How to Manage Time Effectively

Make the best use of time during the workday.

In business, time is money. The more effectively you manage you time, the more time you will have to make money. Time is a resource that cannot be recovered once it is spent. It is just as important to have a strategy to best to utilize time as it is to develop budgets and business plans. Gaining the skills to manage time effectively requires the discipline to make a plan and stick to it.

Things You'll Need

• The Discipline to make a plan and stick to it

Instructions

1. Make a list of all the activities that you need to accomplish for the week or month, depending upon the planning horizon and urgency. identify where time should be spent first, based on priorities.

2. Review the list and classify each item into A, B, and C categories. Category A items are the most critical to business success and must be done. B items require cooperative efforts and energies. C items generally fall into the busywork category.

3. Narrow down the list to major priorities, removing the clutter that has a tendency to overrun daily schedules and prevent you from accomplishing major goals.

4. Allocate time for strategic activities. Establish a specific amount of time -- by the day, week or month -- that you will spend on category A items. Take care not to overbudget time by attempting to manage too many priorities at once.

5. Limit the number of top priorities. Estimate the number of hours of uninterrupted time you will need to complete each A item, then block the time out on your calendar as needed. Choose the time of day when you are most productive, and make it clear to others that you are not to be disturbed during this quiet time.

6. Set regular brief meetings for information exchange regarding category B items. The meetings should last no longer than 20 minutes and be used to discuss pertinent topics. If an item comes up that requires additional time, take it offline and schedule additional time to cover the issue. This tactic will keep you on track and keep your time budget in line.

7. Use category C items to fill in your day between working on your priority list and attending meetings. Use C items as a buffer between competing demands just to take a breather; completing simpler tasks can offer a feeling of accomplishment when you are deeply embroiled in managing priorities. Mix it up, and keep your daily routine stimulating so you can stay sharp and engaged in strategic thinking.

8. Be aware of situations in the day when time just gets sucked in and lost. Steer clear of getting caught up with overly social people, for example, or budget time for breaks and stick to that time.

Tips & Warnings

• Avoid setting unrealistic goals and objectives that make it impossible to stay on track.

References

• Mind Tools: 10 Common Time Management Mistakes