Handbook for effective time management

The views expressed below are entirely mine with some inputs from a time management workshop that I attended last year. I would like to state that in the time of a crisis at work, no time management stuff has to come in. Its the work that gets the highest priority and there will be no compromise then. Also if the amount of experience that you have is less than 2 years then I would suggest that you slog in the office rather than leave after 8 hours!! Create the right impression first!!

But when you have settled down in your job, created the right impression then its time to bring in some balance.

The steps to effective time management :

Pre-requisites

1. Understand that you have 24 hours in a day. If 8 hours is for sleeping, 8 is for work, then there are 8 more and thats a lot.
2. Understand the importance of achieving a balance among the various activities that make up the 24 hours.

Worklife:

The basis for all the following points is that there is a clear restriction on the number of hours that are spent in work. If its eight then its not more. Sometimes there is a clear mechanism in place that automatically ensures that the number of hours is restricted. For eg if you use the company transport then the timings are automatically fixed. Or you might have to pick up your kid from school at 6. Now this is an activity that you cant postpone. So its a motivator to leave at 6.

But when no such restrictor exists then its all upto the self control that an individual has. If eight hours are up then you should not work anymore. And the amount of self control is a pretty subjective thing.

Tip : I would suggest that you create a restrictor of your own. It should be an event strong enough to make you stop your work. Maybe its some tv show that you cant miss (but I wouldnt suggest you to adopt this one!), maybe you have to go home and help your mom in cooking and this cant be missed at any cost. Well I cant think of any at present but will try to come up with some strong restrictors.

How to make the best use of the available eight hours -

1. Remember that its not actually eight. Its a lot less. So the planning should have a buffer. The avg value is 20% of your time. But depending on the nature of work and the uncertainities involved set the buffer at a convinient level. This buffer is for unplanned activities.

2. For the six hours that remain - maintain a planner. Please remember that its not just any piece of paper thats lying around or some receipt or some ATM slip. Please maintain a book.

3. Fill in the planner with activities, priorities and deadlines. Take only 15 mins of your time to do this and let this be the first activity of your day rather than checking forwards from friends.

4. The major roadblocks to effective time management are time robbers. Let me list them down :
a. Poor planning
b. Meetings
c. Failure to listen
d. Waiting for answers
e. Socialising
f. Interruptions
g. Shifting priorities
h. Poor communication
i. Procrastination
j. Unwilling to say NO
k. Red Tape

5. Most of the above are self explanatory, so let us look at some ways to tackle the most common one : Understanding and controlling interruptions :
- Types of interruptions : Unnecessary, Necessary but untimely, Necessary and timely
- 2 keys to handling interruptions : Shorten the time interrupted by interrupting the interrupter quickly early on in the conversation. Deflect timing from interrupter's convenience to yours.
- Use questions like "What can I do for you?" , "How can I help you?" and ask questions with respect to timing - "When do you want it?"
- Use your planner and answers to the questions above to put the task down on the appropriate date.
- Make the other person feel good while ensuring that your time is not wasted.

6. Time management tips - office
a. Keep your current work as close to you as possible
b. Finish every job that comes to your desk - don't simply start, finish it.
c. Block unwarranted email addresses/unsubscribe yourself from lists that do not add any value to you
d. Arrive 10-15 min before any appointment
e. Identify your best time and plan most difficult/important tasks at that time
f. Budget for time on surfing on the net
g. Be careful of socialising in the office. You can lose as much as 1 hour each day.
h. Be careful of coffee/tea breaks - plan for them.

Now people, all the things I have said above may sound like things that are obvious but believe me, unless practised with vigour the fruits will always elude you. Today at a young age in a competetive world there is always a tendency to over strain ourselves so that we can reach the pinnacle of our careers as quickly as possible. We believe that by working late (I wont necessarily say working hard) we can create a good impression on our superiors but in the long run we unknowingly sacrifice a lot by tilting the balance away from our personal life.

pS : I would like to acknowledge the insights provided by a friend of mine on Her worklife that helped me understand the gamut of problems in our worklives.