Did you just forget about your important meeting with a client for whom you have been trying for a month? Had your fiancé told you to accompany her on a foreign trip and you just couldn’t make it possible? Are you really willing to show your dancing skills in the mega audition that is scheduled to take place in your city next week and you aren’t able to participate just because you are trapped with a load of work in the office? Well, you are not the single person complaining about unavailability of time as there are millions of people who claim about the same. Be it attending a birthday party in the neighborhood, a promotion party of a colleague, a house-warming party of a cousin or a party of a friend, many people give the excuse that they were willing to attend but could not make it due to lack of time. Well, few people may agree with your point but many won’t (including me).
As there are thousands of people who struggle to take our time for their hobbies, interests and important needs; there are also thousands of people who are managing their professional and personal life with their time management tricks. If you aren’t able to distribute the time for your different works, you won’t be able to complete your office work within the scheduled time. You will bring your office work to your home and you will be completely engrossed in that. You won’t be able to pay attention to your wife, your children, and your household works. Your family members, who wait a whole day for your arrival so that they may spend some time with you, may not take it much positively and it may affect your married life as well. It will create the unnecessary stress and hamper your performance in every realm of life. Thus the results of improper management of time are obvious and they aren’t god at all. It’s always good to take it seriously and do every single work with a proper planning and management. If you have not planned your routine yet, here I am going to give you some tips to manage your personal and professional life in an easy way.
In order to manage your time in a proper way, first of all, you need to decide what your priorities are. You should carry a notepad with you and should note down every activity you do. You need to do this at least for a week so that you can know what are the jobs which more of your time. It will help you understand how much you can get done during the course of a day and where your most of time is spending. You also will be able to see how much time are actually spent producing results and how much time is wasted on unnecessary thoughts, conversations, and actions. Make a list of everything you did in a week and select the jobs that are taking more time than expected or it needs. Find out the ways you can cut the unnecessary time taken to perform those jobs. Also, make a separate list of the jobs that aren’t much necessary and look for the possibilities if they can be removed from your routine.
Make a list of the jobs that are on priority and schedule appointments for those works weeks ahead. It will help you make a plan and prepare for that goal as per a strategy. You can create time blocks for thoughts, conversations, and actions that are on top on your priority list. You can also fix the time when they are scheduled to be initiated and until when they should be finished. If you’re an employer, you should inform your employees clearly what is the time scheduled for various jobs. They also should be informed about the deadline so that they can rapid their speed and can report you with the expected output on the scheduled time. It will help you deliver your goods and services to your client timely. Your client will be pleased with your delivery and will return to buy from you only.
Once you have fixed the target of this month, you should plan to invest at least 25% of the time to thoughts, activities, and conversations that may produce most of your results. Write down the things that come in your mind and discuss with your managers. You can also ask their opinions for the same. Remember, a planned and well-organized approach not only saves your time, but also it increases the possibilities of achieving a goal.
You should take the first 30 minutes of every day to plan your day. Start your day only when you are done with your time plan. The most important time of your day is the time when you schedule time. It helps you to decide the goals of the day and you will leave your chair only after achieving the fixed target. It not only helps to complete the tasks timely but also it increases your self-confidence once you successfully finish a job within a scheduled time frame.
Every time you need to talk with your client or suppliers, take few minutes out to decide what your goals are and what the topics you need to discuss are. It will decrease the chances of missing the points that are important for the deal. After you have completed a call take a few minutes to determine whether the desired goal was achieved or not. If not, what are the points you missed and how can you fulfill it. Make a list of these points and don’t forget to mention those points when you make your next call.
The next thing you are supposed to do is to hang a board of ‘Do not disturb’ when you have to deliver the output and you are completely engrossed in your work. What’s distracting you in your work? Are they instant messages on chat, ringing phones or text messages popping in? I hardly ever use chat nowadays. The only times when I log on is when I’m not intending to do any work. Otherwise, it gets very distracting. When I’m doing important work, I also switch off my phone. Calls during this time are recorded and I contact them afterward if it’s something important. This helps me concentrate better. You also should not reply the each and every phone call and put the instant messaging off on your mail. Reply only to the emails that too urgent to proceed with your business. Instead, you can schedule a time-block especially to answer emails and phone calls.
Block out the distractions such as Facebook and other social media site if these sites don’t help you to generate business. If you’re using social media for business, you can schedule a time to create some updates, but you don’t have to be there all of the time. Find out the reasons that take your time away from your work. If it’s Facebook, Twitter, Emails; stop checking them so often. One thing you can do is make it hard to check them – remove them from your browser quick links/bookmarks and stuff them in a hard to access bookmarks folder. Replace your browser bookmarks with important work-related sites. I know you’ll still check your FB/Twitter account but surely you’ll find it’s a lower frequency than before.
You can use an online calendar to remember the birthdays, anniversaries and other important dates of beloved persons. You can set it with a one-week early reminder so that you can do your preparations to arrange a surprise for your beloved ones. Also, you can use an organizer organize information, to-do lists, projects, and other miscellaneous items.
It’s very important to learn to say ‘No’ as people spend a lot of their time on unnecessary things. You should learn to deny the offers that aren’t helpful to make your business and put those contacts into black-list. Also in your personal life, you may say ‘no’ to attend a meeting or a gathering that you don’t feel much necessary to attend.
A student that targets for 100% marks may get 100% or 98% marks; but a student that targets for 90% marks, may get equal to less than 90% but not more than 90%. That means to ensure a minimum of 90% marks, he should target for more than 90% marks. The same thing applies with the time and when you target to be on time, you’ll either be on time or late. Most of the times you’ll be late. However, if you target to be early, you’ll most likely be on time. For appointments, strive to be early. For your deadlines, submit them earlier than required. Moreover, you shouldn’t pack everything closely together. Leave a 10-15 minute buffer time in between each task. It will help you wrap up the previous task and start off on the next one.