If are you struggling to find enough time then read these best time
management tips for some help. Is your leisure and family time taking a
back seat to your professional life? Do you feel dissatisfied in your
professional or personal life?
If you do it is okay as most of us feel like this on a regular basis. You may be under stress because you are not achieving enough in your professional life. Or you could be feeling guilty because you are not spending enough time at home with your family.
Don't worry, it may not be as bad as you think. There is a solution to your problems. Simply by changing the way you approach the use of your time you can find the hours to do all the things you want to, and even have some time left over. Not only will this help you manage your time more effectively, it can help you to achieve the things you really want to in life.
Best time management tips: Manage yourself
We have only so much time in each day. This is something that you have to accept because it will not change. You can not manage time, but you can manage yourself. This is where the answer to effective time management lies. You must look at the things that are important to you in life and devote your time to these. Forget about everything else.
Managing your time effectively will bring about some dramatic improvements in your life, but you must be prepared to make some fundamental changes. However, there is no need to rush, you can make the necessary changes at your own pace. It is best to go slowly, at least to begin with, as you may not succeed if you try to do too much, too soon.
Best time management tips: Know yourself
To take the first step in effective time management you need to know yourself. In modern society there are so many distractions we can easily lose our focus on what we really want in our lives. For most people, this is an unfortunate fact of life.
So this is the first step in effective time management - finding out what you really want from life. You need to get in touch with yourself and discover your vision. Remember a time earlier in your life when you felt anything was possible. What were your dreams and aims when you were that age? Your dreams and goals at this time may help you get in touch with your vision. It is likely that some of your priorities will have changed since then, but many will have remained the same.
You should also think about how you would like your life to be both in terms of your professional life and your personal life. You should also think about your capabilities and what is possible for you in life. We will call this your vision.
Where are you now?
By now, you should have a reasonable idea of what you would like your life to be like. The next step is tricky. I want you to compare this vision of your ideal life to your life as it really is now. For most people, the difference between the two can be quite daunting.
However, no matter how wide the gap is between your ideal reality and how you live your life now, it can be bridged. Many people think effective time management is all about calendars and diaries. Not so. Effective time management can transform your life on a much more fundamental level.
Living your life and spending your time the way you want to will involve a few changes - some big, some small. An example of a minor change would be eating healthier. A major change could be quitting your job to travel the world. However, if you put your mind to it you could achieve either of these. You will have to take a close look at how your hours are spent and make the necessary adjustments so you can achieve what you want to achieve.
Planning your day.
You should start by picking two things you want to achieve, one big and one small. Now, you want to think of one small step you can take towards achieving these that you can incorporate into one day. If you can complete the one step towards achieving each goal then you have made an excellent start.
In truth, there is much more to it than this but this will show you that it is far from impossible and can be very rewarding. However, doing this effectively requires a lot of planning so that you complete all of the tasks you need to do each day while ensuring that all of these tasks are in line with your vision.
This is where a time plan comes in. You need to have a very clear idea of what needs to be done, how long it will take, and when it is going to be done. If it is your first time using a time plan you may want to keep a time log for a week or two first. A time log is a detailed record of how you spend your time each day. This will show you exactly how long different tasks and activities take. Then you can really plan your days accurately.
The 4 Ds of time management
To truly manage your time effectively you have to look at the tasks that need doing and decide how to handle them. For this you will need the four Ds of self-management. These are:
* Do it - This can not wait and needs to be taken care of now. * Delegate it - Not the best use of your time. Pass it on to someone else. * Dump it - Anything that is unimportant now and in the future. Bin it. * Defer it - Something for the 'to do' pile. Come back to it later.
Most, if not all, of the tasks and activities day can be put into these categories.
Try to identify the time wasters that are holding you back and eliminate them from your life.
These were just a few tips to get you started. As a general rule, try to take it step by step and as you make a change maintain it until it becomes a natural part of your life. Each of these small steps will bring you closer to your vision and leave you with time to do all of the things you want each day.
Below are some more tips:
Differentiate also between urgent and important tasks: an urgent task may not necessarily be important! When jobhunting, you won't be able to apply to every employer. You will need to carefully prioritise those you wish to apply to, based upon factors such as closing date, location, degree class required, and chances of getting in.
Reward yourself for achieving these goals to maintain your enthusiasm. For example, when you are invited to your first interview, treat yourself to a good meal with friends. Regularly review your progress towards your goals and revise plans as appropriate to take account of unforeseen changes.
Mistakes are a crucial part of any creative process and each is a lesson leading you towards the right solution. Fear of making or admitting mistakes is a major handicap to taking effective action. It is said that the people who have achieved the most have made the most mistakes! Try to be aware that satisfaction comes as much from pursuing goals as from achieving them.
Work at effective strategies to deal with pressure - these can vary from taking exercise, to relaxation techniques such as Yoga, to simply sharing problems with friends.
Reward yourself for achieving these goals to maintain your enthusiasm. For example, when you are invited to your first interview, treat yourself to a good meal with friends. Regularly review your progress towards your goals and revise plans as appropriate to take account of unforeseen changes.
Mistakes are a crucial part of any creative process and each is a lesson leading you towards the right solution. Fear of making or admitting mistakes is a major handicap to taking effective action. It is said that the people who have achieved the most have made the most mistakes! Try to be aware that satisfaction comes as much from pursuing goals as from achieving them.
Work at effective strategies to deal with pressure - these can vary from taking exercise, to relaxation techniques such as Yoga, to simply sharing problems with friends.
Reward yourself for achieving these goals to maintain your enthusiasm. For example, when you are invited to your first interview, treat yourself to a good meal with friends. Regularly review your progress towards your goals and revise plans as appropriate to take account of unforeseen changes.
Mistakes are a crucial part of any creative process and each is a lesson leading you towards the right solution. Fear of making or admitting mistakes is a major handicap to taking effective action. It is said that the people who have achieved the most have made the most mistakes! Try to be aware that satisfaction comes as much from pursuing goals as from achieving them.
Work at effective strategies to deal with pressure - these can vary from taking exercise, to relaxation techniques such as Yoga, to simply sharing problems with friends.Being assertive can also help here, for example, politely saying no to the demands of others when you are pushed for time. Sharing tasks and problems with others will spread the burden and will bring a fresh perspective to them.
Develop a regular work routine. Keep your work space tidy so that you can work efficiently - it's hard to do this if things you need to find are buried under a pile of paper! Work to schedule so that you meet deadlines in good time - don't leave everything until the last minute. If you have a difficult essay to write, start by drafting out the structure first- this will break the ice.
When applying for jobs keep copies of all the applications you have made and keep a log of the date you applied, result, and a record of all your interviews, plus you were questions asked. This will help you to keep track of your progress and spot areas where you could improve.
One useful way to eliminate wasted time is to use a time log. First you need to make up
a chart for the next seven days divided into half hour intervals starting at the time you
get up and finishing at the time you go to bed. Write down what you did in each half
hour of the day for the next seven days. Choose a typical week. An example
for one day is given to the right.
At the end of the week examine your time log and ask yourself the following questions:
By now you should have been able to identify ways in which you could manage your time more efficiently, and know some techniques to allow you to do this. You might like to look at the section on action planning which identifies other ways of organising your work so that you achieve your goals.
One way that employers may measure your time management skills at interview is via an 'in-tray exercise' (in-tray exercise is a business simulation, usually part of an assessment centre where you play a member of staff who has to deal with the tasks of a busy day. You will be given a selection of letters, emails and reports in either paper or electronic format, which somebody doing the job might find in their in-tray or email inbox first thing in the morning.
You have to read each item, decide on the action to be taken, the priority to be allocated to it and complete related tasks such as summarising a report or drafting a reply to an email. There is a tight time constraint.
Summarise your lecture notes and use diagrams and graphics where appropriate - a picture is worth a thousand words! Use a highlighter pen or underlining to emphasise key facts. For last minute revision, make minimal notes occupying no more than a couple of sides of A4 and record key facts, diagrams and formulae.
Use past examination papers when revising to familiarise 'yourself with the sort of questions that might be asked. When revising, take a few minutes break every so often to clear and refresh your mind and allow some time off for complete relaxation.
If you do it is okay as most of us feel like this on a regular basis. You may be under stress because you are not achieving enough in your professional life. Or you could be feeling guilty because you are not spending enough time at home with your family.
Don't worry, it may not be as bad as you think. There is a solution to your problems. Simply by changing the way you approach the use of your time you can find the hours to do all the things you want to, and even have some time left over. Not only will this help you manage your time more effectively, it can help you to achieve the things you really want to in life.
Best time management tips: Manage yourself
We have only so much time in each day. This is something that you have to accept because it will not change. You can not manage time, but you can manage yourself. This is where the answer to effective time management lies. You must look at the things that are important to you in life and devote your time to these. Forget about everything else.
Managing your time effectively will bring about some dramatic improvements in your life, but you must be prepared to make some fundamental changes. However, there is no need to rush, you can make the necessary changes at your own pace. It is best to go slowly, at least to begin with, as you may not succeed if you try to do too much, too soon.
Best time management tips: Know yourself
To take the first step in effective time management you need to know yourself. In modern society there are so many distractions we can easily lose our focus on what we really want in our lives. For most people, this is an unfortunate fact of life.
So this is the first step in effective time management - finding out what you really want from life. You need to get in touch with yourself and discover your vision. Remember a time earlier in your life when you felt anything was possible. What were your dreams and aims when you were that age? Your dreams and goals at this time may help you get in touch with your vision. It is likely that some of your priorities will have changed since then, but many will have remained the same.
You should also think about how you would like your life to be both in terms of your professional life and your personal life. You should also think about your capabilities and what is possible for you in life. We will call this your vision.
Where are you now?
By now, you should have a reasonable idea of what you would like your life to be like. The next step is tricky. I want you to compare this vision of your ideal life to your life as it really is now. For most people, the difference between the two can be quite daunting.
However, no matter how wide the gap is between your ideal reality and how you live your life now, it can be bridged. Many people think effective time management is all about calendars and diaries. Not so. Effective time management can transform your life on a much more fundamental level.
Living your life and spending your time the way you want to will involve a few changes - some big, some small. An example of a minor change would be eating healthier. A major change could be quitting your job to travel the world. However, if you put your mind to it you could achieve either of these. You will have to take a close look at how your hours are spent and make the necessary adjustments so you can achieve what you want to achieve.
Planning your day.
You should start by picking two things you want to achieve, one big and one small. Now, you want to think of one small step you can take towards achieving these that you can incorporate into one day. If you can complete the one step towards achieving each goal then you have made an excellent start.
In truth, there is much more to it than this but this will show you that it is far from impossible and can be very rewarding. However, doing this effectively requires a lot of planning so that you complete all of the tasks you need to do each day while ensuring that all of these tasks are in line with your vision.
This is where a time plan comes in. You need to have a very clear idea of what needs to be done, how long it will take, and when it is going to be done. If it is your first time using a time plan you may want to keep a time log for a week or two first. A time log is a detailed record of how you spend your time each day. This will show you exactly how long different tasks and activities take. Then you can really plan your days accurately.
The 4 Ds of time management
To truly manage your time effectively you have to look at the tasks that need doing and decide how to handle them. For this you will need the four Ds of self-management. These are:
* Do it - This can not wait and needs to be taken care of now. * Delegate it - Not the best use of your time. Pass it on to someone else. * Dump it - Anything that is unimportant now and in the future. Bin it. * Defer it - Something for the 'to do' pile. Come back to it later.
Most, if not all, of the tasks and activities day can be put into these categories.
Try to identify the time wasters that are holding you back and eliminate them from your life.
These were just a few tips to get you started. As a general rule, try to take it step by step and as you make a change maintain it until it becomes a natural part of your life. Each of these small steps will bring you closer to your vision and leave you with time to do all of the things you want each day.
Below are some more tips:
Setting Goals
Set yourself specific and clearly defined goals, and make sure that these are realistic and achievable. To do this, you first need to examine your present situation and assess what goals are important to you and what action you need to take to achieve your target. Have a contingency plan or alternative route to your goal in case you have to change your plans, for example, taking a relevant postgraduate course if you can't get a job.Prirotising
Efficiency and effectiveness are not the same. Someone who works hard and is well organised but spends all their time on unimportant tasks may be efficient but not effective. To be effective, you need to decide what tasks are urgent and important and to focus on these. This is called prioritising. It's important to list the tasks you have and to sort these in order of priority, and then to devote most time to the most important tasks. This avoids the natural tendency to concentrate on the simple, easy tasks and to allow too many interruptions to your work.Differentiate also between urgent and important tasks: an urgent task may not necessarily be important! When jobhunting, you won't be able to apply to every employer. You will need to carefully prioritise those you wish to apply to, based upon factors such as closing date, location, degree class required, and chances of getting in.
Avoiding Procrastination
Procrastination is the scourge of action planning. It's important that you manage 'Your fear of doing things' you don't want to do and realise that the fear is often far worse than any possible negative results. Try to take decisions immediately when possible and when you don't need to gather more information pertinent to the decision. The best time to do something is usually NOW. Taking action generates the impetus for further action. Many applications to prestigious employers now need to be made in the first term of your final year and if you procrastinate you'll miss the deadlines.Breaking down tasks
Break goals down into their components so that you can accomplish them one step at a time. Write these steps down, and try to be as specific as you can when you do this. Try to complete one task before you go on to the next.Reward yourself for achieving these goals to maintain your enthusiasm. For example, when you are invited to your first interview, treat yourself to a good meal with friends. Regularly review your progress towards your goals and revise plans as appropriate to take account of unforeseen changes.
Persevering
Inevitably, things will not always run smoothly as you progress towards your goals. When things are not working out, you need to persevere and learn how to take a positive attitude towards frustration and failure.Mistakes are a crucial part of any creative process and each is a lesson leading you towards the right solution. Fear of making or admitting mistakes is a major handicap to taking effective action. It is said that the people who have achieved the most have made the most mistakes! Try to be aware that satisfaction comes as much from pursuing goals as from achieving them.
Work at effective strategies to deal with pressure - these can vary from taking exercise, to relaxation techniques such as Yoga, to simply sharing problems with friends.
Breaking down tasks
Break goals down into their components so that you can accomplish them one step at a time. Write these steps down, and try to be as specific as you can when you do this. Try to complete one task before you go on to the next.Reward yourself for achieving these goals to maintain your enthusiasm. For example, when you are invited to your first interview, treat yourself to a good meal with friends. Regularly review your progress towards your goals and revise plans as appropriate to take account of unforeseen changes.
Persevering
Inevitably, things will not always run smoothly as you progress towards your goals. When things are not working out, you need to persevere and learn how to take a positive attitude towards frustration and failure.Mistakes are a crucial part of any creative process and each is a lesson leading you towards the right solution. Fear of making or admitting mistakes is a major handicap to taking effective action. It is said that the people who have achieved the most have made the most mistakes! Try to be aware that satisfaction comes as much from pursuing goals as from achieving them.
Work at effective strategies to deal with pressure - these can vary from taking exercise, to relaxation techniques such as Yoga, to simply sharing problems with friends.
Breaking down tasks
Break goals down into their components so that you can accomplish them one step at a time. Write these steps down, and try to be as specific as you can when you do this. Try to complete one task before you go on to the next.Reward yourself for achieving these goals to maintain your enthusiasm. For example, when you are invited to your first interview, treat yourself to a good meal with friends. Regularly review your progress towards your goals and revise plans as appropriate to take account of unforeseen changes.
Persevering
Inevitably, things will not always run smoothly as you progress towards your goals. When things are not working out, you need to persevere and learn how to take a positive attitude towards frustration and failure.Mistakes are a crucial part of any creative process and each is a lesson leading you towards the right solution. Fear of making or admitting mistakes is a major handicap to taking effective action. It is said that the people who have achieved the most have made the most mistakes! Try to be aware that satisfaction comes as much from pursuing goals as from achieving them.
Work at effective strategies to deal with pressure - these can vary from taking exercise, to relaxation techniques such as Yoga, to simply sharing problems with friends.Being assertive can also help here, for example, politely saying no to the demands of others when you are pushed for time. Sharing tasks and problems with others will spread the burden and will bring a fresh perspective to them.
Organising your time
Identify areas of your life where you are wasting time and try to reduce these. A good way to do this is to log everything you do for a week in meticulous detail and then examine your record to see how you use (or misuse!) your time.Develop a regular work routine. Keep your work space tidy so that you can work efficiently - it's hard to do this if things you need to find are buried under a pile of paper! Work to schedule so that you meet deadlines in good time - don't leave everything until the last minute. If you have a difficult essay to write, start by drafting out the structure first- this will break the ice.
When applying for jobs keep copies of all the applications you have made and keep a log of the date you applied, result, and a record of all your interviews, plus you were questions asked. This will help you to keep track of your progress and spot areas where you could improve.
USING A TIME LOG
Monday
|
At the end of the week examine your time log and ask yourself the following questions:
- Are there any periods that I could use more productively?
-
At what time of day do I do my most effective work? Some people are most alert in the
morning, whilst others concentrate best during the afternoon or evening. Schedule your
most important tasks for these times of day.
By now you should have been able to identify ways in which you could manage your time more efficiently, and know some techniques to allow you to do this. You might like to look at the section on action planning which identifies other ways of organising your work so that you achieve your goals.
One way that employers may measure your time management skills at interview is via an 'in-tray exercise' (in-tray exercise is a business simulation, usually part of an assessment centre where you play a member of staff who has to deal with the tasks of a busy day. You will be given a selection of letters, emails and reports in either paper or electronic format, which somebody doing the job might find in their in-tray or email inbox first thing in the morning.
You have to read each item, decide on the action to be taken, the priority to be allocated to it and complete related tasks such as summarising a report or drafting a reply to an email. There is a tight time constraint.
- It will probably start by describing the background scenario. Subject matter is usually related to the job you are applying for.
- There is a lot of work to get through caused by your return from holiday or having to cover the work of an absent colleague.
- Typically you will be given one to two hours to complete the tasks which will consist of a large number of items (perhaps 20 or more) to see how well you can handle several complex tasks in a short period.
- Some tasks may just require a yes or no answer. Other items may need a longer response, such as drafting a reply to a customer complaint, writing a report, delegating tasks to colleagues or recommending action to superiors. You may need to analyse information for some items (calculating budgets or sales figures, using information provided). New items may be added while the exercise is in progress.
- As part of the exercise it's possible you might be asked to make a phone call to a "customer", role played by one of the assessors.
- At the end you may be debriefed by a selector and asked to discuss the decisions you made and the reasons for these or you might be asked to prepare a memo outlining your priorities for action, or make a short presentation.
- In-tray exercises are usually done individually but can be run as a group exercise).
Revising for examinations
Have a regular venue for revision such as the library where you are free from distractions. You should after a while become conditioned to starting work immediately in this location. Plan out a revision schedule or timetable so you devote enough time to each subject.Summarise your lecture notes and use diagrams and graphics where appropriate - a picture is worth a thousand words! Use a highlighter pen or underlining to emphasise key facts. For last minute revision, make minimal notes occupying no more than a couple of sides of A4 and record key facts, diagrams and formulae.
Use past examination papers when revising to familiarise 'yourself with the sort of questions that might be asked. When revising, take a few minutes break every so often to clear and refresh your mind and allow some time off for complete relaxation.
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