Charles Darwin once said,” a man who dares to waste one hour of life has not discovered the value of life”.
The direct meaning of the quotes is that time lost is time wasted; instead of spending an hour procrastinating over things that do not matter, make better use of that time by working on a project or learning a new language, or contributing to society.
Time Management Definition
The Oxford dictionary defines time-management as ”the ability to use one’s time effectively or productively especially at work.” Time management is a necessary skill to have and it is one of the most desired qualities that any employer seeks in his employee. Time management is the key to efficient working. It is the process of planning and controlling how much time you need to spend on all activities. Time management enables an individual to complete more in less time. Everyone has 24 hours a day, but how do some people get more done? The answer is simple: they know how to manage time effectively.
Benefits of time management
1. Stress relief
When you make schedules and then follow, it reduces anxiety. As the task gets done from your to-do list you can see tangible progress in your work and this helps avoid stressful situations whether you are getting things done or not or if you will get it done on time. Good time management means that you are more efficient and productive with very little stress and more success.
2. More opportunities
They say when opportunity knocks at your door you open it; when you don’t have the time to take the opportunity because you have carelessly managed your time and you do not have the chance to jump at the opportunity, it leads to disappointment. Hence when you manage your time well it leads to more opportunities.
3. More time
Whenever you manage your time according to the requirements you get a little time for yourself that you can spend doing your favorite activities. People who know how to manage time get to spend some time pursuing their hobbies and following personal pursuits. They can achieve goals and objectives and that too in less time.
Now that we have taken a look at the benefits of time management let us take a look at how to manage time effectively.
Tips to time Management
You need to prioritize tasks according to importance and urgency. Make a list of your task and determine which ones are important and urgent and do these tasks right away.
Second, the task is important but not urgent, that is going to be the next priority. The third one is tasks that are urgent but not important, the last one is tasks that are neither urgent nor important.
Mark Twain once said, “If it’s your job to eat a frog, it’s best to do it first thing in the morning. And If it’s your job to eat two frogs, it’s best to eat the biggest one first.”
What he means to say is to finish the bigger and more time-consuming job first. You need to tackle big things first and then go ahead with the smaller tasks. This helps in reducing stress and gives you time to give all your attention to one job, rather than multitask.
2. Assign time limits
Whenever you have a task you need to set time constraints for completing the task this will help you to be more focused and efficient. Take some time and decide which task will require how much time. This trick is used by a lot of us during our exams. For example, if it is a 10 mark question you may assign 15 minutes to answer it and if the question is worth 2 marks, it does not make sense to spend more than 5 minutes on it.
Similarly, if you have to write an article you may take 4-5 hours per article or some may take even less time. You can also test your limits and challenge yourself if you need to write an article in 3 hours, challenge yourself to finish it in the given time or before it but keep in mind not to compromise with the quality of work.
3. Take a break between tasks
When you are constantly working on a single task, you may find it difficult to stay focused for a long time and may lose interest. Get yourself some downtime before you continue working. It will help you clear your head and stay focused. Take a walk or do some breathing exercises between your work, it can freshen you up and you can get to the task at hand with much more vigor.
4. Stay organized
“For every minute spent organizing, an hour is earned.”~ Benjamin Franklin.
Organizing your task can make your life easier and saves time. Note down your tasks, how you are going to do it when you are going to do it, how much time will it take. Jot down the deadlines for the projects and tasks that need to be completed. Make a note of the days that will be best to work on a particular task. This will help you pre-plan things and will come in handy in the long term. You may want to assign 30 minutes of each day to go through the tasks assigned for that day. Make use of the apps that help you in keeping your daily tasks up-to-date.
5. Delegate or outsource
Delegation/outsourcing means that you are finding or distributing your work to someone else. This can save a lot of time and decrease your workload. This does not mean you are taking advantage of someone or being lazy, it will help you to focus on other important tasks at hand. You can give it to someone whom you know is capable and you can rely on them to do the assigned task or else you can hire a freelancer to do the work for you.
6. Follow the 80/20 rule
The Pareto principle states that “80% of results come from 20% of the effort put in”.
This is commonly used in sales as 80% of sales typically come from 20% of the customers, says Renzo Costarella. It means that 80% of your results will come from 20% of your actions. Using this principle you can eliminate the majority of your tasks and not waste your time in putting effort into fruitless things.
7. Set your goals
Decide which task and how many tasks you are going to do. Try to keep up with it. Because you know what your limitations and strengths are. If you cannot complete the set of tasks that you are assigned to do, just say ‘no’, and stop aiming to be perfect, no task can be perfect as there is always scope for improvement. Set your goals in such a way that you can achieve them.
Time Management is an important skill for students and freshers, especially if you are starting your career, you can get easily distracted or feel lazy to work because you don’t have the practice of doing so. Good time management skills are one of the key qualities that the employer looks for. The ability to prioritize and schedule work is extremely desirable for any company. The above tips can help you make maximum use of your time so that you can have the right work and life balance. And to achieve that you need to have good time management skills.
Time Management Skills That Will Get you A Job
A must-watch video on Tips and tricks of Time management.
“Give me six hours to chop down a tree and I will spend the first four sharpening the ax.” – Abraham Lincoln.
The task will be successful only if you have the right preparation and when you make the best use of time. Assign the task, pre-plan to execute your day, and complete the task within the assigned time. Don’t waste your time on things that will not give the desired effect. You can do a lot more than you think if you have the right time management techniques and skills.