What are the stages of time management?
How are you prioritising your time? Show
In this learning spotlight, we are going to discuss a method for helping us manage our time. We'll explore research by Stephen Covey, the author of ‘The Seven Habits of Highly Effective People’. Covey discusses how time management has gone through four stages, identifying, planning, prioritising and focusing on important tasks. He argues that people who reach the fourth stage of time management, focusing on important, not urgent tasks prioritise the importance of relationships allocating time to nurture and develop them with important people in their lives. Have a read of this spotlight to find out more about how we can establish which tasks are important and urgent as well as how you can build in activities that benefit your personal and professional relationships and work-life balance. Most of us keep a to-do list in one way or the other, but do we actually take the time to think about how we prioritise? Download Covey’s time management matrix and use your current to-do lists to populate the matrix with all your ongoing activities and responsibilities. Download Stephen Covey's Time Management Matrix The article also highlights the importance of building relationships – both professionally and personally. Take some time this week to write your personal mission statement and think about long and short term actions that will help you support your statement. Once you have your action makes sure to add them to your time management matrix - giving you a clear overview of your urgent/non-urgent and important/not important tasks. Sign up to receive Learning Spotlights through emails View all Learning Spotlights The right time management technique can really help you boost your productivity. Here are the 26 most effective (and most popular) time management techniques you can start practicing to improve your productivity. Time
management itself revolves around choices — you decide what you need to do, when you need to finish, and what tasks you need to tackle in order to reach your goals. If you choose to make high-value, goal-oriented tasks a priority, finish them before the deadline, but also leave time for leading a healthy life, you'll be able to say that you've managed your time successfully. But how do you do that? Well, by using the right time management techniques. Time management
techniques are a set of rules and principles you need to follow in order to be more productive and efficient with your time, make better and faster decisions, as well as accomplish more in less time and with less effort. There are plenty of time management techniques based on approved time management best practices: Most time management techniques deal with one or more of the listed points, and you can make the choice for your time management techniques by looking over what you want to improve in your routine. Apart from that, you'll also need to consider the time management skills you need to improve and your personal time management style. Moreover, you can choose
particular time management techniques for work, so that you better organize your workdays, too. Effective time management skills include: In order to improve your time
management efforts, you'll need to practice these skills. Apart from the benefits of managing time at work better, efficient time management is also a vital skill for students. Here are the most crucial time management strategies for students: Not all time management techniques are suitable for everyone — we don't all work the same, so we don't all face the same time management issues. Everyone has a
prevailing time management method of dealing with work, i.e. a time management style, one that brings its own time management issues - if you think about it, you may find that you're a: Let’s review each time management style in more detail. You fill your schedules with requests from others, instead of focusing on what's important to you. Your own tasks feel like too much responsibility, so you jump at the chance to take on anything else - you gain validation from others, but neglect the tasks that would bring you self-validation. Issues: multitasking, missed deadlines, ineffective scheduling, skipping breaks Time Martyrs at least tackle other people's tasks — Procrastinators delay work
on everything remotely important to anyone. Some claim they work better under pressure, but the results they get are often dampened by the stress and anxiety this practice brings. Issues: missed deadlines, ineffective scheduling, multitasking Your heart's in the right place, but you're easily distracted. A random request from a colleague is as likely to catch your fleeting attention as is a 20-minute phone call from your proprietor. Issues:
multitasking, missed deadlines, ineffective scheduling You estimate that handling a task will take you much less than it actually does — you rarely live up to your optimistic deadlines. Issues: missed deadlines, ineffective scheduling You try to tackle everything on your own, right now — you're constantly putting out "fires" left and right, and don't feel fulfilled unless you're working on 10 tasks at once, and feeling "busy".
Once you're done with that, you simply ask: "What's next?" — which is a practice that will lead you to burnout, sooner or later. Issues: missed deadlines, skipping breaks, ineffective scheduling You're similar to the procrastinator and distractor, but your inability to finish a task at least has a noble cause — you want everything to be perfect. You'll work overtime, and invest all your efforts into delivering a high-quality project — but you often don't know how to quit while you're ahead, so you may miss your deadlines and risk burnout. Issues: missed deadlines, skipping breaks All the issues listed alongside your time management styles can be solved, and all the necessary time management skills can be perfected, if you only choose the right time
management techniques. Which technique is best to help you manage time better? That depends mostly on your needs — whether you need to organize your work time, study time, or track your goals. In the following section, we covered the 26 most effective time management strategies you can try. You parse your work into 25-minute work sessions (pomodoros),
and 5-minute breaks. After 4 cycles, you take a 20-minute break. Developed by Francesco Cirillo, the Pomodoro technique got its name after the Pomodoro-shaped kitchen timer Francesco used to track progress in his work. Time management skills it improves: Issues it solves: For this purpose, you can try the Pomodoro Timer in
Clockify, or learn more about how to start using Pomodoro. You
have to stop working once the 25 minutes run out — If you're doing particularly well, this is counterproductive. Following fixed intervals — the prescribed 25/5 minute sessions may not work for you. A visual time management technique that helps you follow the progress with your projects — you track how the tasks move across differently labeled columns. This technique was adopted in the 1960s in Japan by Taiichi Ono, for Toyota Automotive, to help increase their productivity, and effectiveness in manufacture. Time management skills it improves:
Issues it solves:
How Kanban worksYou can use project management software, a pen and paper, or a whiteboard and sticky notes. Determine the number of stages in your project or task, and create the columns. For example, you can create four columns, and move tasks within a project across these stages:
Advantages of Kanban
Disadvantages of Kanban
Getting Things DoneA five-step method that allows you to brainstorm your tasks, and make them into a straightforward to-do list. Getting Things Done (GTD) was introduced by David Allen in his book Getting Things Done: The Art of Stress Free Productivity. How I learned to get things doneTime management skills it improves:
Issues it solves:
How Getting Things Done works
Advantages of Getting Things Done
Disadvantages of Getting Things Done
Eat that FrogThis time management technique is aimed at prioritizing tasks. You pick out your most important, or worst task (this is your "frog"), and tackle it first thing tomorrow. Once you have finished with your "frog", you can move on to other tasks for the day, but not before. This may be a task that requires all your attention (due to its importance or difficulty), one that you've been avoiding (because it's boring, demanding or difficult). The "Eat that Frog" premise was developed by Brian Tracy, in his book Eat that Frog! 21 Great Ways to Stop Procrastinating and Get More Done in Less Time.. Time management skills it improves:
Issues it solves:
How Eat that frog worksYou have to identify tasks based on their priority, and label them accordingly:
Advantages of Eat that frog
Disadvantages of Eat that frog
TimeboxingYou allocate time periods (timeboxes) to activities; you work within this time period, and then stop once the set time runs out. Timeboxing often includes fixed deadlines, so it's used in project management. Timeboxing works as a more general approach to the Pomodoro technique — instead of 25-minute sessions (timeboxes), the period of time within a timebox isn't as fixed. James Martin was the first to explain the technique in more detail, in one of the chapters of his book Rapid Application Development. Timeboxing — The complete guideTime management skills it improves:
Issues it solves:
How timeboxing works
Advantages of timeboxing
Disadvantages of timeboxing
Time blockingYou block out time for a specific activity or task and work on it during this time period. This time management technique was made popular by Elon Musk. The ultimate time blocking guide (+ time blocking apps)Time management skills it improves:
Issues it solves:
How time blocking worksThere are 4 stages to Time Blocking:
Advantages of time blocking
Disadvantages of time blocking
Inbox-ZeroThis is an approach for managing your email inbox — you aim at keeping your email inbox empty, or close to empty. The approach was developed by Merlin Mann, an expert in the field of productivity. Time management skills it improves:
Issues it solves:
How Inbox-Zero worksTo reach inbox zero, you have to:
Advantages of Inbox-Zero
Disadvantages of Inbox-Zero
Who's Got the MonkeyThe emphasis of this method is on delegating tasks and is mostly aimed at project managers, though others can make use of it as well. Monkeys are tasks, and you have to consider how to deal with them. There are 3 types of "monkeys" and managed time:
You aim to eliminate subordinate-imposed time, control system and boss-imposed time, and increase discretionary time. The principle is based on William Oncken's book Managing Management Time: Who's Got the Monkey.. Time management skills it improves:
Issues it solves:
How Who’s Got The Monkey works
Advantages of Who’s Got the Monkey
Disadvantages of Who’s Got the Monkey
Action MethodOverview The Action Method is based on the premise that everything is a project: you view all your activities as projects, parse, and manage them accordingly. These projects can be:
Time management skills it improves:
Issues it solves:
How Action Method workWhen using the Action Method, you organize your activities, tasks, and events as a project. Then, you parse your activities into three categories:
Advantages of Action Method
Disadvantages of Action Method
The Eisenhower MatrixA time management technique in which tasks are prioritized is known as the Eisenhower Matrix — this technique is based on labeling each task as: important / not important, and urgent / not urgent. You assess the tasks according to their importance and urgency and tackle them in relation to this. The Eisenhower Matrix is named after the American president Eisenhower, who was known for productivity during his time in Office. How can Eisenhower matrix improve your time managementTime management skills it improves:
Issues it solves:
How the Eisenhower Matrix worksList all your tasks, and divide them into 4 quadrants:
Advantages of the Eisenhower Matrix
Disadvantages of the Eisenhower Matrix
Biological Prime TimeYour Biological Prime Time is the time of day when you have the highest energy levels, so you're most likely to be productive with your work. Once you determine your biological prime time, you'll be able to allocate your most important, priority tasks to this time. The term "Biological Prime Time" was first introduced by Sam Carpenter in his book Work the System. Time management skills it improves:
Issues it solves:
How Biological Prime Time works
Advantages of Biological Prime Time
Disadvantages of Biological Prime Time
The Productivity JournalThe Productivity Journal is somewhat similar to a regular journal, only you don't note in your personal thoughts in it, you mostly note in your actions — activities you can complete and later reflect on. This technique is versatile in the actions you note in, so you can:
Time management skills it improves:
Issues it solves:
How the Productivity Journal works
Advantages of the Productivity Journal
Disadvantages of the Productivity Journal
The Seinfeld MethodA specific calendar system claimed to be inspired by Jerry Seinfeld's productivity quote: "Don't break the chain". Each day you work on a skill, you mark that day with red, and form a chain of "red" days. If you don't work for a day, you don't mark it with red, and you "break the chain". Don’t Break the Chain: a productivity technique for building good habitsTime management skills it improves:
Issues it solves:
How the Seinfeld method worksFor example, you want to improve your coding skills:
Advantages of the Seinfeld Method
Disadvantages of the Seinfeld Method
The 10-Minute RuleYou tell yourself you'll work on a task for 10 minutes. After the 10 minutes are up, you determine whether you'll stop or keep going. Time management skills it improves:
Issues it solves:
How the 10-Minute rule works
Advantages of the 10-Minute rule
Disadvantages of the 10-Minute rule
To-Done ListInstead of listing what you need to do, you list your accomplishment and the tasks you've finished so far, within a certain time period. Time management skills it improves:
Issues it solves:
How To-Done list works
Advantages of To-Done list
Disadvantages of To-Done list
To-Don't ListA contrast to the classical To-do List — you list all the tasks and activities you won't do. Time management skills it improves:
Issues it solves:
How To-Don’t list works
Advantages of To-Don’t list
Disadvantages of To-Don’t list
Flowtime TechniqueYou set a specific time period, between 10-90 minutes, and use it as an experimental timeframe for your work. If you find that you can focus after the time period has expired, you continue working. If you find you cannot focus anymore, take a break. Flowtime technique stems from the Pomodoro technique, but it's less rigid in terms of time for work sessions and breaks. It's also similar to the Timeboxing technique, only you're encouraged to consider whether you'll continue working once the time has expired, not forced to stop. Flowtime was developed by a software engineer, Dionatan Moura, in 2015. Time management skills it improves:
Issues it solves:
How Flowtime technique worksWith a preset number of minutes for your initial work session:
You can start the timer in Clockify as soon as you start working. Stop the timer, to see how much time you've spent on this work session. When you feel you need a break, stop working Advantages of Flowtime technique
Disadvantages of Flowtime technique
Top GoalYou identify your most important goal and allocate time each day to work on it specifically. Greg McKeown was the one who clarified the concept in his book Essentialism: The Disciplined Pursuit of Less. Time management skills it improves:
Issues it solves:
How Top Goal works
Advantages of Top goal
Disadvantages of Top goal
Pareto AnalysisThe Italian economist Vilfredo Pareto created this technique. The gist of the Pareto Analysis (also known as the 80/20 rule) is that 20% of our actions are responsible for 80% of outcomes. The idea is to find your key activities — the 20% ones that make a difference — and focus on them. This way, you’ll be able to achieve as much as 80% of your desired outcomes. Time management skills it improves:
Issues it solves:
How Pareto Analysis works
Advantages of Pareto Analysis
Disadvantages of Pareto Analysis
Rapid Planning Method (RPM)One of the best time management techniques is also the Rapid Planning Method (RPM). The acronym RPM also stands for “result, purpose, and massive action plan”. This time management technique was created by motivational speaker Tony Robbins. The idea behind this method is to train your brain to envision what you want in order to make it real. In general, this technique is practical for setting long-term goals. Time management skills it improves:
Issues it solves:
How Rapid Planning Method works
Advantages of Rapid Planning Method
Disadvantages of Rapid Planning Method
Pickle Jar TheoryIf you’re searching for some practical time management techniques for work, the Pickle Jar Theory might be a great fit for you. The key advantage of using the Pickle Jar Theory is that it allows you to differentiate useful from unuseful tasks in your schedule. This way, you’ll be able to set priorities clearly and plan your assignments. Time management skills it improves:
Issues it solves:
How Pickle Jar Theory worksThe goal of this technique is to imagine a jar that contains sand, pebbles, and rocks. The rocks are at the top, while the sand is at the bottom. Here’s the meaning of each element:
So, when planning your day, think about your tasks:
Advantages of Pickle Jar Theory
Disadvantages of Pickle Jar Theory
Deep WorkThe Deep Work method is a popular technique created by Cal Newport, the author of Deep Work: Rules for Focused Success in a Distracted World. According to Newport, deep work includes “…professional activities performed in a state of distraction-free concentration that push your cognitive capabilities to their limit”. In general, these assignments improve your skills and create value. During deep work, you should avoid any distractions. How to engage in Deep Work and achieve your goalsTime management skills it improves:
Issues it solves:
How Deep Work worksNewport separates deep work from shallow work, which can be defined as less demanding activities — for example, attending meetings and answering emails. In general, you can perform shallow work even when you’re distracted, which is not the case with deep work. Here’s how to apply the Deep Work method:
Advantages of Deep Work
Disadvantages of Deep Work
ABCDE methodIn his book How to Get Control of Your Time and Your Life, Alan Lakein talks about the ABCDE method. Thanks to this technique, you can learn to prioritize your tasks better and finish them before the deadline. The ABCDE method is similar to the Eisenhower Matrix — but, unlike the latter, the ABCDE technique doesn’t categorize tasks by urgency. Time management skills it improves:
Issues it solves:
How ABCDE method worksWhen using this technique, you should organize your assignments into five categories by their importance:
This way, you’ll find it easier to prioritize assignments and activities. Start by tackling the tasks from the A and B categories first, then continue with other groups. Advantages of ABCDE method
Disadvantages of ABCDE method
1-3-5 RuleThe 1-3-5 Rule is a technique that helps you manage your tasks. The idea behind this method is that every workday, you need to focus your attention on:
Once you complete your big task, you’ll feel a sense of accomplishment, which will motivate you to continue. At the same time, medium tasks allow you to progress with your larger projects. Finally, little tasks are easy to complete, so they’ll also inspire you to move forward. Time management skills it improves:
Issues it solves:
How 1-3-5 Rule worksAs we mentioned earlier, you need to categorize your assignments into three groups. Here’s how you can plan your day with the 1-3-5 Rule:
Advantages of 1-3-5 Rule
Disadvantages of 1-3-5 Rule
POSEC methodThis method was created by Steven Lam, the author of The Posec Method of Time Management. The POSEC method stands for:
This technique is rooted in Maslow’s theory of the hierarchy of needs. The gist of this theory is that there are five types of needs you have to satisfy, and their order of importance is:
According to Maslow's theory, to fulfill your secondary needs (i.e. safety), you first need to take care of your primary needs (i.e. physiological). The same applies to the rest of Maslow's pyramid — to achieve your self-actualization needs, you can't skip any steps along the way. The POSEC method relies on a similar hierarchy:
For example, to be able to dedicate quality time to your family, you first need to commit to achieving your personal goals. Time management skills it improves:
Issues it solves:
How POSEC method worksHere’s how to use the POSEC technique:
Advantages of POSEC method
Disadvantages of POSEC method
BoJo — The bullet journalThe bullet journal (BoJo) is a method developed by Ryder Carroll — a digital product designer. According to the creator of this method, the BoJo method helps you:
With the bullet journal, you can organize your:
Time management skills it improves:
Issues it solves:
How the bullet journal worksTo try the bullet journal method, you’ll need a pen and notebook. The BoJo contains these components:
Here’s how to fill this journal out:
Now, if you have some very important tasks, you can note down an S (Signifier) next to them. That way, you’ll know these are your priorities. — At the end of each month, you should review your tasks. For instance, you can delete some tasks, or migrate some assignments from your Daily log to a new Monthly log. Advantages of the bullet journal
Disadvantages of the bullet journal
What are the 5 steps of time management?5 Tips to Better Your Time Management. Set reminders for all your tasks. The key to time management success is to know your deadlines and set reminders. ... . Create a daily planner. ... . Give each task a time limit. ... . Block out distractions. ... . Establish routine.. How many stages of time management are there?There are four distinct stages of time management. Our ability to identify these stages and maximize their potential will lift us from mediocrity to accomplishment.
What is the correct order of the stages of time management?Sequence Activities (Planning process) Estimate Activity Resources (Planning process) Estimate Activity Durations (Planning process) Develop Schedule (Planning process)
What are the 7 time management skills?Time management examples. Planning.. To-do lists and checklists.. Prioritizing.. Evaluating urgent tasks.. Goal setting.. Auditing and improving workflows.. Filtering notifications.. Setting thoughtful deadlines.. |