In the context of present scenario, one of the most emerging issues is Time management (hereafter referred as TM) i.e. how one can effectively manage one’s time. Time is a resource that cannot be replaced by any entity in the world. Because of the continually increasing technological advancement, time has become even more important in almost all cultures of the world. The extent to which one manages one’s time effectively, determines one’s personal and professional success or failure.
There is one thing common that all achievers share: they all have managed their time effectively. In order to be successful in life, time management skills are absolutely essential.
Relation of productivity with time management: Less productive people are poor in managing their time effectively. By contrast, those people who can manage their time effectively are more productive. We may derive a relation between productivity and time management as follows:
TM ∞ 1
Productivity
Hence, productivity increases with the extent to which one manages one’s time effectively and vice versa. Unfortunately, majority of people are poor in managing one’s time effectively. They perform a number of activities, try harder but don’t achieve anything of much value or achieve very little. There are several characteristic possessed by these people including:
- don’t concentrate on the work that matter most i.e. they don’t prioritize their work;
- dissipate their energies on unnecessary tasks or tasks that come later in the order of priority;
- stress level is increased as they are unable to meet the deadlines or complete their work on time;
- unable to control the workload;
Tips for effective time management: In fact time is beyond our control, there are only 24 hours available in a day. Time is going to be passed: managed effectively or ineffectively. So time is not something that we can have a direct control; what we can control is our own selves, in terms of transforming from ineffective to effective
individual. This transformation comes through doing significant, relevant activities in the time that is available to us; and minimizing those occupations or activities that are less significant or unnecessary. There are several ways to achieve this objective; some of them are as follows:
- Goal Setting: Goal setting lies at the foundation of effective time management. This is the most fundamental component to achieve success. One must know clearly, what one wants to achieve in life. Without setting goals, one will only dissipate energy in wandering here and there, thinking this and that. If one is total, wholehearted in setting goal, then we may say that virtually half journey has been completed.
Before setting goal, take some time to decide which goal is better for you. Don’t be in hurry. I think the best way to do this, is to go to some peaceful place like beach, garden, orchard etc. and just not only think rather feel the question itself what goal will be best for me? Obviously it will be again different for different people according to their circumstances, capabilities etc. That’s why; goal should be realistic, which you can achieve with presently available resources. What is the meaning of realistic goal? The criteria to decide it may be observing that even if only one person had succeeded in similar conditions as I am in, then there is absolutely no reason that you can’t be succeed. Ask yourself? What were the resources available to recent US president - Barack Obama? Or to Abraham Lincoln? Or to other great people with great name and fame?
In fact, all great men of the world possessed very limited resources. They created everything out of nothing. What sort of power they have got to transform their lives? We will talk about this in following discussion.
A method is proposed which may be helpful in goal setting. The method is as follows:
- Tell to yourself that you are going to decide about which goal you have to choose.
- If you are believer in religion, then you can have total faith that God is going to help you to find the right goal. Otherwise, you can just believe in yourself that you are going to find the right goal for you.
- Go to some place where nobody can disturb you. Sit in a comfortable posture. Close your eyes. Take deep breath for 5-10 minutes.
- During the process the question must be there in your very being that what goal you are going to choose?
- In most of the cases, the answer is revealed.
- If it does not work, then repeat the process once more.
But the time to be invested in goal setting should not be too much. Normally, 3-7 days will be enough.
1. Schedule your time: Once the goal is set, the next step is to schedule your time. Make a list of the tasks to perform. Prioritize them in the order of high and low priority. Concentrate first on those tasks that are of high priority. Never compromise on this issue. The centre of orientation should be these tasks. All other activities or tasks come next. After completion, mark them as done; and go for next task in the order of priority.
Practicing this certainly improves productivity; reduces the level of stress; wins appreciation from boss; and make an individual more effective.
2. Find out the channels through which your time is being wasted: Wastage of time refers to the time being invested in unnecessary tasks. It is concerned with the identification of the unnecessary activities that kills your time. The orientation should be to minimize them; and to invest the same on the tasks of higher priority. In the absence of this practice, you are more likely to be unaware about these activities. Hence, a diagnosis is needed in order to cure the disease of time wastage.
Utilize unexpected available time: As we have maintained that time is a limited, exhaustible entity; we must look for the maximum utilization of time that is available to us, even if it is available unexpectedly. For example, waiting for a meeting, appointment with a doctor or lawyer; waiting for flight etc. Much work can be completed during this time like talking to a client, reporting to boss, checking and responding e-mails etc.
Implement an action plan to manage time effectively: One has to actually implement one’s plan of action related to the time management by frequently checking that the time is being utilized effectively. When one is productive and feeling less stress; it shows that one is in the right direction.
5.Use technological tools: In this age of technological advancement, it is easier to manage things more effectively in a very short span of time. Hence, it is useful to use software to plan out things effectively; and to manage the same.
6.Good proper organization of things: One of the most things that are often ignored is proper organization of things. Sometimes much time is wasted to search for desired information. This time could have been available for the tasks of higher priority. That’s why, it is important to be organized in maintaining hard files in the offices, soft files in the computer etc. Unfortunately practicing this activity, people waste a lot of invaluable time which they will not able to recover.
Consistency in efforts: One must be consistent in efforts towards a desired goal, in short and long term. If the consistency breaks by mean of goal changing; then it destroys already invested time in those efforts.
There may also be short term breaking in consistency, by some outside barriers like interruptions from other persons who would like to get their tasks completed through you. Never do anything at the cost of your schedule. It must be kept in the mind of professionals.
1.Avoid interference: It is a common practice in several organizations that managers are often interfered by several people at the work place; resulting in delayed completion of manager’s tasks. However, it is equally necessary to respond to all of them whether customer or subordinate. This interference may be avoided to fix the time of meetings with the people or to delegate the work to somebody else.
Interference may be at the operational level. For example, if your computer is not working well; then it may create threatening for you to complete your important work. Other interference could be your phone calls that may be controlled by responding to them through your voice message that you will call back after two or three hours, depending on the duration of your work.
2.Collaboration: In managing one’s time effectively, it must be kept in mind that you have to cooperate with other colleagues working with you, in terms of getting their work completed on time (that is dependent on you). For example, meeting deadlines of project that involves a team will be appreciated as it involves a number of people. It is a win-win situation for all the people involved in the project including you.
By contrast if you are confined only in your personal growth; then it creates competition; and win-lose situation as shown in exhibit 2. If you try to completely avoid others as you perceive that others are just disturbing you; then it creates a situation of avoidance. In this situation others are also try to avoid you. This is how; a lose-lose situation may be created. Sometimes, people put others on the priority while ignoring their personal growth. This situation is termed as accommodation, and creates a lose-win environment. Second cell of the following matrix is ideal and worth desiring i.e. win-win situation (collaboration).
1. Avoid unexpected meetings: Unless a meeting is absolutely necessary or urgent, avoid investing much time in routine meetings. Be very specific in meetings i.e. remain stick to the agenda of the meeting and end exactly at the allotted time. Suppose you are sitting in your office, doing a very important work; suddenly your boss has called you for a meeting. If the boss permits, you may request to finish the meeting early or to through the minutes of the meeting; once the meeting is completed (this may be practiced in case of routine meetings; be realistic in arguing that you are engaged in extremely important work of the company).
2. Procrastination must be avoided: Procrastination refers to the act of replacing the tasks of higher priority with the tasks of lower priority. In order to perform effectively, procrastination must be avoided. Habitual procrastination leads to stress, negative feeling of guilty, loss of productivity; and criticism from group or society for not meeting the deadlines or commitments. It also severe affects the normal functioning of an individual.
Refresh frequently: You must also plan to refresh yourself continuously in order to be more productivity. Your body is a mechanism, it needs rest. If it is completely exhausted; then it is difficult to manage productivity. Tea breaks, leisure and entertainment activities help a lot. There must be good sleep at night; otherwise you must somehow drag yourself during the day time that directly affects your productivity.
Take a balanced diet: What could be the relation of a balanced diet with TM? Well, it has got relation in terms of investing a lot of time in making frequent visits to your doctor. If you are not taking a balance diet; then you are not fulfilling the nutritional requirement of your body; which in turn affects your health. A body that lacks nutrition is likely to be more prone to several sorts of bacterial and viral infections. That’s why, a lot of time is wasted in dealing with medical problems.
Avoid unexpected meetings: Unless a meeting is absolutely necessary or urgent, avoid investing much time in routine meetings. Be very specific in meetings i.e. remain stick to the agenda of the meeting and end exactly at the allotted time. Suppose you are sitting in your office, doing a very important work; suddenly your boss has called you for a meeting. If the boss permits, you may request to finish the meeting early or to through the minutes of the meeting; once the meeting is completed (this may be practiced in case of routine meetings; be realistic in arguing that you are engaged in extremely important work of the company).
2. Procrastination must be avoided: Procrastination refers to the act of replacing the tasks of higher priority with the tasks of lower priority. In order to perform effectively, procrastination must be avoided. Habitual procrastination leads to stress, negative feeling of guilty, loss of productivity; and criticism from group or society for not meeting the deadlines or commitments. It also severe affects the normal functioning of an individual.
3. Refresh frequently: You must also plan to refresh yourself continuously in order to be more productivity. Your body is a mechanism, it needs rest. If it is completely exhausted; then it is difficult to manage productivity. Tea breaks, leisure and entertainment activities help a lot. There must be good sleep at night; otherwise you must somehow drag yourself during the day time that directly affects your productivity.