39 ways for effective time management

sand hourglass

With some discipline and training you will able to have an effective time management.

Analyse yourself 

keep a time log or journal for 6 months, jotting down the way you use time every hour of the day. You will find that the way you think you spend your time & the way you actually spend your time are rarely the same

• Avoid unnecessary tasks & group like tasks. In the office or home try to do away with unnecessary or unimportant tasks

• Balance: time is more than just a work issue, it’s also a life issue. The way you spend your time defines the life you live. If you want a different life, you’ll have to spend your time differently. What changes do you need to make?

• Bosses: think of your boss as a colleague, not an adversary. Discuss goals, plans, priorities & problems regularly

• Catch the time thieves. Evaluate & eliminate  your time wasters

• Clutter: clean up clutter – it diverts your attention, hampers your thinking, dilute your
effort, hinders your progress

• Compass over Clock: first decide on your goals & objectives; then only you start to plan, schedule & organise

External Stimuli

• Crises: relax & think for a few minutes before tackling crisis; don’t just react Most crises are the result of poor planning, poor coordination or poor follow-up. When a crisis does occur, think first. Maybe you can use the crisis as an Opportunity to try something new

• Distractions: eliminate any distractions you can & learn to ignore the rest. Study your work environment. The way furniture & equipment are arranged helps determine the
number of interruptions & the noise level. Items like coffee pots & copy machines attract people

• Effectiveness: we are more concern with doing things right than with doing the right things. Do the right things first then do things right

• Electronic Mail: a huge time saver but keep junk out of the system

Understand your own system and hack it wisely

• Energy level is highest in the morning. Schedule all important tasks to be done in the morning. Do not waste this precious resource by focusing on mundane & routine tasks early in
the morning

• When you have work that is very important to you, get up early in the morning & give yourself an extra hour of uninterrupted time each day. With this consistent habit training, you will be bright & alert, you have lots of energy, your concentration level is high & most importantly, you’re highly motivated

• Filing: paper is either worthwhile or worthless; find a home for it or throw it away Don’t hold things in your office or on your desk simply because you don’t know where to file it. It’s either worth¬while or worthless. Find a home for it or throw it away. Realize that 95 percent of the things put in filing cabinets are never looked at again by anyone. Reconsider why you keep so much paper

• Forms: forms can be very useful because they lead you through a disciplined process of thinking. Forms are more efficient. Standardize everything you can. Make sure all forms
are well-designed & easy-to-use. A properly designed form  is a huge time saver

• Goals: to stay focused on results, ask yourself “Will what I’m doing right now help me achieve my goals?”. Take goal & list activities to help achieve that goal. Whenever you list activities or goals, set priorities. Focus on results, not just on activities. It’s not what you do that’s so important but what you get done

• Handle telephone interruptions, drop in visitors & unproductive corporate meetings

• Indecisions: there is a time to deliberate & a time to act. Learn to recognize which is which

• Job Analysis: analyze your entire  job – what you think you’re doing,  what you should be doing &  what you are actually doing

• Master List : keep a master list of all the things you need to take care of – daily, weekly,
monthly, yearly. Your daily to-do lists are compiled from the master list

• Memory: writing things down is usually better than trying to remember them

Meetings Management Skill

• Meetings (Before):  Clarify the specific purpose of the meeting & be sure it is  really necessary. Discontinue unnecessary meetings. Many meetings involve only one-way communication which does not require a meeting

• Meetings (During): Set a time limit for your meeting. Start & stop on time

• Meetings (After): Make sure people know what actions they are responsible for after the meeting ends & when the assignments are due. If minutes are necessary, distribute them within 24 hours

By the way, we do offer corporate training courses for corporates. Do feel free to check it out here.

• Notes: develop the habit of making good notes when you talk with people

• Organizing: things, tasks – all need to be better organized

• Paperwork: you can only do 4 things with paper – dump it, delegate it, do it, or delay it

• Perfectionism: learn to recognize the difference between striving for excellence & striving for perfection. A perfectionist works under high stress

• Planning: planning makes sure that you’re ready for good results to happen. Makes the goal a reality. Planning also ensures there are less crisis happening

To improve your planning, ask seven questions

(1) What results do I intend to achieve?
(2) What must I do to get those results?
(3) What are the priorities?
(4) How much time will each activity require?
(5) When will I do each activity?
(6) Have I allowed time for the unexpected things
I can’t control?
(7) Who should I coordinate these activities with?

• Prioritize : Important vs Urgent. Things which matter most must never be at the mercy of things which matter least. Eliminate the things that keep you busy & waste your time.
Focus your time & energies on the tasks to achieve your goals. You’ve got to get the most out of each day – get the important things done & GET RESULTS. You’ve got to complete your
work, tasks & projects on time, do them well, do them right & get them done on time

• Procrastination: DO IT NOW! – don’t put off until tomorrow what you can do today. Put it into action yourself.

• Quiet Time: everyone needs some quiet time to get important work done & to
reflect Stress busters – watch your diet, exercise regularly, learn to relax, nurture relationships, listen to good music, takebreaks, change your attitude, manage your anger. Positive thinkers handle stress much better

• Shorten communication routes, improve information systems

• Stress: (1) Don’t sweat the small stuff  (2) Realize that it’s all small stuff

• Teamwork: think of others first; look for ways to save time & effort for the people you work with. This particular corporate skill is very important to work along with others. We provide some training courses that can help to nurture related skill.

• Start On your important tasks when assigned & you’ll produce higher-quality work. There will be fewer crises & emergencies to deal with

• Writing : is to persuade or inform; good writing does this best. Think before you write. Plan what you want to say

• You: force yourself to become better than you are. We don’t change much. Unless we’re forced to do so. Learn to strive for positive change

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Provides In-House Training
Principal Trainer, Peak Success Abundance Sdn Bhd
From Directive Communication International & American Institute of Business Psychology:
– Certification in Colored Brain Communication
– Certification in Human Drive & Motivation
– Certification in Dynamic Speaking
– Certification in Curriculum Development
– PSMB Certified Trainer
– Certification in Neuro Linguistic Programming (NLP)
– Certification in Hypnotherapy from London College of Clinical
Hypnosis (LCCH)
– 18 years corporate training experience

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