Published by the Counseling and Development Unit, SSSD UTP(Issue 4)
Prepared by: Hj. Abdul Jalil Abdullah
How To Manage Time Better
Improving your time-management skills can make a world of difference in your life, both personally and professionally.By becoming more organized and making the most effective use of your day, it's possible to accomplish more and limit instances of stress and procrastination. With just a small amount of advanced planning, some time-management products and effort, you can be well on your way to making the best use of your time.
1. Start by setting realistic goals, both short- and long-term. Focus solely on the most important things that you'd like to accomplish and set deadlines by which you'd like to achieve your goals. Determine what your most relevant priorities are and spend just a few minutes each day working to attain your short- and long-term aspirations. To avoid becoming overwhelmed, be sure to allow an ample amount of time to reach your goals.
2. Make a plan for your daily routine. This can be done in a paper day planner or via the use of a Blackberry and Microsoft Outlook. By keeping a day planner, online schedule or utilizing time-management software, you can keep track of your appointments and engagements. Be sure to enter birthdays, anniversaries and special occasions and set a reminder to advise you in advance of these upcoming events. Create lists of tasks that need to be accomplished. Prioritize all of your tasks and responsibilities in order of importance, and focus on the imperative tasks first.
3. Remove clutter from your desk and workspace. Having a clean and comfortable work area will make it easier for you to concentrate and to find everything that you will need. Be sure to discard old magazines, papers, files, receipts and other items you no longer need. Use file folders and label them to arrange all of your important information.
4. Avoid unnecessary interruptions and distractions when you're focusing on a task. Set a time limit to work on the project, and stop once the time frame has ended. While you're working, let telephone calls go to voice mail and refrain from checking your email or surfing online. If you are working from home and have children, ask your partner to watch them or consider hiring a baby sitter for a few hours so that you can focus on your work.
5. Assess your progress regularly. Doing so helps to ensure that you are continually meeting your short- and long-term goals and that all of your tasks are being accomplished within a reasonable time frame. Reward yourself when the appropriate progress has been made. Rewards should be simple indulgences, such as purchasing a book you'd like to read or going to your favorite restaurant for a nice lunch. By giving yourself something small to look forward to for a job well done, you're providing yourself with ample motivation to stick to your time-management plans.
Tips to manage time for yourself
1. Purchase a calendar for your personal use. Calendar are often under utilized and can be a extremely good tool with comes to planning.
2. Write down any important dates and times on the calendar. Don't try to put everything or to much in just one day. Spread it out to make the most of your time.
3. Once you have your days planned out. Make a to do list of what will happen each day. Priorities what your doing that day. Example writing a thank you letter and taking your car in to be serviced. Which should come first? Well having your car serviced is a higher priority then writing a letter. Make sure you get the essentials taking care.
4. Always keep in mind "Plan Ahead" Once your able to plan better, you will be able to have more free time for yourself without having to worry about things getting done on time.