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Time Tanagement

6 Reasons Why Time Tanagement Is Important

Time Tanagement

6 Reasons Why Time Tanagement Is Important

Increased productivity

Structured Schedules Lead to Increased Productivity

Employees, that are following the structured day become accustomed to accomplishing any task on time, and do it with a larger portion of success. The University of California study indicates that “without a clear plan for your day, you may cost up to three hours to unplanned tasks and interruptions.” In comparison, the employees, who identified priority activities, and managed their time according to a specific routine, managed to reduce the waste of working time by over 70% . Additionally, a structured way of work, enables employees to make the best use of their own most productive time, using it for job assignments that require the biggest effort.

Effective Time Management Helps to Prevent Burnout

Employees, who can efficiently allocate work and breaks during the day tend to feel more positive energy. There is a number of techniques regarding work intervals available to anyone, like the Pomodoro technique, which indicates 25-minute work intervals and 5-minute breaks in between . Such an approach ensures that every task is divided into sub-tasks of a particular length, which will not allow a person to take a break. During such periods the employee can complete most of the action without feeling overwhelmed or tired.

Employees Make Use of Time Allocated for Analysis and Preparation

When the employees are efficiently managing time, they plan particular hours to work over a problem or decision that has to be made. It could be reviewing the data, analyzing the situation, planned regime for employees responsible for the most important actions. For example, in financial market trading or within the emergency management field, the employees report about missing the error they could make if there was a lack of time for analysis. For stock exchange workers, it is crucial to plan certain hours to connect to the market study and analyze the risks before the session.

Reduced stress levels

Good time management not only boosts productivity but also reduces stress levels dramatically. Stress more often comes from the feeling of being overwhelmed, which can be solved by using the time strategically. There are several ways that stress can be reduced at the workplace based on good time management.

Time Tanagement

Setting a Realistic Deadline

As many studies show, employees who set achievable timelines felt less stressed compared to their colleagues. A good example is when a project manager sets a timeline of delivering tasks and duties. If this timeline also considers any buffer times available for the project in case the work did not go as expected, the team will work on the project calmly and in an organised manner. This reduces the pressure and rush that comes with avoiding missing deadlines.

Prioritising Work

Finding the most effective ways of prioritising work will also reduce stress in employees. Tools such as an Eisenhower box can be used to imagine that each of the four squares represents a different focus: urgent and important, important but not urgent, urgent but it is not considered important and lastly neither urgent nor important . This means that effective prioritisation enables employees to focus on the right tasks and reduce the avoidance and clutter that comes with productivity.

Taking Regular Breaks

As suggested by several studies, employees who exert themselves for many hours continuously doing work will be more stressed, with the same research stating that taking short and regular breaks during work can reduce stress levels by up to 50% . Some of these breaks can be as short as five minutes for walking around the office or closing their eyes and breathing deeply. Some long breaks can be longer including listening to a calming and favouring song or even a short meditation.

Using Technology

An employee should find ways of doing the most difficult and sometimes tedious work through the internet. Tasks that save an hour a day or more are considered no longer necessary and should be done through the internet. For instance, the use of Asana reduces the email clutter from their office by keeping such correspondence in a central location accessible to everyone. Any project scope, deadline, and responsibilities are entirely on the Asana platform.

Improved decision-making

Time management is one of the key aspects that enhance the quality of decisions people make in the workplace. Not only does boosting time management boost people’s ability to squeeze more information under the same time frame, but it also provides more opportunities to reflect on your initial thoughts. By definition, time management is the process of planning and organizing how to divide your time between specific activities. Here are five ways in which time management decisions enhance the quality of decision-making processes:

Allocating time for research and information gathering

Taking a specific amount of time dedicated to research our “homework” ensures that we are well-prepared before we begin the decision process. For example, a marketing manager deciding on a campaign strategy can dedicate two hours a day to review competitors’ campaigns or market trends. By reserving time for the research, this manager will not take ill-considered or rash decisions without complete or accurate information.

Create reflection periods to make better choices

Making decisions becomes significantly easier if you have organized a planned reflection period. Business-financed financial analysts who take the last hour of their workday to go over all the data they’ve seen before and contemplate the best investment option, make sure each decision they make is a deliberate one.

Use downtime to solve problems

Time management can be about an understanding of your “natural buffs,” unscheduled ease, or breaks within a timeframe. Around 10% of the executives in enterprise organizations surveyed would accept more queries if they could use their downtime to think about and make decisions. Hence, if you prefer better-informed decisions, use your downtime better.

Set milestones for decision deadlines

Creating the deadline for deciding the specific milestones within a decision-making process of a larger decision ensures you that you are biased to make the decision on time. For example, a project team should decide on its next phase by the end of the year.

Time Tanagement

Enhanced goal achievement

Time management is crucial for reaching a vast range of short-term tasks and longer-term life goals in the workplace. By organizing the work time of employees systematically and prioritizing their tasks, it is possible to ensure they accurately make an effort and obtain certain goals. The following are the ways in which time management helps with accomplishing goals.

  • Setting clear milestones and deadlines. This is the easiest and most apparent connection between time management and the accomplishment of goals. An individual or a team is first required to determine what they want to achieve and when in the form of general goals. After that, this larger goal can be divided into a series of smaller milestones and deadlines. However, in reality, many teams use this simple technique effectively. For example, a sales team might have a target for the number of client calls they make each week and for the number of deals they secure per month. If the annual sales target is divided in this manner, every employee can ensure they are continuously working towards that larger target. If the salesperson is falling behind, he or she might adjust her efforts or find new clients to contact.

  • Regular review of goals and their change. Reviewing and amending goals is just as important as setting them. Monthly goal review indicates that the team is a month behind, requiring new plans. This is especially important in industry, IT and marketing, where the biggest things still change and the time and money invested there can quickly become wasted. A good example is that a project manager chooses development tasks generated on a critical path to the project timeline for the month’s plan and focuses on the tasks that have to be done first to be ready to have a project in a month. Task priorities may vary and still be completed within the month at a constant point of urgency.

Healthy work-life balance

Time Management for Healthy Work-Life Balance

Time management is an essential requirement for those aiming to obtain positive work-life balance. Not only it is good for one’s piece of mind, but it is also beneficial for one’s career as it is shown that a worker feeling well-rested and happy during personal time is more likely to be productive during the work shift . There are several ways it may contribute to a healthier work-life balance, and here they are:

  • It helps establish limits between work and personal time: line should be clearly drawn between the two to allow for balance. For instance, a company could introduce a policy of no mail and calls after 6 p.m.

  • It gives a chance to schedule downtime properly: failure to schedule breaks and time off leads to burnout, and it is essential to have a plan for for-time. For instance, some companies make employees take two days off in a row once per month as it increases retention rates .

  • It helps plan both work and personal activities: there are various tools to help individuals schedule their work shift and personal activities taking only as much time to do both as is available to spend. For instance, one may plan time for family, exercise, and hobbies in an online work calendar to avoid overlapping of shifts .

  • It may be used to identify and properly schedule tasks based on personal and professional goals: there could be tasks to do in time for both personal and professional lives, and they should not be separated. For instance, one may want to get a professional certification while also ensuring one’s present in weekly dance classes or leg of husband’s favorite dish .

Increased effectiveness

Workplace effectiveness in terms of overall performance can be radically improved with the help of proper time management . It encompasses efficient practices for developing and executing tasks, allowing employees to invest less time and efforts in their roles and create quality work within a short period. The following paper offers examples of how time management can be used to boost the effectiveness of the workplace.

Using the priority-based task list

Developing and maintaining a task list organized in regards to priority can require less time and significantly improve the level of performance. It implies listing most urgent tasks that require immediate attention and concentrating on them, not getting distracted by less relevant issues . The example can be related to software engineering when a specialist has to fix application bugs before adding new extra features for the sake of performance and assurance that a product works.

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Time blocking

Alternatively, time blocking is an additional method for an increase in performance and lesser distractions provided by the inability to change a planned program . It implies allocating periods for various types of work. For example, an account manager can arrange meetings with partners and clients in the middle of the day so that in the morning or after lunch, he or she can be entirely concentrated on work in the office. In addition, in the afternoon, they can manage company reports and writing .

Periodical progress reviews

Regular reviews of one’s work and effectiveness of presenting tasks in time can improve performance of time allocation significantly by preventing possibilities of deviations from plans. Such practices of time management can guarantee that efforts are placed correctly and timely response is given to changes in plans . For example, a manager of a construction site can have weekly meetings to check tasks list of each worker and redistribute human resources to meet the deadlines but not neglect the quality of work.

Adopting technology

For the large variety of professions, it is possible to increase effectiveness with the help of adopting various technologies that reduce the time attributed to routine tasks and allow concentrating more on vital work items. A decrease of time allocated for administration duties can reach 50% . For instance, an HR specialist can use tools for employee record management. Time spent on payroll calculation processing is reduced and mistakes are minimized .

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