How to Effectively Manage Time

Prioritizing tasks makes for good time management.

Time management in your business or personal life revolves around remaining focused and spending the time available on necessary tasks, rather than wandering through the day, unsure of what to do next. When it comes to projects, deadlines, commitments or challenges, effectively managing time and yourself is crucial to getting things done. By knowing which items are priorities based on their importance or urgency, you can categorize your tasks into four groups and act on them accordingly.

Difficulty:

Moderate

Instructions

Things You'll Need

• Paper
• Pen
• Day planner, optional

1. Draw out four even-width columns on a sheet of paper. Write at the top of the first column "Urgent and Important." Below the heading, list the tasks or jobs that need to be completed right away and are extremely important, such as filing a time-sensitive report, or setting a date for a meeting. Act on column-one items immediately each day to clear the column.

2. Label the second column "Important, Not Urgent." Column two holds items that are of equal importance to column one, but you don't have to rush to finish them. These tasks need more quality time to complete, such as preparing a speech or observing an associate. Plan to spend most of your time performing column-two tasks.

3. List column three as "Urgent, Not Important," as it includes jobs like picking up refreshments for a company potluck or returning a quick phone call. The items in this column are often considered distractions as they take you away from column two items briefly, but need to be done.

4. Write "Not Urgent or Important" at the top of column four. This column can list monthly tasks to accomplish or track amounts of office supplies needed. When possible, column four should be delegated to someone else if it simply needs to be done but isn't a task that specifically requires you to do it.

5. Schedule time to complete the specific tasks in your columns on a day planner, smartphone or computer program. As you schedule, follow the urgency status of columns one and three to help prioritize items and get them out of the way, so you can get back to working on column two tasks.

6. Stay actively focused as you work to complete priority items more efficiently and effectively. Avoid distractions like answering phone calls, checking voicemail or checking email. To cut down on the amount of time each job takes, do not multitask while you work.

7. Stay organized in your home or work office area to minimize distractions, and keep the area tidy so you can find items you need for projects or reports without difficulty. Clear the area of items you never use to perform your necessary functions.

8. Allow a small amount of time at the end of each day to straighten your work space and write up your prioritized column list for the next day, following Steps 1 through 4. By writing your columns in the evening, you can act on them immediately when you get started the following day.

Tips & Warnings

• Consistently spending time on column two activities should lessen the amount of column one items over time.

• Keep a running journal of your accomplishments and remember to reward yourself in some way for completing tasks appropriately and on time from your columns.

• Keep your personal life in balance to help you stay focused and complete your goals. By eating healthy, sleeping well, exercising and allowing for relaxation, learning and spiritual pursuits, your whole self will be better able to participate and concentrate when needed.

References

• The Teal Trust: Time Management
• StrategicBusinessTeam.com; How to Effectively Manage Your Personal Time in Business; Ajaero Tony Martins; April 2011