the time spent provide 80% of the results; 80% of the time spent provide 20% of the results. Therefore, you must first allocate 20% of things which give the best results and then start with them.

Gantt chart is one of the most convenient and popular ways of graphical representation of run-time problems. It is effectively used in time management. Each line in the chart represents one process imposed on the timeline. The tasks and subtasks that make up the plan are placed vertically, the time scale is set horizontally. Start, end and length of the segment on the timeline correspond to the beginning, end and duration of the task. Some Gantt charts also show the relationship between tasks.

Gantt Chart gives you the opportunity to:

  • See and visually assess the sequence of tasks and their relative duration;
  • Compare the planned and actual progress of the tasks;
  • Detailed analysis of the actual progress of tasks.

 

Timing (time tracking/chronometry) – a method of studying the time-cost of each action by  measuring the length of the workflow. Timing allows applying “audit” and “inventory” to the time, to identify “time absorbers”. In order to carry out the timing strategy, it is recommended to record everything you do with the preciseness up to 5-10 minutes for at least 2 weeks.

The list of tasks or a «to do list» – another technique of time management. In fact, it is a list of planned actions. Task lists are convenient because they allow you not to keep all the things you are supposed to do in your head. Put everything in short phrases that reflect what you want to accomplish. After the completion of the action, go to the next task, as a rule, put a check mark, or delete the line.

Setting goals according to the SMART scheme — a well-known and effective technique of  formulation of your purposes. Acronym SMART combines uppercase letters from the English word denoting what should be the real goal like Specific – Measurable – Attainable – Relevant – Time-bound.

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