There are numerous variations of time management on the internet and in both business and self-improvement books. This subject also contains a wide scope of sub-topics. Here at PIH, we have closely defined this subject and condensed the scope in terms of importance and relevance.
At its simplest, Time Management is commonly defined as the management of time in order to make the most out of it. It refers to all of the practices, principles and systems that individuals follow for making conscious decisions to facilitate the best use of time.
David Allen, described by Fast Company magazine as “one of the world’s most influential thinkers on productivity” and author of Getting Things Done: The Art of Stress-Free Productivity aptly describes time management: “You can't manage time… "time management" is a mislabelled problem… What you really manage is your activity during time, and defining outcomes and physical actions required is the core process required to manage what you do.”
We like to think of time as a valuable asset that once gone or lost cannot be recovered. Ever wondered on a Monday morning where your weekend went? How that 2-week vacation whizzed by without you realising it? How you used to spent your free time at nights playing computer games, watching re-runs of popular TV series or hanging out at the local pub when you could have better spent some of this time getting a part-time education or certification, finding a part-time job, learning a new skill, or becoming more proficient at something you like or want to do better in? Unfortunately, it is human nature to waste time and wasted time cannot be replaced. With increasing demands both in the workplace and at home, we need to manage our time properly to become more balanced.
There are several reasons why you might want to become more effective with your own time. You might want to perform a certain job and carry out responsibilities better, handling time differently so you spend less time doing the things you have to do (work, household chores, daily errands, regular but mandatory tasks, mundane routines, etc) and more time doing the things you enjoy doing (lifestyle & wellness, personal grooming, health & fitness, etc).
Modern literature on goal setting includes a few big rules – the most important one for us here at PIH is to link them to a realistic timeline. The keyword here is realistic – generally you cannot expect to be able to run a 42km marathon in 1 week if you have been leading a largely sedentary lifestyle, or expect to get a university degree within 2 months!
The importance of having a timeline to achieve a goal is to have a specific, clear end-point in mind and work towards it, for eg in 3 months time. Thereafter, you should further break down associated tasks to achieve this goal into monthly, weekly and where possible, daily tasks. Set aside specific amounts of time per day (feel free to vary it according to your schedule, maybe allocating more time on weekends) to work on these tasks, taking small steps towards achieving the stated goal. A regular, daily focus and a clear destination in mind provide necessary rigour and discipline for improving time management. In general, as long as you spend some time upfront planning what you want to do, how you want to do it, and work out the finer details you should be fine.
By now you would have realised that self-discipline and motivation are key to success. Once you have made a commitment to improve, an urge to progress efficiently tends to follow - apply this urge to the more urgent, immediate tasks. The greatest enemy to motivation and time management is procrastination. Many of us suffer from procrastination, and wait until the very last possible moments to cramp large amounts of work into a small, pressing timeframe. This usually leads to high levels of anxiety, stress, panic, chaos; other ill effects include dissatisfaction with the outputs of the work or even giving up doing something altogether. Once again, self-discipline, motivation, clear-goal setting and planning are crucial.
If you suffer from any of these symptoms on our checklist below then there is a good chance that you might be:
1. You do not have clear goals, constantly switching between tasks without the ability to prioritise and commit to any single one.
2. You feel that you are continually unable to meet all obligations; sense of helplessness and pressure.
3. You try to stretch your time and imagine that you can complete a lot of tasks in your long list; fail to be punctual and consistently miss datelines and milestones; and generally lose track of your time schedule.
4. You lack self-confidence, which affects your ability to be as time effective as you would like to be.
(adaptation of Neil Fiore’s “Now Habit” -The Now Habit: A Strategic Program for Overcoming Procrastination and Enjoying Guilt-Free Play)
If you are a great procrastinator, don’t worry we are here to help. For a start, make sure you read and apply Steps D1 to D3 here on this page. Use the recommended resources we have included here, and you will find yourself quickly on your way to improvement. DON’T PROCRASTINATE – do it NOW!
Once you have got your goals and plan together, ranking your goals in order of importance is the next step. The reason why it is a major step is that many of us do not do this well – we would much rather watch re-runs of popular drama serials TV or spend the day out with friends in the sun than do that tax return (due tomorrow!) or start that online business to bring in that additional income you need.
Stephen Covey’s Put first things first is a great book to read on effective Time Management.
Otherwise, you might also choose to delve straight into a good book extending and further discussing a primary habit explained in 7 habits of Highly Effective People by the same author.
There are various techniques for setting priorities. One of the better, sensible ones is the Pareto Analysis which uses the 80/20 rule. Other techniques include the ABC analysis, FIT, POSEC and Eisenhower methods. To access some of these techniques, click here.
Finally, once you have set goals, planned and prioritised, you need to schedule your time. Many people find that time management tools help them manage their time more effectively. Effective use of technology helps you to coordinate schedules, organize data, and facilitate communication. For instance, a PDA (Personal Digital Assistant) can make it easier to schedule and keep track of events and appointments.
1. Achieve Planner Software - A powerful and effective time management and goal setting software system. Perfect for business and personal use.
2. Master Your Time eBook- A comprehensive time management book based on years of research in the field.
3. Sequence Diagram Editor Software - A valuable tool for programmers, designers, and software engineers. Save time and money while creating sequence diagrams and call flows.
4. Get yourself a PDA (Personal Digital Assistant) and get digitally organised today anytime, anywhere. You can click on the images below to search for one that you like.
1. If you aspire to be more effective at a holistic level, read Steven Covey’s 7 Habits of Highly Effective People.
Steven R Covey has sold more than 15 million copies of this phenomenal, life-changing book. Habit 3, Put first things first, is specific to effective Time Management. Otherwise, you might also choose to delve straight into a good book extending and further discussing a primary habit explained in 7 habits of Highly Effective People by the same author. First Things First by Stephen R. Covey and A.Roger Merrill.
2.Getting Things Done: The Art of Stress-Free Productivity by David Allen
3. Fiore talks about why we procrastinate, and we especially like the warning signs on the procrastination checklist which would resonate very well with many people. He of course also introduces his “Now Habit” - The Now Habit: A Strategic Program for Overcoming Procrastination and Enjoying Guilt-Free Play by Neil Fiore
4. Do It Tomorrow and Other Secrets of Time Management by Mark Forster
5. How to Get Control of Your Time and Your Life by Alan Lakein
Most of us often set goals, especially during New Year and what usually happen is that the initial eagerness and enthusiasm dies off and you began to lose steam.
This ebook is about the common problems faced in reaching our goals, and how we can remedy it.
More resources
1. Liveperson.com
This website gives you instant access to hundreds of experts online, with a price per minute charge. For example, you can have access to a range of professional counsellors and medical doctors for an online chat at a price of, for example, $1.79 per minute. Prices range between $1.50 and $3.00.
This translates into $107.40 for an hour’s worth of professional advice, which might sound like a lot of money at first, but if you consider that you are sat in the comforts of your own home it might be well worth your while. In addition, you can choose the preferred duration of your session, and end it whenever you like. If you do actually go to see a professional at their office, they usually charge for a full hour regardless so this is already a cost-effective method.
How to choose an expert? Well the site uses an easy to understand 5-star rating, as well as the number of reviews the expert has below it. Reviews are given by previous customers and you can also read their comments before deciding.
