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How to Do Managing Work Time?

How to Do Managing Work Time?

Plan all of your work in advance, allowing sufficient time to complete each task on schedule.

Working Effectively

Assign each task a level of importance or urgency, and schedule a specific time limit. Be realistic about how much you can achieve, allowing more time than you think you will need. Discipline yourself to do difficult jobs at the scheduled time instead of putting them off.

Scheduling Tasks

  • Making a task list At the end of each day, list tasks to do the next day, with the most important at the top. Cross off each task as you finish it. Put any unfinished tasks at the top of a list for the following day.
  • Planning ahead When you write a task list, check your diary entries for the next few days to ensure that you include tasks recorded there.
  • Breaking down tasks If a project is lengthy or complex, divide it into small tasks, each with its own deadline.

Making Use of Time

  • Filling spare minutes Make a list of small jobs such as filing, making telephone calls, or straightening your desk. If you have a little free time, carry out two or three of these tasks.
  • Working during travel If you have to travel a long way to attend a meeting, take some work to do on the trip. When traveling by train or airplane, catch up on reading or make notes. If you travel by car, take a pocket tape recorder and record plans or answer letters.

Classifying Jobs

Drawing a chart Divide a page into quarters. Title the columns “Urgent” and “Routine,” and the rows, “Simple” and “Complex.” Note tasks in the relevant areas to help you to plan a schedule.

Working Effectively

Organizing Yourself and Others

To keep to your work schedule, you need to make it easy to accomplish tasks. Arrange your work to suit you so that you will maintain your motivation. If you work with other people, make appointments ahead of time, and brief others carefully before delegating jobs to them.

Things to Remember

Note down any arrangements that you make with other people or any discussions that you have. Keep these notes for future reference.

  • Appointments As soon as you make an appointment with someone, write it in your diary. Confirm the lime and place the day before.
  • Discussions If you discuss an important or contentious subject face lo face or on the telephone, write a letter to the other person to confirm what was

Making Work Easy

  • Selecting times Do your most demanding work when you are most alert. For example, if you are at your peak in the morning, schedule demanding jobs for that time, and use the afternoon for routine tasks.
  • Setting financial goals If you are concerned about money, set financial targets that will be easy to achieve, rather than overstretching yourself.
  • Planning rewards Schedule rewards for completing tasks on time. For example, have a mid-morning coffee break, or a swim at the end of a day.

Liaising with Others

  • Briefing someone else When you ask someone to perform a task, give them a date or time by which you want the work.
  • Scheduling a meeting Give others a choice of times for a meeting so that they can opt for the most convenient time.
  • Preparing an agenda List the subjects for discussion in a meeting, and set a specific time for each. Send the agenda to everyone who is to attend.
  • Saving time Meetings are not always necessary. If you simply need to pass on information, send a letter or a fax instead.

Allocating Work Time

To calculate the best use of your time, first define how you already spend your working hours. Make a pie chart of your working week so that you can see which activities take up the most time. You can then decide whether or not to alter the way in which you divide your time.

Making a Pie Chart of Your Working Week

Make a chart to collect data for a pie chart. Draw rows to represent activities, then label the rows and use different colors to indicate each activity. Draw columns to represent numbers of hours. Over the course of a week, add check marks to rows to show the number of hours taken up by each activity. Include the time taken for commuting and other work-related travel, and for breaks.

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Category: Planning And Organizing

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