Five Essential Time Management Techniques That Should Be Trained

Competition in the business market has necessitated improvement of the functional strategies for organizations. Utilizing productivity of the workforce subsequently leads to optimal efficiency, hence increasing return on investments. This article aims at unearthing essential time management techniques that should be trained. Time management has a multiplicative effect that assists in more goals to be accomplished with less effort and time while also increasing an individual’s happiness in their professional as well as personal lives.

Time management technique #1: Focus and concentration

External stimuli decrease the attention span that is required in completing tasks. Improving one’s focus is a gradual process that is necessary to eschew distractions. Training the mind to perform tasks at a given time length is one way of building assiduousness in the given challenges. According to James Sparks, Head of HR department at Thesis Writing Service, “Long concentration spans in individuals facilitate augmented ability in handling cognitive challenges.” Staying focused on the task at hand gets work done swiftly. Basically, controlling self-imposed interruptions is a time management practice that should be assimilated. Experts have encouraged people that, to avoid vigilance decrement, it is important to deactivate the brain from continuous tasks. Taking momentary breaks in between work is key to improving concentration. The swift and efficient completion of tasks contributes to enhancing an individual’s happiness at the workplace. Individuals are substantially less happy when they indulge in mind-wandering, giving attention to distractions instead of focusing on the task at hand.

Time management technique #2: Learn to say “no”

Whether in a work setting or on academic grounds, it is predominant to note that people will expect their tasks to be consummated by others without considering the level of importance. More often than not, the delegation of tasks ignores the fact that no one can do everything. The criticality of saying “no”, regardless of priority and quantity, cannot be ignored. Vanessa Brown, HR Manager of ConfidentWriters, states, “It is important to learn which opportunities to decline without influencing the commitments that are paramount. Although it may be difficult to turn down potential latitudes, it is even harder to learn to say ‘no” to oneself.“ The inability to turn down another individual by saying “no” is often a big source of failure. While this may be perceived to be a selfish worldview, the capacity for an individual to contribute to other people is limited by their contentment of what they have. As such, saving oneself from deviating of the intended goal, objective, plan, or schedule is a recipe for success. Personal happiness is hinged on one’s ability to stay committed to the plan by saying “no” when needed.

Time management technique #3: Planning

Decision-making and idea generation are the most crucial steps in completing any task. Putting a considerable degree of innovation on a task before performing it promotes radical development. The Pareto principle rule in planning and prioritizing explains that 80% of the outcomes are induced by 20% of the input and activities beforehand. This shows that value is only achieved after planning. Failure to plan makes it arduous to measure progress and directs unnecessary energy to inconsequential tasks. Scheduling tasks according to the level of importance and the time available is one of the approaches for effective planning. Effective planning is a vital component of individual happiness in the workplace and at home. Striking a good work-life balance is dependent on the ability to effectively plan and commit to the plan. Guiding the decision-making process using a plan is vital to realizing and achieving the intended goals and objective, thereby increasing one’s happiness.

Time management technique #4: The Pomodoro technique

This is a technique created by Francesco Cirillo in the 1980s. It involves breaking down tasks into 25-minute blocks with five-minute breaks in between. After doing this for four times, a 15 to 30-minute break is allowed. With the timer on, it helps to completely focus on one task at the scheduled period.  It eliminates the habit of unnecessary multi-tasking and reduces tension and stress levels that are associated with having an array of tasks with a high sense of urgency. The Pomodoro technique incorporates rules that offer a dramatic improvement in the productivity of work. They include, but not limited to, compulsory breaks and restarts when an interruption occurs. Improved productivity through the Pomodoro technique is also a vital aspect of improving an individual’s success and happiness. Accomplishing tasks by breaking them into manageable chunks allows for the achievement of set goals and objectives, thereby improving an individual’s happiness at work or school.

Time management technique #5: Optimizing multi-tasking

Multi-tasking is only encouraged when an individual has the ability to focus on a particular task with intensity and perfection. Switching attention rapidly in between tasks helps to cover more work in less time. Multi-tasking does not necessarily mean swallowing into interruptions, but to complete tasks with similar subject matters and urgency at the specified period. Prioritization is key in determining the crucial tasks available. High conscientiousness and overzealousness have been anchored to optimized and well-managed multi-tasking.

The role of motivation in facilitating effective time management, as demonstrated above, constitutes the execution of techniques that give an edge in terms of work productivity. This article exhaustively outlines some of the approaches individuals can utilize to manage their time wisely to accomplish the desired goals. The fine line between success and failure of any organization solely relies on the quality of work output that is accomplished in the shortest time possible.

Photo: Pexels

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This article is written by Paul Bates on November 20th 2018.