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Time Management - PLAN YOUR TIME
Planning by objectives
“We must use time as a tool, not as a couch.”-----John
Fitzgerald Kennedy
“It is not enough to be busy, the question is, what are you
busy about.” --- Henry David Thoreau.
Planning is an essential prerequisite to action. It helps
us to mentally organize ourselves, plan each stage of an operation towards a
pre-set goal with deadlines at sub-stages, and saves blunders caused by trial
and error.
Sets out below are seven simple steps to help you plan your time and
successfully accomplish your objective.
This should be enunciated clearly and unequivocally, and
should be realistic, short and/or long term [short term objectives should
normally lead to long term aims] quantifiable, and match your aspirations and
personal value systems. Different facets of your life can have different
objectives/long term aims, often running simultaneously in a prioritized manner.
You manage time successfully if you can do the right thing
at the right time and at the right place.
Analyze your long-term aim and break it into a number of
short-term objectives (which by themselves can be short-term subsidiary aims).
Set time schedules for achieving each objective, the sum total of which will be
time set for achieving the long-term goal/aim.
To meet objectives, Key Result Areas (KRA'S) are listed
out. Quantifiable results in these KRA'S will spell out success in achieving
objectives. KRA'S are not actions; action is taken to produce results in KRA'S
which impinge upon achievement of the objective. So list out actions/tasks
necessary for success in KRA'S. Prioritize as you think best.
Divide your daily time calendar in such a way that Time
Blocks are carved out to deal with different tasks, whether those pertaining to
KRA'S or routine.
Allocate prime time
to priority areas, giving routine work other time slots when fullest
concentration is neither necessary nor possible. Every moment spent or planning
saves three in execution. Undertaking a project without a plan is like driving
cross-country without a route map.
Each individual has his own ideal span of attention, but it
usually varies between 20 to 100 minutes depending upon job complexity. It takes
about 30 minutes to get settled in, and after 2 hours concentration, we need a
break or suffer drastic fall in efficiency. This knowledge can be applied to al
situations where people interact, whether in conferences, intimate interviews or
brainstorming sessions. But ensure interruptions are taboo when there is
concentrated, prime time activity.
Complaints from executives about shortage of time may
reveal, on studying time logs, a totally different picture: the time wasters
(Chapter Two) were in evidence. We can use time logs ourselves to see exactly
where time leaks are occurring (see format of Time Log) and prioritize use of
time for greater effectiveness.
Rolling to-do lists: Before starting work (or on previous
evening) list out your tasks on a pad, score them out as they are done one by
one. Review the leftovers, and carry them forward to next day; list (write ‘2'
against such items, to denote 2nd day on your rolling list) along
with fresh items as they crop up. This habit ensures important tasks are not
inadvertently skipped, and tells you how you utilized your day/hours/minutes.
1.
Use/initiate appropriate feedb1ack systems
(formal/informal) to keep yourself posted of progress in activities / KRA'S with
subordinates
2.
Use feed back system to keep your boss similarly informed.
3.
Work out timings backwards to ensure punctuality – e.g. if
you are to catch a train leaving at 6 p.m., start list at 6 p.m. and list out,
with times, all steps involved up to then, keeping adequate cushion for
contingencies. You'll never be late again.
4.
Maintain a Time Planner; highlight deadlines/engagements.
Use short intervals between appointments to read mail, return a phone call or
any other brief/trivial activity.
