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Time Managment


Time-management is the process of planning and exercising control overthe amount of time spent on specific activities, especially to increase efficiency or productivity.  Time management is directly correlated to productivity in organizations. Time-management is a crucial factor in every work place. When we do our work by managing time, there is improvement in both quality and the quantity of work. Top to bottom, everyone has to keep this mantra in their mind so that the work comes in flow.

There are different points to be kept in mind while managing the time.

1. Prioritize your tasks: a person has to make a to-do list. The list should consist of all the tasks that need to be completed. More importantly, the lists should consist of tasks that are realistic. After this the tasks need to be ranked based on their importance and urgency. A task can be any of the four: Urgent and Important, Urgent but not important, Important but not urgent, neither important not urgent. Identify the category in which the tasks that have been scheduled can be put.  Once you are able to categorize your decisions you will be able to prioritize better, which should help you manage your time more efficiently.

2. Get the job done right the first time: The second most important thing that has to be mentioned is that when the job is being done, please make sure that it is done right for the first time itself. If anything is going wrong somewhere identify the problems before hand and find solutions to it. Many of the time it is seen that people waste their time in solving problems that actually do not exist on the first hand.

3. See to it that you do not waste time; once the to-do list is identified schedule the work accordingly.   Initially take time in explaining the procedure of the task, its purpose, and its significance. By doing this the time will not be getting wasted.

4. Delegate tasks: When you delegate the tasks to somebody for e.g. your subordinates or your colleagues see to it that the right person is being given the right job. If a person is an expert in doing one task or work then the person should be given that task only and not anything else.

5. Avoid procrastination: Time management is at its worst when people procrastinate. Some people procrastinate because they simply do not want to do the job. The job could be as simple as filing a stack of papers or more complex. But people seem to procrastinate work due to reasons such as fear of failure, lack of adequate information for the task, or bad habits (Cook, 1999).Fear of failure is a common reason for procrastination. If fear has been identified as the problem, focus on the source of the fear and try to determine the consequences of action or lack of action. This should help reduce the fear so that if procrastination is due to lack of information, consult with a supervisor or research the task to obtain the necessary information. Stop wasting time thinking about the problem and fix it. Unfortunately, if procrastination is basically a bad habit, it is going to take effort to correct the problem.

In a nut shell, focusing on these common areas of managing time should reduce the amount of time spent on each task.  Prioritizing is simple once a to-do-list is utilized that fits your style; this requires the ability to distinguish what is important and/or urgent during the day. Adjusting the way tasks are executed will save time and minimize procrastination. Delegating tasks to the most appropriate person will reduce wasted time for you and others.