Time management – How you can optimise your (work) day
Meeting upon meeting, task after task, and no end to the stress – for anyone who has a busy job, it's a fairly non-stop proposition around the clock. Not having enough time is a common problem, and good time management is the key to success. This health tip tells you what you need to do.
«With better time management I could accomplish more and be more efficient, tasks could be shared with other people, and we would generate more revenue...» These are the kinds of things employees say when they feel like they keep running out of time. Time is like gold dust and time equals life. The aim of efficient time management is to allocate and use precious time wisely in order to complete tasks by the specified deadlines. This is a skill that is becoming more and more important in a society focused on information and services. What's required is management that includes planning, organising, coordinating and monitoring. Sometimes all it takes is changing your own habits a little or acquiring some practical tools to simplify your life.
«With better time management I could accomplish more and be more efficient, tasks could be shared with other people, and we would generate more revenue...» These are the kinds of things employees say when they feel like they keep running out of time. Time is like gold dust and time equals life. The aim of efficient time management is to allocate and use precious time wisely in order to complete tasks by the specified deadlines. This is a skill that is becoming more and more important in a society focused on information and services. What's required is management that includes planning, organising, coordinating and monitoring. Sometimes all it takes is changing your own habits a little or acquiring some practical tools to simplify your life.
There are 24 hours in a day. Ideally you would split this time into three main parts: eight hours each for work, personal life and sleep. Due to heavy workloads, training, family problems or interpersonal issues, it's often not possible to split your time this way. Individual areas can require more time, which then means less time for other areas – such as sleep, for example. As time management is also mainly about self-management, dividing your time into thirds should always be your goal.
At the start of the work day, write down three realistic goals that you'd like to achieve by the end of the day. You can do this on a note pad or on Post-its, for example, and then post the paper list or Post-its in a suitable place at work. This means the challenges will always be within sight, and will keep you motivated.
We've all been there: A colleague calls you and asks «Can you quickly take care of something for me?» These types of tasks are usually the biggest drains on your time, so feel free to say no. It's important to have the courage to turn people down.
Don't jump from one incomplete task to the next. Always finish what you've started before you focus on something new. You'll then feel the reward of small wins, which will keep you motivated.
You shouldn't be constantly checking your email. Instead, reserve three slots of time during the day for when you will work through your messages. So for example, consider switching off notifications that alert you whenever a new email arrives. Doing so will reduce distractions.
It's best to take care of small tasks quickly (five-minute rule). That means that if you have any tasks that will take less than five minutes, you should take care of them as soon as they come in. Completing tasks straight away is better than adding them to a list to do later.
Microbreaks are rest periods lasting just a few seconds or minutes. These brief interruptions, no matter how short, help you to switch off during a tightly packed day and recentre yourself. Even if your Outlook calender is full, squeeze in some microbreaks. Afterwards, your focus will improve, your muscles will feel more relaxed and you may even get over your writer's block or be more able to come up with ideas.
SWICA's occupational health management (OHM) function offers a «Time management» module for companies in the «Workshops and presentations» area. This provides additional tips and tricks for improving your time management and, as a result, your wellbeing.
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