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Time Management

Learn the key points of managing your time and improve yourself at work and in life.

Kiril Reznik

on 30 September 2013

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Transcript of Time Management

Time Management
Time management may be aided by a range of skills, tools, and techniques used to manage time when accomplishing specific tasks, projects and goals.
Initially, time management referred to just business or work activities, but eventually the term broadened to include personal activities as well.
Its all about Categorization
The common element to all time management techniques is categorization.
The Four Steps
First generation: reminders based on clocks and watches, but with computer implementation possible; can be used to alert a person when a task is to be done.

Second generation: planning and preparation based on calendar and appointment books; includes setting goals.

Third generation: planning, prioritizing, controlling (using a personal organizer, other paper-based objects, or computer or PDA-based systems) activities on a daily basis. This approach implies spending some time in clarifying values and priorities.

Fourth generation: being efficient and proactive using any of the above tools; places goals and roles as the controlling element of the system and favors importance over urgency.
Personal Time Management
Time management strategies are often associated with the recommendation to set personal goals. These goals are recorded and may be broken down into a project, an action plan, or a simple task list.
The Task list
An inventory tool which serves as an alternative or supplement to memory.
Writer Julie Morgenstern suggests "do's and don'ts" of time management that include:
Map out everything that is important
Create "an oasis of time" for one to control
Say "No"
Set priorities
Don't drop everything
Don't think a critical task will get done in spare time
Task list organization
ABC System (Blocks):
Alan Lakeinm inctorduced the ABC system in which "A" items were the most important followed by "B" and "C" items which were lower urgency. Or alternatively "A" tasks to be done within a day, "B" a week, and "C" a month.

Numbers System (Macro Managing):
To prioritize a daily task list, one either records the tasks in the order of highest priority, or assigns them a number after they are listed ("1" for highest priority, "2" for second highest priority, etc.) which indicates in which order to execute the tasks. The latter method is generally faster, allowing the tasks to be recorded more quickly.

Do It Tomorrow (by Mark Forster):
A completely different approach which argues against prioritising as described in the book "Do It Tomorrow and Other Secrets of Time Management". This is based on the idea of operating "closed" to-do lists, instead of the traditional "open" to-do list. The author argues that the traditional never-ending to-do lists virtually guarantees that some of your work will be left undone. This approach advocates getting all your work done, every day, and if you are unable to achieve it helps you diagnose where you are going wrong and what needs to change (re-ordering your priorities, making more efficient use of resources, involving more/less people).
Techniques for setting priorities
There are several ways to set priorities.
ABC Analysis
A – Tasks that are perceived as being urgent and important.
B – Tasks that are important but not urgent.
C – Tasks that are neither urgent nor important.

Each group is then rank-ordered in priority.

ABC analysis is frequently combined with Pareto analysis.
Pareto Analysis
The Idea:
80% of tasks can be completed in 20% of the disposable time while the remaining 20% of tasks will take up 80% of the time.

This principle is used to sort tasks into two parts. According to this form of Pareto analysis it is recommended that tasks that fall into the first category be assigned a higher priority.

The 80-20-rule can also be applied to increase productivity: it is assumed that 80% of the productivity can be achieved by doing 20% of the tasks. If productivity is the aim of time management, then these tasks should be prioritized higher.

A big factor to time consumption is the method adopted to complete the task. There is always a simpler and easy way to complete the task. If one uses a complex way, it will be time consuming. So, one should always try to find out the alternate ways to complete each task.
POSEC Method
POSEC is an acronym for Prioritize by Organizing, Streamlining, Economizing and Contributing.
The method dictates a template which emphasizes an average individual's immediate sense of emotional and monetary security. It suggests that by attending to one's personal responsibilities first, an individual is better positioned to shoulder collective responsibilities.

Inherent in the acronym is a hierarchy of self-realization which mirrors Abraham Maslow's "Hierarchy of needs".

Prioritize - Your time and define your life by goals.
Organizing - Things you have to accomplish regularly to be successful. (Family and Finances)
Streamlining - Things you may not like to do, but must do. (Work and Chores)
Economizing - Things you should do or may even like to do, but they're not pressingly urgent. (Pastimes and Socializing)
Contributing - By paying attention to the few remaining things that make a difference. (Social Obligations).
"The Seven Habits of Highly Effective People" by Stephen Covey
Be Proactive

Begin with the End in Mind

Put First Things First

Think Win-Win

Seek First to Understand, then to be understood


Sharpen the Saw
think of ways to improve your work.
try to predict the outcome of your work, and make informed decisions upon it.
planning, prioritizing, and executing your week's tasks based on importance rather than urgency evaluating your efforts. proactiveness rather reactiveness leads to success.
genuinely striving for mutually beneficial solutions by understanding a "win" for all is ultimately a better long-term resolution. everyone will feel inclusive and involved. a better environment of trust and loyalty.
combining the strengths of people through positive teamwork
the balancing and renewal of your resources, energy, and health to create a sustainable long-term effective lifestyle. this is constant improvement of one's self in order to be a better human being and to sharpen one's skills in order to achieve better results.
avoid situations where the problem does not actually exist and its just a matter of misunderstanding.
Time management is the act or process of exercising conscious control over the amount of time spent on specific activities, especially to increase efficiency or productivity.
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