We have only 24 hours in day—nothing more, nothing less. In other words, the time at our disposal is limited. But the chores that we need to perform are endless. Therefore, there is very real need for us to plan and manage our time effectively if you want to be a good manager not matter what level of the hierarchy of our organisation we are in.
To begin with, we have to make a list of things to be done. Then we must divide the items on the list under three heads: (i) Immediate; (ii) Urgent; and, (iii) Important. Once this is done, we need to go back to these three categories and line up items under each category on the basis of their priority and deadlines. This we can do by writing the deadline for doing the job at the top and arranging the items on each list according to their priority. Make sure that your deadlines are realistic.
You may be a workaholic but there’s a limit to what you can deliver at the end of the day. So, don’t bite off more than what you can swallow. Keep tabs on the work flowing onto your table. Keep assessing whether you can take the load. If not, don’t commit yourself to more work thanwhat is humanly possible. When you feel you are overloaded, it is better to take it up with your superior and get it sorted out in advance than to show up with a sorry face each time.
Draw up a proper plan. And, allot time to each of the chore. Once you are done with that, start executing them one by one.
No matter how well you plan your day, there’s always a chance that something unexpected might turn up in the middle of everything. So, be prepared for contingencies and have a contingency plan ready for such unexpected workload.
Develop templates for jobs or repetitive nature. That is the best way to streamline your daily routine. That way you will have more time to execute the other jobs on your table.
Pick up one item at a time from the list based on priority and finish them one by one. Don’t start working on two or more jobs all at once. If something really urgent turns up at your desk, put away the job you are on till you finish the urgent job and then get on with other jobs as usual.
If possible ask for a location where distractions are minimal. If you feel distracted for some reason, review the position and find solution the problem at the earliest because distractions are sure be a drain on your time.
You don’t have to do everything all by yourself. Try to distinguish between work that needs your personal attention and work that can be done by staff at lower levels. Delegate or outsource tasks that can be handled by others. That way you will have more time to devote to tasks that have to be done by you.
If your work gets monotonous, try to juggle the tasks in such a way that you find some relief from monotony of tasks at hand.
If you wish to be a successful manager, time is of essence. Devote some time to serious planning and execute your time management tactics carefully for effective management of your organisation.
