From American Management Association
Time is one of our most valuable resources, and, as we all know, it's limited. Effective time management strategies can help you overcome that uneasy, panicky feeling of not having enough time to do everything that needs to get done in your workday—even if you work overtime.
When that’s an everyday reality, time anxiety can become overwhelming, provoking a constant need to rush and scattered thoughts that make it difficult to focus on and accomplish anything.
Worrying about time is unproductive, to put it mildly, and a major time waster. So, how do you get a handle on time, especially when you’re faced with constant demands, mounting piles of tasks, and seemingly endless to-do lists? First, take a deep breath. Then, take some time to plan and schedule your time. By effectively planning how you’ll use your time, you’ll feel more in control, more focused, and much less frantic. Plus, you’ll create space in your busy day to free up your mind for creative thinking—leading to fresh insights, new solutions, and gains in efficiency and productivity.
To help you get started on maximizing your time at work, the experts at American Management Association (AMA) provide this proven four-step action plan:
STEP 1: CREATE AND KEEP A MASTER TO-DO LIST
A master to-do list is a perpetual list of tasks and projects that need to be accomplished, with no firm time requirements. Benefits include:
- Relieving the pressure of a daily to-do list
- Serving as a log to capture all your thoughts and ideas throughout the day
- Improving memory and recall
- Making it easier to keep track of little details as well as big priorities
- Reducing stress
STEP 2: PRIORITIZE TASKS
It sounds simple, but when everything is a priority, where do you begin? Start by writing down all the tasks you want to complete, without worrying about order or priority. Then, sit back, compare all tasks together, and objectively view them. Ask yourself, “If I can only do one of these, which would it be?” Rank that task as your top priority, then ask yourself that question again, and again. Gradually, you’ll focus on the most essential, important need-to-do tasks and make them a priority over the nice-to-do tasks. Once your priorities are clear, you can focus on doing what really needs to get done and stop busywork from taking up your day.
Important |
Urgent: High-impact tasks that must be completed quickly |
Not Urgent: Significant but long-term goals |
Not Important |
Urgent: Low-impact tasks with short deadlines |
Not Urgent: No deadline and little value |
Eisenhower Matrix to provide a structured approach to task prioritization
STEP 3: SCHEDULE YOUR TIME
- Collect the top five priority tasks from your list.
- Estimate the amount of time you'll need to complete or dedicate to each of them.
- Block out your work week and schedule in time for these tasks.
- Schedule planning time, about 15 minutes, both in the morning and in the evening.
- Block out the time you have scheduled meetings and appointments.
- Block out the time for your top-priority tasks—about 40 to 60% of your day.
This will help you maximize your time and have time left for lower priorities. Consider scheduling three or four of your workdays and keeping at least one day open to handle the unexpected.
STEP 4: UPDATE YOUR PLAN DAILY
Review your plan at the end of each day. Transfer or add tasks as needed. And leave the office at the office. Even if you work from home, set boundaries. Taking some task-free time for yourself every day will make you better able to use your task-focused time productively.
PUTTING IT ALL TOGETHER
Effective time management is crucial for professional success and personal well-being. By following the four steps outlined in this article, you can take control of your time and boost your productivity:
- Create and maintain a master to-do list: This comprehensive list helps you capture all tasks and ideas, reducing stress and improving recall.
- Prioritize tasks: Use techniques like the Eisenhower Matrix to focus on what's truly important and urgent.
- Schedule your time: Block out your week, dedicating time to high-priority tasks and leaving room for unexpected events.
- Update your plan daily: Regularly review and adjust your schedule to stay on track and adapt to changing priorities.
Remember, mastering time management is an ongoing process. As you implement these strategies, you'll likely find that you're not only more productive but also less stressed and more satisfied with your work.
About AMA
American Management Association (AMA) is globally recognized as a leader in professional development. For 100 years, it has helped millions of people bring about positive change in their performance in order to improve results. AMA’s learn-by-doing instructor-led methods, extensive content and flexible learning formac
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