- What is time management
- Techniques and methods of time management
- 1. The Eisenhower Matrix
- 2. Method “Pomodoro”
- 3. Franklin Pyramid
- 4. “ABVGD”
- 5. Time Management Technique “Timekeeping”
- 6. Eat the frog method
- 7. “ Found time”
- 8. Swiss cheese method
- 9. Pareto’s Law
- 10. “Formula 10-3-2-1-0”
- Time management rules
- 1. Make to-do lists
- 2. Set clear goals
- 3. Complete the goals in stages
- 4. Less distraction
- 5. Organize your routine
- 6. Delegate
- 7. Learn to say “no”
- 8. Keep a diary
- 9. Follow “biorhythms”
- 10. Praise yourself
The high rhythm of life and the constant lack of time cause stress and even depression. To teach hundreds of thousands of people to follow the daily routine and keep up with their plans, in the 1970s. time management was invented.
What is time management
Time management is a set of rules that help allocate and plan time. Its main goal is to increase productivity. When you know how to properly manage time, you can do a lot, do work more efficiently, and do household chores faster.
At first, time management was needed only at work. But then it became clear that any personal goal is also a project that develops according to the same principles. Therefore, now there is family, women’s and even children’s time management.
Techniques and methods of time management
1. The Eisenhower Matrix
Dwight D. Eisenhower – 34th President of the United States, who said: “I have two problems: urgent and important. Urgent is not important, and important is urgent.”
His matrix sorts cases into minor and major. The method is suitable for those who can divide tasks into these four groups:
- Urgent and important – they need to be done immediately.
- Important but not urgent – decide when you will do it and set a specific date.
- Urgent but not important – delegate them.
- Not urgent and not important – leave it for later.
2. Method “Pomodoro”
The method is named after the kitchen timer, which is shaped like a tomato. He has several principles that help to effectively carry out his plans:
- Set a task to be done.
- Set a timer for 25 minutes.
- Work and don’t get distracted.
- After every 25 minutes, take a break of 5 minutes.
- After every 4th Pomodoro, rest for 15-30 minutes.
- Work in this mode until the task is completed. If thoughts about other things come up that distract you, write them down so you can come back to them later.
3. Franklin Pyramid
A system for planning goals of different scales (from global to daily). At the base of the pyramid are the main life values. Next comes the global goal. If your main value is wealth, then the global goal will be to make a business empire.
To achieve this, you need a master plan – the third step of the pyramid. Then there is a long-term plan for 3-5 years. It is followed by a short-term for 1-12 months. At the end of the pyramid is a plan for the day and the week.
The method of setting tasks by priority:
- A – important and urgent things that must be done.
- B – things that can be postponed, but also need to be done.
- B – minor tasks that can not be done.
- G – what needs to be delegated to another.
- D – tasks that are removed from the list.
5. Time Management Technique “Timekeeping”
A type of time management where you need to record all actions and fix the time spent on them. Timekeeping will show how much you sit on social networks, talk on the phone, work, chat with friends or read.
The technique helps to identify “temporary gaps” that you were not even aware of. Do this experiment for 2-3 days. This will be enough to get the big picture.
6. Eat the frog method
“Eating a frog” means doing a small but unpleasant task that you constantly put off. For example, a call to a distant relative, a conversation with management, cleaning an apartment. Little things like that build up and cause us to procrastinate, distracting us from the big things.
The essence of the method is to deal with them in the first place, “eat the frog” quickly. Set aside two hours a week for this, or tackle one every morning.
7. “Found time”
A technique for completing small tasks at the earliest opportunity. Set aside 5-10 small things in advance that you do not have enough time for, and be ready to do them when a free “window” appears.
8. Swiss cheese method
Solving cases randomly. When you have a difficult task ahead of you, it’s easier to start with small steps that seem easier. For example, if you are writing a presentation, start with pictures or headings, and then work on the text. You kind of eat a lot of little holes in one big piece of cheese.
9. Pareto’s Law
Pareto is an Italian economist who noticed that the 20% of the most viable pea pods produced 80% of the crop in his garden. Based on this, he formed the law – “20% of efforts give 80% of the result, and the remaining 80% of efforts – only 20% of the result.”
Later this began to be confirmed in other areas of life. Businessmen say that 80% of their profits come from only 20% of their customers.
Pareto Principle calls to find the “central node”, what you need to concentrate on. Understanding your “knots” makes it easier to devote time to the main thing, and work less on the secondary.
10. “Formula 10-3-2-1-0”
Productivity depends on the level of mood and well-being. The 10-3-2-1-0 method helps you prepare for sleep and stay alert for the next day. This is where you gradually let go of distractions.
- Avoid coffee 10 hours before bed.
- 3 hours from food and alcohol.
- 2 hours from work.
- Turn off all gadgets for 1 hour.
- 0 – the number of clicks on the “snooze” button at the alarm clock.
Time management rules
1. Make to-do lists
The basis of time management is the planning of all large and small tasks. Record everything that you have in mind for the day / week / month, so as not to prioritize in your mind. You can do this on paper or Excel, but it’s more convenient – in mobile applications.
To complete tasks faster, indicate in front of each the time needed for its implementation. But remember that planning does not mean writing everything down to the minute and stressing when reality does not coincide with what was planned.
2. Set clear goals
Competent goal setting will help determine the exact vector. In work, it is better to focus on key performance indicators so as not to give vague plans for the week, quarter or year. The correct goal sounds like this – to increase website traffic by 20% in three months.
Personal goals should also be measurable and achievable, for example, save 200 thousand for a vacation in six months. Therefore, give up tasks like “become better” or “beat the competition.”
3. Complete the goals in stages
Multitasking is the main enemy of time management. Don’t try to do everything at once. It is more important to understand which of the tasks is more priority and when you can complete it faster.
Do everything consistently, breaking big goals into small steps so that you have time to focus and switch smoothly. Work regularly and consistently. If you set a goal to learn English, then the step will be to memorize 30 new words every day.
The exception is time management for parents, when some things can be done while communicating with children (for example, cleaning up and telling stories at the same time).
4. Less distraction
One of the most important time management skills is concentration. Allocate specific time for productive work. Ask colleagues or family to “forget” about you for this period. Turn off notifications on your phone in chats that are not important for work.
Set aside limited time for calls and scrolling online. For example, 40 minutes in the morning to read the news, 30 minutes in the afternoon to communicate with loved ones, one and a half to two hours in the evening for interesting content, to unload thoughts.
For the experiment, make a few “unloading” days when you don’t go to social networks at all.
Register for Rescuetime.com. This software shows which sites “devour” your time more than others.
If you come across an interesting article, install the extension getpocket. It will save interesting text or video that you can watch after work.
5. Organize your routine
Efficiency depends on what surrounds you. So make your space comfortable and streamline your routine. Write yourself text templates for the same type of questions from clients, and keep the contracts in a separate folder on your desktop to quickly check the information.
Create backup copies of developments and keep them in the cloud storage. The remaining documents are also duplicated online to view them at any time.
To quickly complete the task that you have been assigned at work, delegate its “links” to others. Feel free to share responsibilities with colleagues if you are working on a common project, and do not kill yourself around the clock because perfectionism.
The same item works well for mothers who do not want to ask for help from their partners or are afraid to entrust their child to them.
7. Learn to say “no”
Time management does not tolerate all sorts of “vampires” – things that do not have a soul. When something seems inappropriate, don’t be afraid to turn people down with their projects, suggestions, and even requests. To remain polite, use the phrases:
- “Your proposal sounds interesting, but I have a lot of things to do.” With this phrase, you express interest, make it clear that the offer is good, but you will not be able to participate in it. It is unlikely to be suitable for relatives, but for unfamiliar people it will work well.
- “To be honest, I don’t know much about this, try asking Nazar. He’s a pro here.” If you really have little experience in a particular issue, recommend another person. So you free yourself from unnecessary tasks and help with the request.
- “I won’t be able to do this, but I will help you with this…”. A phrase that allows you to get away from obsessions and choose for yourself what you are ready to do.
8. Keep a diary
It is necessary to fix not only future affairs, but also thoughts, as well as tasks that were not included in the plans.
This makes it easier to understand where to spend your free time and not forget the important things. In the diary, ask yourself: what do you need to do? what can get in the way? how to determine that the day was successful?
For notes, ordinary “notes” on a smartphone are suitable – it is much faster than writing by hand in a paper diary.
9. Follow “biorhythms”
Live in harmony with your body. Do complex tasks when your brain is at its most productive (even if your peak performance falls around 1 a.m.).
Use special mobile applicationsthat can wake you up, determine the best time to sleep and analyze it.
10. Praise yourself
To stay motivated, reward yourself. Time management exercises are powerless if done through gritted teeth, depriving yourself of positive emotions.
Choose a thing or service that will bring pleasure when the plans are completed: from a chocolate bar to a weekend trip. Record progress in notes, write down achievements and sum up the day/week/month.
This is especially important in the framework of time management for women who forget in everyday life that taking care of themselves is also part of the contribution to the family.
Read: Stress Management: 4 Techniques to Help You Calm Down