time management & prioritization
how to catch time!
We always feel like we are running out of time. With so many things to do and so little time, how can we achieve time management and prioritization?
WHY SHOULD YOU PRIORITIZE YOUR TIME!
We always feel like we are running out of time. With so many things to do and so little time, how can we achieve time management and prioritization? That can be done by managing our time according to our priorities. But first we have to identify the terms prioritization and time management. Time management is how someone can control their tasks during the day and prioritization is when you prioritize these tasks from the most to least important. Everyday you are getting a ton of mails, meetings and other tasks that need to be done, so it is really easy to get lost in the abyss of the information. There are plenty of benefits in time management prioritization such as delivering work on time and being more productive. It also minimizes procrastination and anxiety. Making priorities should be the most important task in your work day! But how can anyone achieve this?
USEFUL TIPS!
Make a List
Probably the most important task you should do in order to keep yourself on track is to make a list with your daily tasks. Write down a list with all the tasks that must be done, so everyone is aware of them and follows the deadlines. You can write down the list on paper or digitally, whatever works the best for you. Generally, when a lot of people are working on several tasks at the same time or tracking progress, it makes sense to use an online list.
Use Eisenhower Matrix
But if you feel lost with long to-do lists and do not know where to start, you can use the Eisenhower Matrix. This technique will help you figure out which tasks are more important and prioritize accordingly. You can create the Eisenhower Matrix by drawing a cross on paper. Writing on the four headings that appear, important, less important, urgent, less urgent. Remember the placement of these labels is essential. You start with the urgent-important tasks placed in the first sector which includes the most important tasks that need to be done immediately. The second sector has important tasks that you can schedule, as they are not that urgent. The third sector includes those tasks that are still important but you can delegate and check them later on. In the fourth and final sector are the tasks you do not really need to do and take time and space into your workday.
No multitasking
Although it might look helpful and that it saves time, multitasking ends up being the exact opposite. The intention is to achieve many tasks simultaneously, but the result is incomplete work and a waste of your time. Unfortunately the solution is to do one thing at a time and after you accomplish it you jump to the next one. That way you focus better on each task, with minimum distractions and mistakes.
Understand the tasks
When you know exactly what you are responsible for and what you should do in each task, then it’s easier to prioritize them accordingly. Doing so, you avoid making critical mistakes and trying to do everything all at once. Prioritizing and understanding the tasks also means understanding your limitations. We are only human and sometimes it is impossible to complete all the urgent tasks on a specific day. Accept your limits and how efficiently you can manage your time. Μake a plan and schedule today’s tasks and add the rest to your calendar for tomorrow and so on. Prioritization isn’t there to make you more nervous but to put order on the chaos we call workload!
Use the right tools
Fortunately, there are plenty of tools out there that can help you organize. For example a company can use a variety of project management software in order to share files and organize their tasks, like microsoft project, asana, trello etc. Another tool that can be used is a time tracking software, that way a manager can figure out how much time each task is taking and where the team time is going.
Why is Priority Management Important?
The most significant benefit of prioritizing your day and your responsibilities is that you’ll feel more satisfied overall. So, that will enable you to identify what is most important to you and make more time for those tasks. Effective time management skills can have a positive impact on your work and life in general. When you learn to take control of your time you improve your ability to get things done, make better decisions and gain ultimate control of your key priorities.
