[Eds. note: This information is offered to help determine priorities, analyze time budgets, and maximize outcome and efficiency.]
What is Time Management?
- Drawing out a proper schedule for using time.
- Doing the right things at the right times.
- Having a goal which directs how time will be spent.
- Being aware of how much time is being spent on certain activities.
- Taking action to control the use of time.
- Saving time in a smart, efficient ways.
Why Should We Learn About Time Management?
- We can organize and manage our time well.
- We can distinguish what is important and what is not, then we can make better decisions about priorities.
- We can finish everything we need to do.
- We can save a lot of time to do what we want to do.
- We can develop a more efficient life.
What Do We Really Need?
- A Quality Life – I need more time!
- Value Assessment – What will we choose to do, given a limited amount of time?
- A Channel for Desire – We want to control circumstances and lead a leisurely life, but instead, the busy demands of life seem to control us and make us tired.
- Time Assignment – Important to find time to spend with friends, family and self, while finishing everything else.
- Avoid Procrastination and Postponements – poor job Balance – I need to work successfully and have a personal life. How do I give fair time to each one.
- Awareness of Priorities: “Urgent versus Important” – What should I spend my time on? How do I decide?
- Stress Control – We get stressful by being too busy and having too many things to do.
- External Factors – People or things in your environment or your schedule that create confusion or inefficiency.
- Internal Factors – Things about yourself that make you lose focus or become distracted.
- The sudden or time-consuming phone call.
- An invitation or conversation with a friend.
- The sudden customer, or other demanding people.
- Banquets or social occasions.
- Personal habits, sickness or emotional needs.
- Responsibilities to family.
- Homework, or covering work for coworkers.
- Time needed for transportation.
- No clear goal and no order of priorities.
- Lack of discipline. No daily work plan.
- Lack of a deadline to finish your goals.
- Lack of order, the workplace is always in a mess.
- Too many cares about small things.
- Being resistant to changes.
- Too many interesting subjects in your vicinity.
- Don’t know how to reject a temptation.
- Lack of information and communication.
Divide Your Time into Blocks
- Sleeping – 8 hours/day
- Working hours – 8 hours/day
- Meals and cooking – 2 hours/day
- Spare time or hobbies – 2 hours/day
- Dressing and physical care – 1 hour/day
- Coffee break or quiet time – 1 hour/day
- Reading and study – 1 hour/day
- Transportation time – 1 hour/day
- Time with friends and family – 8 hours/week
- Housekeeping and maintenance – 3 hours/week
- Banking, bookkeeping, planning – 1 hour/week
Do you spend more or less time on each block?
[Eds. note: Most people only have about 2 to 4 hours of free/leisure time each day. How you choose to use this golden time is critical to your life.]
How Should Time be Spent?
- Most of our time is already preallocated, so most people only have 2 ~ 4 free hours of time each day.
- What should you spend your time on?
- Decide what is important to you. What are your top priorities.
- Divide your time to do different things at set lengths of time, and then try to finish each task within the time period.
Making your schedule work is the trick.
Keys to Time Management
The key to managing time wisely is to…
- Focus on the second box: ”Important but not urgent”
- Put less time on the fourth box: ”Not important and not urgent”
After a while, we see improvements…
- The first box becomes smooth and easy.
- The second box becomes enjoyable.
- The third box becomes exciting.
- The fourth box becomes relaxing.
Control Your Time
- Set goals, follow a daily schedule.
- Keep the workplace in order.
- Set out your purpose at first, whenever you call someone or hold a conference.
- Before making promises or commitments, carefully consider if you really want to spend your time on this. Ask yourself, “Is this really essential for me to do?”
- Set a deadline for everything on-hand.
Control Your Environment
Learn how to do the following when necessary…
- Lock your door; value your right to privacy.
- Use lights and shades effectively.
- Turn off the computer and/or the telephone.
- Direct focused conversations; say “NO” to people.
- Save time by devising conveniences, or by making appointments and/or arrangements with people.
- Consider spending a little money on things that can save your time.
- Lay out a basic schedule for each day, week, quarter, and year.
- You should have clear goals.
- Devise a planned order of the whole process, start to finish.
- Choose your endeavors carefully. Don’t let circumstances or other people choose for you.
- Consider how you will arrange your time to accommodate a given endeavor, so that you can do the right thing at the right time.
- Always be aware of what your priorities are, and how much time you are spending on any particular activity.
A well maintained time management will be good for your life.