Have enough time?
OFTEN WE hear people complaining that they have no time or how they wished that there were more than 24 hours in a day. On the other hand, there are a few who always seem to have time for everything. So what is the difference between these two? Essentially, it is just that the latter knows how to manage their time well.
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Planning
It is vital to have a clear plan on how you wish to allocate time to different activities. The best way is to use planners and "to-do" lists. Spending time to think and plan is time well-spent. Organise your time in such a way that it works with your personality rather than against it. It is a good idea to use different colours to identify critical tasks. When you write down things you have to do, it gives you a clear perspective on what to do now and what to schedule for later. Also, put down each activity in a chronological order. You could also use a long-term planner to plan ahead.
Prioritise
Use the 80-20 Rule propounded by Italian economist Vilfredo Pareto who noted that 80 per cent of the reward comes from 20 per cent of the effort. The basic premise of prioritising is to isolate and identify this 20 per cent. When you plan, it helps you prioritise tasks and assign the requisite importance it deserves. Also make sure you attach a deadline.
Flexibility
To manage time effectively, make sure you are not rigid, remember that everything cannot be put into a water-tight compartment. Allow time for interruptions and distractions. Time management experts often suggest planning for just 50 per cent of one's time so that you will have the flexibility to handle interruptions and the unplanned "emergency."
Organise
Decide which is the time of the day when you can do your best. While some people prefer early morning, some other may prefer late nights. This is especially useful if you are a student preparing for your exams. Knowing when your best time is and planning to use that time for your priorities is a sign of effective time management. Develop blocks of study time and break time. When studying, get into the habit of beginning with the most difficult subject or task. Review studies and readings before class and immediately after class so that you don't forget. Develop criteria for adjusting schedules to meet your needs, academic and non-academic. If you can delegate or eliminate your tasks, you must do so. Start with the worrisome task to reduce your anxiety level for the next task. Also make sure you recognise the stress level you can take and ensure you take a short break periodically.
Doing the right thing is effectiveness, doing things right is efficiency. Focus first on effectiveness, then concentrate on efficiency.
In management expert Peter Drucker's words, "doing the right thing is more important than doing things right." Also, develop a task matrix classifying work into important and urgent categories. Urgent tasks have short-term consequences while important tasks are those with long-term, goal-related implications. Work on urgent issues so that you have time for your important priorities and ensure that important items don't become urgent emergencies.
Procrastination
Arguably the greatest impediment to effective time management is when you postpone and delay. Remember that perfectionism by paying unnecessary attention to detail can be a form of procrastination. Try Alan Lakein's "Swiss cheese" method — if you are avoiding something, break it into smaller tasks and do just one of the smaller tasks or set a time and work on the big task for just 15 minutes.
Congratulate
When you are able to tick off what you did in your action plan, it gives you tremendous satisfaction. When you have completed a task as per your plan, give yourself a pat on the back. Remember Ann McGee-Cooper's words, "If we learn to balance excellence in work with excellence in play, fun, and relaxation, our lives become happier, healthier, and a great deal more creative."
Useful tips
* Set SMART goals — that are Specific, Measurable, Acheivable, Realistic and Time-bound.
* Learn to say "No."
* Find out how much your time costs.
* Do tasks which add the greatest value.
* Understand where you lose time.
And most important, don't forget to have fun — a good sense of humour can keep most problems at bay.
BINDU GOPAL RAO
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