September 22, 2012, 7:45 AM — Time-management skills for most people are learned along the way, a necessary part of getting the job done. However, like most things, the more you invest in it, the greater the reward.
To reach your short- or long-term goals, time management is critical for prioritizing tasks, scheduling appointments, emails, projects and so much more, not to mention family responsibilities. What steps can you take to get some of your time back? Like most skills, you can hone your time management practices to sharp edge with a little diligence and practice.
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To aid you in your quest to get more done, CIO.com has put together this handy list, compiling data from a host of sources such as The Washington Post, The Huffington Post and the Chicago Tribune to help you get the most out of your busy day.
1. Planning is Key: Keep Lists and Use the Tools at your Disposal
The pace at which most of us work at these days is furious and documenting thoughts and tasks is the only way to make sure things don't fall through the cracks. When creating lists remember to record as much as you can--this will help get you back on track quicker when you revisit your task later. Most of us have a tablet, smartphone or laptop with us most of the day and night. Each of these has some form of time management tool built in or preinstalled, and chances are that the tools are being under-utilized.
Outlook, for example, has tasks, a way to keep, track and maintain lists and notes along with a calendar, a great tool for project planning, appointments and reminders. The iPad and Android both have notes and calendars built-in, as well as thousands of time management apps available from their app stores.
If you're old-school, carrying a notebook or small pad is always a good idea. Whatever the medium get your tasks and thoughts organized.
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When should you organize and compile your list? One option is to organize your to-do list at the end of the work day. Reflect upon the day's events and thoughtfully plan your strategy for the coming day. Doing so can save you many sleepless nights.
Another option is to create a list that includes all your tasks, both personal and business. Once your list is complete, look it over and ask yourself these questions: Do you need to schedule appointments? Can you delegate any of these tasks? Is this meeting necessary?
Don't let your lists get too long or they will become unruly; these should be categorized and broken down before that happens, if possible. The important takeaway is getting your items documented somewhere so you can get them out of your head and focus on the task at hand.
2. Multi-tasking Doesn't Work
In a recent article from the Huffington Post, Zheng Wangs, a researcher and assistant professor of communication at Ohio State University, offered his thoughts on multi-tasking:
"There's this myth among some people that multitasking makes them more productive. But they seem to be misperceiving the positive feelings they get from multitasking. They are not being more productive -- they just feel more emotionally satisfied from their work."
People are most effective when they concentrate on one thing at a time. It's often said that it's better to finish one job then to start five.
3. Prioritize, Prioritize and Prioritize
Look at your lists and identify your top priorities. Tackle your most important or thought-heavy tasks at the point of your day where you are most mentally engaged and alert.
For many, that time is first thing in the morning, but for others it could be when everyone leaves the office at 5:30.
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4. Set Goals and Deadlines
Tasks and projects need deadlines and goals--these are the way for you to measure your forward progress and success.
Deadlines are critical to the outcome of any project or task. If not set in a realistic timeframe and managed well they will become a major source of stress. Not giving you or your team enough time can result in extreme pressure on all parties involved.
Always give yourself a little more time than you think you may need in order to avoid unnecessary setbacks. Sticking to your deadlines will help you get more done faster.
Set SMART Goals or goals that are the following:
Set both long- and short-term goals. It's easy to get lost in the microcosm of the daily--goals help keep things in context and help illustrate the bigger picture. Consider them the roadmap of your career and a necessary part of your day to day work. If you want to be successful you need to set and then strive to reach your goals. It gives you both direction and a focus on what's important.
The bottom line: always have clearly defined goals, objectives and deadlines.
5. Make the Most of the Time You Have
All of us have some time in the day that can be better used--for example, commuting, exercising or showering. Take this time to visualize your day, think about upcoming goals or projects. This is also a great time to prioritize some of the items on your list.