In this session, we will discuss effective time management techniques which can increase your productivity
Time Management Techniques
The whole world of people can use different types of time management techniques and different types of techniques people are following from the internet but after the follow different techniques some people don’t get success. So that after some research the result has been come out. The people don’t use the best way of time management techniques and most of the people don’t use the time management techniques in our daily life. And most people don’t know about what is time management and its techniques.
So here is I am going to explain about which is the perfects and best way of techniques of time management which can change your daily life and make you a valuable person.
Effective time management techniques can be dedicated to the following points.
- Set smart goals
- Plan your day
- Time Blocking
- Track your time
- Firstly eat frog
- Follow 80/20 rules
- The Pomodoro techniques
- Be focused: manage distractions
- Stop Multitasking
- Say “no” and delegate
- The Eisenhower matrix/The Eisenhower box
- Kanban board
- Parkinson’s low
Set S.M.A.R.T Goals
If you don’t know exactly which direction you will be gone in the future then set your goals because good time management always starts with goals. Those are types of goals that can make you smart that’s one is smart goals. (time management techniques)
The techniques of smart goals of the theory way published by George. T. Doran, “Since 1981 when the paper entitled there’s a S.M.A.R.T. way to write management’s goal and objectives.
The idea is pretty simple every smartly written goal should be written down by the following next criteria.
- Specific:- There is a clearly defined the desired outcome, what you want to achieve.
- Measurable: There must be a way to measure the process
- Achievable:- The goals can be met with available resources
- Relevant:- It must fit a bigger picture and you must know why you won’t achieve something
- Time-bound:- A clear deadline for when the goal will be achieved
Most people don’t set goals. The whole world of people out of 10% have written goals. That means it takes effort, with some real thinking and reflection to write down meaningful goals in the right way.
So if you are thinking that goals you have to achieve then you don’t want to write vague resolutions that won’t give you a sense of direction and proper motivation. I will suggest you. you want to write down your goals in a smart way.
Plan your day
And the second one is to plan your day also most important improve your time management. it directs you on what to do and how to do it in a day.
Before you should have plan your day then you have to spend a few minutes and think about you had two options. which one is the previous night or the second one is first thing in the morning. In both options, you have to do your whole day’s work.
Time blocking defines how to utilize your time. Basically, the whole world of people have to get 24 hours in a day but some people achieve so much with their time than others. that’s why most people don’t manage their time in a proper way.
In our whole world, most people are working 80 hours a week. I know you are thinking it is impossible but it is possible. Inventor Elon Musk is known for being productive. he manages his time so efficiently that he can work over 80 hours a week and still make time for himself. Are you think what is his secret? That’s time blocking.
And time blocking how it works let’s discuss it.
You have two options previous night or in the morning. let’s start in the morning assign every task in a time block which you can do in a day. These tasks can be anything from eating breakfast to studying for a test. Below are the steps Elon Musk uses to block his time. (time management techniques)
Scaling a piece of paper into two parts. On the left, write down each hour of the day and create blocks of time such as half-hour or hour chunks.
Calculate the time it is going to take to accomplish each of your tasks and fit them into your time blocks.
Add buffer times in between each time block to allow for adjustments during the day.
Track your time
Track your time means by how much time you can use in one specific task. It helps you increase your productivity. if you are using a time tracker in your specific work then you know how to work it and how to improve your productivity. But you don’t know how to use it and how to improve your productivity. then I am going to explain here how a good time tracker works in your specific activities and how it increases your productivity. A time tracker called MyHours is one of the best applications. which can help you how you can improve your time and how you can improve your productivity and top of that you can automate things like reporting and invoicing. Because time tracker is one of the most important parts of good time management.
Firstly eat frog
If you can’t decide which work firstly accomplish which can increase your productivity. then I suggest you and the best techniques of time management which one is firstly eating the frog. Eat frog mean by the which work is most important and most hard. (time management techniques)
There is a list of work and you can’t decide which work firstly accomplish and what is the best time. then I will suggest you think about that work which is most important and which can’t accomplish then your boss punished you and which work you can’t accomplish that work feel you gelati. Do that type of work firstly and that type of work called to eat the frog. And that type of work is accomplished in the morning because that time is perfect for that work. why I suggest you in the morning because you are clearly fresh in the morning and if you accomplish them. you don’t gelati feel easily accomplish.
Follow 80/20 rules
If you are focus on the 80/20 rules I am sure your result and managing time is come out more effective. Here are other questions to ask yourself using the 80/20 rules.
- Do 20% of customers make 80% of the complaints?
- Are 20% of emails 80% of the important conversation?
- Do 80% problem originate with 20% of projects?
- Do 80% of your distraction come from 20% of sources?
- Are 80% of customers only using 20% of software features?
- Do 20% of your tasks give you 80% of the pleasure in your job?
The Pomodoro techniques
It is one of the most important techniques which can help you in time management. these techniques define take a little break if you are study or working. Let’s discuss these techniques deeply. The Pomodoro techniques were created by software developer and author Francesco Cirillo in the late 1980s. Today this techniques is one of the most popular time management techniques out there.
You are thinking these techniques is so hard we can’t follow them and extra, extra but actually these techniques is not like that. it can easily follow. The whole day of work you should break down and complete it in intervals separated by a short break. You work for 30 minutes straight, this type of technique is called Pomodoro techniques, and then take a 4-5 minutes break. After 5 Pomodoro you take a longer break 20-30 minutes to recharge. (time management techniques)
Always you are working or study then you should use simple techniques. that types of techniques give you enough recovery and focus time to maximize your productivity.
Here is summarize simple six Pomodoro techniques.
- Firstly those tasks targeted which are to be done
- Set the Pomodoro timer
- Work on the tasks
- Set the timer in 30 minutes the working end (one Pomodoro).
- If you have fewer than four Pomodoro, take a short break (4-5 minutes)
- After 5 Pomodoro, take a longer break (20-30 minutes, then go back to step 1
Be focused: Manage Distraction
This is the common thing a student study one hour then he will be wasting his time two hours inside the study. Anyone can notice it. How to waste his time inside the study? Because there is the main reason which is pop up message, Notification, emails, collogues constantly. It all pulls your attestation away from study. (time management techniques)
Then how to focused. There are many away to focus. Simply, remove your distractions.
- Turn off all pop-up messages and notifications on your computer and phone.
- Leave your phone away from your workplace
- Turn off Wi-Fi if it’s not needed for a tasks
- Don’t use social media at work or study. Can’t resist? Schedule “distraction time” throughout the day.
- Put your phone and apps (such as Slack, Hangouts, and messenger) on “Do not Disturb.”
- Change your inbox to a GTD Gmail to become productive in email. you can also use inbox pause to stop getting flooded with new emails.
Good time management techniques are never allowed in one specific time to accomplish multitasking. Multitasking means by the 24 hours accomplish different activities. So if you want to achieve something then stop multitasking because the truth is, multitasking damages our brain. In fact, it dramatically decreases productivity. According to the study conducted at Stanford University. It can define “when they’re (Multitasking) in situations where there are multiple sources of information coming from the external world or emerging out what’s not relevant to their current goal. That failure to filter means they’re slowed down by that irrelevant information.”
Say “NO” and Delegate
Time management always allowed do that work which can people chose because we all have specific limits. then we simply can’t do everything people want us to. It will lead to work anxiety and burnout. That’s why it’s so important to be assertive and say “NO” when people want to assign you additional works.
Plan your day in advance
Planning is the key to success so that if you want to achieve something then do plan in advance. According to time management techniques. It can be allowed firstly do planning because planning direct which work can be accomplished in future and it gives you a detailed insight into all the things you needs to do.
Here is summarize how to plan and organize your work
- Fancy calendars and personal organizers
- Time management apps and tools
- To-do lists of works
- Post-it-notes, notepads, bullets, and other paper forms of time managers
The Eisenhower Matrix/The Eisenhower box
The Eisenhower matrix is one of the most popular frameworks for prioritizing tasks which can help you to break your goal into small components. once you have your goals written in a smart way, then you should break them down into actionable and concrete tasks. then tasks need to prioritize. (time management techniques)
According to Dwight D. Eisenhower was the 34th president of the united states, serving between the years 1953 and 1961. He was faced with difficult decisions every day that led him to invent what is now called the Eisenhower matrix, or the urgent important matrix.
- Urgent +Important (Do first)
- Not urgent +Important (schedule)
- Urgent +Not Important (Delegate)
- Not Important +Not urgent Eliminate)
And second task one is important tasks. Important tasks mean by the contribute to your long-term goals and think about that tasks which you want to definitely to do in your life. that’s why important tasks are the ones that are part of your life vision and mission or business.
It is definitely correct, you should always tackle important and urgent that you spend most of your working time in this quadrant (urgent +important).
Kanban board which one is most important in time management. It is a Japanese word meaning a billboard or signboard. According to the Kanban board, it can define a visual board that helps you to track progress on your goals.
Kanban boards are popular methods whose fans of people are using a big dry-wipe, whiteboard to visualize their goals or software that supports Kanban visualization. It is absolutely correct, the physical Kanban board works much better because its fans are too much in the whole world.
Visualizing the stage of each specific task, then you should draw several columns on the whiteboard. The columns on the blackboard are usually. (time management techniques). Planning is the key to success so that if you want to achieve something then do plan in advance. According to time management techniques. It can be allowed firstly do planning because planning direct which work can be accomplished in future and it gives you a detailed insight into all the things you needs to do.
- To DO
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