Time management

Time management refers to the planning, prioritizing, and scheduling of tasks to create work efficiency in an environment of competing demands. Sometimes called time budgeting, time management enables people to efficiently complete tasks and meet deadlines, contributing to success at home, school, or the workplace and reduced levels of stress.

Overview

Time management is important for accomplishing the tasks any individual has to juggle, whether at home, school, or work. Time management is a skill most people find easy to learn, although some find it difficult to put into practice. There are various methods and strategies—some formalized by experts, as in the field of project management—which each may prove more or less effective for every individual. In all cases, it requires conscious planning to control the amount of time spent on any one task and prioritize what needs to be done. In addition to general concepts such as prioritization and scheduling, it can include specific actions that may be unique to a certain scenario. When carried out properly, time management can help improve productivity, effectiveness, and efficiency.

Prioritizing Tasks

The first step in time management is prioritization. This involves understanding which tasks are most important and making sure these tasks are given sufficient time for completion. Prioritization is key because not all tasks hold the same level of importance or urgency. Some tasks can be postponed or even declined. Prioritization allows a person to narrow work down to its essentials.

It might be difficult at first to distinguish what is most important from what is most persistent. For example, if one employee continually asks another to help with a project that is not a direct assignment, the second employee might end up taking on unimportant but time-consuming work. Another persistent problem is the barrage of texts and emails that most people receive on a daily basis. While these messages may seem urgent, most of them can usually wait. Good time managers have varying strategies to deal with this type of constant distraction; some attend to these tasks only once or twice a day, while others may monitor incoming messages throughout the day but establish a hierarchy of what merits an immediate response.

Setting a Schedule

Once priority tasks have been determined, the second step, setting up daily, weekly, and monthly calendars of tasks, meetings, deadlines, and other events, can be completed. Scheduling is an effective way to organize time and ensure nothing is forgotten, and examples can range in complexity from a basic calendar to an advanced computer system relying on the mathematics of scheduling. In any case it avoids the uncertainty of a simple to-do list that does not include priorities, timeframes, or project deadlines.

To schedule efficiently, one must have a clear understanding of how much time each task takes. Experts recommend conducting time-on-task studies by taking the time to note and record the number of minutes spent on daily tasks for a period of time. Create a notebook or other record for the purpose. For long-term commitments, professionals might plan to spend at least one week creating an accurate account of all time spent during the day. This time should include minutes spent on interruptions, email, and side conversations. It should include time wasted on distractions such as visits from coworkers or personal phone calls. For people who work or go to school remotely, time spent on household tasks like laundry and dishwashing should be included. People who log their time are often surprised by how much time is spent on off-work diversions. Once the record is completed, the amount of time it actually takes to complete a task should be clear. These times can be used to create a daily schedule. This schedule can eventually include tasks that are blocked in on a daily, weekly, and even monthly basis.

To meet deadlines, tasks can be broken into a series of steps with their estimated timing determined and shown. As you are scheduling, you might work backward from the deadline to ensure that sufficient time is available to complete large projects. Even though this amount of planning may seem to take a lot of time at the beginning of a project, it is required to determine exactly what’s needed. This helps to avoid mistakes and time wasted on redundant or unnecessary tasks. And while such detailed time logging and scheduling may not benefit everyone or fit certain contexts, the principles of understanding the time needed to accomplish a goal and designating time to do so carry over into all manner of situations, both in the office or classroom and in private life.

Other Tips

While every individual's preferred time management strategy will rely upon their personality and unique circumstances along with the general themes of prioritization and scheduling, there are many more specific tips that have been proven useful in various settings. For example, blocking out a half-hour or more for a series of small, necessary tasks—like returning phone calls and emails—may help avoid distraction from bigger projects throughout the day. Most messages are not urgent and can be left for a scheduled period of time. Similarly, when trying to accomplish a specific goal, for example reading a book for class, it can be beneficial to restrict access to one's phone and computer. Using these and other methods to isolate oneself from distractions help allow a task to be finished in the allotted time frame.

In a work or school setting in particular, taking time first thing in the morning and last thing in the afternoon to review and update a daily plan is also recommended, since recording progress and new information saves time later. Color coding on one's schedule is another tool for time managers. Use one color, such as green, to indicate regular work, meetings, and priority tasks. This ensures that the most important tasks are noticeable and accomplished in a timely manner. Use a second color, such as red, to mark project deadlines, so nothing is overlooked. This and other similar methods help reduce the cognitive load of scheduling, allowing faster processing of information and freeing up time and energy for the tasks at hand—it is important to avoid letting scheduling and other time management strategies become extra work in and of themselves.

Another time-management suggestion is to delegate tasks whenever possible. Managers and study groups alike can take advantage of individuals' strengths when assigning work. Regularly checking in with team members for updates and questions keeps everyone on task and motivated, yet still takes less time than one person trying to do everything. This can be particularly helpful for college students working on group projects, who may not be used to juggling their own time and school assignments.

Learning to say no is also a tremendous time saver. Good time managers are not distracted by casual interruptions or off-task requests because they’re able to refuse or postpone items that are not related to their immediate goal.

Technology and Time Management

Technology has always played a role in time management, such as in the development of accurate clocks or even more basic tools such as planners and sticky notes. However, the rise of the internet age saw the proliferation of advanced technology throughout society at an unprecedented scale. In many ways this has proven a challenge to time management, as easy access to virtually unlimited information and media through computers, smartphones, and other devices provides countless opportunities for distraction. For example, studies have found that so-called digital natives switch between digital media platforms as much as once a minute, directly reducing their potential focus on one task. For many people, the amount of work and pressure to perform has also increased in conjunction with technological innovation, making effective time management even more difficult.

However, many technological developments have also sought to make time management easier. Some of the technology most commonly used by workers and students and largely taken for granted is in fact responsible for much more efficient use of time than earlier systems. For example, the speed of email and instant messaging compared to postal mail has freed people to communicate much more rapidly and therefore devote more time to other tasks. Word processing on computers eliminated time-consuming rewriting and editing procedures, among other shortcuts. Internet and telephone technology that makes it possible to work remote has freed many from unproductive commutes. However, such time savings do not always mean the saved time is managed wisely, and many of these technologies in fact create other opportunities for distraction. For this reason, an entire industry has developed marketing products specifically focused on time management.

Many time management technologies are built into existing platforms, such as email or digital calendars. Most popular email and calendar software, especially those focused on business use, include various tools for watching one's time. This may range from efficient digital versions of some of the strategies discussed above, such as scheduling or color coding, to more advanced functions such as synchronization with coworkers and autofiltering incoming messages into appropriate folders. Some people find streamlining various tasks into one interface helpful, and various computer and mobile software applications (apps) have offered such a platform. Software is available for all steps of time management, from high-level planning to one-off reminders. Apps exist to help with everything from tracking one's behavior and identifying distractions to forcibly blocking or disabling common time-wasters such as social media, news, and email.

Ultimately, time management and productivity software is only as helpful as one allows it to be. Effective time management relies most of all on one's mental focus and willingness to set clear priorities. However, technology can provide powerful resources to help achieve those goals.

Benefits

Time management has several benefits beyond the organization of daily responsibilities. First, with sufficient time allowed for each task, projects are more likely to be completed conscientiously and on deadline. Thorough research, thoughtful organization, and accurate presentation cannot be successfully crammed into a few last-minute hours. Plus, if a problem should develop, a realistic schedule leaves ample time to cope with it.

Second, projects that move forward on schedule reduce stress. Managing multiple projects and assignments at once can be difficult, but the steps to completion are clear when time is scheduled for each segment of work. Daily progress encourages further effort, while procrastination and missed deadlines often result in anxiety and pressure.

Third, living with stress affects other areas of people's lives, such as their relationships with family and friends. People who are worried about overdue assignments or poor work evaluations may be unable to engage with others normally. Stress can be contagious, too, whether from managers to workers or among family members. The result is more stress and less fulfillment all around.

In the end, time management contributes to greater success at work or school and in private life. With more success and less worry, people have time for leisure and family activities, which further reduces tension and allows the mind to focus. Lower stress and better mental health contribute to happier, healthier lives.

Bibliography

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