Time management: Meaning and its significance

It is rightly said, “Time and Tide wait for none”. An individual should understand the value of time for him to succeed in all aspects of life. People who waste time are the ones who fail to create an identity of their own.

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What is Time Management?

• Time Management refers to managing time effectively so that the right time is allocated to the right activity.
• Effective time management allows individuals to assign specific time slots to activities as per their importance.
• Time Management refers to making the best use of time as time is always limited.

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Ask yourself which activity is more important and how much time should be allocated to the same. Know which work should be done earlier and which can be done a little later.

Time Management plays a very important role not only in organizations but also in our personal lives.

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Time Management includes:

• Effective Planning
• Setting goals and objectives
• Setting deadlines
• Delegation of responsibilities
• Prioritizing activities as per their importance
• Spending the right time on the right activity

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Effective Planning

Plan your day well in advance. Prepare a To-Do List or a “TASK PLAN”. Jot down the important activities that need to be done in a single day against the time that should be allocated to each activity.

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High Priority work should come on top followed by those which do not need much of your importance at the moment. Complete pending tasks one by one. Do not begin fresh work unless you have finished your previous task. Tick the ones you have already completed. Ensure you finish the tasks within the stipulated time frame.

Setting Goals and Objectives

Working without goals and targets in an organization would be similar to a situation where the captain of the ship loses his way into the sea. Yes, you would be lost. Set targets for yourself and make sure they are realistic and achievable.

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Setting Deadlines

Set deadlines for yourself and strive hard to complete tasks ahead of the deadlines. Do not wait for your superiors to ask you every time. Learn to take ownership of work. One person who can best set the deadlines is you. Ask yourself how much time needs to be devoted to a particular task and for how many days. Use a planner to mark the important dates against the set deadlines.

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Delegation of Responsibilities

Learn to say “NO” at the workplace. Don’t do everything on your own. There are other people as well. One should not accept something which he knows is difficult for him.

The roles and responsibilities must be delegated as per the interest and specialization of employees for them to finish tasks within deadlines. A person who does not know something needs more time than someone who knows the work well.

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Prioritizing Tasks

Prioritize the tasks as per their importance and urgency. Know the difference between important and urgent work. Identify which tasks should be done within a day, which should be done within a month, and so on. Most important tasks should be done earlier.

Spending the right time on the right activity

Develop the habit of doing the right thing at the right time. Work done at the wrong time is not of much use. Don’t waste a complete day on something which can be done in an hour or so. Also, keep some time separate for your personal calls or checking updates on Facebook or Twitter. After all human being is not a machine.

For Effective Time Management one needs to be:

Organized

Avoid keeping stacks of files and heaps of paper at your workstation. Throw what all you don’t need. Put important documents in folders. Keep the files in their respective drawers with labels on top of each file. It saves time which goes on unnecessary searching.

Don’t misuse time

Do not kill time by loitering or gossiping around. Concentrate on your work and finish assignments on time. Remember your organization is not paying you for playing games on the computer or peeping into other’s cubicles. First, complete your work and then do whatever you feel like doing. Don’t wait till the last moment.

Be Focussed

One needs to be focused on effective time management.

Develop the habit of using planners, organizers, and tabletop calendars for better time management. Set reminders on phones or your personal computers.