5 Essential Time Management Techniques

Your customers time is precious, so don’t waste it. Words to live by when it comes to making the most out of the relationship with your users. Connecting on a personal level requires timing, which in turn entails careful planning! Looking to boost your workflow efficiency and show customers you care? The solution is quite simple – start by managing your time more efficiently. Using various techniques and tools can help you organize your workday and optimize daily tasks. In this article, we’ll be exploring the 5 essential techniques to time-oriented management, as represented through different sources.

Adaptive Thinking

Thinking ahead is productive, but thinking adaptively gets more done. Why? According to Timothy Ferriss, it has very much to do with the fact that the way we measure productivity is flawed. Planning and thinking ahead will often only get you as far as a plan, but does nothing for the work you’ll need to get done. This is where adaptive thinking comes in, bringing thoughts to actionable measures! Crucial to understanding how our brain segments and organizes data, it is one of the most important time management practices.

What does it entail, exactly? For starters, it defines the way you prioritize tasks during your workday. Priorities can change, and sometimes your approach to the workday needs to change accordingly. Staying alert to the changes in workflow dynamic can allow you to stay ahead of the curve, should the need for such a thing arise. Be sure to set your main task of the day, while connecting various singular and similar tasks into a priority pyramid. This method allows you to see the connections between seemingly unrelated small tasks, making sure you adapt quickly. Consequently, this allows you and get more out of a single day’s work schedule.

A priority pyramid made out of your daily tasks - what's on top?Picture 1. What’s on top of your priority pyramid?

Delegation

It’s not what you do, it’s more how you do it. Having this in mind, it’s quite important to delegate tasks in order to achieve maximum workflow efficiency and manage time accordingly. One of the most important things to have in mind here is segmentation. Described as divide and conquer, this model is based on identifying key pieces of data and using them to easily appropriate tasks. In turn, it allows you to be more sensible of the work environment!

Delegation works best if the segmented data is divided among several people, forming a team. Each one takes a certain fragment of related data, thereby delegating and optimizing the amount of time it takes for a certain task to be finished. Relying heavily on the ability to connect parts of an assignment together, this method isn’t without its faults. While it is said that successful people delegate almost everything, the emphasis here lies on teamwork! Having a dedicated team to support you can make all the difference. Remember, delegate responsibly and be careful when picking out your team. This is crucial to effective time management.

Data segmentation is crucial to delegationPicture 2. Is your data segmented, are you ready to delegate?

Analysis

Knowing where the vast majority of your time goes enables you to manage it more efficiently. In order to do that, you need to identify the points where the workflow disruptions are the highest. This requires in-depth knowledge of work habits, in order to form a clear picture of the bigger narrative. Analysis will help you achieve this goal,  identifying weak spots in your everyday schedule and helping you avoid them.

Sometimes you need to take a step back and reevaluate how you’re spending your time. Making up for lost time can be a tiresome quest, even more so if you’re working against a deadline. In order to prevent this from happening, be sure you take a moment and evaluate and rethink your priorities accordingly! Knowing your goals will also help you refine them even further. This opens up new and exciting ways to optimize your workflow and manage responsibilities with a better sense of purpose.

Analyze all the possible workflow disruptions to maximize productivityPicture 3. Have you analyzed all the possible disruptions in your workflow?

Relaxation

The human brain isn’t wired to function through an entire workday without losing focus. Why? There’s any number of reasons to why a person’s attention starts shifting, often linked to external factors such as a lack of sleep or stress. Both of these cause slight or major gaps in effective time usage and are the most common time management issues! This is where relaxation comes in, as a solution to the pressing challenges of the modern workplace.

Taking a break is not only encouraged but mandatory in any modern surrounding. Considering the significant impact of mobile phones and social media, a vast majority of employees engage in procrastinative activities during a workday. In order to minimize these self-inflicted distractions, making time for relaxation and socialization is key. Offering a viable alternative to a workday filled with distractions is the foundation on which any modern time management system is based on. Scheduling a time for unwinding and social activities during work can have a lot of other outstanding benefits. These include increased productivity and overall mood. Be sure to explore them before committing to a long-term project of any kind. Especially one that can involve long hours and stressful deadlines.

Scheduling time to relax is essential to good time managementPicture 4. Did you schedule a time to relax during your workday?

Outsourcing

Doing quality work doesn’t necessarily involve doing it all yourself, using only the most basic tools available. Often times the need for outsourcing arises. This allows to manage time available more efficiently and with a certain goal set in mind! It also involves both people and tools, making a daily workload much less stressful. As a result, you’ll have more time to focus on major tasks and what’s really important during a single workday.

Hiring outside associates to manage minor tasks can be a lifesaver. In a similar manner,  using the proper tools for the job can cut the overall time it takes you to complete a task in half. That’s where outsourcing plays such a vital role, saving you countless hours of manual and tiresome labor! Using the right tools is also great for workflow as it can automate certain processes, especially when it comes to things like customer experience. In cases like these, platforms like Paldesk are the perfect example of how outsourcing can help you make the most of your day. Allowing you to manage all your messages and requests in one place, they’re praised as the ultimate time management tool! Before outsourcing, be sure to explore which people and tools best suit your business needs.

Outsource intelligently in order to make your deadlinesPicture 5. Are you outsourcing intelligently and with deadlines in mind?

Conclusion

Managing time efficiently is no easy challenge, requiring both focus and adaptability. Prioritizing your current workload often incites the need for analysis, leading us to delegate certain tasks in order to make deadlines. Requiring in-depth knowledge of your workspace and surroundings, sometimes there’s quite a bit of stress involved when dealing with tasks. That’s where the need for relaxation comes in, praised as the most important practice in a modern day environment.

Finally, we’re left with the possibility of outsourcing, which relates to both people and tools alike! Getting outside help can be a lifesaver while using the proper tools for the job you’re doing is one of the best investment you could possibly make. Remember, time management is often all about making compromises!

5 Essential Time Management Techniques was last modified: November 22nd, 2018 by Suzana Rendulic
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