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Time Management: Achieve More in Less Time

Updated: Jul 15

Work has been consuming so much time as it is and giving up more than 8 hours a day to juggle up all the work needed to be done would be exhausting, but how could we avoid that? How can we achieve more in less time? Together, let’s delve into this interesting topic.

Understanding Time Management

According to Corporate Finance Institute, time management, is the process of planning and

controlling how much time on specific activities. With that said, managing and planning your time well will help achieving more in less time.

Effective time management in the workplace is very important as this sets clear goals and expectations that leads to many benefits for both the employer and employee, such as, good-work life balance, an increase in productivity, a positive work environment, high employee retention rate and quality work.

While on the other hand, having poor time management without clarity and goals to achieve may cause a toll in the workplace, poor quality of work, low employee morale and high rates of absenteeism. 

However, there are still several challenges that may affect effective time management like for example, employee’s lack of motivation, amount of workload, insufficient manpower, incomplete equipment, poor workplace set-up, and the list goes on. 

Difference of Achieving More and Doing More

What is the difference when we talk about achieving more and doing more? Some would say, it’s the same and that there’s no difference with it, but this is false.

Achieving more focuses on significant outcomes and results that matter. It involves strategic prioritisation and how to work smarter not harder. This also helps to promote sustainable success and a balanced approach to life. Thus, compared to ‘doing more’ which focuses on completing a high number of activities or tasks. Doing more often involves working harder without strategic focus which can cause burnout and imbalance due to working so much.

Goal Setting, Planning, and Scheduling

Common misconceptions of time management are doing more in less time and that it is only about planning and scheduling. Well, doing more in less time can be a result of effective management, thus, we can’t deny the fact that this doesn’t mean that being able to do it fast means it’s a job well done, or being on track with your schedule and planning, means you won’t miss a single deadline. However, what’s efficient for one may not work well for everyone and what’s efficient for everyone may not work on one.

So, how are we going to manage our time to achieve more in less time

Set clear goals

List down what specific goals you want to achieve and up until this should be done. Take note that the goals should be achievable. Compare your long-term and short-term goals. One should also focus on high-impact goals that align with your long-term objectives.

Prioritise tasks

It is crucial to break down our goals into tasks and manage these effectively alongside all of our daily task activity. How do you determine what needs to be done first when you do not have enough time in one day to do everything.

The Eisenhower Matrix is a task management tool that helps you distinguish between urgent and important tasks so you can establish an efficient workflow. Using the tool, you’ll divide your tasks into four boxes based on the tasks you’ll do first, the tasks you’ll schedule for later, the tasks you’ll delegate, and the tasks you’ll delete 

Plan and Schedule

Incorporating your annual or monthly goals into your daily workplan helps you maintain a strong life/work integration. Establishing your goals determine the "what" of your work. Thinking strategically leads to a mission, which is a clearly defined statement of goals. Creating a daily plan is essential for achieving goals.

Break your goals down into workable chunks or tasks so that they can be completed in a manageable and timely manner. These tasks need to be scheduled so they get done. 

Eliminate distractions

You’re all set! What’s left is to do is to focus. Avoid unnecessary chat with co-workers or looking at your social media. Set up your area that would help you focus on the tasks that need to be done.

Continuously improve

Track your progress and see how you think you can do better. Review if your strategies are still aligned with the present workload and goal. Update your plan and schedule if needed. Attend webinars or workshops for additional skills or learning.

Leveraging Tools and Technology

How can we continuously improve? This depends on what goal you intend to focus on because leveraging technology means utilising digital tools in the workplace in which would help both the business and its employees.

Here are some ways:

Automation will be best for those work require repetitive tasks that require so much time but is necessary like sending emails for example.

We at Priority Management New Zealand would be very happy to take you into our Working Smart with MS Outlook programme in which would give you ways to help you save 54 minutes of your time daily based on the results of the 2.2 + million graduates we have trained worldwide to date.

Collaboration Applications will be best for those who need to improve their internal business relationship. We've got you!

Working smart with Microsoft One Note and Teams are teamwork, collaboration, and communication applications effectively implemented will revolutionise the way we work in today's ever increasingly complex workplace.

Social Media Presence will be best for those who want to improve their customer engagement and connect directly to the customers. Regularly posting to accounts, having advertisements, and good customer feedback will help attract and engage customers.

So having all that said, leveraging technology has its benefits:

Increased productivity. The modern workplace has experienced a significant shift in how time is spent. Technology streamlines processes, automates tasks, and allows employees to work more efficiently, resulting in boosting productivity

Increased Collaboration and Better Customer Service. Workplace technology enables unprecedented communication and collaboration. Teams can connect seamlessly, share information and work together more effectively. The customer is a real beneficiary. 

Improved Cost Management and Time Efficiency. Due to collaboration applications, being able to communicate and collaborate with your team without the need to go to the office or visiting a restaurant to have a meeting. Employees can work anywhere convenient for them and can still perform and attend to meetings without having to think of the traffic and commute. 

Given these ways, tips, and information, efficiency and success of time management still depends on each person as we all have different ways to do things. It is more important than ever we work effectively and efficiently as a team establishing better ways to work. We at Priority Management are always ready to help you with our Working Smart method to establish that better way to work and help you save 54 minutes of your day. Contact us now to know more!

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