Have you ever wondered how someone accomplishes a lot more tasks than you in the same given time? Well, it happens because the other person has better time management skills as compared to you. That is why they are able to handle several things simultaneously while you get stuck with only a single assignment. If you also wish to be like them, you have to polish your abilities to manage time. Only then can you do more work and meet office deadlines.
With proper time management skills, you can also accomplish a lot of additional tasks than just work. For example, you can watch movies or play your favorite games on an online casino NZ within the same given duration of 24 hours. Therefore, you must learn these skills. This way, you won’t miss out on anything. Plus, you will be able to satisfy both your professional and personal life.
For your help, we have brought here ten essential tips on time management skills. You will become capable of meeting all kinds of deadlines in your life by following these pointers. So, you must take note of them and practice them to move towards growth.
Time management skills are directly linked to task management. The better you can handle your assignments, the more time you will save, and the easier it will be to meet deadlines. That is why you should begin your journey with appropriate task management. Here are some tips for the same.
#1 Create A To-Do List
When you have a lot to do, there are high chances that you will forget at least one of the tasks. If that piece of work isn’t essential, you can complete it later on or leave it altogether. But you may land into serious trouble, in case the skipped task was crucial. This is where you will realize the importance of a To-Do list. Hence, it is better to maintain it from the very beginning.
You can design a list format according to the tasks you handle on an everyday basis. Then the daily assignments can get added to it, and the completed ones can be ticked off. A few factors you must include in the list outline are:
- Serial number;
- Task name (or description);
- Date of assignment;
- Task prioritization;
- Completed or not.
All this information will provide you with an overview of your everyday workload, and no task will slip off from your mind. You can quickly check the list anytime to see what has been done and what you still need to do.
#2 Remain Realistic
Another crucial thing you need to remember is to remain realistic in all cases. For example, if your capacity only allows you to complete four tasks in a day, you shouldn’t add five jobs to your To-Do list. This will help you accomplish all the marked assignments, and you won’t overload yourself with work. Moreover, you should take your everyday mood and health into consideration while doing this. You can reduce or increase the workload according to that.
On the other hand, tasks can also be broken down into subcategories. It will assist you in completing larger assignments that otherwise may look overwhelming to you. So if a big job will take a total of 4 hours to perform, you can divide it into two different milestones of 2 hours. In this way, you can take on other pieces of work between the time so that its deadline can be met.
#3 Control The Interruptions
Finally, you also have to manage interruptions if you want to manage your tasks successfully. The only problem people face here is that they don’t understand the exact meaning of the term “interruption.” Let’s begin by learning what it implies.
In simple terms, interruptions are anything that stops you from doing your work as usual. It can be related to your job, like emails, phone calls, a new task, etc., or something entirely different, such as social media, music, or playing games on True Blue New Zealand. The key rule here is to deal with each of these distractions correctly. For this, you can observe any patterns in it and find a cure to avoid it. Otherwise, you won’t be able to complete your tasks ever on time.
A few things you can do to deal with common interruptions are:
- Put your phone on silent mode to avoid unnecessary calls, messages, and notifications.
- Don’t indulge in interactions with people that aren’t related to work or the specific task you are focusing on.
- See whether the new task can be kept for later or should be completed urgently.
- Use noise cancellation headphones.
- Don’t take random breaks.
- Let other people know of your schedule, so they don’t plan anything around it.
Once you get your hands on task management, the next step is creating priorities for your tasks. It is a crucial measure for handling and meeting your deadlines without much hassle. However, prioritizing your work may not be as straightforward as you think it is. There are some strategies and tips that you need to follow to get this step right. Some pointers for your assistance are mentioned here.
#4 Check The Task’s Importance
Prioritizing a task simply means checking how important it is as compared to other assignments on the To-Do list. But to determine its importance, you must first ask yourself a few simple questions. Their answers will help you arrange all the tasks in the correct order. So won’t miss out on a crucial piece of work while completing something that could have been done later. Some of the factors you need to consider here are:
- How much time will this task take?
- Does it have a deadline from the client or your boss?
- Is there any other work that has an early deadline than this task?
- Are there any smaller tasks you can do before it?
- What will happen if the assignment doesn’t get submitted on time?
- Are there any additional resources you will need to complete the task?
#5 Make Ranks
You can simply use 1-2-3 to set your tasks’ priority. However, it will become confusing if two assignments are to be done simultaneously or a lot of work needs to be completed in the given time. That is why you should use a ranking system. These ranks can further be put in the “task priority” section of your To-Do list. You can opt for ABC levels here. This states:
A: These are the tasks that have to be completed as earliest as possible. They either have immediate deadlines, or some other works rely on them. The assignments under this category can’t be avoided in any case. You must keep this factor in mind while allocating A to any task.
B: This category contains tasks that can be delayed for some time. There is no urgency to complete and submit them. Long-term projects can be an example of type B work. These tasks will later move to A level when their deadline approaches. You will then have to give higher priority to them as compared to other pieces of work.
C: Tasks in this category can be called “fun tasks.” They aren’t so crucial that you will have to leave other work to complete them. You simply have to do them when you find additional time. Plus, you won’t end up in trouble even if these assignments don’t get accomplished. Thus, you only need to do them at your convenience.
One more vital factor for proper time management is including others in your plans. You may find it inconvenient if you like to keep your work to yourself. However, this point can help you in several ways. Therefore, you need to consider it as well. A few ways in which you can add other people to your plans are:
#6 Ask People For Help
If you always remain in the attitude of “I can do it all,” it is time you change yourself. No one in this world is perfect. That is why you need to seek other people’s help to ensure the deadlines are met and no severe problem occurs on a higher level. Also, remember that your colleagues are more open to helping than you think. So they will assist you without any issue.
Still, you must thank people when they help you out because they may have to stop their work to do so. Moreover, you can help them in return whenever they want. It will create a good atmosphere in the workplace while maintaining healthy relationships amongst everyone.
#7 Communicate With Relevant People
Another way to include people in your plans is by regularly communicating with them regarding the shared work between you and them. For example, you can inform your boss about the progress of your tasks every now and then. Similarly, you can streamline your assignments with a colleague who is a part of the same project. It will help you learn more about the upcoming deadlines. So you will be able to meet them without any trouble.
Communication will also help you build better relationships with the people around you. On top of everything, you will become more efficient this way because you will know precisely when to complete the work and the effects of not doing so. Due to this, you will be able to manage your time properly.
#8 Learn From Others
No matter how professional you become with your work, there will always be something new to learn. The same rule applies to time management. Even if you think you have got everything right, you may still be missing out on something. Thus, you have to look up to people who possess better time management skills. You can ask them directly or observe them. Either way, you will be able to see how they handle their work.
In case you are asking them directly, you can include a few vital questions, such as:
- What are the key points you follow for day-to-day time management?
- Do you use any software or applications?
- How do you prioritize your work?
- Are there any distractions in your life? How do you handle them?
- Is there any advice you can provide for a better focus on work?
Increase Your Efficiency
You can conveniently manage all your deadlines if you work with complete efficiency. Hence, the final factor you have to focus on is improving your performance. For this, you can follow tip #3, i.e., managing interruptions. It will help you focus on your tasks and complete them on time. However, only one pointer won’t be enough for better productivity. You also need to take care of a few more things, such as:
#9 Organize Repetitive Tasks
Throughout any project, there are specific tasks that you have to repeat several times. This brings in two significant problems for you:
- You may end up making mistakes while doing the same work again and again because it becomes boring.
- Your overall efficiency will reduce as you will have to repeat the same work multiple times.
In order to avoid these issues, you will have to organize these repetitive tasks perfectly. You can start by making a flow chart for the complete procedure. It will reduce the chances of errors while making the work much more convenient and manageable for you. With this method, you will be able to finish the job earlier as it won’t require unnecessary thinking.
Along with all this, you can also optimize the process with time. It will further reduce your efforts, increasing the overall efficiency.
#10 Avoid Procrastination
Procrastination is a problem that most people deal with nowadays. If you also find yourself not completing any tasks properly despite having a lot of work, it is time to change your attitude. To handle procrastination, you will first have to prioritize the work that seems more interesting to you. It will help you regain enjoyment in your job, and you won’t keep on delaying everything. You can also begin with smaller tasks on the To-Do list. Once you see things getting accomplished, you will get motivated to do all of them.
Your primary motive here should be to bring back your interest in completing the work. Thus, you must focus on eliminating boring activities and move towards the interesting ones first. After you get the satisfaction of ticking off the tasks from your To-Do list, it will become easier for you to get done with the entire plan.
Meeting deadlines can become complicated, sometimes. That is why you need to polish your time management skills so that you can get on with work even when it gets boring. You can follow these simple tips to get your time management plan on point. However, don’t hesitate to seek help from others if none of these points seem to work for you. This way, you will be able to get better with time!