5 Effective time management principles you should know

Why is time management principles?

Applying effective time management principles will bring different benefits to each person. Here are 3 benefits you can get if you know how to use your time:

• Maximize efficiency at work: Effective time management helps you allocate time for tasks appropriately. From there, you will determine the amount of time needed for each task, the tasks that need to be prioritized and can be delayed, etc. In addition, if you arrange it scientifically, you can save money and time, helping optimize work performance.
• Reduce pressure, and save time for yourself: If you know how to allocate time scientifically for the tasks to be done, you will no longer feel pressured every day. At the same time, you can set aside a certain time for yourself. During that time, let yourself rest, develop, rebalance, etc.
• Seize new opportunities: Time management is the simplest way to seize opportunities. After finishing the work, you will have more time to think about the problems. As a result, there is no chance of making wrong, hasty, immature decisions.
  

Effective time management helps reduce pressure on yourself​

5 principles of scientific time management

To achieve optimal efficiency when managing time, you definitely need to follow these specific rules. Viindoo has helped you analyze and synthesize the 5 best and most scientific time management principles. Do not forget to follow and choose suitable methods.

The 80/20 Principle of Time Management

Most successful time managers know this rule. There are even individuals who have effectively applied the 80/20 time management principles, also known as the Pareto principle. According to this rule, 80% of achievements come from 20% of valuable actions.

You can understand that, in work, 20% of the important things will bring 80% of the effectiveness. That is, you need to identify the tasks that will create the most value and prioritize them. Focusing on these tasks will bring about 80% efficiency. After completing the above items, you can start working on less valuable work.

80/20 Reminds you to focus on the important 20% that bring 80% of the value

In short, the 80/20 Rule of Time Management reminds you to focus on the main tasks that bring more value . Because when you only focus on the details, you won't get much value. At the same time, you are wasting time that should have been done with important tasks.

SMART principles in time management

SMART is a set of criteria set up to ensure that users can achieve their goals within certain timeframes. SMART principles in time management is similar to those in other areas. This principle is made up of 5 elements represented by the letters S - M - A - R - T respectively. Specifically:

• S (Specific): This element requires you to set out a specific target. Accordingly, you must name, and give the reason, the person who completed it, and the steps to achieve the goal. Example: Increase monthly mobile app users by optimizing app store listings.
• M (Measurable): Then you need to quantify the goal with specific numbers. This is the basis for you to track progress, and determine work performance. Example: Increase 1000 users of mobile apps each month.
• A (Achievable): This is the element that reminds you of the reality of your goals. That is, you must ensure that the set goals are feasible, in accordance with the existing capacity and resources. 
• R (Relevant): Your goals need to be tied to a specific benefit. This is how people can see the big picture. At the same time, this is proving that you are not wasting your time on useless things. Example: The benefit of increasing app users is increased profits.
• T (Time-bound): Finally, each goal needs a deadline to complete. This is an important factor in measuring success for goals.
  

Abbreviated with the letters S, M, A, R, T

Pomodoro Principle

Pomodoro method is an effective time management principles for easily distracted subjects. If you are a person who has a hard time focusing, this rule will help you maximize this factor at work. Therefore, when you have a lot of work to do but are limited in time, you can apply this method. Specifically, you can follow these steps:

• Step 1: You need to identify the tasks that need to be prioritized. This helps you focus your energy on creating value for this group.
• Step 2: Set the timer for about 25 minutes. This time can be increased or decreased to match the amount of work. Then, you need to "hypnotize" your mind about the goal of completing the work within the set time.
• Step 3: At this point, focus all your mind and energy on completing the goal. You need to make sure to stop when the stopwatch rings. If you think of something else while doing it, write it down and go back to the day with the unfinished business.
• Step 4: After completing the work, mark the work done and see the effect of maximum concentration. After that, you need to take 5 - 10 minutes to take a break. In the meantime, take all the work out of your head and really enjoy the moment.
• Step 5: Ultimately, you keep repeating the process over and over. At the end of 4 Pomodoro cycles, you can take a longer break, about 15 - 30 minutes. This is definitely the time you deserve.
  

Parkinson's Law

According to Parkinson's law, the longer you spend on a task, the work will "increase" on its own to fill that time. To put it simply, the more time you spend on a task, the more effort it will take to complete it. Therefore, you need to manage your time effectively by allocating separate durations for tasks.

Parkinson's Law - The amount of time it takes to complete is inversely proportional to the effort required.

To use Parkinson's law effectively, you must create your own time pressure and be disciplined. That is, you cannot apply for an extension of time. In particular, this must also apply to jobs with no deadlines. At this point, you have to create a finish line yourself and finish it as quickly as possible.

In addition, the combination with the 2-minute method will help increase the effectiveness of this rule. With this method, you need to immediately complete tasks that can be done in 2 minutes or less. That way, instead of pondering over your options, you can identify what can be done in under 2 minutes and quickly complete it.

4D Principle

4D Time Management Principle helps you manage your life easily. In fact, you can apply and create a habit effortlessly with this method. Specifically, you need to follow the following rules:

• D1 (Do-Do): Prioritize the quick resolution of important tasks. At this point, you should not hesitate to handle all the important items.
• D2 (Dump - Give up): In each "To - do - list" there will be tasks that are not valuable or unnecessary. At that time, be prepared to give up or add to the "do it later" group. This allows you to focus on the work that creates value first. 
• D3 (Delegate): Every job requires cooperation and teamwork to create more value. For important work others can do better, you should give the job to that person. Being obsessed with things both overload you and does not bring the best results.
• D4 (Defer - Postpone): For tasks that are less important and you cannot complete immediately, you can postpone. However, you need to take notes and make a specific plan to do that. At the same time, you should not postpone too many tasks during the day.
  

Diagram depicting effective 4D time management principles

Rule 40-20-30-10

Rule 40 - 20 - 30 - 10 is similar to the Pareto principle in time management (80/20). However, this rule will be detailed and applied to an audience that cannot identify 20% of the important things. With the above method, you can arrange and allocate specific time for each job. In fact, you can use this time management rule like this:

40 - 30 - 20 - 10 principle of effective time management for work:

• 40% of the time is spent on the things that matter most.
• 30% of the time is spent on the second most important things.
• 20% of the time get the third most important things done.
• 10% of the time to do everything put together.

Rule 40 - 30 - 20 - 10

Practically, this rule will be used when you have too many things to prioritize each day. At this point, you will organize your work and allocate your time based on different levels of importance. To achieve success at work, the first two groups are the tasks you must complete. Therefore, these two groups will take up the most total time.

For excellent success, you must complete the tasks in the first 3 groups. This is also the reason why these three items account for 90% of the working time. The arrangement and allocation to determine the order of tasks to be prioritized is the key to the successful application of this principle.

>>>> See More: What is the 5W2H principle? Planning work with 5W2H

Habits to support time management

Principles are to help you know to manage time scientifically and logically. However, to be successful and apply these rules in a mature, long-term way, you need to build good habits. Specifically, the habits you need to practice are:

Always clearly define your work

Clear goals are the first factor you need to define. The nature of this process is to arrange and allocate time to accomplish the goals. If you don't have a goal, you won't have the motivation to strive. Therefore, keep detailed notes of the tasks that need to be done to make time management more purposeful and valuable. At the same time, you will also personally have a sense of accomplishment.

Goals are the most important element of any plan

Prioritize work

Creating a detailed plan is not enough and can be confusing. When you don't know where to start, you won't be able to complete your plan. If you get things done in a messy way, you may end up prioritizing tasks that create little value and don't finish as planned.

Hence, you need to prioritize the tasks. Specifically, you must know the following 4 priority levels:

• Urgent and important: These are the important tasks of the day, requiring you to do and complete them first.
• Important and not urgent: These are tasks that don't need to be done right away but can take a long time to complete.
• Urgent and not important: This group includes tasks that are not very important but need to be done right away. Therefore, you can complete these tasks in advance in a short time.
• Not urgent and not important: You should do these tasks last, after completing the above groups. Even if the time is up, you can skip it.
  

You should categorize tasks by importance level

Manage distractions, stay focused

Distraction is one of the causes of ineffective time management. Therefore, the most useful time management technique is to control focus. In fact, there are so many things from the environment and yourself that make you overwhelmed and distracted. At this point, you will be distracted from the work you are doing.

Electronic devices are a common distraction

This is the reason for procrastination and not completing the day's work. Phones, computers, and electronic devices can also be distractions. At this time, you need to be determined, control yourself well from environmental factors, and limit thinking about irrelevant things.

Detailed planning and reasonable time allocation

One of the time management principles is to develop a detailed plan. That is, you need to determine the start and end time for each task. This is a way to help you rationally use your time and not affect other jobs.

You should specify the time to complete each task in the plan

Find a time frame that works for you

Each individual will have the most effective working hours of the day. This is the time when you can focus the most and get the job done quickly. In fact, many people are able to focus and produce peak performance between 7 am and 9 am. This is the time when this group has the most energy.

Each individual will have their own effective working time frame.

However, other teams only create efficiency when under time pressure. These people can only concentrate the most between 5-7 pm. Therefore, observe your performance in different time frames. This will help you spot the “golden time” to work on. Afterward. You can arrange the tasks that require the most concentration, creativity, and alertness in the above time frame.

Limit downtime

In reality, everyone will spend a lot of time on useless work that does not bring positive value. That period of time is called “dead time”. Having too much “dead” time in the day will make you lazy and disoriented. Thus, you will not be able to complete the goal even though you have made a very detailed and perfect plan.

Properly adjust the time to complete tasks

At this point, you need to properly adjust the deadlines for completing tasks. This will help you minimize the amount of time that should not be on. However, it is recommended that you leave short periods of time in between sessions. This is when you can relax, unwind and recharge. However, this period should not be too long.

Always discipline yourself

To apply the principles of effective time management, you need to seriously build self-discipline. If you go too easy on yourself, you will break all the rules and plans you have made. This will cause the jobs to be disturbed and reduce the quality. Therefore, you must force yourself to follow the chosen rules and not procrastinate. You can seek support from those around you or set your own punishments.

Hints on the rules of successful people's time management

Thus, you have had time to familiarize yourself with the rules and habits to practice time management skills. Are you feeling difficulty right now and want to give up? This is a very normal thought so you don't have to try to deny it. However, you will definitely give up on this mindset after learning about individuals who have succeeded thanks to the aforementioned popular and important skill.

Dwight Eisenhower's Time Management Rules

Dwight Eisenhower is a former president of the United States of America. He is known as a typical individual who successfully applied the work prioritization method. Dwight Eisenhower always assesses the urgency and importance of the tasks before embarking on them.

According to him, every task must be evaluated with important, unimportant & urgent, and non-urgent criteria. When these criteria are combined, will form 4 work groups with different priority levels. Today, the method above is known by the familiar name of quadrant Time management matrix.

Richard Branson is best known as the chairman of Virgin Group. However, few people know that effective time management is one of the reasons for his success. He said that the work should be arranged according to the plan as follows:

• Project (Authorization).
• Health (Exercise).
• Communication (Call, email, live chat).
• Memory (Using notes).

Effective time management is the reason for Richard Branson to achieve success

Steve Jobs Principles

Apple followers are certainly no strangers to the name Steve Jobs. He used to be the founder and CEO of this brand. Steve Jobs' life motto is to simplify things. Similarly, he loved the simple life. In a shared post, he said that he owns a wardrobe with only one color. This is a way to help him save time when choosing clothes for work.

Steve Jobs saves time choosing clothes of only one color

Above is all information about the best and most effective time management principles. Hopefully from Viindoo 's article, you have chosen the right rule to apply and get the best performance.

 Useful Information:

• Getting Things Done: Effective work management method
• The 80/20 Principle: Applied to business and time management