TIME MANAGEMENT SKILLS

“Time is like a river. You can not touch the same water twice because the flow that has passed will never come again. Enjoy every moment in your life”. Anonymous.

Time management as a skill is fast catching up due to the growing complexities in the society. Every one finds it very difficult to manage the available time and demands more time as though it was in their hands. Especially when one gets more opportunities for growth, one often blames the destiny for not giving more time. It is a well admitted fact that time is irreplaceable, infinite and treated as money. In fact, time is to be treated more than money because when one loses money one can get back but not the time as the popular saying goes, ‘Time and tide waits for none’.

Time management is the process of doing multiples tasks with in the stipulated time frame judiciously. For example, when one goes to a vegetable market, one can also do many tasks on the way although it may consume little more time but it avoids recurrent visits to the market. Such as one can meet ones friend for an official work or for an important or to shopping center also to fetch groceries etc., it is totally different from multi-tasking.

At home, if one organizes properly one can save one’s time. For example, when an individual is properly organized he does not have to waste his precious time for searching the things because he regularly keeps things in their proper places and takes the same mechanically and routinely thus saving time and also avoiding stress. Effective time management makes the people to be punctual and when the people are punctual they execute their tasks as per their plans resulting in better performance. When one looks at the successful people it becomes quite obvious that they are punctual and time conscious.

Pareto principle highlights about the time management skills in numerical form which can not be taken as the most accurate but is considered to be an approximate method. According to this principle, most of the people spend 80 per cent of their time on activities that gives out 20 per cent results and the 20 per cent of their efforts give rise to 80 per cent of the results. It is also known as 80: 20 principles. As it is obvious, people focus their energies on unproductive, irrelevalent, unwanted and superfluous things resulting in wastage of their precious time.

Procrastination is an evil where people delay or postpone their tasks as they are not able to plan and organize the things properly since they lack time management skills. When the things are delayed or postponed, they pile up and one finds a great difficulty to finish the pending tasks thus resulting into stress and strain. It also gives rise to tensions and irritations in their minds. In a nut shell, procrastination is the thief of time.

In order to overcome these difficulties everyone must research his or her past 24 hours keenly and evaluate impartially to find out the areas where they wasted their precious time. It gives a clear picture how one spends ones time for sleep, again for executing their routine daily essential tasks at home and again at work place. This work place needs to be focused keenly step by step like post mortem with the further break of each task finding out how much time it consumed.

Following are the tools and techniques for effective time management. Wherever it is possible, try to delegate the task if the person feels strongly that it does not need his attention. By delegating, the person can concentrate on another task which is more important and it requires his attention only.

Unwanted engagements are to be cut down as such things result in unwanted stress. The activities which are not required to be performed by a particular individual and if it can be done at a lower level even by an ordinary or unskilled person, must be passed on. It is desirable not to go for false prestige and invite problems by accepting the work load which is uncalled and unwarranted. Earmark specific time for each task and try to execute within the same time frame so that one can smoothly go on to the next task with ease. Try to find out your mood swings. If one knows ones mood swings well, one can take best mileage out of it and prosper. Usually people have high energy levels in the morning as their minds are fresh and replete with energy and enthusiasm. Especially at this time, they can concentrate on problem solving or typical or complex tasks as they are able to handle at ease and also it provides a good momentum for the rest of the day.

Every organization provides a diary to all staff so that they can write down their tasks or appointments properly so that they can pursue the same systematically. Maintenance of diary not only enhances memory but also paves the way for effective time management. Apart from the routine general information the diary must contain the information of the to-do-list on daily basis, weekly basis, and monthly basis and on annual basis. Apart from effective time management, the diary encourages people to stay focused.

Prioritizing the tasks draw a clear line between what is important and what is urgent. It depends on the situation and occasion to decide on what is to be focused whether it the urgent task or the important task. It is usually the urgent task that has to be addressed first followed by the important task. The same may be left at the discretion of the individual to act upon. At times, by focusing on urgent tasks, the important tasks are delayed resulting in stress.

Executives at the higher levels cost their time. That is, they take into the account of the amount they get either on monthly or on annual basis, then they work out per day, per hour and per minute in terms of monetary form and decide whether a particular task requires their attention. For instance, when a particular task needs the attention for one hour, then they work out vis-à-vis cost and then they act accordingly as per the situation.

Proper planning, organizing, directing and controlling the tasks through effective coordination also save precious time enormously. One should set ones goals properly as each goal consumes specific period of time. The goals are divided into short term and long term goals. Normally if the duration is less than a year, then, it is known as short term goal, and, on the other hand, if it takes more than a year, it is known as long term goal. The short term goals are to be set in such as a way that it must directly or indirectly help in achieving long term goals. For instance, if a person’s long term goal is to become a soft skills trainer, he or she should set short term goals related to the faculty and especially related to training or teaching skills, reading many books related to this field. Conducting such classes at a lower level, maintaining a file related to the same by way of collecting relevant articles, compiling CDs of great trainers across the world, utilizing internet, by attending the seminars of great leaders in order to draw inspiration and motivation etc., It is also imperative to conduct SWOT analysis (Strengths, Weaknesses, Opportunities and Threats) on regular basis in order to convert his weaknesses into strengths etc.,

Proper goal setting leads the people in the right direction, helps in time management and achieving their objectives thus resulting in success. As we are all aware that success does not come in overnight. It requires prolonged and sustained and systematic efforts in order to reach the tipping point.

Time management skills are one of the greatest skills of soft skills, apart from interpersonal skills, team spirit, social grace, corporate etiquette, negotiation skills. This highlights the growing significance attached to it. God has blessed with fixed time frame to all depending upon their destiny. Every one must effectively make use of this precious resource up to the hilt because past can not be altered, future can not be predicted and what we have is only present. And live up to your present by investing your time cautiously and judiciously.

T H E E N D