Everything you need to know about time management
Time management is a planning process used to control the time people spend on different activities.
It is a group activity that seeks to maximize the overall benefit of a range of other activities within limited time limits where the same time cannot be managed because it is fixed. Time management can be helped by a set of skills, tools and techniques used to manage time when completing tasks, projects and specific goals that correspond to the due date. At first, Time management only referred to business or business activities, In the end, however, the term was extended to personal activities. The time management system is a set of custom processes, tools, techniques and methods. Time management is usually required in any development project because it determines the time and scope of the project.
Key topics in time management literature include:
Creating an environment conducive to effectiveness.
Setting priorities.
Activities on prioritization.
Related processes to reduce the time spent on non-priority priorities.
Incentives to change behaviour to ensure that time deadlines are met.
Time management is linked to different concepts such as:
- Project management: Time management can be considered as a subset of project management, It is often referred to as project planning and project scheduling, Time management has been identified as one of the key functions identified in project management.
Attention management is concerned with managing knowledge resources, Especially at a time when human beings (and the organization of staff minds) are focused on certain activities.
- Organizational time management is the science of identifying, evaluating and reducing the cost of time within the organization, reporting and assessing financial sustainability, and lost and effective time within the organization, The feasibility study to turn wasted time into productive time through positive financing. Return on investment products, services, projects or programs.
Time management methods are important for completing tasks effectively and efficiently, The following methods help manage time.
Creating an effective environment
Some literature [on time management] emphasizes the task of creating an environment conducive to a truly effective environment. These strategies include the following principles:
– “Organizing” sorting papers and tasks.
“Time protection” isolation, isolation and delegation.
This is achieved through goal management and motivational focus by focusing on the goal.
Recovering from bad time habits. Recovery from underlying psychological problems, Like procrastination.
The authors point to the need to create an effective environment, like having an office or a tidy house to unleash creativity, And the need to protect peak times, The literature also focuses on overcoming chronic psychological problems such as procrastination.
Excessive and chronic inability to effectively manage time may be a concern due to ADHD or attention deficit disorder (ADD) by some authors on the prefrontal cortex, The most advanced part of the brain recently. Controls attention span, control emotions, organization, learning from experience, self-monitoring, and more. Some authors believe that changing the way the prefrontal cortex works is possible and may offer a solution.
Setting priorities and objectives
Time management strategies are often associated with recommending personal goals. The literature emphasizes the following topics:
Work to prioritize setting goals and setting priorities.
– Set gravity targets to work auto-drag.
These goals are scored and can be divided into a simple project, business plan, or to-do list. for individual tasks or goals, You can set importance, due dates, and priorities. This process results in a plan with a to-do list, schedule, or event calendar. The author may recommend a daily or weekly planning course for monthly stages or other stages related to different plans or the scope of the review. This is done in different ways as shown below.
ABCD Analysis
One method that has long been used in business is the classification of big data. These groups are usually classified (a), (b), (c) and (d) – hence the name. Activities are organized in accordance with the following general criteria:
A. It is an important and urgent task.
B- Important but not urgent tasks.
C- Tasks that are not important but urgent.
Non-important and non-urgent tasks.
Each group is in priority order. For more prioritization, Some choose to classify projects “B,” “A” or “C.” ABC analysis can include more than three groups.
B C D analysis is often used along with barreto analysis
Barreto Analysis
Barreto’s idea is that 80% of tasks can be accomplished in 20% of the available time. The remaining 20% of tasks take 80% of the time. This principle is used to divide the task into two. According to this Barreto analysis model, It is recommended that you assign a higher priority to tasks that belong to the first category.
The 80-20 rule can also be used to increase productivity: Let’s say that performing 20% of tasks will save you 80% of productivity. Similarly, 80% of the results can be attributed to 20% of the activity. [7] If productivity is the goal of time management, These tasks must be given a higher priority.
Depends on the way you complete the task, There is always a simpler and easier way to complete the task, If we use complex methods, It’s going to take a long time, So always try to find alternative ways to complete each task.
Eisenhower Method
Eisenhower’s method is derived from Dwight Eisenhower: I have two kinds of problems, Urgent and important. What matters is not important, The task is never urgent.
Tasks are evaluated using Eisenhower decision principles, Using important/unsporting/ non-urgent/non-urgent criteria[9], [10]they are then placed in quadforms according to the Eisenhower matrix (also known as the Eisenhower Box or the Eisenhower Resolution Matrix).
Important/immediate and personal events, for example.
How dominoes interact
The idea is that there are actions that you invest in at the same time and are created in different channels over time. Writing this book is practical, Because it requires a one-time effort, Once you’ve done it, He continues to serve you.
POSEC Method
POSEC is an abbreviation for setting priorities through regulation, simplification, economy and contribution. This pattern imposes a model that emphasizes the emotional and financial security of ordinary people. It shows that individuals are more able to take collective responsibility by paying attention to their individual responsibilities first.
The original text in the abbreviation is the hierarchy of self-consciousness, Which reflects Abraham Maslow’s hierarchy of needs:
Set priorities – your time and set your life goals.
Organization – things you have to do regularly to be successful (family, Finance).
Simplify – things you probably don’t want to do but you should do (work and housework).
economic — things you have to do or even do, But it is not urgent (entertainment and social networking).
Contribution – by focusing on the few remaining things that make a difference (social commitment).
Implementing goals
The to-do list (also known as a to-do list or to-do list) is a list of tasks to complete, such as tasks or steps to complete a project, It is an inventory tool that acts as an alternative or supplement to memory.
Task lists are used for self-management, and grocery lists, And business management, Project management, and software development, It may include multiple verification lists.
When an item in the to-do list is complete, The task is selected or ignored. The traditional way is to write it down on a piece of paper, Usually on a notepad, But to-do lists can also be in the form of review lists on paper or programs.
Author Julie Morgenstern recommends what to and should not do in time management, including:
Plan all the important things by creating a to-do list.
– Create an oasis of time for everyone.
– Say “no.”
Set priorities.
– Don’t drop everything.
Do not assume that critical tasks will take place at leisure.
Many digital equations are now available, Including personal information management applications (PIM) and most personal digital assistants (PDAs). There are also many web-based to-do list applications, Many are free.
Organize the to-do list
To-do lists are often clarified, The simplest hierarchy consists of a general to-do list (or task file) to track all the tasks a person needs to accomplish, A daily to-do list by transferring tasks from year to year created for daily tasks. It’s important. Another way is to create a list of duties to avoid unwanted tasks necessary. [14]
To-do lists are often a priority:
The daily list of things to do, numbered in order of importance, which are made in this order every day, The most profitable advice from consultant Ivy Lee (1877-1934). Schwab (1862-1939) president of Bethlehem Steel Company. [15] [16] [17]
Alan Leeken was one of abc’s first advocates of prioritization, In 1973, In its A system, The most important elements were, Followed by the most important, And C is less important.
A special way to apply [ABC [18]method] assigns a task to be performed in one day, B weekly, c monthly.
Prioritize your daily to-do list, record tasks as a top priority, or set a number for them after insertion (1 for top priority, 2 for second priority, etc.). Score tasks faster. ]
Another way to prioritize mandatory tasks (Group A) is to put less common things first. When you’re done, The rest of the list looks easier, Groups B and C can benefit from the same idea, But instead of doing the first job, They are motivated to perform other tasks on the list to avoid the first task.
British writer Mark Forster suggests a completely different approach in his articles “Doing It Tomorrow” and “Other Secrets of Time Management,”” They discuss incomplete prioritization. Leave some of your work behind. This approach calls for everything to be done every day, And if you can’t do it, This will help you diagnose what went wrong and what needs to be changed.
Many authors highlighted the potential difficulties of to-do lists, Such as:
Inventory management can be responsible for their implementation, Which may be due to delays caused by extended planning activities. This is similar to the paralysis of any activity.
For the task system to work, Certain levels of detail must be taken for granted, Instead of preparing kitchen cleaning, And clean the bedroom, And clean the bathroom, Housekeeping is more effective, saves writing time and reduces the burden on the management system (the input system for each task incurs administrative time and effort costs, In addition to performing tasks) however, The risk of standardizing tasks is that housekeeping can be too cumbersome or strangely defined in this example, This increases the risk of delays or mismanagement of the project. A routine to-do list is a waste of time. If you have a daily habit of brushing your teeth, There’s no reason to put it on your to-do list, The same goes for things you wake up, cook, And so on. If you need to track everyday tasks, It may be useful to use a list or standard chart to avoid having to manually insert these items over and over again.
For task systems to remain flexible, they must allow disasters, and companies must prepare for disasters. Even a small disaster, if no one devotes time to the situation, may spread, which can cause damage to the company. ]
To avoid falling into luxury mode, the task system must also include regular planning and evaluation meetings (monthly, semi-annual, annual) to eliminate deficiencies and make sure users are directed in the right direction. ]
If some time is not used regularly to achieve long-term goals, Individuals may be stuck in a permanent contract with short-term planning, such as staying in a particular job longer than originally planned.
Software applications
Many companies use time tracking software to track employees’ working hours, And working hours, And so on, such as legal practice management programs.
Many time management software products support multiple users. It allows anyone to set tasks for other users and communicate using the software.
To-do list applications can be considered lightweight for managing personal information or project management software.
Modern to-do list applications may contain built-in task hierarchies (tasks consist of subtasking that may again contain sub-tasks), It may support multiple ways to filter and sort to-do lists, It may allow anyone to pair each with a long comment randomly for a task.
Contrary to the concept of allowing multiple filtering methods, At least one software product also includes situations where the program tries to determine the best dynamic task at any moment.
Time management systems
Time management systems often include hours or web-based applications to track an employee’s working time. Time management systems allow employers to gain insight into their workforce, This allows them to see, plan and manage the time of their staff. Doing so allows employers to control labor costs and increase productivity. Worktime management systems automate the process, This eliminates paperwork and hard tasks.
Getting things done
Get things created by David Allen. The basic idea of this method is to do all the small tasks at once, Then divide large tasks into smaller tasks and start working on them now. The reason for this is to avoid overloading information or freezing the brain which is more likely when there are hundreds of tasks. GTD’s goal is to encourage users to put their tasks and ideas on paper and organize them as quickly as possible for easy management and monitoring.
Pomodoro
The Pomodoro technique was invented by artist Francesco Cerillo in the late 1980s and gradually improved until it was later identified in 1992. This technique is the name of tomatoes (tomatoes in Italian cuisine) originally used by Cirillo while at university. Pomodoro is described as the basic measure of time in technology, which is traditionally known as 30 minutes, Including 25 minutes of work and 5 minutes of rest. Cirillo also recommends resting for 15 to 30 minutes after every four pomodoros. Through experiments involving different working groups and mentoring activities, Select the perfect Cirillo Pomodoro from 20 to 35 minutes.
There are several types of Pomodoro technologies that allow individuals to modify the principles of Pomodoro technology to better suit their personal work style.
These types include:
Work at 90 minutes instead of 25 minutes, which reflects the cycle of natural focus.
Working at regular intervals, there are certain times in a person’s life that benefit from them: For example: Time between meetings, or the time spent by the child or partner at home, Or dishwashing time.
Watch high productivity periods, From these data, One can come up with the best production system.
All these methods maintain the basic principle that Pomodoros operates at specific intervals, But adjust periods to better suit individual needs.
Eliminating non-priorities
Time management also includes how to get rid of tasks that are worthless to the individual or organization.
According to Sandberg, To-do lists are not the key to productivity, It’s already. It is estimated that 30% of callers spend more time managing lists than completing them.
Hendrickson asserts that strict adherence to to to-do lists leads to the tyranny of to-do lists, This causes people to waste time in uns important activities.
Study time
Learning is a stress-free activity that reports exposure that is received vigilantly.
stress of any kind that is not important for study and life, Even if it is possible to get good stress and its effects are harmful.
But stress is an inevitable part of everyday life, Reinhold Nebor proposes to confront him. It’s as if he has the courage to accept things he can’t change and the courage to change the things he can do.
Part of setting priorities and goals is emotional anxiety, which works by ignoring the present and focusing on the future that will never come, This wastes its time and energy to no avail. This is an unnecessary cost or a false aspect that can interfere with the plan because of human factors. Eisenhower’s method is a strategy for competitive anxiety concern tasks, Like stress, Is a response to a range of environmental factors. They are not part of the people who give people the opportunity to manage. Athletes under coaches claim that it is this management style that determines the face of the game.
Change is difficult, Daily life is a well-established habit. to de-prioritize learning time, It is recommended to divide tasks, And capture moments, and review how tasks are handled, Postponement of uns important tasks (understood through their current suitability and urgency, which reflects personal desire rather than importance), and control of life balance (comfort, sleep, And free time, and recreational fraud, Unproductive time (listening to lecture recordings, And browse lectures in queues, Etc.).
Some unnecessary factors that affect time management are habits, Lack of task identification (lack of clarity), overprotunity of work, guilt for not achieving goals and avoiding current tasks, Identify tasks with higher expectations of value (over-qualification), Focusing on things with a clear positive outlook, assess their suitability for individual needs, and tasks that require support and time, regional interests, conflicts, And so on. The usual system flow turns into a device that anyone can have to manage time efficiently.
