Managing time effectively is a key to getting more done, and getting it done better. Allocating our efforts among the many tasks demanding attention is difficult. Employing the time allotted is even more difficult.
Allocating the time
Allocating time requires scheduling. It goes beyond just figuring out what to do next. It means blocking out time for tasks over a planning period.
When scheduling tasks, consider these factors: importance; urgency; duration. Ask how important the task is to our mission. Ask what the deadline is for the task. Ask how long the task will take.
Allotting enough time for a task means that you only have to pull files, set up, close down, and put away files once for that task.
Employing the time
Employing the time requires concentrating. Most important is to avoid interruptions. Every interruption costs time, because it breaks concentration. It adds overhead to timekeeping.
Some interruptions are inevitable, but some can be avoided. Avoid distractions: give your full attention to the task at hand. “Multitasking” can mean mistakes. Distractions such as listening to the radio, talking on the phone, and chatting should not be indulged while working. Punch out.
Setting aside time
Set aside concentration time for productive work. At least three hours each day should be set aside so. The smallest block of concentration time should be one hour. During each block of concentration time, interruptions will be controlled.
Three simple steps: allocate time; employ time, and set aside time, form the ladder that you will climb to your goals.