Hi everyone, as you know, we need to use our time effectively and efficiently to reach success. In order to achieve that, we need to manage time well and shape our plans accordingly. So how to manage time effectively? Let’s review our article which we consider the key points about time management and its effective techniques. Have a pleasant time while reading!
How to Manage Time?
Time management is simply the process of organizing and planning the time spent on certain activities to increase productivity. Effective time management can be achieved by benefiting various methods and managing this process well. Time is an invaluable resource for everyone. Since time is a concept that cannot be returned, borrowed or bought, all we need to do is to manage time well. Doğan Cüceloğlu says the following on the subject:
Time is a universal resource that puts pressure on individuals of all professions. Time management is the realization of the plans formed in the mind day by day by pouring them into daily life.
So let’s take a look at what we can do for the effective time management.
1-Set your goals
In order to manage time effectively, you must first set your goal correctly. Do you have many goals? Then, you can start by organizing these goals in order of priority. It will be easier to focus on what you are doing when your goals are clear in your mind.
2- Get an agenda
An agenda allows you to divide your plans into monthly, weekly and daily. You can see what you spend your time on when you take note of the things you need to do during the day, and use your time efficiently.
3- Identify Your Focal Task
Choose the first of the tasks you prioritize and focus on it. Studies have shown that doing two things at the same time reduces productivity. So work on focal task you identified. In this way, you can save time and get your work done easier.
Planning things does not mean you will do them. Sometimes you need the motivation to do that. Do not neglect to motivate yourself while doing your work. Remember that having a short break is not a waste of time. On the contrary, it will save you more time.
5-Allow Flexibility in Your Plans
Sometimes the plans you have made may not result in the way you want. There is always the possibility that you may encounter various difficulties and obstacles. That’s why you should always allow some flexibility while making your plans. So, you would have a Plan B if you encountered obstacles.
6- Evaluate Yourself Weekly
Making a weekly evaluation is of great importance in terms of time management. This concept is known as the ‘weekly review concept’ and is by David Allen, author of Getting Things Done. You can apply this concept by doing the following steps:
- Check out the previous week’s schedule and the next week’s schedule together. Review works done, meetings, and list the tasks that require special attention.
- Review your mails.
- Review your annual plans and list your works that fit for your purposes for the next week.
This concept helps you organize your works, see your plans clearly, and for the most importantly, manage your time.
What are Time Management Techniques? / 4 Effective Time Management Techniques
We would like to reduce the workload, be able to create big things in a short time, and balance work and social life. Some popular time management techniques can be benefited to achieve these.
1- Pomodoro Technique
This technique was developed by Francesco Cirillo in the late 1980s. Pomodoro Technique is a technique that known all over the world about time management. Thanks to this technique, you can increase your productivity both while studying and in professional business life. Basically, this technique is based on dividing working hours into intervals and taking breaks at certain time intervals. A pomodoro consists of each period of 25 minutes of work and 5 minutes of breaks. After 4 pomodoros, you can take a long break of 15-20 minutes. This technique minimizes distraction and helps you have more time to get a work done.
2- Pareto Principle
Pareto analysis, also known as the 80-20 rule, was proposed by the famous Italian economist Wilfredo Pareto in 1897. This principle can be applied to almost anything. If we take it in terms of time; it means you can complete 80% of your tasks in 20% time. The remaining 20% tasks will take 80% of the time. The Pareto Principle is a useful method to analyze what you spend your time on during the day. If you want to get more detailed information about this principle, you can take a look at our article titled Verimli Olmanın Sırrı; Pareto Prensibi (80-20 Kuralı) in Turkish contents.
3- The Eisenhower Matrix
It is a technique that developed by former US president Dwight D. Eisenhower. Actually, this technique has a very simple logic. First, a coordinate plane is divided into four quadrants. Next, the tasks that need to be done are categorized as urgent – not urgent and important – not important. Thus, a priority order is determined. We mentioned above the importance of prioritizing things in time management. If there is no priority order, a lot of time is wasted on unnecessary work. You can completely remove this problem with the Eisenhower Matrix. Planned works with the Eisenhower Matrix are divided into 4 categories:
- Urgent – Important (DO IT NOW): This is the part that we call the top of the priority order. Things that need to be done immediately are in this category.
- Not Urgent – Important (DECIDE WHEN TO DO): This is the part where you have long-term plans for the future. You should write your plans that are not urgent for the moment but are very important for the future in this area.
- Not Important – Urgent (Transfer to SOMEONE WHO CAN DO): It is the part where there are things that others want from you but are not important to you. If you can,delegate these tasks to someone else.
- Not Important – Not Urgent (DO IT LATER): This is the part where you’d better do it, but it won’t affect your life much if you don’t do it. If you have more important things to do, you can ignore them.
What is urgent is seldom important and what is important is seldom urgent. (Eisenhower)
4- Rapid Planning Method (RPM)
Another effective time management technique is the rapid planning method. This method was proposed by Anthony Robbins.It is a planning method where you prioritize which thoughts are really important by paying attention to them. Thanks to this method, you can easily plan what to do next.
What Does Time Management Give Us?
We deal with a lot of work in our daily life and we often complain that these things are not done in time. This situation causes us to get stressed and reduces the efficiency of our work. Therefore, our success will be negatively affected. With good time management, we can reduce our stress and reach success. In fact, time is basically spent in three ways; with thoughts, deeds, and conversations with others. More work can be done in less time thanks to effective time management.
There are many things that can be gained by using time effectively and beneficially.If we mention the effects of time management on your professional life; In this way, you can make your work more organized. You increase your concentration and gain self-confidence with the feeling of using your time efficiently. When you encounter unexpected important work, you do not panic, you can create time for that work. Indeed, you can take advantage of the opportunities that come your way and turn even situations that seem like a crisis to your advantage.
In addition, time management minimizes your stress in daily life. It makes you more disciplined and energetic. It allows you to maintain your motivation and increase your belief in yourself. In this way, you will have a more balanced life.
Time management is a very important concept for everyone. If you want to live your life more efficiently and control your time, you can use the techniques we mentioned above.