Time management skills plays a very important role in everyone's life. With the same amount of time per day (24 hours), some people can balance their time effectively, but others may not know how to manage their time and work efficiently. Let's explore the most scientific way to schedule time with Viindoo in the article below.
Benefits of effective time management
Time management skills is how you plan, allocate time, set task priority reasonably to achieve with the best efficiency. All work must be detailed with clear, transparent and reasonable time frames.
With the same task list, those who know how to manage time effectively can perform very well. Conversely, some people are always under pressure because they do not know how to prioritize tasks. Therefore, the benefits that time management skills bring are significant, specifically with:
- Work efficiency: People have effective time management skills will be able to arrange tasks in a certain order and set deadlines for completion. As a result, you can focus all your efforts on a specific goal, hence gradually improve your work performance.
- Decision-making and stress reduction: If we do not arrange our time properly, we will always fall into a state of overload. At that point, we will not know what to do first and how to do it. Scheduling time scientifically will help us avoid pressure and stress at work.
- Procrastination and motivation: A plan with specific tasks and clear time allocation will help employees become more proactive. It will be a motivation to complete tasks and limit the habit of procrastination.
Time management skills are to build a reasonable plan and time.
Effective time management skills
Managing and balancing time in a scientific and reasonable way is not an easy task. Below, Viindoo will reveal some effective time management skills that you might need.
Define your goals
Defining clear job objectives is a highly effective way of managing time and is widely applied by many people. Once the main objective that needs to be achieved is determined, you will know what tasks need to be done to reach that goal. At this point, breaking it down into smaller and more specific tasks will help gradually complete them.
In addition, determining the time to complete for each specific job will help us to be proactive and handle unexpected situations well. Thereby, the working efficiency of the company is gradually improved significantly.
Identify the main goals that need to be accomplished at work
Make a to-do list
Listing and identifying tasks to be performed is a key factor in time management skill. You need to create to-do lists and build task categories for specific stages such as daily, weekly, or monthly.
These can be done on notes, personal notebooks, or mobile devices. After completing a task, cross it out and move on to the next one. For those who tend to forget, making a clear task list will greatly improve your work and time management.
Make a to-do list, even the smallest ones
After creating a list of tasks and the time needed to complete them, it's important to prioritize them in a logical order. The best way to prioritize is to order them from most important to least important. This way, you can focus on and complete one goal at a time within a specific time frame.
Completing important and urgent tasks will make us feel more comfortable and reduce pressure, especially in situations where there is a large workload and we don't know where to start. This will ensure that the work is always completed on schedule and within the allotted time.
Sort tasks by priority
Summarize the to-do list
At the end of the day, set aside some time to review your task list. Reviewing your task list helps you look back and see what tasks you have completed, what tasks are unfinished, and prevent any tasks from slipping through the cracks.
In addition, evaluating and summarizing the list of tasks also helps you identify issues and make necessary adjustments to improve work efficiency.
Summarize and adjust work
Set the timeline for each task
This is a must for effective time management skills for employees. Each task should have a clear timeline for implementation and execution to avoid affecting other tasks. Furthermore, we will not encounter a situation where we spend too much time on one task but lack the time to complete others.
When making a to-do list, be noted that you should determine when to start the task, how long it will take to complete and the deadline for each task. This will minimize the waste of time on unnecessary tasks.
Set timeline for each task
Share your tasks
Another thing you can do to enhance your time management skills in the workplace is to share your tasks with colleagues to reduce pressure. Applying this method will help you take advantage of the available support and resources from your team and stay focused on the one most important goal.
Share work with people around
Procrastination is the biggest obstacle to reducing work efficiency. If we procrastinate, we will waste time on unproductive activities, which reduces motivation when performing tasks. Everyone has the same amount of time, so let's make the most of our time to focus and complete our work as best as we can.
Take advantage of free time
Every passing minute is a precious and valuable amount of time. We can make use of this little but useful time during bus rides, while taking a shower, or while waiting for someone. Some tasks that can be done during this time include creating a to-do list, checking emails, and more. This will help you improve your time management skills significantly.
Take advantage of the free time
In the process of performing tasks, there will certainly be some factors that affect team’s morale. Therefore, you need to choose for yourself a suitable workplace which shouldn’t be too noisy. During working time, you should also turn off all notifications from unnecessary devices.
Eliminate distracting factors with a reasonable office layout
Learn to say no
As taking on too many tasks at the same time will only make you overwhelmed and tired, learn to say no to the unimportant tasks in life. Large amount of tasks can lead to low performance, which makes it difficult for you to focus on completing the assigned tasks.
Refuse unnecessary work
Effective Time Management Methods
Here are some effective methods that could help you with time management skills from Viindoo:
Eisenhower's Time Management Matrix
Time management matrix of Eisenhower is used to focus on task’s urgency and importance. Sorting and dividing tasks according to this matrix will help you see the most important and urgent tasks, and those that can be done later.
Eisenhower's Time Management Model
Pomodoro time management method
Pomodoro is a very common method to help each person focus on completing the task. Pomodoro method will work according to the following procedure: work for 25 minutes and rest for 5 minutes, keep doing so until the job is completed. This will help you focus on the amount of work that needs to be done in specific time while still having reasonable relaxation.
Pomodoro method of time management
Pareto management principle
Pareto's principle is also known as the 80/20 rule, meaning that 20% of contributions will produce 80% of the results. When applying the 80/20 principle, let's identify 20% of the tasks that need to be prioritized to bring the best results. This principle is quite popular for time management skills.
Getting things done with the 80/20
In the above article, Viindoo has introduced the time management skills as well as the benefits that it can bring. With effective and reasonable scheduling, you can maximize work efficiency. Hopefully, the above sharing will help you manage your schedules well.