Are you struggling to deliver projects on time?
A business consultant shares some effective time management strategies!
Time management is more about managing yourself than your time. Everyone has the same 24 hours in a day, and it’s up to us how we use them. Efficient time management means improving how you work, minimizing distractions, and finding other ways to maintain focus. Here are the top five strategies shared recommended by our business consultants:
1. Develop a Forward-Looking Plan
If you want to make the most out of your time, you need to plan for work ahead of time. Having a comprehensive plan in place enables greater visibility for project goals and requirements when you have multiple projects to handle.
This approach is helpful for projects as well as day-to-day activities. It can be as simple as creating a to-do list that includes your want-to haves and must-haves to make your day productive.
2. Learn to Prioritize
If you don’t know how to prioritize tasks based on urgency and importance, you’ll never manage time effectively. It’s important to understand that many critical tasks are often not the most urgent, yet our workdays remain dominated by urgent tasks. Using the Dr. Stephen Covey’s four-quadrant approach, develop a matrix with the following four categories:
- Urgent
- Important
- Not Urgent
- Not important
Next, categorize your tasks correctly based on urgency and importance. Then, do the jobs that are both urgent and important as soon as possible. Tasks that are urgent but unimportant should be delegated to appropriate people who can take care of them, while tasks that are important but not urgent should be deferred until all the urgent tasks are complete. Finally, eliminate the tasks that are neither important nor urgent, as they’re likely just time wasters.
4. Minimize Interruptions
Some project tasks require deep focus, such as developing a report or documentation. Any amount of interruption from calls, emails, chats, and colleagues can lead to inefficiency. Many of us tend to check our inbox every few minutes. Even if it’s a simple glance, doing this repeatedly kills productivity.
To minimize interruptions, designate a time for checking your email. Silence your notifications on your smartphone and keep it out of sight. You can also use headphones to discourage people from approaching you when you’re busy. If you manage to minimize distractions effectively, you’ll see immediate results.
4. Set Deadlines
The longer we have to complete tasks, the more likely we are to procrastinate. That’s why you should set realistic deadlines for everything that needs to be done. When you have a date in mind, it becomes easier to tackle tasks quicker.
5. Delegate Tasks
No matter how tempting it is to handle everything yourself, you’ll have to delegate certain tasks to others for better time management. Identify the tasks that others can do and pick the right people to handle them. This will free up your time for tasks that require your expertise.
Conclusion
Efficient time management is the key to achieving long-term project goals. While the aforementioned strategies should help you manage time better, if you or your team is facing serious time management issues, reach out to Adam Thompson of FocalPoint Business Coaching of Plymouth, MN, for high-quality time management training.
