Making Your Time Count (Part 2)

Self-Management? Project ManagementnnEffective time management requires planning and organization. Just as a project manager schedules all aspects of a project, you also can plan aspects of your various deadlines using similar tools. One important aspect of time management is committing your tasks to paper or in a program. This helps you see what needs to be done and when. You can schedule reminders for yourself and keep track of various aspects of your work. Choose a ToolnnThere are numerous time management programs available, and all have their positives. When choosing a tool, think about how you like to work and where you spend most of your time. If you travel or are out of the office frequently, a portable tool such as a daily planner or electronic palm option is best. If you spend most of your time in the office, and prefer an electronic format, a tool such as Microsoft Outlook may work best. However, if you're a "paper person," use a planner. Whichever program you choose, the next important step is to use it. These tools can be effective in helping your organize your projects, but only to the extent that you learn the tool and put it to use. Borrow from Project ManagersnnWhen scheduling your time, borrow some project management tips. For specific projects with a deadline, set the deadline in your calendar and work your schedule backwards from that point. Never save anything for the last minute, as unexpected events do occur. Just as project managers use flow charts, you too can use these to determine how to accomplish a task. Break it down into smaller parts, placing them in the best order to reach your goal. An effective time management strategy is always finishing one task before beginning the next. As is done in project management, in your planning, arrange your tasks so that one is dependent on the completion of another. This can help keep you on task and provide additional incentive to finish each task. When scheduling, allow extra time to account for unknown factors. If you think something will take three days, schedule at least four. While you want to avoid downtime, sufficient extra time will be useful. For issues that don't require your direct attention, practice the art of delegating. Even if you are not directly supervising others, you can still delegate work. Others may want to gain experience in a particular area, and new employees often want a chance to demonstrate their abilities. If you are managing a team, ensure that the workload is spread as evenly as possible, allowing you to move items off your desk and to the appropriate person. Schedule reminders for yourself and others. Just as project managers provide weekly updates on the status of a project, so can you update yourself and your team on a weekly basis. Use this time to see what's been done, what needs attention, and as a reminder of upcoming events. A few minutes spent daily and weekly to review your schedule and keep yourself on task can save you a great deal of stress and frustration.