Time Management Rules. How to keep up with everything?
As you can see, all tasks can be divided into 4 groups:
Urgent and important;
Important, but not urgent;
Urgent, but not important;
Not urgent and not important.
The primary tasks are urgent and important. An attempt to postpone such matters for later will create unnecessary problems for you — you need to take them yourself and immediately.
Then there are important things, but not urgent. Such tasks can be postponed, but not for very long.
And not urgent and not important ones can be postponed or delegated
The “Eat a frog” technique
The frog is the most unpleasant thing. It’s best to do it first. After its completion, the task itself will not seem so scary and nasty, and other tasks will seem easy at all.
The salami method
How to eat a sausage stick unnoticed? Cutting off a small piece. The same needs to be done with all complex tasks: divide them into small parts and perform one every day.
Delegate those tasks that take up a lot of time and are not important.
Observe the stages of cases
Strive to do things consistently, finish one thing first, and only then start another. When switching from one case to another, it takes about 10-15 minutes to fully focus on the process. Constantly jumping from task to task, you lose time, although the illusion of hard work is created.
Divide the working time into blocks
Divide the workflows into blocks: calls and emails, meetings, project work, etc. This will help to allocate time for focused work during the day.
Set deadlines for everything
Even the smallest task must have a deadline, otherwise the flow of cases “for later” will drag on forever.
Use the lists
Do not complicate your life and make lists of only the following four types:
Schedule of the day – make plans for the day all year round and stick to them.
The task list is a basic list, which should contain three or four of the most important and urgent tasks.
Contact list – write down who you need to call or send an email to. It is better to specify the names in alphabetical order.
Meeting plan – specify what should be discussed at the meeting or in a business conversation.
Follow the 80/20 rule
This rule is also called Pareto’s Law. It was invented by the Italian economist Wilfredo Pareto. If you apply this rule to time management, then you should act according to it so that 20% of your actions bring 80% of the result.
For example, you have a list of tasks from which you need to delete 10 items. According to the 80/20 rule, you will first of all take up the first two, because these tasks will bring you great benefits.
All you need to follow the rule is to devote the most time to the most important things.