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How to manage time at work? First, it is important to understand that time management has to do with organization. Structuring the tasks and the duration of each one is the first step to better time management, and it can be done on a daily, weekly, and even monthly basis.

As new duties and activities emerge, the schedule must be adapted to redistribute the time available. As a starting point, we suggest three easy steps:

Make a to-do list

It is impossible to organize your work time without having visibility of everything that has to be done. It may sound simple, but it is a step that is often overlooked in the rush to start a new project.

We recommend listing all the steps and dividing the larger tasks into subtasks to encourage progress and maintain control over the project. Then more information about each task will be added, such as the time it takes to complete them, the priority level, and the completion date.

By having all the activities in one place, you will have an overview of what needs to be done, the amount of work required, and what needs immediate attention.

Set priorities

Of course, the method chosen for prioritizing tasks depends on the nature of the job and the individual characteristics of each worker.

However, our advice is to evaluate the activities on the daily list for their importance and urgency to decide how to organize them and even delegate them or ask for help from the manager or colleagues. After all, prioritizing also means saying no when necessary.

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Plan the week

The next step is to plan the entire week. And if possible use how many days between calculator to plan all weeks of a month. An interesting model is the analysis of the flow of the week, suggested by a Google executive to all the employees of the company in an email that has been turned into an advertising campaign.

According to this idea, our energy and work rate vary throughout the week as follows:

  • Monday: Energy boost after the weekend, useful for tasks like goal setting, organizing, and planning.
  • Tuesday and Wednesday: Energy boost, great for solving complex problems, writing, creating, and generating ideas.
  • Thursday: The energy is down again, ideal for meetings that require consensus between the teams.
  • Friday: This is the lowest energy level of the week, suitable for deadline jobs, long-term planning, relationship building.

Effective time management and work productivity

Without a doubt, time management is closely related to productivity at work. In fact, there is a certain tendency to summarize productivity in a simple formula, with inseparable elements that allow us to calculate and understand the performance of our company. For a long time it was calculated as follows:

Units produced / Hours of labor required = Labor productivity

While we should not ignore this calculation, today we know that labor productivity goes beyond counting hours. Furthermore, the working day is not the only resource in question since there are other variables, both qualitative and quantitative, that directly affect the achievement of results by companies.

Therefore, it is essential to establish productivity and performance indicators to objectively measure what can be done to improve. And we are in luck because there are several models and even systems that can help define and monitor these metrics.

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How to optimize the working hours of your team?

Managers must remember that each employee has their own job profile. A team member, for example, can be extremely meticulous and take longer to complete tasks. His partner, on the other hand, does more work per day, but without the same level of quality.

These differences can be an advantage; after all, a multidisciplinary team has room for both types of professionals. And it is the manager’s responsibility to assign the correct activities for each person’s profile: the most urgent for the most agile employee and the most demanding for the most detailed.

It is also up to managers to listen, analyze and, where possible, accept employee suggestions. This type of action improves corporate culture and organizational management, which must include a structured and properly managed overtime policy.

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Shabbir Ahmad

Shabbir Ahmad is a freelance enthusiastic blogger & SEO expert. He is the founder of Shifted Magazine & Shifted News. He contributes to many authority blogs including porch, hackernoon & techcrunch.