Tips for optimizing time management at work

It seems that there is always not enough time in the day. It seems that we all have 24 hours a day, but then why do some people manage to do much more than others? The answer lies in good time management. Good time management requires a serious shift in focus from actions to results: being busy is not the same as being effective. You can improve your results even with a strong lack of time and high pressure. This is one of the tasks of time management.

What is time management?

Time management is a time planning process that aims to increase productivity and work efficiency. This is the main support for improving the efficiency of both companies as a whole and individual employees.
Time management helps to plan processes and tasks within the team, as well as to determine priorities.

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Source: Unsplash.com, Project Deadline Minted

Advantages of proper working time management

  • Increase productivity and efficiency.
  • Improving professional reputation.
  • Stress reduction.
  • Increasing opportunities for promotion.

Reasons for poor time management

If you can’t manage your time properly, then your business won’t go very well. An employee who cannot manage his time can create conflicts in the office that can get out of control. Deadlines, financial losses, stressful relationships, and even job losses are all possible losses due to poor time management skills.

Here are some of the main reasons for poor time management:

  • Lack of organization: Organization is the key to time management. Without planning, you won’t know what to do when you finish the task, and therefore you’ll spend extra time figuring out what to do next.
  • Inefficient communication: Good communication can save you a lot of time. If you communicate correctly with your customers, employees, colleagues, and so on, then there will be no misunderstanding in your relationship, which means much less time will be lost.
  • Misuse of Tools: Many tools can help you increase the productivity of your time. However, if these tools are not used properly, then all they will do is waste your time.

On a personal level, inefficient time management leads to the following problems:

Towards procrastination

Poor time management skills inevitably lead to procrastination. This term means constantly postponing important and necessary work until the last moment. Usually, when work is postponed to deadlines, this work is not done as well as if it were done on time with a normal schedule.

To frequent delays

People who have problems with managing their time are often late for important meetings and often cannot deliver their work on time. And this already leads to a deterioration of reputation. And to the loss of the reputation of the employee and the company as a whole.

To the accumulation of tasks

Poor time management also leads to the accumulation of tasks. As a result, many tasks are not performed at all. It is more difficult for people who accumulate tasks to start the delegation process and it is more difficult to find time to figure out how to do the work as efficiently as possible.

In addition, problems with time lead to problems with related colleagues. If your colleague receives the data he needs at the last moment, then for him to cope with his work in time, he will need incredible effort, and most likely, his error rate will be higher.
Thus, time management affects not only an individual but also the rest of the team.

Tips for optimizing time management in the company

For business success, it is necessary to allocate time management into a separate task that needs to be developed at two levels.
The first level is the company as a whole. The role of the company’s management is crucial for the implementation of good time management. The head of the company needs to take into account several recommendations to identify inefficient time management by employees:

  • How does the employees’ time pass? It is important to find out what they are spending their time on. We are not talking about the fact that you need to constantly be near the employee and observe his every movement. No one likes it when his every movement is controlled by his superiors, it only reduces productivity. But if an employee performs typical tasks, then it makes sense to carry out timekeeping, which will show exactly what time is spent.
  • Avoid unnecessarily interrupting workers’ tasks. A typical picture: an employee is given a job, and he begins to do it. A little time passes, and now the employee is given a completely different task, which also needs to be done urgently. A little more time passes, and now another task is given. And now the employee is forced to be torn between tasks. As a result, none of the tasks is done in the optimal time and with the proper quality.
  • Better use productive time. A normal working day lasts 8 hours. But the thing is that the effectiveness of different times of day will be different. It is far from a fact that a task that is easily completed in 2 hours in the morning will be done on time if it is done in the evening. Therefore, it is necessary to assign important tasks to more productive hours, transferring secondary tasks to another time.

The second level is related to the employees themselves, who should use several recommendations in their work.

Plan ahead

It is impossible to improve time management without planning. It is advisable to plan every day and every week.

But you have to do not only general planning but also planning the execution of each task. Write down each of the tasks into subtasks and see exactly what you need to do.

Write down to-do lists

How many times have tasks remained undone simply because you forgot about them? This happens every day, simple tasks are forgotten due to poor management. Not everything fits in my head, so write down all the tasks in one place, and constantly refer to this list.

Prioritize your tasks

Surely you have had it many times that you did not have time to complete important tasks on time. This happens when a person cannot prioritize. You have to make a list of tasks and set the order according to their priorities.

To do this, you can organize tasks by level of importance:

  • Level 1: Very urgent tasks.
  • Level 2: Important tasks, but not too urgent.
  • Level 3: Tasks that can wait.
  • Level 4: Tasks that you can delegate.
  • Level 5: Tasks that you can exclude.

Automate processes

Automation of processes will help you to reduce the execution time of many tasks. Look for apps or tools that will help you. Don’t waste time on tasks that can be easily automated. But also don’t go to extremes, many tasks, especially one-time ones, are often done faster without automation.

Identify and eliminate distractions

Distractions are the main thieves of time. To eliminate them, they must first be identified. Facebook Instagram To understand what you are spending your time on, you just need to objectively observe yourself and see how much time is spent on browsing web pages that are not related to work, how much time is spent on WhatsApp and other applications, Facebook, Instagram, and so on.

Be realistic with deadlines

Being realistic means not only considering other tasks but also considering possible unforeseen events. Set longer deadlines to avoid complications!

Source: Unsplash.com, Deadline

Follow the 80/20 rule

Many employees and employers spend their time and effort on tasks that are not useful or are not important. The 80/20 rule says that 20% of efforts should produce 80% of results, so don’t waste time on unimportant tasks that won’t bring you good results!

Don’t chase perfection

The best is the enemy of the good. In most cases, to complete the task well is quite acceptable. The problem is that if you constantly try to do tasks perfectly, then it takes a lot of extra time.

Set a flexible schedule

Don’t schedule your time too rigidly, as you should always have time for unforeseen events and delays. You have to be realistic when allocating time.

Switch between tasks

Constantly jumping from one task to another reduces productivity. But if you have several long-term tasks at once, then a long time on one of them can lead to premature fatigue. In such cases, it is better to periodically change the task.

Keep your workplace and digital space in order

When you work in a well-organized workplace, where nothing distracts you and everything you need is at hand, then your productivity increases. This concerns the order in your physical workplace and the order in your digital environment.

Delegate

Delegating responsibilities is vital for proper time management. If you are one of those people who control absolutely everything, then it will probably be difficult for you to delegate. But the truth is that each person can only complete a limited number of tasks. And each person is strong only in a small number of directions.

Delegation is not a sign of weakness, but intelligence. Surround yourself with competent people you can trust and delegate some of the responsibilities. This will allow you to be more productive and reduce stress levels.

Improving time management is an important task that needs to be addressed both at the level of the entire company and at the level of an individual employee. Follow the recommendations provided and you will see the results soon.

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